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03 13 2019 Council AgendaPage The Township of Oro-Medonte 1. Call to Order - Moment of Reflection: 2. Adoption of Agenda: 7 - 9 a) Motion to Adopt the Agenda. [Addenda] 3. Disclosure of Pecuniary Interest: 4. Closed Session Items: a) Motion to go In Closed Session. b) Motion to Rise and Report. C) Robin Dunn, CAO re: Solicitor -client privilege (Procurement). d) Robin Dunn, CAO re: Acquisition/disposition of land (Potential Disposition). 5. Minutes of Council and Committees: 10-25 a) Minutes of Council meeting held on Wednesday, February 27, 2019. 6. Recognition of Achievements: None. 7. Public Meetings: None. 8. Deputations: 26-54 a) 10:00 a.m. Kim Pressnail re: Best Practices and Lessons Learned in Licensing Based on the Experiences of The Town of The Blue Mountains and From Responsible Short Term Rental (Airbnb) Operators in Oro- Medonte. 55-69 b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall Board re: Edgar Community Hall. Page 1 of 312 Council Meeting Agenda Council Chambers Township o��� ?tC� Wednesday, March 13, 2019 Proud Herigqe, Exciting Future 9:00 a.m. - Closed Session 10:00 a.m. - Open Session 1. Call to Order - Moment of Reflection: 2. Adoption of Agenda: 7 - 9 a) Motion to Adopt the Agenda. [Addenda] 3. Disclosure of Pecuniary Interest: 4. Closed Session Items: a) Motion to go In Closed Session. b) Motion to Rise and Report. C) Robin Dunn, CAO re: Solicitor -client privilege (Procurement). d) Robin Dunn, CAO re: Acquisition/disposition of land (Potential Disposition). 5. Minutes of Council and Committees: 10-25 a) Minutes of Council meeting held on Wednesday, February 27, 2019. 6. Recognition of Achievements: None. 7. Public Meetings: None. 8. Deputations: 26-54 a) 10:00 a.m. Kim Pressnail re: Best Practices and Lessons Learned in Licensing Based on the Experiences of The Town of The Blue Mountains and From Responsible Short Term Rental (Airbnb) Operators in Oro- Medonte. 55-69 b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall Board re: Edgar Community Hall. Page 1 of 312 Council Meeting Agenda - March 13, 2019 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 312 Council Meeting Agenda - March 13, 2019 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. 254 b) Mayor H.S. Hughes re: Line 15 North/Highway 12 to Old Barrie Road East - Traffic Challenges. 255 - 257 c) Deputy Mayor Jermey re: Association of Municipalities of Ontario (AMO) Training Opportunities, Land Use Planning, Beyond the Basics. 258 - 265 d) Mayor H.S. Hughes re: Simcoe County Tourism Development Fund Grant Application. [Addenda] 14. Consent Agenda: 266 a) Announcements of Interest to the Public: 1. Carley Community Hall, Pancake Breakfast, Saturday, April 20, 2019, Page 3 of 312 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: 70-128 a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Community Services re: Community Hall Upgrades — 2019 Update [from January 16, 17, 18, 2019 Special Council meeting]. [Refer to Items 14 j) and k)]. 129-141 b) Report No. F12019-3, Mark DesLauriers, Chief Financial Officer/Treasurer re: Financial Executive Summary Report — Q4 2018. 142-155 c) Report No. OCS2019-4, Roz Llewellyn, Coordinator, Community Recreation re: Oro-Medonte Minor Soccer— Burl's Creek Event Grounds Lease. 156-172 d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Community Services re: Huronia Nurse Practitioner Led Clinic Lease Renewal. 173-180 e) Report No. OCS2019-6, Justin Metras, Manager, Infrastructure and Capital Projects re: Award of Tenders OCS2019-01 Road Rehabilitation - Various Locations; and OCS2019-02 Micro -Surfacing - Various Locations. 181 -253 f) Shawn Binns, Director, Operations and Community Services, re: 2019 Grants and Subsidy Requests — Budget Allocation 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. 254 b) Mayor H.S. Hughes re: Line 15 North/Highway 12 to Old Barrie Road East - Traffic Challenges. 255 - 257 c) Deputy Mayor Jermey re: Association of Municipalities of Ontario (AMO) Training Opportunities, Land Use Planning, Beyond the Basics. 258 - 265 d) Mayor H.S. Hughes re: Simcoe County Tourism Development Fund Grant Application. [Addenda] 14. Consent Agenda: 266 a) Announcements of Interest to the Public: 1. Carley Community Hall, Pancake Breakfast, Saturday, April 20, 2019, Page 3 of 312 Council Meeting Agenda - March 13, 2019 9a.m. - 11:00 a.m. 267-270 b) Minutes of Barrie Public Library Board meeting held on Thursday, January 24, 2019. Staff Recommendation: Receive for Information Only. 271 - 279 c) Minutes of Lake Simcoe Region Conservation Authority meeting held on Page 4 of 312 Friday, January 25, 2019. Staff Recommendation: Receive for Information Only. 280 - 284 d) Minutes of Nottawasaga Valley Conservation Authority meeting held on Friday, January 25, 2019. Staff Recommendation: Receive for Information Only. 285 e) Correspondence dated February 11, 2019 from Terry Young, Vice -President, Policy, Engagement and Innovation, Independent Electricity System Operator (IESO) re: Electricity Solutions. Staff Recommendation: Receive for Information Only. 286 f) Correspondence dated February 19, 2019 from John Daly, County Clerk, County of Simcoe re: City of Barrie Appointments to the Lake Simcoe Regional Airport Board. Staff Recommendation: Receive for Information Only. 287-288 g) Correspondence dated February 19, 2019 from Town of Newmarket re: Bill 66, Restoring Ontario's Competitiveness Act, 2018. Staff Recommendation: Receive for Information Only. 289-290 h) Correspondence dated February 26, 2019 from Township of South Stormont re: Provincial Review of Ontario Municipal Partnership Fund (OMPF) Staff Recommendation: Receive for Information Only. 291 i) Correspondence dated February 26, 2019 from Jamie McGarvey, President, Association of Municipalities of Ontario (AMO) re: Taking Action for Universal Broadband Access. Staff Recommendation: Receive for Information Only. 292 j) Correspondence dated February 28, 2019 from Carol Montgomery re: Edgar Community Hall. Staff Recommendation: Receive and Consider in Conjunction with Item 12a). 293 k) Correspondence dated March 6, 2019 from Diane Gratrix & Leanne Sharp, Mahogany & Maple re: Edgar Community Hall. Staff Recommendation: Receive and Consider in Conjunction with Item 12a). 294-295 I) Correspondence dated March 1, 2019 from George Cornell, Mayor, Township of Tiny re: Ensuring Ontarians Have Enough Money to Feed Themselves and their Families. Staff Recommendation: Receive for Information Only. Page 4 of 312 Council Meeting Agenda - March 13, 2019 15. Communications/Petitions: 296 - 299 a) Correspondence dated February 11, 2019 from Catherine Oosterbaan, Ministry of Agriculture, Food and Rural Affairs (OMAFRA) re: Community Economic Development 101, Workshop for Municipal Councillors & Volunteers. 300 b) Correspondence dated February 25, 2019 from Mayor Don Allen, Township of Springwater re: Annual Log -Sawing Contest - Elmvale Maple Syrup Festival, Saturday, April 27, 2019. 16. Notice of Motions: None. 17. By -Laws: 301 - 302 a) By -Law No. 2019-025: A By-law to Authorize the Execution of a Contract between The Township of Oro-Medonte and The Barrie Public Library Board For a Term of One Year And to Repeal By-law No. 2018-034. 303 - 304 b) By -Law No. 2019-026: A By-law to Authorize the Execution of a Contract between The Township of Oro-Medonte and The Severn Township Public Library Board For a Term of One Year And to Repeal By-law No. 2018-036. 305-306 c) By -Law No. 2019-027: A By-law to Authorize the Execution of a Contract between The Township of Oro-Medonte and The Midland Public Library Board For a Term of One Year and to Repeal By-law No. 2018-035. 307-311 d) By -Law No. 2019-028: A By-law to Authorize the Execution of a Contract between The Township of Oro-Medonte and The Orillia Public Library Board For a Term of One Year And to Repeal By-law No. 2018-037. 18. Closed Session Items (Unfinished Items): 19. Confirmation By -Law: 312 a) By -Law No. 2019-022: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, March 13, 2019. 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 Page 5 of 312 Council Meeting Agenda - March 13, 2019 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 312 2.a) Motion to Adopt the Agenda. From: Patricia Richards <crownhillfarms@live.ca> Sent: Tuesday, March 12, 2019 9:38 AM To: Agenda comment <Agendacomment@oro-medonte.ca> Cc: Hughes, Harry <harry.hughes@oro-medonte.ca>; Keane, Cathy <cathy.keane@oro- medonte.ca>; Jermey, Scott <scott.jermey@oro-medonte.ca> Subject: Edgar Hall - Meeting March 13 - Item 2a To : Oro-Medonte Council The Township of Oro-Medonte has few historic buildings left to share the history & growth of its hamlets & communities. Edgar Hall is a wonderful example of an early school in rural Ontario. An inventory of the building's architecture retains examples of original woodwork, window style, black boards & a school design built over 100 years ago. What a treasure! Though no longer used for educating local youth, the Edgar School has remained an important gathering place for members of the community. There is something special when entering a building filled with memories of strawberry socials, Women's Institute meetings, craft sales, family reunions, school classes, card tournaments, birthday parties, candidates meetings, bridal showers, etc. The Edgar Hall is not an abandoned building looking to be saved but a small community hall fighting for its life. The community has shown its support for retaining the Edgar Hall for community use. Public meetings have been well attended. Partnerships with local branches of the Womens' Institute, special interest groups & local businesses will provide the volunteer & financial support needed to keep the doors open. The small Tec We Gwill Hall in Newton Robinson, Ontario is a successful example of a historic building used as a community hall. With support from the local municipal council, the Tec We Gwill Hall, with an updated approved kitchen, provides a valuable contribution to the quality of life for area residents. Another example, closer to Edgar, is the old schoolhouse in Anten Mills, now a municipally operated hall for Springwater residents. Oro-Medonte communities have already experienced closures of its small community halls & Churches. The changes in the agreement between the Simcoe County District School Board & the Shanty Bay community resulted in the closing of Shanty Bay Community Hall (2006). The closing of Crown Hill United Church (2014) and the demolition of Craighurst WI Hall (2012) strengthens the need for Oro-Medonte to retain this community treasure. The small historic school building in Edgar, with Council & community support, can continue to be an special social & recreational facility for neighbours, friends & families to meet. We are asking for your support & commitment for the Edgar Hall. Respectfully submitted, Bob & Pat Richards Crown Hill This email was scanned by Bitdefender Page 7 of 312 2.a) Motion to Adopt the Agenda. -----Original Message ----- From: Carol Bosman <carol.m.bosman(a)-gmail.com> Sent: March 12, 2019 2:18 PM To: Hughes, Harry <harry.hughes(a)oro-medonte.ca>; Keane, Cathy <cathy. keane(a)-oro-medonte. ca> Cc: Binns, Shawn <sbinns _oro-medonte.ca> Subject: EDGAR HALL Mayor Hughes and Councillor Keane: I have read the report prepared by the Edgar Hall Board, being presented at the Oro- Medonte Township Council Meeting on March 13, 2019. As a taxpayer of Oro-Medonte (resident in Simcoe Estates), I fully support the Edgar Hall Board in having the hall remain open. I attended numerous events at the Craighurst Community Hall, prior to its closure and subsequent demolition and can state with certainty, that it has been sorely missed by community residents. I would not want the residents of Edgar and area to experience the same sense of loss in their community. The community halls play an essential role in bringing people together for social events. I would therefore urge you as members of the Oro-Medonte Township Council, to support community halls in the budgetary process and to vote in favour of maintaining and upgrading the Edgar Hall for future use. Sincerely, Carol Bosman Sent from my iPad This email was scanned by Bitdefender Page 8 of 312 2.a) Motion to Adopt the Agenda. Original message From: Paul Lane <muskokalanesp_hotmail.com> Date: 2019-03-12 1:29 PM (GMT -05:00) To: "Greenlaw, Randy" <randy. green law(d)-oro-m edonte. ca> Subject: Re: AirB&B > Hi Randy: From our understanding there is an upcoming Council meeting with > regards to regulations pertaining to B&B's in Oro-Medonte. > As waterfront property owners we are concerned with the number of AirB&Bs on > our street which, in our opinion, lowers the value of properties in our area. > We are also concerned about additional effects to septic systems, vehicle parking, > building occupancy , vehicle traffic, waterfront safety, noise, pets, trash generated, > that these establishments bring, to name are only a few. > We would ask council to prevent the establishment of any B&Bs in residential areas > in Oro-Medonte. > Thank you > Paul & Lorraine lane > 9 Moon Point Drive > Oro-Medonte, Ontario > L3V OR8 > 705 735 1143 Page 9 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. .'-- �,. Tnwruhip of Proud Heritage, Exciting Future Wednesday, February 27, 2019 Present Staff Present: Mayor H.S. Hughes Deputy Mayor Scott Jermey Councillor Ian Veitch Councillor Scott Macpherson Councillor Cathy Keane Councillor Shawn Scott Councillor Randy Greenlaw The Township of Oro-Medonte Council Meeting Minutes Council Chambers Time: 5:03 p.m. Robin Dunn, Chief Administrative Officer Karen Way, Clerk Mark DesLauriers, Chief Financial Officer/Treasurer Andria Leigh, Director, Development Services Shawn Binns, Director, Operations and Community Services Tamara Obee, Manager, Human Resources, Health & Safety Justin Metras, Manager, Infrastructure and Capital Projects 1. Call to Order - Moment of Reflection: Mayor H.S. Hughes assumed the Chair, called the meeting to order followed by a moment of reflection. "MIL Uk Page 1 of 16 Page 10 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. 2. Adoption of Agenda: a) Motion to Adopt the Agenda. Motion No. C190227-1 Moved by Veitch, Seconded by Macpherson Be it resolved that the agenda for the Council meeting of Wednesday, February 27, 2019 be received and adopted; And that the following correspondence be received with respect to Item 12a): 1. Muzi Liu and Family dated February 25, 2019; OFF 1401k 2. Tamara Scearce dated February 26, 2019; 3. Mary Dempster and Will Lottering dated February 25, 2019; 4. Ray and Christine Wood dated February 25 and 26, 2019; 5. Olga Fainshtein dated February 25, 2019; 6. Marianne & Peter Valjas dated February 24, 2019; 7. John and Jan Fawcett dated February 25, 2019; 8. Lynda Myles, President on behalf of Horseshoe Valley Property Owners Association dated February 26, 2019; 9. Barry Sookman dated February 26, 2019;` 10. Stuart Bowser dated February 26, 2019; ,x 11. Cathrine E. Robinson, Moonstone Bed and Breakfast dated February 26, 2019; 12. Lena Simpson dated February 26, 2019; 13. Catherine Jenereaux dated February 26, 2019; 14. Stan Faynberg dated February 25, 2019; 15. Cliff Watson dated February 23, 2019; 16. Julia Masalova dated February 25, 2019; 17. Pamela and Tracy Lemay dated February 25, 2019; 18.Olesa Burduh dated February 25, 2019. 'X 'A 1% Carried. 3. Disclosure of Pecuniary Interest: Councillor Greenlaw declared a pecuniary interest on Item 4c) Andria Leigh, Director, Development Services re: Solicitor -client privilege; Litigation affecting the municipality (Burl's Creek) as his business has provided ATM Services for this property for over 10 years. Councillor Greenlaw left the room and did not participate in the discussion or vote on this item. Page 2 of 16 Page 11 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. 4. Closed Session Items: a) Motion to go In Closed Session. Motion No. C190227-2 Moved by Veitch, Seconded by Macpherson Be it resolved that we do now go in Closed Session at 5:05 p.m. to discuss • Security of municipal property; Litigation affecting the municipality (Burl's Creek); • Personal matters about an identifiable individual (Complaint); (Lake Simcoe Regional Airport Appointment); • Acquisition/disposition of land (Potential Disposition); • Solicitor -client privilege (Short Term Rentals (Airbnb)); (Legal Opinion -Agreement). b) Motion to Rise and Report. NAF 1% Motion No. C190227-3 Moved by Keane, Seconded by Be it resolved that we do now Rise at 7:05 p.m. and we shall Report on the Closed Session Items 4 "%& A iw `q* c) Andria Leigh, Director, Development Services re: Solicitor -client privilege; Litigation affecting the municipality (Burl's Creek). d) Andria Leigh, Director, Development Services re: Solicitor -client privilege (Short Term Rentals (Airbnb)). e) Shawn Binns, Director, Operations and Community Services re: Solicitor -client privilege (Legal Opinion -Agreement)). f) Robin Dunn, CAO re: Personal matters about an identifiable individual (Complaint). g) Karen Way, Clerk re: Personal matters about an identifiable individual (Lake Simcoe Regional Airport Appointment). h) Robin Dunn, CAO re: Acquisition/disposition (Potential Disposition). Carried. Page 3 of 16 Page 12 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. c) Andria Leigh, Director, Development Services re: Solicitor -client privilege; Litigation affecting the municipality (Burl's Creek). Councillor Greenlaw declared a pecuniary interest on Item 4c) Andria Leigh, Director, Development Services re: Solicitor -client privilege; Litigation affecting the municipality (Burl's Creek) as his business has provided ATM Services for this property for over 10 years. Councillor Greenlaw left the room and did not participate in the discussion or vote on this item. The following staff were present: Robin Dunn, Chief Administrative Officer Karen Way, Clerk Mark DesLauriers, Chief Financial Officer Andria Leigh, Director, Development Seri Motion No. C190227-4 Moved by Keane, Seconded by Macpher; Be it resolved � lww. 1. That the confidential verbal information and correspondence presented by Andria Leigh, Director, Development Services re: Solicitor -client privilege; Litigation affecting the municipality (Burl's Creek) be received. 2. That staff proceed as directed by CouncilX's Ir I. Carried. d) Andria Leigh, Director, Development Services re: Solicitor -client privilege (Short Term Rentals (Airbnb)). GEL The following staff were present: Robin Dunn, Chief Administrative Officer Karen Way, Clerk Mark DesLauriers, Chief Financial Officer/Treasurer Andria Leigh, Director, Development Services Motion No. C190227-5 VF Moved by Greenlaw, Seconded by Jermey Be it resolved that the confidential verbal information presented by Andria Leigh, Director, Development Services re: Solicitor -client privilege (Short Term Rentals (Airbnb)) be received and considered in conjunction with Report No. DS2019-20. Carried. Page 4 of 16 Page 13 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. e) Shawn Binns, Director, Operations and Community Services re: Solicitor -client privilege (Legal Opinion -Agreement)). The following staff were present: Robin Dunn, Chief Administrative Officer Karen Way, Clerk Mark DesLauriers, Chief Financial Officer/Treasurer Andria Leigh, Director, Development Services Shawn Binns, Director, Operations and Community Services Justin Metras, Manager, Infrastructure and Capital Projects Motion No. C190227-6 Moved by Jermey, Seconded by Greenlaw be it resolved that the confidential correspondence dated January 11, 2U19 trom barriston Law and presented by Shawn Binns, Director, Operations and Community Services re: Solicitor -client privilege (Legal Opinion -Agreement)) be received and considered in conjunction with Report No. OCS2019-3. Carried f) Robin Dunn, CAO re: Personal matters about an identifiable individual (Complaint). AEEFII1' The following staff were present: Robin Dunn, Chief Administrative Officer Karen Way, Clerk Mark DesLauriers, Chief Financial Officer/Treasurer Andria Leigh, Director, Development Services Motion No. C190227-7 , % N Moved by Scott, Seconded by Jermey Be it resolved '1%6, A 1. That the confidential verbal information presented by Robin Dunn, matters about an identifiable individual (Complaint) be received. 2. That staff proceed as directed. CAO re: Personal Carried. Page 5 of 16 Page 14 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. g) Karen Way, Clerk re: Personal matters about an identifiable individual (Lake Simcoe Regional Airport Appointment). The following staff were present: Robin Dunn, Chief Administrative Officer Karen Way, Clerk Mark DesLauriers, Chief Financial Officer/Treasurer Andria Leigh, Director, Development Services Motion No. C190227-8 Moved by Scott, Seconded by Jermey Be it resolved bL 1. That the confidential correspondence presented by Karen Way, Clerk re: Personal matters about an identifiable individual (Lake Simcoe Regional Airport Appointment) be received. 2. That staff arrange interviews accordingly as directed by Council to include two (2) members of Council and one (1) staff member. ""4q%� Carried. .A9001h, lk x h) Robin Dunn, CAO re: Acquisition/disposition (Potential Disposition). The following staff were present: Robin Dunn, Chief Administrative Officer Karen Way, Clerk Mark DesLauriers, Chief Financial Officer/Treasurer Andria Leigh, Director, Development Services Shawn Binns, Director, Operations and Community Services Justin Metras, Manager, Infrastructure and Capital Projects Motion No. C190227-9 Moved by Greenlaw, Seconded by Jermey Be it resolved 1. That the confidential verbal information presented by Robin Dunn, CAO re: Acquisition/disposition (Potential Disposition) be received. 2. That staff proceed as directed by Council and bring back a report for Council's consideration. Carried. Page 6 of 16 Page 15 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. Motion No. C190227-10 Moved by Macpherson, Seconded by Keane 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. Carried. a) Minutes of Council meeting held on Wednesday, February 13, 2019. Motion No. C190227-11 Moved by Jermey, Seconded by Greenlaw ",Aw Be it resolved that the draft minutes of the Council meeting held on Wednesday, February 13, 2019 be received and adopted as printed and circulated. Carried. 6. Recognition of Achievements•; a) Correspondence dated February 13, 2019 from Eric Wilson, HIGH FIVEO, Founded by Parks and Recreation Ontario (PRO) re: Roz Llewellyn, Coordinator, Community Recreation, HIGH FIVE 10 Year Trainer Recognition. Motion No. C190227-12 Moved by Macpherson, Seconded by Veitch 10 Be it resolved 1. That the correspondence dated February 13, 2019 from Eric Wilson, HIGH FIVE@, Founded by Parks and Recreation Ontario (PRO) re: Roz Llewellyn, Coordinator, Community Recreation, HIGH FIVE 10 Year Trainer Recognition be received. 2. That Roz Llewellyn, Coordinator, Community Recreation be recognized under the Mayor's signature. 4W Carried. Page 7 of 16 Page 16 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. 7. Public Meetings: Prom- 8. om 8. Deputations: a) Barry Sookman re: Short Term Rentals (Airbnb) Considerations for Regulatory Options. Motion No. C190227-13 Moved by Macpherson, Seconded by Veitch Be it resolved that the correspondence dated February 14 and 26, 2019 and presentation provided by Barry Sookman re: Short Term Rentals (Airbnb) Considerations for Regulatory Options be received and considered in conjunction with Report No. DS2019-20. 9. Presentations None. 10. Identification ,N Carried, rest: 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: NX Council Members consented to extend the duration of Open Forum to ensure all members of public who wanted to, had an opportunity to speak. One (1) individual provided comments with respect to Item 12d. One (1) individual provided comments with respect to Item 12c. Eleven (11) individuals provided comments with respect to Item 12a. Page 8 of 16 Page 17 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. 12. Reports of Municipal Officers: a) Report No. DS2019-20, Andria Leigh, Director, Development Services re: Short Term Rental Accommodations Update (Airbnb). Motion No. C190227-14 Moved by Keane, Seconded by Macpherson Be it resolved 1. That Report No. DS2019-20, Andria Leigh, Director, Development Services re: Short Term Rental Accommodations Update (Airbnb) be received and adopted. 2. That staff proceed forward with the implementation of Option 2 in accordance with Council's direction. 3. That the appropriate planning amendments and regulatory by-laws be brought forward to a future meeting for Council's consideration. 4. That Interim Control By-law 2018-071 be extended until June 28, 2020. absk, Ne Carried. b) Report No. OCS2019-3, Shaw Simcoe County District School Update. Motion No. C190227-15 i Binns, Director, Operations and Community Services re: Board (SCDSB) School/Community Centre Partnership Moved by Macpherson, Seconded by Be it resolved 40101h6, NEW 10 1. That Report No. OCS2019-3, Shawn Binns, Director, Operations and Community Services re: Simcoe County District School Board (SCDSB) School/Community Centre Partnership Update be received and adopted. 2. That Council approve 739 Horseshoe Valley Road as the selected site for the joint facility. 3. That Council approves a Tenant's in Common approach to structure a draft agreement with the Simcoe County District School Board. 4. That staff proceed as outlined and report back to Council. Carried. Page 9 of 16 Page 18 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. c) Report No. DS2019-19, Andria Leigh, Director, Development Services re: Proposed Amendments to the Growth Plan for the Greater Golden Horseshoe. Motion No. C190227-16 Moved by Macpherson, Seconded by Keane Be it resolved 1. That Report No. DS2019-19, Andria Leigh, Director, Development Services re: Proposed Amendments to the Growth Plan for the Greater Golden Horseshoe be received and adopted. ANEW 2. That Council authorize Planning staff to make a submission to the Ministry of Municipal Affairs and Housing based on the comments as outlined in Report No. DS2019-019 through the Environmental Registry (013-4504) as the Township's submission on the Proposed Amendment to the Growth Plan for the Greater Golden Horseshoe 2017 in addition to any other comments received by Council. ,N6, x Carried. d) Report No. DS2019-21, Andria Leigh, Director, Canopy and Natural Vegetation Protection and Motion No. C190227-1,1sash, Moved by Veitch, Seconded by Mac Be it resolved Development Services re: Proposed Tree Enhancement Policy. 1. That Report No. DS2019-21, Andria Leigh, Director, Development Services re: Proposed Tree Canopy and Natural Vegetation Protection and Enhancement Policy consistent with the amendments to the Municipal Act (Bill 68) be received. 2. That Council approve and enact the Tree Canopy and Natural Vegetation Protection and Enhancement policy as outlined in Attachment #1 of Report No. DS2019-21, as amended, to include the following: "5. That the Township of Oro-Medonte has and will continue to enact site plan control for new lots being created in the shoreline designation and specific subdivisions in and around growing settlement areas at the sole discretion of Council." Carried. Page 10 of 16 Page 19 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. e) Report No. DS2019-22, Curtis Shelswell, Chief Municipal Law Enforcement Officer re: Exemption Request -Cormier Towing. Motion No. C190227-18 Moved by Macpherson, Seconded by Keane Be it resolved 1. That Report No. DS2019-22, Curtis Shelswell, Chief Municipal Law Enforcement Officer re: Exemption Request -Cormier Towing be received and adopted. 2. That Council deny the request from Cormier Towing & Storage Inc and that staff proceed with Option # 1 as outlined in Report No. DS2019-22. 3. That the applicant be advised of Councils decision under the Chief Municipal Law Enforcement Officer's signature. 4f X Carried f) Report No. DS2019-23, Curtis Shelswell, Chief Municipal Law Enforcement Officer re: Canine Control Exemption Request, 2260 Lakeshore Road E. Motion No. C1902 Moved by Jermey Be it resolved 1. That Report No. DS2019-23, Curtis Shelswell, Chief Municipal Law Enforcement Officer re: Canine Control Exemption Request, 2260 Lakeshore Road East be received and adopted. 2. That Council deny the request from Nicole Tryon of Hanks Haven & Dog Sanctuary and that staff proceed with Option #1 as outlined in the Report No. DS2019-23. 3. That the applicant be advised of Council's decision under the Chief Municipal Law Enforcement Officer's signature. Carried. Page 11 of 16 Page 20 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. g) Report No. HR2019-2, Tamara Obee, Manager, Human Resources, Health & Safety; Karen Way, Clerk re: Council Pregnancy/Parental Leave Policy. Motion No. C190227-20 Moved by Greenlaw, Seconded by Jermey Be it resolved 1. That Report No. HR2019-2, Tamara Obee, Manager, Human Resources, Health & Safety; Karen Way, Clerk re: Council Pregnancy/Parental Leave Policy be received and adopted. 2. That the draft Human Resources Policy Number POL-HR-6.08 be enacted effective March 1, 2019. C d 13. Reports of Members of Council: it a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. k, 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. The following Members of Council provided comments: • Mayor H.S. Hughes • Councillor Ian Veitch • Councillor Scott Macpherson b) Mayor H.S. Hughes re: Governance Peer Feedback. Motion No. C190227-21 Moved by Jermey, Seconded by Greenlaw Be it resolved that the correspondence presented by Mayor H.S. Hughes re: Governance Peer Feedback be received; and that Council proceed as discussed. Carried. Page 12 of 16 Page 21 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. 14. Consent Agenda: a) Announcements of Interest to the Public: 1. Township of Oro-Medonte Notice re: 2019 Oro-Medonte Citizen of the Year and Ontario Senior of the Year Nomination, Deadline Thursday, February 28, 2019. 2. Independent Living Services of Simcoe County and Area Notice re: The Assistive Device Exchange (A.D.E.) Website and The Accessibility Resource Centre. 3. County of Simcoe Notice re: 2019 Age -Friendly Seniors Housing Grant Program, Deadline May 15, 2019. b) Correspondence received February 10, 2019 from Ralph Giffen, Chairperson, North Simcoe Soil and Crop Improvement Association re: Severn Sound Environmental Association Letter of Support. Staff Recommendation: Receive for Information Only. c) Minutes of Sustainable Severn Sound, Sustainability Committee meeting held on Thursday, January 10, 2019. Staff Recommendation: Receive for Information Only. d) Correspondence dated February 20, 2019 from Anita Dubeau, Chair, Board of Health, Simcoe Muskoka District Health Unit (SMDHU) re: Public and Environmental Health Implications of Bill 66, Restoring Ontario's Competitiveness Act, 2018. Staff Recommendation: Receive for Information Only.: Admopolqqm r h e) Correspondence received February 22, 2019 from Brenda and Dave Dorward re: Temporary By -Law, Short Term Rentals (AirBnB). Staff Recommendation: Receive and Consider in Conjunction with Report No. DS2019-20. Motion No. C190227-22'! Moved by Scott, Seconded by Jermey 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. Township of Oro-Medonte Notice re: 2019 Oro-Medonte Citizen of the Year and Ontario Senior of the Year Nomination, Deadline Thursday, February 28, 2019. 2. Independent Living Services of Simcoe County and Area Notice re: The Assistive Device Exchange (A.D.E.) Website and The Accessibility Resource Centre. 3. County of Simcoe Notice re: 2019 Age -Friendly Seniors Housing Grant Program, Deadline May 15, 2019. Page 13 of 16 Page 22 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. b) Correspondence received February 10, 2019 from Ralph Giffen, Chairperson, North Simcoe Soil and Crop Improvement Association re: Severn Sound Environmental Association Letter of Support. Received for Information Only. c) Minutes of Sustainable Severn Sound, Thursday, January 10, 2019. Received for Information Only. Sustainability Committee meeting held on d) Correspondence dated February 20, 2019 from Anita Dubeau, Chair, Board of Health, Simcoe Muskoka District Health Unit (SMDHU) re: Public and Environmental Health Implications of Bill 66, Restoring Ontario's Competitiveness Act, 2018. Received for Information Only. e) Correspondence received February 22, 2019 from Brenda and Dave Dorward re: Temporary By -Law, Short Term Rentals (AirBnB). Received and Considered in Conjunction with Report No. DS2019-20. Carried. 15. V%4hhx, a) Correspondence from County of Simcoe re: Joint Accessibility Advisory Committee. Motion No. C190227-23 Ajr"4% Moved by Scott, Seconded by Jermey 1% Be it resolved 14010161-- 1. That the County of Simcoe's Committee of the Whole Report CCW -2018-521 re: Joint Accessibility Advisory Committee be received for information only. 2. That the Joint Accessibility Advisory Committee Terms of Reference be endorsed and that the County of Simcoe be notified under the Clerk's signature. Carried. 16. Notice of Motions: None. Page 14 of 16 Page 23 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. 17. By -Laws: a) By -Law No. 2019-020: A By -Law to Repeal By -Law No. 2012-209, "A By-law to Appoint an Acting Chief Administrative Officer and to Repeal By-law No. 2009-060". b) By -Law No. 2019-021: A By -Law to Establish a Heritage Committee and to repeal and replace By-law 2013-017 (Heritage Committee). Motion No. C190227-24 Moved by Greenlaw, Seconded by Jermey Be it resolved that J&# a) By -Law No. 2019-020: A By -Law to Repeal By -Law No. 2012-209, "A By-law to Appoint an Acting Chief Administrative Officer and to Repeal By-law No. 2009-060". b) By -Law No. 2019-021: A By -Law to Establish a Heritage Committee and to repeal and replace By-law 2013-017 (Heritage Committee). be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. 18. Closed Sessh None. 19. Confirmation a) By -Law No. 2019-019: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, February 27, 2019. Motion No. C190227-25 Moved by Greenlaw, Seconded by Jermey Carried. Be it resolved that By -Law No. 2019-019: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, February 27, 2019 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: None. Page 15 of 16 Page 24 of 312 5.a) Minutes of Council meeting held on Wednesday, February 27, 2019. Council Meeting Minutes — Wednesday, February 27, 2019. 21. Adjournment: a) Motion to Adjourn. Motion No. C190227-26 Moved by Greenlaw, Seconded by Jermey Be it resolved that we do now adjourn at 9:57 p.m. Mayo Carried. lay Page 16 of 16 Page 25 of 312 &a)'10:00a.mAr, i rProud Heritage, Exciting 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: March 13, 2019 I am requesting deputation to speak: a) 0 on my own behalf; or b) ❑ 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. 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. � M111V Kim Pressnail I0FTim 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. My brother Bryn Pressnail and I previously made a deputation to Council on September 25, 2018 concerning the problems of Short Term Accommodations in residential neighbourhoods. Now that Council has chosen to investigate the licensing approach to regulating Short Term Rentals, I would like to the opportunity to address the new Council regarding the best practices and lessons learned in licensing based on the experiences of The Town of The Blue Mountains and from responsible Short term Rental operators here in Oro-Medonte. The presentation will begin with a look at two fundamental guiding principles concerning health, safety and the environment, and the need to protect the quiet enjoyment and property values in residential neighbourhoods. Based on these principles, and the experiences in the Town of The Blue Mountains, a series of suggested provisions for regulating Short Term Rentals will be presented. None of this material has previously been presented to Council. 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. 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 26 of 312 8.a) 10:00 a.m. Kim Pressnail re: Best Practices and Lessons Learned in ... -2- Reason why this presentation is important to Council and to the municipality: This matter is important because Council really only has one opportunity to implement the licensing scheme. Once implemented and expectations have been created, it will be extremely difficult if not impossible to change licensing provisions. Since implementing their licensing scheme nearly 9 years ago, The Town of The Blue Mountains has continued to struggle with licensing and challenges to the licensing provisions. Examining their practices and experiences can only improve the development of our own provisions and ultimately benefit all tax payers in Oro-Medonte. Date of Request: March 3, 2019 Name of Requestor: Kim Pressnail Address, 173 Parkside Drive Telephone: 705 487 2370 Email: pressna@ecf. utoronto.ca Fax: 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 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 (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 27 of 312 I' �� � ., -1 X LU . C: El 0 N 4 A 8.a) 10:00 a.m. Kim Pressnail re: Best Practices and Lessons Learned in ... li RIC M, Page 30 of 312 =3 U i U u O O > a+ E O =3 •> M a� > _ cin U � cn •� Q O U U • cn ate—., 4-jate+ 4-j 4-jU C: O U -0 C C _0 O _0(� U �O • 1 ` f� a� •� a- J 4-J a- J .Q U i •N U U 0 CSA Q) ateJ 4-j ate -+ a--+ O C O Zj O O 3: a) ca O O CL CLCL U ate—+ rl N M Page 30 of 312 H Ln Kim Pressnail re: Best Practices and Lessons Learned in ... Page 31 of 312 E O 0 •— L ca con 4, 'U O � �� 1� Q) >.3'C O Q) O O i 0 •cn +�-+ O cn to O 4-, C�0 ca 0 cn ~ _0Ln —O (1) cin U 'O O � � do -2 cn .— C:U .0 0 O .— > > 4-j U O ULn Q)4-j a) a) ate--+ 0 -0 (1) U Q ca O 0 0- O -0 Page 31 of 312 Q .n\ n nn Kim PrUOOHC3 l re: Best Practices and Lessons Learned in ... 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C9V,�/l/� o�zt.1 ORO-1,AEDONTE Pmud Hrriruge, Exciting Froure I 7-nXA f Ki S k.„ j r3 ellswell, on behalf of Edgar Community Hall B... 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: I am requesting deputation to speak: a) ❑ on my own behalf; or b) Eon 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. 1 would like to use: 0 projector 0 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 oftnatt more tCyr ttv tin 00) min tes. S6 11.swell l a e T Name: Pyr«►a Name: t r or L (bQc.k up s PCXAP�r on 1 Have you presented a deputation previously on this matter? ❑ Yes 91 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. he- oq r Qt- D r ' A h � C 0U nc+ i rn aye r : +hr- r �P—,L1a5+c a r -V a n �a1nu.Clry 1�.2�1 �.. We Wau�r� Ar1l�A C.fa�i�totic�.` ► nta _ � � nr.r �-� MpoV- ` Was Wr, Pleaaa identify the type o a tion you are seeking of Council/Committee on this issue. ❑ No Action, e.g., an awareness of topic or organization. ZTo Request Action. Please describe in detail. S P -P.. ti P tYl -4-- f 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? S Vie, iv1cA;ca�' J a s4av-�t"e-,P,54 would robab)y 'b<--Pa494 +0 ours. r : 8.b) 10,10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... A 4 W a s indic aQ cc a 1A\2- �&earcA CGunc:} Y, Sr�tn�rs �'�►�-�' We could na4ci�cxnc�� r�po+--h oCS2o1�{ :-� 'vWaulc:a b�. Reason why this presentation is important to Council and to the municipality: S . Gins rc Nn5,0t�Ay `}'� Cha�qq� cind o � a 5c-- - "�i s V CM+ h a S M all hcim�� AJ 65 Worked �Qr'Q -�a M60441n n ik? DoeS ri�t._ Q W r r& GYe-atyX%X Ree- Qo Az - hec 1-0 Lake Qxld 1�DS`S�SLS� 14y�r-tel �rP�� r -Thick abovWW=- r1mfd -to Kr-Xpa v al u n+- c --r buss -Vo be- Date eDate of Request: o, T- C� 1 q S us4-a na b1� rS a 'r d•� Rsh t' Name of Requestor: po-�r� c oa he.tiscsel . Address: 1'1314 WA rel &i ri-i a Rf,,q A W e_s Telephone: -76 F- -73 `I— -15 `7 q Fax: Email: N114 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 15t 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(aD.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 Ora-Medonte, 148 Line 7 South, Oro-Medonte, Ontario, LOL 2EO. 1012016 Page 56 of 312 8.b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... Report to Municipality of Oro-Medonte for Council Meeting March 13, 2019 From: The Edgar Hall Board. 1 Page 57 of 312 8.b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... Contents Preamble....................................................................................................................................................... 3 Whywe are here?.........................................................................................................................................4 Whydo we need the Edgar hall?..................................................................................................................4 Outlineof School/Hall History......................................................................................................................5 Programs....................................................................................................................................................... 6 Sourcesof Funding........................................................................................................................................7 ProjectFunding(50/50)................................................................................................................................8 CommunityVolunteers.................................................................................................................................9 100% Township Funding...............................................................................................................................9 Unknownre: funding....................................................................................................................................9 Development of Five Year Business Plan/Proposals...................................................................................10 Summation..................................................................................................................................................12 Appendix A: Hall's Financial Status at Year End..........................................................................................13 AppendixB: Hall Income.............................................................................................................................13 Page 2 of 13 Page 58 of 312 8.b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... Preamble 1. On January 11, 2019 the Board became aware of the report to close the Edgar Hall. 2. A memo with the recommendations from the report was delivered to as many community members as the Board could reach on Monday, January 14th and Tuesday, January 15th. 3. On Tuesday, January 15th Board Members met with Mayor Harry Hughes, Deputy Major Scott Jermey, and Councilor Cathy Keane to review report OCS2019-01 in detail. 4. On Wednesday, January 16th the Board requested that Council not close the hall immediately and defer report OCS2019-01 for 45 days. 5. The Board met on Saturday, January 19th to decide if we wanted to protect the hall. A brain storming session was held. Councilor Cathy Keane was in attendance. 6. Friday, January 25th (at Councilor Keane's request) we met with Mayor Harry Hughes, Deputy Major Scott Jermey and Councilor Cathy Keane as well as staff member Shawn Binns, PBDM, MBA Director Operations and Community Services to review the engineer's report MM171105 from Springwater Engineering Ltd., RE: Life Safety Study of Five Community Halls in Oro-Medonte, ON. Other engineering reports were not available. 7. On Monday, January 28th and Tuesday, January 29th the Simcoe County Arts, Culture and Heritage Grant was investigated. An Expression of Interest was filed by the Friday, February 1st deadline. The project is aimed at making the hall more visible. Clowes Women's Institute will vote on February 19th as to whether to proceed. The deadline is March 15th. The township would need to collaborate with the institute. 8. On Friday, February 1st, the Board met with staff member, Roz Llewellyn, Coordinator of Community Recreation to review a draft notice/survey to be delivered to the community. Mayor Harry Hughes, Deputy Major Scott Jermey, and Councilor Cathy Keane were in attendance. 9. On Monday, February 4th and Tuesday, February 5th the notices/surveys were delivered by the Board to the community at large. Councilor Keane and Mayor Hughes assisted. 10. On Saturday, February 9th a community meeting was held. Mayor Hughes, Deputy Mayor Jermey and Councilor Keane were in attendance. 11. On Friday, February 15th the Board met to review the surveys and decide if we wanted to defer our report. Page 3 of 13 Page 59 of 312 8.b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... Why we are here? The Board voted unanimously to protect our hall. We want to provide space for: i. Family events ii. Reunions iii. Affordable space for groups/clubs to meet (working to better our communities and heritage -farming) iv. Programming space for all ages We want to protect private halls from the "legislative" changes currently affecting Edgar and other public halls. Why do we need the Edgar hall? - Local meeting place - To host community functions - Senior programming - Feeds into age -friendly programming - Helps to avoid isolation - Large gathering area for present/former residents - Red -flagged as a 'heritage' building - Annual Strawberry Supper attracting 150-200 participants from Barrie, Orillia and Simcoe County - Family reunions - 8-10 groups/clubs attended in 2018, affordable for kids' groups - Celebration of Life events - Commodity group meetings (central and on a main road) - A meeting place for clubs etc. for charitable causes (e.g., RVH) - Venue for artisans to sell wares (e.g., cottage industries) - Cozy family room - Only public hall west of Oro-Medonte Line 8 (four in the eastern part of the township) Backbone of the community) I I Page 4 of 13 Page 60 of 312 8.b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... Outline of School/Hall History 1906 School Section #6 (SS#6) asked council for $2,500 for a site and for building of a new school. 1906-1963 (47 years) School operated as SS#6 in Oro. W.R. Best was the teacher from 1907-1931. 1963 W.R. Best school opened. 1964 — Present Operating for 55 years as a Community Hall. - Purchased in 1964 from the Simcoe County School by the community for $2,000. - 1967-1972 (approximate) rented back to the school board during the week for one class from W.R. Best. - 1968-1976 (approximate) rented to West Oro Baptist Church — Nov. to Apr. for Sunday services. - 1964 to Mid -80's met all expenses for the hall (heat, hydro, taxes, insurance). - Renovations as money was available, work was completed by volunteers. Early to Mid -80's - Approached by township to turn over the hall (about the same time as Guthrie Hall). - Selling point for the hall —> no taxes, insurance would be paid, and snowplowing services would be included. - Selling point for the Township —> more recreational/parkland to get grants from the Ontario Government. - The board received a one thousand -dollar ($1,000) Wintario grant. 1980's to 1995 - Continued to meet operating expenses - Limited money for capital but volunteers continued to do projects 1995 - Following the amalgamation of Oro-Medonte townships, the Community Hall Association was formed. - Community Halls were responsible for all operating costs plus 50% of projects. - Township was responsible for 100% of all fire/safety issues or anything that made the hall inoperable. - Water testing, snowplowing, and grass cutting have been assumed by the Township in more recent years. Page 5 of 13 Page 61 of 312 8.b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... Programs Current 1. Seniors/All Ages — Bid Euchre - Weekly or twice a week - 80+ evening's in 2018 - Benefits: o ward off depression o people are not isolated o plenty of socialization and laughter o recommended as an activity for people subject to Dementia or Alzheimer's 2. Scrapbooking - Approximately once a month - Benefits: o relaxation o historic documenting for future generations o socialization and laughter Programs are provided at no cost to the township for instructors. Estimated $ value of these programs run by volunteers 500 hours @ $12* per hour = $6,000. * Hourly rate suggested by the Provincial Government several years ago for grant applications. Past 1. Line Dancing Hall or Parks and Recreation 2. Art Camp— Kid's Program McLaren Art Centre / Parks and Recreation 3. Fitness Programs Parks and Recreation (when town hall or arena not available or during renovations) Page 6 of 13 Page 62 of 312 8.b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... Sources of Funding Present 1. Strawberry Supper — Clowes Women's Institute, plus 40 Community past/ present volunteers, unknown number of product donors 2. Four annual Euchre tournament, attracts participants from Oro-Medonte, Orillia, Barrie, Alliston, Innisfil, Coldwater, Elmvale and Severn locations 3. Miscellaneous donations 4. Memorial donations 5. Canvassing (about every five years) 6. Craft/Bake sales 7. Rentals 8. Municipality of Oro-Medonte Past 1. Garage sales 2. Auctions 3. Dances 4. Box socials Page 7 of 13 Page 63 of 312 8.b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... Project Funding (50/50) 1. Ramp — materials only, no labor, canvased former SS#6 student for funds. 2. Windows —canvassed community. 3. Bathroom renovations—funded by memorial donations, J. Bidwell, J. Greaves, B. Livingston. 4. New refrigerators — auction by Slessor Reunion, memorial donations G. Bidwell. 5. Furnace. 6. Card tables — memorial donations H. Shellswell, R. Kerridge. 7. 6' gray tables. 8. Stove — memorial donations J. Shellswell. 9. Dehumidifier —SS#15 students. 10. Window coverings — V. Hutchinson Estate. 11. Kitchen cupboards — canvassing by Clowes Women's Institute. 12. Dry walling. 13. Parking lot improvements. 14. Gas water heater. 15. Snow stoppers — North side. 16. Mold removal. All of the above projects have been completed by fundraising, miscellaneous donations, canvassing and special contributions. Clubs Tile around the building (Lion's Club) Parking lot lights (Lion's Club) Miscellaneous Equipment (Clowes Women's Institute) - no cost to the Township Page 8 of 13 Page 64 of 312 8.b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... Community Volunteers - Stairs to code - Painting upper hall - Refinishing hardwood floors - Mounting original school bell - Ceramic tile kitchen, bathrooms, foyer - Lights changed in main hall - Dry walling * - Tiling back room - Kitchen reno #1 - Message box - Yard clean-up - Cleaning hall - Garden Labour for the projects above was free. Materials were donated for the projects except those marked with *; materials for those were 50/50. 100% Township Funding 1. Roof; soffits, facia, eavestrough. 2. Water well. 3. Ultra violet system. 4. Motion lights. 5. Snow stoppers — East side. 6. Some dry walling re: code requirements. Unknown re: funding 1. Water softener. 2. Fire doors —furnace room/oil tank room. Page 9 of 13 Page 65 of 312 8.b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... Development of Five Year Business Plan/Proposals Q 1. Make the community aware of the hall with a pamphlet outlining the problem, history, rental information and a survey to complete. Surveys returned supported the hall. Q 2. Hold a community information meeting. Q 3. At the meeting ask for monetary/in kind donations for 2019 and pledges for years 2020 to 2023. Approximately $5,000 was pledged at the meeting or previously. $1200 minimum has been pledged annually for years 2020 to 2023. Donors want tax receipts. ❑ 4. Follow-up monetary/in kind commitments on surveys. ❑ 5. Collect monies following Township's decision. Q 6. Contact a local qualified real estate appraiser for an 'informal' opinion of the property's value. ❑ 7. Make a deputation to council in support of the hall. ❑ 8. Support Clowes Women's Institutes, Simcoe County Arts, Culture and Heritage Grant Project approved by the club on February 19th (collaboration with the Township is needed). The purpose of this is to make the hall more visible. Following discussions with Simcoe County on February 20th, the project could be deferred until 2020. An update will be given March 13th. ❑ 9. Ask municipality and user groups to make an application for a Government of Canada Grant — Legacy Fund — Building Communities through Arts and Heritage. This proposal would need a team approach. ❑ 10. Encourage Oro-Medonte Township to continue to support all community halls in the budgeting process. The halls provide twelve months of service unlike many Township pa rks. ❑ 11. To approach corporations in Oro-Medonte for monetary support in 2019. ❑ 12. To contact user groups for monetary support in 2019. ❑ 13. To contact former students and friends of the hall for monetary support in 2019. ❑ 14. Request Oro-Medonte Township provide the necessary funds immediately to correct any deficiencies regarding Fire/Safety and Building Code. Page 10 of 13 Page 66 of 312 8.b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... ❑ 15. Request Oro-Medonte Township provide equal funding for damp proofing to Edgar Hall as was given to the other public hall identified in May as needing excavating. ❑ 16. To reduce costs regarding damp proofing etc. by encouraging Oro-Medonte to seriously consider: i. Change down spouts to get water away from the building. ii. Do waterproofing from the inside. Local qualified contractors advise this process due to the stone foundation. iii. As the engineer suggests put an egress door east of the beam to the 'basement' room. If possible, recycle the fire door from the former oil tank room. iv. Make the duct work shallower but wider at the south end of the basement room. Add support posts in that area if part of the beam needs replacing. Restrict capacity in the basement room until work is completed. V. Hookup dehumidifier permanently when the kitchen is re -instated. ❑ 17. To use 50/50 funding in 2019 to get the kitchen operating. Utilizing volunteers for this project. If liability is an issue investigate a short-term rider on insurance to cover volunteers or a signed waiver. ❑ 18. To encourage the township to support any individual or user group who want to fund a second opinion regarding the engineer's report. The board feels our fundraising is best spent on getting some work done. ❑ 19. Continue current fundraising and investigate new ideas. ❑ 20. To research the 'legislation' that is causing our problems and write letters to the government officials. ❑ 21. To increase rental income when building fully useable. Page 11 of 13 Page 67 of 312 8.b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... Summation The Edgar Hall Board has worked hard the last forty-five days to put forth some concrete suggestions to keep a hall in Edgar. The extreme cold/stormy weather during the short time frame that was given to complete the survey was a hindrance. The announcement of a 3.9% increase in taxes in the same week didn't help. The small hamlet of Edgar has maintained a "meeting place' since the early 1900's. We now have two subdivisions. Numerous Boards and volunteers have kept the current and former halls in Edgar operating. If sustainability is the issue it must apply to all recreational venues — i.e., the arena, parks, and all public halls. The Board and Friends of the Hall now need the elected council to give your support. Page 12 of 13 Page 68 of 312 8.b) 10:10 a.m. Patricia Shellswell, on behalf of Edgar Community Hall B... Appendix A: Hall's Financial Status at Year End * Deficits were not waived. Appendix B: Hall Income Year Total Hall Hall's Cost Y/E Financial Total Year Operating Costs 50/50 Projects Status Comments 2012 Not available Not available +$1,827.24 After window replacement 2013 $4,128.39 $6,960.13 * - $2,677.65 Projects were Washrooms, 2016 $1,760.00 $2,139.37 $20.47 Furnace, Water Heater 2014 $2,546.86 $139.89 * - $1,662.28 Tables 2015 $2,501.19 $0.00 +$1,113.62 No projects 2016 $2,516.12 $0.00 +$2,517.34 No projects Planned to build a storage cabinet 2017 $3,372.53 $4,424.78 * - $624.80 Now paying annuals fire Mold inspection & defibrillator remediation expenses as part of operating costs. 2018 $2,247.65 0.00 + $3,242.96 1 No projects * Deficits were not waived. Appendix B: Hall Income Year Rentals Fundraising & Donations Interest $ Total 2013 $1,580.00 $4,988.34 $15.29 $6,583.63 * 2014 $1,305.98 $2,256.35 $0.00 $3,562.23 * 2015 $1,753.10 $3,519.21 $4.78 $5,277.09 2016 $1,760.00 $2,139.37 $20.47 $3,919.84 ** 2017 $1,735.32 $2,880.12 $12.93 $4,628.37 2018 $1,894.75 $4,608.44 $12.22 $6,515.14 * 2014/15 A number of discrepancies re: entries (totals correct) ** 2017 Limited rentals/fundraising Nov./Dec. Hall was closed Two fundraisers cancelled. Some rentals in Nov./Dec. 2017 cancelled Page 13 of 13 Page 69 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Special Council Meeting Minutes Wednesday, January 16, 2019 Thursday, January 17, 2019 Friday, January 18, 2019 5. Reports of Municipal Officers: b) Report No. OCS2019-1, Shawn Binns, Director, Operations and Community Services re: Community Hall Upgrades — 2019 Update. Motion No. SC190116/17/18-3 Moved by Jermey, Seconded by Scott Be it resolved 1. That Report No. OCS2019-1, Shawn Binns, Director, Operations and Community Services re: Community Hall Upgrades — 2019 Update be received and adopted. 2. That the Edgar Hall Board and other community organizations be given 45 days (March 2, 2019) to develop proposals and associated business plans for Council's consideration. 3. That staff provide assistance to the Edgar Hall Board and/or other community organizations to develop said proposals. 4. That Council consider the immediate required works at Carley, Eady, Jarratt and Hawkestone Halls and funding be considered with the 2019 budget deliberations, and that work continue to be undertaken to develop plans for sustainability to address future works. 5. That staff report back to Council regarding community hall upgrades on March 13, 2019. Carried. a) Ro Dunn, CAO, and Senior Management Team re: 2019 Budget Presentations and D erations. Budget presents i s were presented on Wednesday, January 16, 2019. Moved by Veitch, Secon d by Macpherson Motion No. SC190116/17/18-4 Be it resolved that we do now recess :15 p.m. and reconvene on Thursday, January 17, 2019 at 9:00 a.m. Carried. Thursday, January 17, 2019 Presiding Clerk — Karen Way, Clerk Budget presentations were presented on Thursday, January 17, Page 3of6 Page 70 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... 'I'awn_ship rf �ff Report Proud Heritage, Exciting Futtire Report No. OCS2019-01 To: Council Prepared By: Shawn Binns Meeting Date: January 16, 2019 Subject: Community Hall Upgrades — 2019 Update Motion # Roll #: R.M.S. File #: Recommendation(s): It is recommended: Requires Action For Information Only 1. That Report No. OCS 2019-01 be received and adopted; 2. That Council close the Edgar Community Hall effective immediately and the Edgar Hall Board and other community organizations be given 60 days to develop proposals and associated business plans for Council's consideration; 3. That staff provide assistance to the Edgar Hall Board and/or other community organizations to develop said proposals; 4. That failing the receipt and/or acceptance of a proposal/plan by Council, that Council deem the Edgar Hall surplus and that it be placed for sale with proceeds to be put towards the cost to complete works at other Township Community Halls; 5. That Council consider undertaking the immediate required works at Carley, Eady, Jarratt and Hawkestone Halls in concert with the 2019 budget deliberations, and that work continue to be undertaken to develop plans for sustainability to address future works. Background: At its meeting of May 23, 2018, Council received staff report OCS2018-13 Community Hall Upgrades (attachment #1) which provided an update on the works required at the Township's Community Halls and associated considerations. Council received and adopted the report and passed Motion No. C180523-7 which authorized the completion of specific structural and maintenance works, funded through the deferral of projects. The motion also provided direction for staff to continue to work with Community Hall Boards to develop fundraising plans to address the facility Operations and Community Services January 16, 2019 Report No. OCS2019-01 Page 1 of 9 Page 71 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... deficiencies on a partnership basis, and to report back to Council to coincide with 2019 business planning and the development of the 2019-2022 Strategic Plan. The intent of this report is to provide Council with an update on the status of the Community Hall works, as well as to provide an analysis of options, considerations and recommendations. Report OCS2018-13 has outlined a number of operational, policy, and long term considerations which continue to be relevant in the matter. This report will not reiterate these considerations, but will seek to update and augment information where appropriate. Analysis: Facility condition and requirements As previously outlined in staff report OCS201-13 the Community Halls range from approximately 68-118 years old. Facility condition assessments were completed for the Halls to determine anticipated maintenance and repairs, physical accessibility, environmental, structural and life safety (fire code) requirements and have outlined significant costs to maintain the Halls over the next 5-10 year time period. The structural and maintenance works identified and approved by Council following the May, 2018 report are now substantially complete with a few outstanding items to be addressed in the next month. As a provisional occupancy requirement, access to the lower levels of the Halls remains restricted until the required fire safety upgrades are completed. The facility condition assessments which outlined the required and anticipated works at the Halls were re -assessed and prioritized with an aim of sequencing, staging and deferring some of the work where appropriate to allow for further condition monitoring, additional community fundraising, future cost/benefit consideration and deferred decision making. Given the challenges associated with retrofitting the Halls to provide for barrier free access, the provisions for accessibility improvements and compliance with new code requirements have been deferred to the 5-10 year planning horizon. It is recommended that the accessibility components be further reviewed with the incoming Accessibility Committee. While there has yet to be a legislative requirement to retrofit existing facilities to meet the new codes, the Township will be required to meet the current requirements in new construction or re -development plans. This does not relieve the Township, as a public entity, of its responsibility to ensure the physical accessibility of its buildings and the services it provides. An allocation of 20% is included in cost estimates to provide for contract administration, engineering and contingency items. This is appropriate given previous experience with similar types of projects. Operations and Community Services January 16, 2019 Report No. OCS2019-01 Page 2 of 9 Page 72 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... A detailed summary of the facility condition assessments is included for reference (attachment #2), Hall immediate Requirements (2019) 1-2 Year Requirements 3-5 Year Requirement 5-10 Year Requirements Cost over 10 years Carley $8,880 $19,080 $35,880 $100,800 $164,640 Ead $50,280 $10,380 $47,800 $32,400 $140,860 Edgar $184,200 $0 $0 $28,800 $213,000 Hawkestone $52,080 $18,240 $2,400 $47,000 $119,720 Jarratt $43,920 $10,200 $53,400 $60,000 $167,520 Total $339,360 $57,900 $139,480 $269,000 $805,740 Fable 1 — Anticipated investment requirements The facility condition assessments do not include provisions for general maintenance and aesthetics such as painting, fixtures, lighting, finishes and do not include considerations for replacement of the septic systems. In 2019, a detailed inspection of the sanitary systems (original) is proposed. Further, the proposed works for Carley would limit the use of the basement to maintenance access only which is its intended use. The works outlined will provide a moderate extension to the expected life of the buildings, but will not result in renewing the lifecycle as would a new facility which would have improved functional benefits. The Halls will continue to require maintenance and repair and will eventually require replacement. Financial Considerations An investment of $805,740 is required over the next 10 year period to continue to maintain the Halls, in addition to ongoing operating costs. Of this investment, 42% is required in 2019 with 54% of the 2019 requirement needed to address immediate work at Edgar Hall. Community fundraising The Township provides support to the Community Hall Boards for the development of fundraising and community engagement strategies. While this has been an ongoing support function, staff have met with the Hall Boards to specifically discuss fundraising opportunities to address the building needs, this has included: Seeking out Federal or Provincial grants such Ontario Trillium Foundation to assist with capital improvements; Operations and Community Services January 16, 2019 Report No. OCS2019-01 Page 3 of 9 Page 73 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... • Approach different service Clubs for donations; • Establishment of a Go Fund Me account; • Hosting an online auction; • Development of a campaign to past students of the old one room school houses; • Hosting of various tournaments — curling bonspiel, baseball, etc.; • Seeking out corporate sponsors To date there has been no tangible plans or commitments for funding to address a community contribution to complete the works. However, many of the Halls have committed to assisting with work that could be reasonably completed by volunteers such as painting etc. This is likely an issue associated with volunteer capacity. Like many community organizations, the Hall Boards struggle finding volunteers to take on new tasks such as fundraising initiatives. The Hall Boards are small groups of dedicated volunteers who are already tasked with operating the Halls and fundraising to cover operational expenditures, and simply don't have any additional capacity to take on more. While there were several people who did attend the community information meetings in the Fall of 2017, it has not translated into any significant amount of additional community volunteer support, nor tangible financial contributions. Current Hall Board Reserve Fund Balances Township of Oro-Medonte Hall Reserve Balances Reserve/(Deficit) Community Hall 31 -Dec -16 31 -Dec -17 31 -Dec -18 Carley $ 4,705 $ 7,516 $ 11,666 Eady $ (1,048) $ (5,477) $ - Edgar $ 2,517 $ (625) $ 3,243 Hawkestone $ (2,635) $ (8,957) $ (9,468) Jarratt $ 15,049 $ 14,637 $ 19,700 *Hawkestone has committed to bringing their deficit to balanced position by completion of 2018 year end, however this has not happened at the time of this report. In contrasting reserve balances to capital requirements, Carley Hall is the only Hall in a probable position to contribute 50% of the anticipated capital building costs in the two- year horizon. As referenced in previous reports, the Hall Boards are expected to cover all operating expenses and contribute 50% of costs associated with building projects. This expectation has proven to be unrealistic with changes in risk management practices, building requirements and the escalation of both operating and capital costs. The majority of the Halls continue to struggle to cover operating costs, let alone address any cost sharing expenses related to building needs. This is further compounded by a Operations and Community Services January 16, 2019 Report No. OCS2019-01 Page 4 of 9 Page 74 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... general decline in volunteers and capacity of the Hall Boards and the continued aging of the buildings. For the Halls to continue to exist into the future, a sustainable funding and operating model will be required. In the absence of other alternatives, this would likely have to be provided through increase to Township service levels and investment. Township finances and reserves Like most Municipalities across Canada, the Township has a significant infrastructure deficit. Simply put, the Township's financial reserves are not currently in a position to meet future infrastructure requirements. While the Township has been proactive in dedicating contributions to its reserves, a significant gap continues to exist. Accordingly, the Township's long term capital plan has looked at using strategies to extend lifecycles, consolidate assets, and amend service levels where appropriate to address the gap. This area will be a continued focus as the Township refines its asset management plans. To put finances into perspective, a 1 % increase in the 2018 tax levy results in the generation of $182,000 in Municipal revenue. The Township must continually balance needs of the community within this fiscal reality. Given that further direction is required from Council on the Halls, the 2019 Budget and associated capital plan has not included funding provisions to address the required work. Funding to complete the required works would need to be either funded from reserves resulting in reprioritization of projects, through increases taxation or through other means. Lonq term considerations As highlighted in report OCS 2018-13, the Strategic Facility Plan provides a long term strategy for the provision of community facilities. Following this direction, the Township has recently completed a refurbishment of the Oro-Medonte Community Arena and is advancing plans to construct a facility in the Horseshoe Valley Corridor in partnership with the Simcoe County District School Board which is targeted for completion September 2022. The Strategic Facility Plan also highlighted the challenges associated with anticipated expenses to maintain the Halls and ability for these facilities to meet the evolving needs of a growing and changing community. As previously mentioned, the works outlined in the 10 -year time frame are not all inclusive and are intended to extend, and not renew the lifecycle. As facilities continue to age, there will be increased demands for maintenance, repair and capital works. Further, when considering cost/benefit, a review of other community facilities should be undertaken. For example: Edgar Hall which has a significant investment requirement in the immediate timeframe is approximately 6 km from both the Oro-Medonte Community Operations and Community Services January 16, 2019 Report No. OCS2019-01 Page 5 of 9 Page 75 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Arena and the proposed site for a new central joint facility on bine 4 North. There is also a community church with a meeting space and a school in the immediate area. Options Township increases Community Hall service level and funds required works Considerations/Implications • Would require re -prioritization of capital projects and reduced levels of current or future service in other areas (cost/benefit). • Suggestions have been made to consider divestment/reinvestment of excess parkland. Capital investments should be assessed on the basis of cost/benefit regardless of the source. • Cost 1 Benefit — Do expected benefits warrant the cost to complete the work? This will vary from Hall to Hall based on condition of the building, current and projected future community use, community needs/preferences, and inventory of other and planned community facilities. • Although investments would be made in the Halls, this will not likely translate into an increase in the value of the Hall as a physical asset. • Community perspective — Will the investment be supported by the Township's ratepayers? There continues to be strong sense of attachment, ownership, and community identity associated with the Township's Community Halls. This has been cultivated over the years 1) Through community involvement and management of the Halls and 2) Many of the Halls are remaining symbols of the hamlets in which they are located with many being former schools or churches. Although there is not a definitive way to determine broad community support for investment in the Halls, utilization and fundraising support provide a good indication. In addition, many of the Halls could be viewed as having local heritage value which is difficult to ascertain and quantify a tangible perceived public benefit. The Township's Halls are listed on the Township's Heritage Register. • Accessibility — Buildings will not be able to be accessible to all in the community. • Trends suggest the Halls will not likely meet the needs of the changing community as needs and preference continue to evolve. • The sustainability of a community run model is threatened by declining volunteers and increasing need to manage risk. • A modification to this option would be to only consider funding the required works in 2019. The implication is that all of the other considerations referenced would continue to be relevant in the absence of increased community fundraising but provide additional time for the Halls to raise funds. Operations and Community Services January 16, 2019 Report No. OCS2019-01 Page 6 of 9 Page 76 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Repurpose the use of the Halls) Considerations/Implications • An internal review of the potential municipal use of the Halls has been undertaken and there is no foreseeable municipal need which could be satisfied in these facilities, save except occasional use for training/meetings which could be accommodated in other local facilities. • One consideration is that there may be potential for the Halls to be used for another purpose which would provide community benefit. Some examples could be the Oro-Medonte Chamber of Commerce, Local non-profit arts studio, A local market supporting local agriculture i.e. Farm Fresh etc... • This option would continue to require the building works to be completed, however, if an agreement was able to come to fruition, it could potentially be structured that some of the work could be undertaken as leasehold improvements. It would also have the benefit of reducing operating costs as it would be assumed that a tenant would assume these costs. • Given the challenges associated with volunteers and financial sustainability of non-profit organizations, it would be difficult for this to be a plausible or sustainable option. Provide the Halls) to the Community to Operate This option would involve the transfer of ownership of a Hall(s) in some form to run the Hall in a similar fashion to private Halls such Oro -Station or Rugby. Considerations/Implications • The Township would be divesting of an asset and will lose any financial value of the asset. • The Hall Board would need to organize and structure as a formal organization. Charitable status could be sought, which would open new doors for fundraising opportunities. This would be an added cost structure that would not likely be feasible or achievable for Hall Boards. • Many of the Halls continue to struggle with current model and this would be an increased pressure. • The Township should ensure it sets its volunteers and community initiatives up for success which would be unlikely in this scenario. • Many of the considerations previously articulated would continue to be relevant. Operations and Community Services January 16, 2019 Report No. OCS2019-01 Page 7 of 9 Page 77 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Divest of Community Hall(s) Considerations • Many alternate/opposing considerations as outlined in the increase level of service option: © Cost avoidance a Community perspective • Precedent on previous Council decisions on Halls requiring significant investment where Community Halls were divested ex. Warminster, and Craighurst. A decision was made to close Carley however, the Community was able to raise over $100,000 to complete the required works. • Divestment could generate funds to apply to other projects. • Community needs and future community facilities. • Repair vs. replacement costs, For example the works required at the Edgar Hall over the 10 -year time horizon is more than half of the cost to replace with a similar sized facility. Recommendation The Community Halls are an important part of the fabric of the Oro-Medonte Community and as such, decisions relating to the Halls have always been challenging. As the Township continues to grow and evolve, it is under increasing pressure to meet community needs and maintain infrastructure. In considering the current situation and options available, staff are recommending that Council consider closing and divesting of the Edgar Hall. If this is considered, it is recommended that the existing Hall Board and other interested community organizations be given 60 days to develop feasible business plans for further consideration. Failing this, it would be recommended that the Township divest of the Edgar Community Hall and reinvest the funds in the works required at the other Township Halls. It is also recommended that Council consider undertaking the immediate required works at Carley, Eady, Jarratt, and Hawkestone Halls in concert with the 2019 budget deliberations, and that continued work be undertaken to develop plans to address future works and sustainability. Policies/Legislation: Ontario Building Code Ontario Fire Code Community Hall Operating Guidelines Strategic Facility Plan Operations and Community Services January 16, 2019 Report No. OCS2019-01 Page g of 9 Page 78 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Corporate Strategic Goals Continuous Improvement and Fiscal Responsibility Inclusive, Healthy Community Consultations: • Chief Administrative Officer • Chief Financial Officer/Treasurer • Fire Chief • Chief Building Official • Fire Prevention Officer • Community Hall Boards • Public Open Houses October 21 and 22, 2017 Attachments: Attachment # 1 — OCS2018-13 Community Hall Upgrades Attachment # 2 - Summary of deficiencies, costs and timelines from Steenhof Building Services Report and Springwater Engineering Assessments Conclusion: Reports OCS2018-013 and OCS2019-01 have provided a 10 -year review of the anticipated required works to be undertaken at the Township's Community Halls and have outlined a number of options and associated implications for consideration. Additionally, a holistic staged recommendation is also provided for Council's consideration. Res ectfully submitted: Shawn Binns, PBDM, MBA Director, Operations and Community Services SMT Approval 1 Comments: C.A.O. Approval 1 Comments: Operations and Community Services January 16, 2019 Report No. OCS2019-01 Page 9 of 9 Page 79 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Township of Report Proud Heritage, .Exciting Future Report No. OCS2018-13 To: Council Prepared By: Shawn Binns Meeting Date: May 23, 2018 Subject: Community Hall Upgrades Motion # Qk%'Ct5 0- 'S Roll #: R.M.S. File #: Recommendation(s): Requires Action For information Only 11'-1 It is recommended: 1. That Report No. OCS 2018-13 be received and adopted; 2. That the required structural and maintenance works as outlined in Option 3 - Table 1 be completed in 2018 at an upset cost of $113,340 and be funded by the deferral of projects outlined in Table 4; 3. That staff continue to work with Community Hall Boards to develop fundraising plans to complete the deficiencies on a partnership basis; 4. That staff report back to Council on the fundraising plans to coincide with the 2019 business planning and the development of the 2019-2022 Strategic Plan. Background: The Township operates five Community Halls in partnership with Community Boards of Management (Hall Boards) made up of community volunteers. The Hall Boards are responsible for the operation, programming and maintenance of the hall in partnership with the Township. Specifically, the Hall Boards are responsible to oversee and manage facility booking administration, community programming and are responsible for all direct operating costs such as utilities, supplies, general upkeep and maintenance. The Township is responsible for the costs associated with insurance, water systems, and grounds maintenance, as well as expenses associated with health and safety. Operating and capital projects are generally approved on a 50150 cost share basis and approved by Council through the annual budget process. Operations and Community Services May 23, 2018 Report No. OCS2018-13 Page 1 of 13 Page 80 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... The Community Halls vary in age ranging from approximately 68-115 years old: Jarratt 1950 (est) Eady 1921 (est) Edgar 1903 (est) Hawkestone 1930 (est) Carley 1912 (est) There is strong sense of attachment, ownership and community identity associated with the Township's Community Halls. This has been cultivated over the years through: 1) community involvement in the management of the halls and 2) the fact that many of the halls are the remaining symbols of the hamlets in which they are located with many being converted from churches or schools to community facilities. Over the past year, building condition assessments of the halls have been undertaken to determine life safety (fire code), environmental, structural and accessibility deficiencies and to outline the costs anticipated to maintain the halls over the next 5-10 year time period. Initial estimates outlined a number of significant deficiencies and associated costs to complete the remedial works with many in the "immediate timeframe" to 1-2 year timeframe. Following the completion of the environmental testing in the fall, Edgar and Hawkestone Community Halls were closed due to elevated mold counts in the basements. Given the costs associated with the required works and the need to look at how best to meet community needs both now, and into the future, Council requested that staff consult with the Hall Boards and Community and report -back to Council with options for consideration. Consultations with each of the Townships Hall Boards was undertaken and on October 21 and 22, 2017 "community open houses" were facilitated at each of the five halls. In November 2017, mold remediation work was completed at both Edgar and Hawkestone Halls. The work was conducted in a staged and expedient manner to minimize the impact to the halls, ensure health and safety, as well as to further investigate the condition of the foundations and basement framing. This staged approach also minimized the costs of undertaking the restoration work. On December 1, 2017 Hawkestone and Edgar halls were reopened following the mold remediation works and confirmation of acceptable indoor air quality. Throughout November and December additional investigations and scoping of the required work was undertaken to develop a reasonable and feasible plan to address the deficiencies. Operations and Community Services May 23, 201 a Report No. OCS2018-13 Page 2 of 13 Page 81 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Funding for the required Community Hall repairs and upgrades was not included in the 2018 Budget, as the scope of work for the halls had yet to be finalized. A commitment was made to bring forward a report in early 2018 with recommendations on an approach to move forward. The intent of this report is to provide Council with the results of the final assessments of the Halls, the feedback from the community consultation sessions and outline options and a recommended course of action for Council's consideration. Analysis: As previously noted, all of the Township's community halls require considerable capital investment to continue to maintain them into the future. Repairs to the building envelope (roofs, exteriors, foundations, entrances, windows), building systems and interior finishes are being driven by lifecycle renewal needs, code compliance and the needs for physical accessibility. A detailed summary is included as Attachment 1. Table 1 highlights the anticipated costs and timing of required works. Summary of work required Hall Immediate Requirements (2018) 1-2 Year Requirements 3-5 Year Requirement 5-10 Year Requirements Cost over 10 years Carley $1,500 $27,600 $84,600 $360 $114,060 Ead $47,600 $152,400 $15,360 $7,200 $222,560 Edgar $56,280 $97,800 $24,000 $178,080 Hawkestone $123,240 $30,000 $50,400 $203,640 Jarratt 1$35,760 $65,400 $74,400 $8,400 $183,960 Total 1$264,380 $373,200 1$248,760 $15,960 1 $902,300 Table 1 — Summary of work required In addition to the work noted above, as the buildings continue to age, there will be additional costs associated with running repairs and maintenance and the risk of replacement of other systems such was well pumps, sanitary systems etc. that have not been factored into the capital costs noted above. Summary of public feedback from community information meetings Community open houses were held in each of the community halls on October 21 and 22, 2017. As the purpose of these meetings was to solicit input from the immediate communities in which the Halls service and their user groups, a "grass roots" approach to communicating the meetings was used by the Hall Boards. Attendance at the meetings ranged from 12 at (Jarratt) to over 30 (Edgar and Hawkestone). Operations and Community Services May 23, 2018 Report No. OCS2018-13 Page 3 of 13 Page 82 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... The purpose of the meetings was three -fold. First, they provided the Township the opportunity to share information on the current situation of the Halls and results of the building condition audits. Second, opportunities for collaboration in addressing the required work were reviewed. Lastly, they provided an opportunity to further encourage community involvement. While each of sessions were different, the following key themes emerged through the consultation sessions and communications received: • The Halls continue to serve as spaces for community meetings and gatherings; • Those in attendance value the Halls as part of the rural fabric of the community; • The Township receives significant value from the dedicated volunteers that continue to look after the Halls; • Recruiting volunteers for programming, fundraising, and administration is increasingly challenging; • All Halls identified solutions where the community could undertake some of the work required; • Opportunities exist in communities for "in kind" donations from local contractors; • Some individuals felt that the Township should cover all of costs to complete the work as the Halls are Township buildings and run by volunteers. Others, suggested reviewing priority of projects to ensure funding for the halls was included; • A long-term strategy to address future repairs is required. It is not realistic to expect the Hall to cover the anticipated costs through grassroots fundraising and the Township shouldn't wait until things are broken to fix; • Some felt that people in the community are not aware of the Halls, highlighting an opportunity for better marketing and promotion of the halls and functions; • There may be opportunities for new uses of the Halls i.e. cultural, culinary and educational programs. For example: Clearview Township has a successful "Small Halls" event; • All Halls identified a desire to work together to seek assistance through grants such as the Ontario Trillium Foundation. The Township also received several written submissions from user groups and community groups, which echo the feedback received during the open houses. It should be noted that the above is reflective of those in attendance at the information session. Those in attendance were generally associated with the Halls in some manner, either serving on the Hail Board or a user of the Hall. This was expected, as the open houses were marketed in a grassroots manner were targeted to be solution focused. A general opinion from the broader community would require a more extensive consultation program. Operations and Community Services May 23, 2018 Report No. OCS2018-13 Rage 4 of 13 Page 83 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Strategic and lona-term considerations for the provision of community facilities In 2010, the Township completed a Strategic Facility Plan, which provided a long-term strategy for the provision of recreation, arts and culture facilities. The development of the plan included extensive community input and consultation. The plan reviewed and considered: • Population growth and demographic shifts; • Recreation and leisure trends; • Partnership opportunities; • Plans of neighbouring municipalities and local school boards; • Current and future needs; • Current condition of facilities and investment required; • The Township's availability of resources to address needs. An important component of the plan was the establishment of planning and provision principles developed to provide direction and guide decisions relating to community facilities. Planning and Provision Principles — Strategic Facility Plan 2010; 1) Use the benefits of Parks, Recreation, Culture and the Arts as the foundation of the plan; 2) Support the concept of "Communities within a Community"; 3) Base service delivery on a three tiered hierarchy of Parks and Facilities (Township, Community, Neighbourhood); 4) Cluster facilities; 5) Locate for visibility and prominence; 6) Gradually lessen dependence on surrounding communities; 7) Complement rather than compete; 8) Continue to evolve partnerships ; 9) Optimize facility use; 10) Ensure physical accessibility; 11) Be environmentally responsible; 12) Be fiscally responsible; The plan highlighted the challenges associated with the anticipated expenses to maintain the community halls and the ability for these facilities to meet the evolving needs of a changing community. The plan outlines specific recommendations pertaining to community facilities, notably: Community Halls: Carley Nall was to be retired due to cost of repairs— This was avoided through a provincial grant, and renovations were completed at the hall in 2010 to address building deficiencies. Operations and Community Services May 23, 2018 Report No. OCS2018-13 Page 5 of 13 Page 84 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... • "Edgar Hall— requires more investment over the next twenty years to maintain the facility than it is estimated to cost to replace it ". • "Eady Hall -may become either redundant, or too costly to maintain". New Community Facilities to address evolving community needs: • Horseshoe Valley Corridor (plans currently underway with Simcoe County District School Board) • Moonstone • Arena Renovation (completed in 2014) Policy Considerations The Township of Oro-Medonte's practice has been that all operating and capital projects associated with the Community Halls are completed on a 50/50 cost share basis. Costs associated with requirements for life safety and water systems have historically been addressed by the Township. It is recognized that this model has been beneficial in garnering community `ownership" of the Halls and reducing the overall cost of providing these facilities. However, this has also led to the deferral of projects due to lack of available community funding, in turn resulting in deterioration of the facility condition. Volunteer Boards of Management The Township's community halls are run entirely through community volunteers. All of these volunteers have dedicated significant amounts of time over for many years, with many serving in these roles since the Township assumed ownership of the Halls. Trends continue to show declining volunteerism which present challenges with recruiting new volunteers to Hall Boards. In the absence of volunteer boards of management, the Halls would no longer operate under the intended premise / operating model of "for community - by community". While there are a number benefits of a "community run model" such as; partnership for cost sharing, contributions to culture, programming, and sense of community, there are increasing challenges with liability and risk management as well as customer service. Some examples: • The Township is not always aware of the activities taking place in its facilities. • LCBO licensed functions are not always supervised by staff — Hawkestone Hall no longer permit LCBO licensed functions to this concern. • As a result of the above the Township is not able to ensure compliance with regulations ex. fire safety, health unit regulations and policy compliance. • As customer service is undertaken by a volunteer booking agent, a volunteer must provide their personal phone number and sacrifice their privacy. As this is a volunteer function calls may not be always be returned in a manner that meets customers needs. Operations and Community Services May 23, 2018 Report No. OCS2018-13 Page 8 of 13 Page 85 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... • Keys are provided by the Halls making an inventory of keys difficult to manage. Utilization Carley Hall Buns & Belly Weekly Christmas Craft & Bake Sale Annually Coldwater Studio Tour Annually_ Pancake Breakfast Annually 7hanksg)Ang Tea Annually Eady Hall Chrlstmas Concert Annually Coldwater Canadiana Museum AGM Annually Eady Women's Institute Quarter) Pentecostal Church Service Weekl ThanksgivingThanksgIving Turkey Supper Annually Village Players Weekly Edgar Hall Euchre Weekl Euchre '%umaments Periodical) Huronla Bee Keepers Month) HuroNa Fur& Feather MornN Ken enfelt District W.I. MOMS s Periodical) Strawberry Supper Annuall Ward Meetings Periodical) Hawkestone Hall Ballroom Dancing Weekly Hawkestone Choir Weekly Keens ers Group Week] NIA Twice1Wk Ptaygroup Weekly Jarratt Hall Bass Lake Snowrunners Winters only Blue Dragon Martial Arts Twice/Wk Earl ON Twicelft VON I Twice/Wk Table 2 — Summary of regular community hall utilization In addition to the uses referenced above, the Halls are used for meetings in the communities, elections (Hawkestone), and community functions i.e. celebrations of life, birthday parties etc. The Community Halls are also used for recreation programs provided by the Township; however the size and locations of some of the Halls present limitations for programming. Further, feedback from program participants have raised concern on the quality and cleanliness of facilities (Edgar Hall). As outlined previously there may be opportunities to utilize the Halls for cultural, arts, and culinary programming, which are growing in demand. Operations and Community Services May 23, 2018 Report No. OCS2018-13 Page 7 of 13 Page 86 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Accessibility The Accessibility for Ontarians with the Disabilities ,Act, 2005 ('AODA) In 2005, the Province enacted the AODA with an objective of achieving accessibility for Ontarians with disabilities by 2025. The AODA is made up of five Standards: The Standards include: • Customer Service • Information and Communications • Employment • Transportation • Design of Public Spaces The Design of Public Spaces standards, outline new requirements for municipalities to incorporate into the design of the following public spaces: 1. Recreational Trails and Beach Access Routes 2. Outdoor Public -Use Eating Areas (e.g. rest stops or picnic areas) 3. Outdoor Play Spaces (e.g. playgrounds) 4. Exterior Paths of Travel (e.g. sidewalks, ramps, stairs, curb ramps) 5. Accessible parking (on and off-street) 6. Obtaining Services (e.g. services counters, waiting areas) 7. Maintenance (of accessibility -related equipment and features in public space Currently, the Design of Public Space Standards (Built Environment) are only applicable to public spaces that are either newly constructed or redeveloped. There is yet to be a legislative requirement to retrofit existing facilities to meet the new standards, although it is likely that this will be forthcoming. However, as a public entity the Township has a responsibility to the public to ensure the physical accessibility of its buildings and the services it provides. The size, building configuration/layout as well as existing site conditions present significant challenges on the feasibility of making the required accessibility improvements to the Community Halls. Hall Board Finances and Commitments Finances As referenced previously, the Hall Boards are expected to cover operating expenses and contribute 50% to projects. Revenues are derived from rentals, community fundraising and donations. Surplus revenues or shortfalls are then added to the Halls Board's reserve. Operations and Community Services May 23, 2018 Report No. oCS2018-13 Page 8 of 13 Page 87 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... The following table shows the historical and current reserve balances: (Township of Oro-Medonte i Hall Reserve Balances _ Reserve / (Deficit) ------------ ?Gommunity Hall__; ' 31 -Dec -1631 -Dec -1 137 Mar-18� Carley � 4,705 I 7,516 5,943 E--- i-----� X1,048) (5,477) 5,754 Edgar i j_W 2,517 625 86 i H wkestone 2,635 j 8,957 _ — Jarratt ---�T - �i - 15,049T 14,637i _8,910 14,728 TOTAL 18,588 ; 7,094 7,921 f Table 3 - Hall Board Reserves On several occasions, previous Council's have waived Hall Board deficits. As operating costs continue to escalate, it will be increasingly difficult for the Halls to cover all of their operating costs. Over the past several years, the Township has provided greater assistance in covering costs associated with general maintenance and repairs including assuming responsibility and costs for snow removal and grass cutting. Hall Board Commitments As referenced previously, the Halls have a limited ability to raise funds for both the operating and capital requirements. Through consultations with the Hall Boards and community open houses, there were suggestions to seek the assistance of qualified local businesses to assist with some of the required works. While this may be a possibility, the Township has not yet received any formal commitments from local trades. Funding through external grants is also an opportunity to assist in funding the required works. Carley Hall (through the Eady Grenard Women's Institute) was able to secure over $100,000 several years ago through the Ontario Trillium Foundation (OTF) to complete the work now required in other halls. The Oro -Station Community Hall (community owned and run) was also a recipient of OTF funding to complete work on their hall. The community halls all have expressed an interest in pursuing OTF funding and have committed to pursuing an application. The Township or an entity of the Township do not qualify for OTF funding. It can however, be part of a collaborative application and assist Operations and Community Services May 23, 2018 Report No. OCS2018-13 Page 9 of 13 Page 88 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... in facilitating an application. The timeline from start to finish of an OTF application is approximately a one-year time frame. These grants continue to be more competitive with limited funding, however, they do present an opportunity that could and should be pursued. Township staff have recently submitted a grant request in the amount of $25,000 through the Agri -Spirit Program of Farm Credit Canada. Fundraising and pursuing these opportunities will require a community commitment and additional time from volunteers. Jarratt Hall is maintaining a reserve of approximately $15,000 which can be put towards immediate repairs. All of the Halls have committed to assisting with painting and maintenance work, which can reasonably be completed by volunteers. Options Option 1— Complete the required work at Township's expense Council may elect to undertake the work as outlined in the immediate timeframe at an estimated cost of $264,380. Considerations/implications • Advancing this option would not be consistent with policy and past practice for partnerships, although consistent with previous fire safety work undertaken. • Addressing the immediate requirements deals with just "immediate" needs. There will be a need in 2019/2020 budget to find funding to address works required in future years. This can only be funded by raising funds through the tax levy and/or re -prioritizing projects in the long-term capital plan. • To finance the work, 2018 projects which have not yet been initiated would need to be deferred or cancelled to fund these works. This would also have a future implication in 2019. • Provisions would need to be put in place to restrict occupancy of the lower levels of the Halls. This would reduce the occupant load of the buildings and restrict public access from lower levels. Provisions may be made for larger events. Options 2 — Complete work at a defined cost share percentage Considerations/implications • Same considerations as outlined in Option 1, but to a lesser scale depending on cost share ratio. • The Halls currently do not have the funding or commitments to address cost sharing. Operations and Community Services May 23, 2018 Report No. OCS2018-13 Page 10 of 13 Page 89 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... • Provisions would need to be put in place to restrict occupancy of the lower levels of the halls. This would reduce the occupant load of the buildings and restrict public access from lower levels. Provisions may be made for larger events, however cooking is prohibited. Option 3 — Complete the immediate required structural and maintenance needs at the Townships expense and work with the Community Halls to devise a plan to address the works required in the 5 -year time frame on a cost share basis, In this option, the Township would complete the works (highlighted in blue in attachment 1) at a total cost of approximately $113,340 inclusive of 20% contingency. Over the next six months, staff would work with the Halls Boards to devise fundraising plans to address the outstanding work. Considera tions/implica tions • To finance the work, 2018 projects which have not yet been initiated would need to be deferred or cancelled to fund these works. This would have a future implication in 2019 but less than options 1 and 2. • Addresses structural requirements and priority building maintenance to ensure condition of building does not further deteriorate. • Jarratt Hall would contribute 50% to replacement of the front doors • Provides an opportunity to further explore fundraising and grant opportunities. • Reinforces the "for community, by community" model — a community solution is fundamental to the operating model. • Provides an opportunity for more extensive community consultation and review as part of new 2019-2022 Strategic Plan. • As the fire safety work would be deferred, provisions would need to be put in place to restrict occupancy of the lower levels of the halls. This would reduce the occupant load of the buildings and restrict public access from lower levels. Provisions may be made for larger events, however cooking is prohibited. In considering the need to address the building deficiencies in a holistic manner, the community hall operating structure, feedback from consultation sessions, financial considerations, and strategic planning recommendations (including the current capital plan and future strategic priorities), it is recommended that Council give consideration to Option 3. To finance the work the following amendments to 2018 approved projects are recommended: Project Amount(Twp.) Recommendation Guthrie Soccer Pitch Planning $25,000 Defer Bridge Removal Hawkestone $10,000 Will be completed with internal resources Green Gym Replacement $8,000 Defer Braestone Playground $35,000 Defer Operations and Community Services May 23, 2018 Report No. OCS2018-13 Page 11 of 13 Page 90 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Arena Operations $25,000 Defer Compound Danny McHugh Washroom $15,000 Defer / May be able to Repairs complete through donations 50% Contribution from $5,000 Jarratt Community Hall for doors Total $123,000 cable 4 — Recommended 2018 projects for deferral Policies/Legislation: Ontario Building Code Ontario Fire Code Community Hall Operating Guidelines Corporate Strategic Goals: Continuous Improvement and Fiscal Responsibility Inclusive, Healthy Community Consultations: Chief Administrative Officer Chief Financial Officer/Treasurer Director, Fire & Emergency Services Community Hall Boards Public Open Houses October 21 and 22, 2017 Attachments: Attachment # 1 - Summary of deficiencies, costs and timelines from Steenhof Building Services report and Springwater Engineering Assessments.. Conclusion: The Township's Community Halls require significant investment to renew their lifecycle and to come into conformance with current codes. It is recommended that in accordance with Option # 3, the immediate structural and maintenance works as outlined, be completed at the Township expense and staff work with the hall boards to develop a plan to address remaining deficiencies coinciding with the development of the Township's 2019-2022 Strategic Plan. Operations and Community Services May 23, 2018 Report No. OCS2018-13 Page 12 of 13 Page 91 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Respectfully submitted: w Shawn Binns, PBDM, MBA Director, Operations and Community Services SMT Approval 1 Comments: C.A.O. 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'o c w w y E o 0iawC v C„fl 0 is R t y N D o c A7 D w E v a .in o s C° c m o c ani � $ a n o `a w o v E y ID O1 w O OI O C m w E y c F h�- a$i w m °o Kaci ani o Lo ad'E�co m��v m z m 2 ti Ir m m U %o c 0 o in r w _ � T Y Z y $ O w E E Ld W l'L O U 7 Page 101 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... 0 O 00000 iC iq O 0 0 a a Q 400000070 EUMN m° +~ o m rm N d 4] nci E :E U n 000000 000000 0 m M N Co It OL6 e T N N N U N E w d Page 102 of 312 zu U a U m _ CL 7 m O O O 00Cwo7 O oNo 0 rNy O O O O O LO OO 00 O C » GGN u� 5 R O A uOo> 0 aOov Fg oImo sOv ' t0 yor �Ocb vOha eOVn fil nCe00nmi W o " w U O O O ` C m w y.Ea $ v0v, o r +T � a, N O O O o o O yr � m R E U c o Q v _v Ln 0 r v m � c� v bN9 ffl col O N O N cn G C m CI O o a o ca Eo d 6 0 0 0 0 d O N [d Lq 4') O Ifl c �] @ cl d# N 4T f 'a 49 N v O 4A r w 10 m h O y o co O a: d O Ln fA 40'1 19 O1 1p (4 WO co onin�i da E 0 E d a a s L) m m mm 0 am CL g m m a w c o c a v 8 �e �L oa EEa.E o�`m yE•� w `O d 3�c°a1�vw ruNiE oma©c'ci 8 y 4^ a co m U t7 e N 3 C C N# E C O c o EIO a o L $ E a Y 3 o N mcg o- m—° Q�.=m. o e 5 S m o rt > w w¢$ w c o '° E >, $ •°v o 4 C7 a c o w c 0 o y U a E m - v a m m n'a5 m z ac 5 E- io Eir N O N d m22yr 4 g' 4Q o,a 4 a° 0�m3�� C 9 o —��ao c 041 N E N U IF U N � ICO 01 Q z E® mu a a ;rs °F E 4�mm 'o m 01 "C N 2, L C •r'es •In v a 4 m m u C U m U m m L J J � 2 i� Fi s m iO cd ¢ U O L y !4 OR C C N N 4 O t4 aiL❑-Da 4 F CX U U Q u J w O OD N -p VF y F C N 01 R C isU ca cL © 01 IO m y a `1 ry' G" mL N 44 0 i6 t Lrr 01 O L ip V C U 3 'aa G1 m o E ❑ O m h 3 �j = ll+ N 8 C ai l0 •— C C U T C p H ' 4 N V} T' C�� O 'C_ N C N O b E a ? p a _N ry 01 d E 5 Im m a w O J04 R c. :3Sr mdam2 CL z75 a r W -- ,� u E o° c L a E rd o c_ a o o 0 O 00000 iC iq O 0 0 a a Q 400000070 EUMN m° +~ o m rm N d 4] nci E :E U n 000000 000000 0 m M N Co It OL6 e T N N N U N E w d Page 102 of 312 zu U a U m _ CL 7 m 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... 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N c a C y E v C m U y `O E y y C a U O © y CE =O m Vi C 0 C LL C_ O aI 'O +� C M c moo E_ c m 2 m cmar's o M Eeur0 0 0 +.. O y C y uy .p y 0 y O c rn E a o m y V o c x n a E E x a as m U m m w+ > y m CY3 W E m `o `r tC 0 CD h O Ea E, ` G ,D m 'mmo o CL vy y �mmm CL `m, mt•- -yo c EDL) Q v) m cc ¢. Ott t[� n lLd20 ec a l0 E ID C R 4J c-° f/1 L =� 4 0 o 3 y° N o c `o v m E E w_ E a 7 d 0.1 W y m y ar O 'O mm y y y y Q s ly (n C D G 'O O O a N E 111{{{��� r w o a E{= `[ q � o �_ a> U U. x �° � LL W u C - 0 `c o U Page 103 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Page 104 of 312 o a a o Cpl S S o S o y O bJ O O N (L) N V� N I-- V 0 N CJ O N O U h O pp G W a o 0 T N m N C d W y, o p O c p D E. tls N O O W W n Cr O L O p O O I� oD N O u7 O OI r- tR N N 699 N a Li a ° m a d E N c -aO m Ecr E y cL O O O c cL O Q a Ua ¢ a as m m aav a o a N T� i =O C C a N y ° N C1 c 6 q m o o i. C c c E -w`° O N ro N O N a U N h w •E C N L N a U Q o o vi O. 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O O U C V Q T E n 6o N O 3 r 6 m E N V3 C rj O m O i6 E r h rg rr m w c m, 0 En Ci Em C-4 '5 .- Cr d ` N $ O O O o o COO yi y C fO Its 6A' O cl O " N O N th N W E 69 � C C Vf 'R Ili Vi �a w� E 5 v E d — E E o U o U Z' 5 o O Q Q Q Q Q Q Q a` n_ 16 Y ch m C v d G1 Ca C m�17 _ Ci d m LL C c a Q. U E c E C O L h� Q. o 'p N [1 p Np [C] O 'O c3 ''� X N C m C N c C (�C o83 a is ._ > a '� GS -y�ui�c .O j F' a 'w lV m p L �o In ¢ oa �m E� ^ 4Y g L N N a '> v) N LLa rf1 W m<3: ¢m w (D cr al°1 o C C OCC M ° d E2 V � Q D E o C U U J C o co 4 U 91 y O R C Fl? O eY i1.i C C .0 ] y LL V0. d C — C Q E 07 V o Q E C m u)C E E : Q - m C> m W cd 3 H ii LT O LL. w �F 3 o m air O N � C C G m 7a N Uo LUCa E; E E v i >cm o V cc cc C LJ 2 'P-c o o U L) Page 105 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Page 106 of 312 O O O O O O 00 o O 0 a p O O ppO T rn O c7 O O G Co FA ER tA. (f7 Us 49 Cv FA 4% N O Vl Q U y C, `m d o a°'• E � 0 3 LO N N C a `m � T � Ln .' C7 Cr N &! 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N o 0 m E o ro uo a o m Oac vo v yo o o m u ap ro m ro m 3" C m L m 0 R 9 ° c' ° 0 a O o a N 1w � N vav t C N v O N vi ^il O p V C Q OV CD •C l9 N V) Ti ,r C 0 p N to (% m U ¢ y m7 Vl E W x W U m C '� -' u. C LL ¢ U Page 106 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... N O 9 4 S O O O O Q V' ir' N Z �1) C v ceA v us � c,N3 C Co M w `w a 0 0 U 9 C d E [O 11, m Co a p Co CY o ' r � � m L* 0 v> c m E 0y, U d n,5 Ch rr m N 0 N l9 r= O' v S S S S p�p y [ !H C47 Gl m E6$ 69 N fR N N CQi Vf GAO E '� N N ECr Cl CL - E E 0 0 U U o ¢ ¢ ¢ ¢ ¢ ¢ ¢ a` W Y o O c CM m In m � E '� C CL N .O a "C tr N y 'O maL-� L N @ G N -0 V U Y o U x V Ul tq 7 41 �/1 O) m lC Cu c6 N L O N C Q, R O a'x m g w E E � -Cu R C S �l N 0 y m �' u �2 E F �$ riic�c� w ¢m m 0 p U1 tCtl �.a mo O E O x � (` m� N a c 3 rn o m o o P c m E i2 'x 0 in � c .O p t = (Dr m N m N N a E C E E E- p Y 6 , '6 N C tl1 O. y 0) � h C 6 .O � C] O O V Q N C tlS R N G N 4D C Ca L L = N i 75 P m e m c W N r A y� c` 0 't o C> omE.'Eat U u N V c U c as o OE E .0'.0 w ¢ Page 107 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Page 108 of 312 oN W o O o ti o rn N N O r as O N d U [.n -1 1 69 - +A - 6 u4 � o 0 t m m o a E p N o o j 7 a Ln N vi va � C a � a3 vw U N 5, m es Q N a! d N E aj m a N r CT N di OD 69 ,> c a Ln Ln LnN g « O N N C R oda E 3 d O N aCL E d Er E E E r E U cn U U N U c+r m L a a a a a m CL LO CD 3 E ° ° m C � N -o y rn y a 0 'E o m o m N 4f a1 01 C ?. N O Vyl S U O. W E •" N `. m w N, u C -° .° a7 C W m C N G CC6 O. O L d D r° 3 m m o w a E m c 0 E b w C p c a o i o uC 8 o axi y 3 0 y 3 Q m o o .2 ? 9 E y m agi y 1 "Ob E F G y e ° c N c E a 3 ° m; a y m > D. O 7 l� d� U '� CD N Ln C C U L UJ li . N a) O O N a7 C e4 y C `� ° ° L y y° C O Y E 3 E -6 QQ97 y 3 T3 al O R U L N cc iE4 i4 W a O_ as C a1 d— m a) O 0 0 t7 0 C Co !i N al y r1 N US C w gj (.} [ U J S O l!S 3 Ca N 63 R a) Ca ° C +� O 'a, d __ ¢¢11 CL] Cn 7 [D -° y 7 C N G C7 y C tL V1 7. ul U O N C a) CO N y 00 C Q r m C d `i �O S4 a! ° O -E CnN N m a C O p� ° O U OImL y Y L a y m}, E m h W L y TO o c -° N E y C N C c m. a`i a }O L_ a) C O "O 02 O Q O. E 0 m w O � Y > U ED y N % N L O 25 CL m a1 m ° m ? u 0 ; E 0 U CD N 'C o i E r C N 11 N U N NCL ° E � O :� S N m a7 Z U- O Q '- N a1 S m x Ki O m w N tC O m vyv�� Q m m .0 O 10 y m 2 y `g .y E m Z' c .0 w m O A � � o y ; E E m N cc m 4 L E Y LU o U w U Ca jy Page 108 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... N 19 a O O C: N b o C7 N 0 4 6 4 A v O H O U v3 of sn u3 ti3 cri t» s» mm }, E p 7 tr u7 91 U) c a 3 aE� U LO 3 c; 6' d Vi C s m @ E j, QI m N '> r a v V) H CD o N Q o O 0 L®C1 :! y ni ci a c b m q 8 '5 E Cr a3 t» c�i ev c» en a L C'0 b ml O `°N p .m a b N �' � $ C 4 8 Mn y m y E 3 w d e o by vi E w o G} No G R y O C i4 O m [fl o y C > b C E a m m o #2 m c yn m O Y r'a 66 N N S C C N W W C� m E° m c o� Eo a DC Q Cl�, a. a m a ua a m m LL := [t m a c= ° u o. LL C c } m E b m t m o [] ® d � Y j o m m C C U �• ., 3 U 0 � m � b m `1 i Dl N N } Ivo rn'12 T c L O w e y O O Cm 0 w 4 m m r<t O C C °Cd m .� c o T m m v y m a o E y m 0 .�. c c C CL S2 c E m 0 a¢ aE� t `2 'E) � m � N O b Q! tl m 0 Z5 E b C E m cCaC N S M Q�ooC0E N o d o� U lL N l4 N m N Q, O f2 m w U N 01 y C C N Co C 0 Y m m d m m C O 1] C b C ltl z t `ov R� E c R U 7 C d E E O Y U � rs 2 Page 109 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and COm mun.. Page 110 of 312 k 0 80 t§o \ /( (Em Cru ul (E� 40 141 V� ID Cm Co N (< )� \E - 03 m� . # e c < CP ! 0 -C -0 } } &2 �)E = \/{{\ CU / <2ILcc )/e - u D _ {G){) ) { \) EW � /_ d� W \)\|22 {)\:\\_ _10± « f9o, \kk2(z) < It :E ._ cc /Zi)E ®E2;21®//�) k7\)j/{Ev0 _ |\= -- _ § ° \_ ) »] fZ ` )k L{ LL ±#E 2 = <k / 6 $ { 2 *( Page 110 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... y, O O 0_ O O O O O O O D O a o 0 a m 0 0 a O U7 N N (D N N Lr) d' M N O N O � d3 69 E9 fig vi HY (fl i$ 49 (h G9 tH Sfl lfl f.F) fR H C O R a E N d' v � N G m O o O o p m E T m U ui N Lo ' A a 6) t» vs N C ID `m E O O N c v a 6a n cD p c3 8 co p o o LoLQ o o m fD N N .m. W - a) a EcL E o 69 69 EH U 4% 63 t# 69 cA (9 O Q ❑ U Q Q 4 a Q U o7 Q CO Q U Q a` yy L m E c O v o- O m m cn M C Y Q. "- U a g m L w0 h X a w C R .1c a E 7, Q lC U m �. C L m w O > D a O E,E. _4 m n m .O p a C a u L mE y m s m0 L o m is rn o o° o m E .n E G - m 4 G p E L .a i .� C C U y C m ® c C f.Y Ocm G O pIC t4 a1 O O o L m D Cm7 E -8 N v v i7 a O 0 O c L a r z, y n m c a Eo E o cc o_ L v 3 o f — y r m m>> m E m w m ?, a m o a3i o R a L d `m r= E w Q E r o H y C c c o e: ; = 4 v c °c E ° o 0 c c0 EO d N E C »' .E c i7 m 7 -p CL .O .c 3 N cL O U `I m C N O FQ Cr U m U Ir s� Q lFl E Q CL its C7 o CC: S F v. N E W U 3 � C m O p O ; � C m C7 3 O � E m Q c Q a9 ' a} N Q [] L N g m '� C y c a, O 'O i m L_ L N �' E2 Fd ) V C m c M O O o m a3 c. Q .m. O d C •p. m al V U 'O Q n G c o "O 9 'v O.. -c m m N FA 'p E O L R5 L V — j 2, SG d1 m O N � a -z C=7� R co L t4 m on 7 m O d (a X m @ c U R e c _�. Y Y ; N 'O C C m c E N G o m O v o a g o p R E jo_ m m "P a 3 CL y m O m dl ch E42 cm �1 U O p, R N a7 O L L1 U w V LN C Y o m S 3 a o c C � w m 3 ° c m= R .L O o c L� o o m m m M Z m cc o CL R u. m ca (L `n a a ani [C m CT L) o a a"i c c o m CC 'o o. Z m E _ R3 O m m o a N a o t4 TT�eei G cc G Co c m E c`a w L° w ii O U Page 111 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... w o o $ o coD g 8O o[} o o a A W L�[7 u) o Lo to L N Q' (O R O m N r N h C C N iR d O w' O U es 44 is rta 6o (.v ra IA O O G Lm N Vi N CrUt Ln c» (sr o g o a co y O o oai 01 a (Q (� co m M o2 a U 406 E Q a1 ce U) o 0 m d L (n o r= m E '9 N n Cr d b4 cfl �» wyco N A 4 M (n M E '9 E � u3 ccy (,v cr, a` g• -n E"c � � m ° o S� aci aCi H is � E m r o r L m i E a Y o a _7 D (C W 2° ° d 'Qy O L C O _ N al C ¢ 7 q) a N V2 C o o° () LL a! y C y o O '� 4C o N O L a (n - 7m -a m 3 m c 3 m c ur tow ° c c 3 m = o E� R c c 'm UAC aa, ° m 3. (a . ¢ d ¢, a7 0, m I lo (aa o o Y E c as � o (a ° m m 4-7 a° q a a° N c 7 m .L.. e Y •� � m w y a 7) of U N Y .L m L J C a7 C C O M N Qf V �_ Q Em(9 •V !� C a� C E Cl X L) o p'o c' m ca m G H a .. x c ago 0 o y H v, m `p c c F 'V W° L N dia) G) U Id L R G .21 (A N Q cc N- O 16 V 3 d. E co 2 r N 0 U O O ri J (°a a) a) V '7 J Q c a m m ED O O a) 7 U '� C '°4 p R V a3 C D LL LL o aJ a? C aL G G N L H C 7 3 a h i0 a o ®mt of �m a` z¢ 1- wra� 2 O,, .i) U N vQ W E .-. 7 Rt 0) N aLL 5 Eo T O E v Ev ° i (� ¢ u3 c m m i m m U L c � ° U Page 112 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... 00--] 0 CL a� 0 0 i biA Y V Co Page 113 of 312 O1 r -I TMI O O 1 N Q1 � M C) N V V � O M 2 Page 113 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... +_+-0� � Ln EO O �O CQ .— +-j O N � � N U a -J •N C6 Co •� Q O •V — O U :3-0 ruU 2 E O m O i O C�0 aJ }, O -0 C: 3 O + -O N C: O U UO �E O -0O�O U LM 0 -0 bb V `n p O a1 •�E O ru Q N b.0 ca O �O _ O 0 O a--+ _ ate--+ ca N � = L = L = U E U O aJ OU V t' t' a1 O O "C: 3N E N O a1 +� U a) ca L- 0 a� _ _ V w E O Page 114 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... y' +•+ W -0 oca u N U 'v0 N Q N— p U L 0 V 0 > v, m . N O O V) m_ 3 m m — O N N b,0 (3)r a _ ° %Ln U -0° •� Ln N •0 Ln _ " 'L -0 a) _ Q p a)}' L aJ > S Vf �_ H L O L •a) � ca O O 'N E _° L -0O 3 W L 0 a) a) =3 -0 `� o H CL >. a) to uQ aJ — U _ H Ln U to L . N C6 cn � � Q � � � a••+ L aJ � V Q a--+ a� N N L 3 � ._ 3 4 N a, E � N �O 'L (6 =3 aJ +N-+ 2 i M W •E}, .� W O E cLn bb bb O cn �+ Q L N 0 3 u N '� �J Q N i +� L ca N W }, Q }' aJ 0 }; s y U L (1) 0 U O U b.0 = L , a V (1) >- 'p 4-JaJ (1)aJ � G '� Page 115 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... O L to V m Ca 3 E E O V m •E E E O V m Z •E 3 E E O V r -I N ca LU M Ol r -I L ca 0 LU . . . Page 116 of 312 4- 0 Ln -0 o N N 0 •— U L •U C6 N W 0 +-' N i •i U > NN >> N f6 OU a_+ — 0 �5 M +�-+ 0 U cn � N ca � •> N - a--+ 0 U Ul N N l�A 0 E •� W ca j O 0 v vi > ca .N N L •� •E 0 vi v, N E E E E w 0 E= 2 N o 0 0 o N Page 116 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Page 117 of 312 +j x aA v =3 v ,o v � •� 4-a 0 O E o aro a) 'C: ° C: ca ca N .� mv O — +r N — 4A }, LL �--+ U -0 — Q O m LL CL C � U LEO U ca N Q Cu •— .. U 4-0 •= v OMid Cu ate-+ V M 4— -0 v v N -0 O (10 4-0-0a-+ N -0 0 m Q OU -0a-+ aA (1) 0 i '— v -0 U Nuo C _I_—.N v .�O OFZ- v O Q O � 4A 4A C ca N� 5; O O fu -0i � }' Ln a 0 'N ca 5 (a Ca O� ca Q U i E � i �, a-= OU U U v U O v O =3 Page 117 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... m a LL V i O N O O U N 0 m U O ca _Cr Cu U O t � i ca G1 � G1 N i O Cu U m �A F� N 4-j C Cu E Ln Ln Cu Ln f6 O O U t�A m a� c� 0 A A A A A A A A A A A A A A A Page 118 of 312 t�A U U _ Q N O i N Cu Q N N LL i a -j .N }' i f6 i N — 'm N N LL (� Q Q -0�aj ? O > >' C O cn +�+ }' O }' }' Cu 4- O — +, f6 N 4-0 ca C2A E E N.O N O U O U J Q Q_ C A A A A A A A A A Page 118 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... N .0 Q E 0 0 m 0 z I= Page 119 of 312 a� a� O +, 4-J o •— a� +� o � � a, O E CO � U E a — L o O o E s }+ U O U a -J L N o p ._ a� O O •� O O b.0 '> OLL H ca - � .2 = E ca O Q) O — ca a) > N �, cn U m 'N m O O0 N N L 0 H 0 N 0 L N W a--+ >� 0 N L m � �' m W N M = _ O Wa)N 4-0 LLn '� u 3 M ca ca W W O L O O GJ 'uW E V �: V O L E 3=2 Q O. O W cn U z N .0 Q E 0 0 m 0 z I= Page 119 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... 4 fa Co O .C: Ln C: .W CL N c� 4-J -a O '� C 0 E — cn C N 0E O O cn E N U � O m C: ca c:E U m '— Ln i 0 - C: twOJ O Ln N � a � O Q � '�, i > o o Q L. C:LL O U m -W +� M n E 'C O O V-1 vi }' � N cn ca — U- U cn fa � E c% � cin O N U fa Co O .C: Ln C: CL c� -a C E — cn C 0E U O N +j � C: m N ca c:E m Ln 0 - O twOJ N Ln > Co Q Page 120 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Page 121 of 312 � N O D1 0 4--+ N �O E E O -0 N O U v O N v Cu � Cu _s— Ofu }' .� O Cu ca O Cu ca -0 N v v N Ln +�-+ -0Cu ca C a--+ — Otip _ o v !aA N E O v > v -0 � D -0 -0 w v v fu fu 0 U L +-+ dJ E� a--0 Lj O Oi � C U cn ?� Nca 0 a"' 4- v N O cn cn D C 4-J dJ fB QJ L U U 4 dJ O O cn U 0 E v V > o o O }' O Ln }' _ U Q) a.. O fu ' 0 00 D 0 LL O O -0 Page 121 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... CA aw E ClaW a Ca Co O 000 O O � O > O N L0 ti N CO0 N N ti ate. N C N L. � ' ' +' O m 0 OLn = CLO CC) 0= cB N U CLO C: �_ 1 (B N U CB •L E m -0 L S 0 C: O C: L V1 CxA Q N cOn ,} O O E 'N .� +0+ N O 000 O O }.Q 00 CB O m � OO O O O a O N 00 I` O !OG N 0O i L N W L 0 (li a+ Q C: = L O L 0= O O N U C: L U N L O Q ++ O ++ O Q x Cr a) N L 00 00 OO N O � N C L ti V C7 M O U V> V> � Tmm M a+ � (B « N N O� C L Q (li C: • Q S(B ate+ ; X N N O O O 00 ON U N } 7 O CoN a' C Co 2 a) N a O O 00 O I� r _ _ N _ _ O F -- K? 6C> 6C> K? 6C> 61-> U i, 'N N N+- N O = X C ++u >- N O "D Q Ln a) � O tjQ Ln E O �N Q 00 E O O W 3 O 00 N 00 N M C7 00 N I;fO O a E C C 00 O 00 N C7 M O C6 Lo , Lo.N-. K? K? K? K? K? <A N Ln a) O (n m m m 70 m 2 U W W 2 H Co > > C1A — Co C:C O > N of CLO O N N ate. N C a+ ' +' cB -o CU E OLn = CLO tv0 0= cB N U CLO C: �_ 1 (B N U CB •L E m -0 L S 0 C: O C: L V1 CxA Q N cOn ,} O O E 'N .� +0+ N E c: 0 a + =3 CB uU N 0O i L N W L 0 (li a+ C: = L O L 0= O O N U C: U N L O Q ++ > O ++ O Q x Cr a) N L C: OO N cB O N O O +' O (B O U = V O �--+ =3 C:O a+ C: (B 0= +, OU N O� L Q (li C: • S(B ate+ ; X N N N O U N Cu +, a' C Co 2 E CU Cu O UO u0 =3 'n N O F -- N N Ln N Ln CB a ) U i, 'N N N+- N O = X ++u >- N O "D Ln a) � O tjQ Ln E O �N a' �_ E +' tv0 bjo Ln CB .� =3 C U Ln N O N Q -0 OU 'N N Ln Page 122 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Page 123 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Page 124 of 312 +_1 Ccn O O � v � N ._ v v o L Ln O +J =3cn E }' ca .� O E - C v v OU -C +J O =3 E vCu =3}' O •� �C O U -0 v Ln m Cuv W =3 O +� Cu '-p O ca O _ Q c/) '(3) ON N ate -+ O a--+ L C -0N � •vOu s �(3 > ) � O N °� Q� = -0 Q 0 4J Cu DC O U c O Ln v —O O Cu O DC U Ca U z = ca cn LL Page 124 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Page 125 of 312 O CU rj 0 C Q O -0 +�+ N N *' (6 0 a) a) O C = a) ate+ S N N N 0 N -0 0 0 4- .� O —s 0 1 3 O E 4— 0 cn c6 N a La+ U aN+ 0 m (103 (1) 0— O C = -0 s (10 > = c6 o >-U 'v O c h.0 4- 2 4- O O O C c -I L -0 C:7 co L C 0 co c6 N O L cn L (� a) a-+ U > C co h0 -0 — 41 O - - 0 3 04- O a) w o m 3 E � 0 +' 0 a) L O00 0 4-�' S +1 � }' C S � f6 cn .� X .� 0 c 0 .3 � +' L O-0 Q �o -0 a) L —_ •U 3� L C a) CL m 4••+ Q �=0 30 -0a) E 3� U >- 1 c > (6 (6 OU N 0- 0 (6 �O N C 3-0 �— 3 �- ate) Via_ u ) N a+ (6 O C U a+ U U L W N• U 0 W- N 4- 0a) L 0 U s`� fu 3:-0._ 0 cn C c a) a-' a? -0 0 co O a) (1) �4- +,�(n o cQ W M4- m�nE 'L 41 a) N a) D U m 3N 4 � �o •(4 o>�Oo0 Co N 4- _S 0 _ O U y acn co 4-� a) 2 oo = a) '(o -0 C: c6 Q 0.5E L O Q 0 O O O a- 0 Q " b0NNcn N ++ a) ' 3 c O N 4- C a) — 'U 0 .— ++ co a) E O +N+ 0 c O ++ O C E OU W " y S SC L m 0 E a) a) C c6 N C ++ 4- O > U m C M U -0 a) cn N 0 co c O �cn 0-2V)UON 03 Page 125 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Page 126 of 312 a) -0 -0 C: N % O fB C N O C i vi OO N N •—CO V 4-j '- '- i W Q VO N W N W C: -0 �+ Q V i C � = •0 }' O•cn U C:O cn O O C: �C 4 -JV -0 O i U(3) O p CO 4 W -0 i-0•� VO E 'N O C:cknn O m m Q V Page 126 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... Page 127 of 312 _IZ- v U f6 -0 ate+ N Z3 E (:L)-0 4-j LnQ 4-j (6 O O 0-0 � O •b •C 0 O m W +.' ('6 O O. > O L O ` 0 L 41 fJ (� ++ 41 - O L N — N_ -0 UC N 4-j L O to N L N O U }' -0 O 41 0 O 3: a--+ � E ate+ •N -0 -&--Q ++ Q Oa) 4-j Q) Q) 0 CE L m U O U N O c6 4-j N Q) L Q) Ln N Q) N a--+ .m N 4-J C Q) O ate--+ ate- + O O O L N O E m N�O v E bn 41 Owl c6 c6 � " c6 O }' N 'n O }' NO O m Q Q L 41 O U v -0 - O � r-jcn 0 = Q � O >, O E o -0 O N= 41 a--+ L U+, aC1 Z E L b.0 v > > U O i L -0 L O U -0 Q — N U T� = 4 -' C L O O O O > O 41 w-0 W O O 4-J O 0 41 0 U f6 f6 O f6 U_ M Owl -0 m N 'E m N O >j N m O O H H cV O H LA ~ O~ O O m r -I (n N N U C n 0 2+, ?j I.!') N c6 U ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ ♦♦i ♦ Page 127 of 312 12.a) Report No. OCS2019-1, Shawn Binns, Director, Operations and Commun... 0 E E O E O ca E 'V 0 cc Cr i O .O V 0 i ate--+ LL CT ml ca 2 Page 128 of 312 O � � - 4-J C: -0 � V V cn E O O _ N E Q � •N V .— Q •� ca O N eo CT d1 ca ate -J }+ cc 4-J - V� +- U E V u �-�UL� Q Ca O V X o O V O O V O Ln - '- 4-) � Q a -0 4-J N -4-J Ca Q ate J � CSA +�+ _I_—a--+ a--+ � E � Ol •- Ou Ou 9 LL N Q Q a--+ 0 E E O E O ca E 'V 0 cc Cr i O .O V 0 i ate--+ LL CT ml ca 2 Page 128 of 312 12.b) Report No. F12019-3, Mark DesLauriers, Chief Financial Officer/Tre... Township o, f Report Proud Heritage, Exciting Future Report No. F12019-03 To: Council Prepared By: Mark DesLauriers Meeting Date: March 13, 2019 Financial Executive Summary Report -- Q4 2018 Motion # Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report No. F12019-03 be received Background: On April 25th, 2018, a report was presented to Council laying out a plan for the Township to continue improving on Governance, allowing Council to lead at a higher level, knowing that systems and controls are in place to provide them the required information for timely well-informed decision making. One of the recommendations in that report included a quarterly Financial Executive Summary Report that will include: • Environmental scan • Status of key projects • Financial variance analysis — actual results vs budget • Summary of any budget appropriation changes • Staff recommendations to re -balance initiatives to avoid financial deficits or use of contingency reserves Finance March 13, 2019 Report No. F12019-03 Page 1 of 13 Page 129 of 312 12.b) Report No. F12019-3, Mark DesLauriers, Chief Financial Officer/Tre... Analysis: Environmental Scan New provincial government — all programs under review o OMPF funding under review in 2019 - $1.2M annual revenue for Township in 2019 ■ Likely to be reduced in 2020 o Bill 66 - Restoring Ontario's Competitiveness Act, 2018, contains significant land -use planning tools for the Township, if adopted o Continuing shifts in provincial policies present unplanned demands for staff resources (Growth Plan Amendment Consultations; Regional Government Review etc.) • Municipal Election in 2018 o Despite changes to the Municipal Elections Act which necessitated additional staff time investment and public communications, combined with the technology issues, the 2018 election was conducted under budget • Infrastructure funding gap —saving for tomorrow o Vehicle and Infrastructure reserves are under -funded o Council endorsed to increase allocation to reserves in 2019 and 2020 o Community Halls are in need of significant capital works, with hall boards required to raise 50% of the capital funds (challenging) • Succession planning / talent management o Aging workforce — 30% of staff due to retire in next 3-5 years o Tight labour market - recruitment & retention of qualified staff challenging Risk Management and Insurance o Change in insurance provider effective July 1St — 3 year rate guarantee resulting in $1 M savings over previous provider M Will meet insurance budget expense for 2018 + increase insurance reserve to fund future years o Continued negative impact of joint & several liability on municipalities and impact on rates after the 3 year rate guarantee expires o Increasing severity, frequency and duration of weather events ■ Impact on service levels, infrastructure, and OT/standby costs o Significant repairs / projects, which were not planned or budgeted (eg. Mill Pond) o Contracted services options light/limited --- continuity of contracts and rate Increasing risk of cyber threats on Township assets o Three Simcoe County municipalities had ransomware attack in 2018 Finance March 13, 2019 Report No. F12019-03 Page 2 of 13 Page 130 of 312 12.b) Report No. F12019-3, Mark DesLauriers, Chief Financial Officer/Tre... • Lake Simcoe Regional Airport expansion plans o Significant investment required by airport shareholders -- next 3-5 years o $11.5M in Oro-Medonte 5 year Capital Plan, all debt funded • Horseshoe-Craighurst Corridor Water, Wastewater and Transportation Master Servicing Plan PIC happened January 2019, and will have impact on Township planning and development activities in the near future • Continued increased interest in affairs of the Municipality by the public • Increasing demands for community engagement and communication Status of Key Projects The monthly Corporate Projects Status Report prepared by the Corporate Services division (also on today's agenda) provides a fulsome detailed status and chronology of key Township projects. The Financial Executive Summary report will highlight a few of the key projects below: • Orientation & Inaugural Council Meeting o Successful inaugural meeting held December 5. o Comprehensive orientation program commenced November 23 through December 18, 2018. o On-going education & training program in development • Road projects in 2018 o Projects completed under budget resulting in favourable variance of 620k, reflected in reduced usage in the infrastructure reserve • Bridge projects in 2018 o Mill Pond bridge - emergency repairs substantially completed to address issues of undermining o Hawkestone bridge — repair completed under budget and continuing to monitor • Horseshoe Highlands Elevated Storage Project o Project proceeding on schedule, with commissioning in early 2019 o OCIF grant funding not received ($1.7M) o $5M debenture secured in December 2018 to fund initial cost (20 -year amortization) o Cost recovery methodology being finalized • Shanty Bay Fire Hall o Project behind original schedule o RFP awarded for design -build in December 2018 o Build to be started in spring 2019 Finance March 13, 2019 Report No. F12019-03 Page 3 of 13 Page 131 of 312 12.b) Report No. F12019-3, Mark DesLauriers, Chief Financial Officer/Tre... Community Halls infrastructure needs o Council approved recommendations from staff report from May 23rd ■ majority of work completed in 2018 o Significant capital works still required for all 5 halls, where hall boards are required to share in the capital funding with the Township 50 / 50 o Hall boards continue to have challenges raising funds & maintaining adequate reserves • Parks & Sports Fields o Bayview Memorial Park, Ramey Pavilion and Lighting, Warminster Multi- purpose pad, Carthew Bay Dock and Lions & Vasey Lighting substantially completed with some projects requiring minor works to complete in 2019 • New Community Center in Horseshoe Valley o Partnership with SCDSB for joint facility —As report to Council in October 2018 augmentation of project scope will require additional future Municipal investment • Official Plan & ZBL Update o Work progressing. Open House completed on June 20, 2018 o Township staff reviewing/updating draft Vision Statement/Policy Directions for posting and public input • Community Satisfaction Survey o Staff report and award approved by Council during 2019 budget deliberation o Project launched; survey and communication strategy in development; anticipate out to the community prior to end of Q1 2019 • Continuous Improvement/ Lean o January 1, 2019 target start date for Cl initiative met o Project launched in January and progressing as per work plan o Initial projects and review teams have been identified o Training commences in March o Progress report to Council expected in Q2 2019 • IT Master Plan — ERP Implementation a Capital expenditure pushed out to 2019 o Focus in 2018 on detailed needs analysis, reviewing options, surveying neighboring municipalities, and creating an IT Roadmap o Will focus on optimizing key processes before automating with new ERP in 2019 as part of Cl / Lean initiatives Finance March 13, 2019 Report No. F12019-03 Page 4 of 13 Page 132 of 312 12.b) Report No. F12019-3, Mark DesLauriers, Chief Financial Officer/Tre... Financial variance anal sis -- actual results vs budget See Appendix "A" of this report for departmental deficit and surplus for Q4 showing actuals, budget, and related variance. Also included are explanations of significant variances. Overall Summa Tax Levy Funded Departments $ 490,610 positive variance for 2018 YTD (Projection $ 410,413 positive variance) User Pay Funded Departments $ 86,789 positive variance for 2018 YTD (Projection $ 4,174 positive variance) Significant Variances see Appendix "A" for detailed explanations) • Corporate revenues ahead of budget by $500k o Higher supplementary taxes, interest, penalties, and not required to fund 2017 projected deficit Shared costs higher than budget o Mainly due to provision for $300k in legal for OMB hearings Transportation costs lower than budget o Mainly due to lower maintenance costs Budget Contingency reserve will be sitting at $1,762,957 on January 1, 2019 after adding the 2018 actual surplus o This equates to 8.8% of tax revenue (target 10% tax revenue) o No projects have been proactively funded from the Budget Contingency reserve in 2018 Summary of any budget appropriation changes None in Q1, Q2, Q3, or Q4 Staff recommendations to re -balance initiatives to avoid financial deficits or use of contingency reserves None in Q1, Q2, Q3, or Q4 Finance March 13, 2019 Report No. F12019-03 Page 5 of 13 Page 133 of 312 12.b) Report No. F12019-3, Mark DesLauriers, Chief Financial Officer/Tre... Financial / Legal- Implications / Risk Management: Financial implications discussed above. Policies/Legislation: N/A Corporate Strategic Goals: Continuous Improvement & Fiscal Responsibility Consultations: • Senior Management Team Attachments: None Conclusion: The Township's multifaceted environment is changing and unpredictable. Staff and Council will need to continue to review priorities, adapt to the challenges, and focus on key initiatives that will drive the Township forward. The financial check for 2018 Q4 for the Township reflects an achievement ahead of budget, as projected. Respectfully submitted; Mark DesLauriers, CPA, CA Chief Financial Officer/ Treasurer SMT Approval / Comments: I C.A.O. Approval / Comments: Finance March 13, 2019 Report No. F12019-03 Page 6 of 13 Page 134 of 312 12.b) Report No. F12019-3, Mark DesLauriers, Chief Financial Officer/Tre... Appendix "A" Financial variance analysis — actual results vs budget Finance March 13, 2019 Report No. F12019-03 Page 7 of 13 Page 135 of 312 12.b) Report No. F12019-3, Mark DesLauriers, Chief Financial Officer/Tre... 0) CO T -r- CD N O M CO r Qj a. t � L R m G O N U- '0 I a0 N O N Lf) CO m N4 r-1 ,1 O a) Ln M d r -t CO Lr7 H LO N Ln LD ' a) '-' M O Ln ri N a) CO LO try Ln -4,O m 0 w m 0. N r1 N a) H H O r -I a) Ln N ' H d' Ln O a) M 00 N cr m 0p O Lf} N Li Ln Q1 Cf' M M H M m N r�d' W LD m � dF m' d' N d' O' iO V c -I O r -i N H H n V N M '"' V N `-' V H Ln r -I N yj V C' N N Ln r -I N O m d m O O N N N w ct 0o O m LO !r N 0 z 0 m rn r q m N M LOO 00 LD N LD m N rl V M N m r -I M N NU) N tO ri LO 1• H m w O ct M N H N N 00 N 0 0 t0 O m N ' LO N N H w w H zr m Ct N m Ln Ln Ln w ri M j LD O O Ln Lo N Ln mi O LD O N' N a1 t. 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Page 137 of 312 O r 0 N U. 0 Z ca 'C C 0 M Q LL Cc L a r- 00 w y S r1 N O' l0 N 00 a, O 00 m V-1 �+ `j M r-1 N N M N Ln •O L a, � CO o� N 01 ri Qj >00 .-. cu i� "x ICJ N ,10 lD 00 n fu ❑ ' 0 N V N Q O 00 C31 I0 D ? In In FF }jV t - c 0 N N tm-1 O N M ONO jL N O CY O I` M LO rip 'J i 0 O' N M O N t77 N v 0.1 y Lo H M a f rN i 00 H I O N 'a M V1 ri O Q1 U ai C] M CO In M O O N 0) (D O t\ N Lry N N N N M Q ri W 1D O Q LPI kLD Ln N LPI kD M N N N E �A �t v 00 o0 00 k r -t ei" O N .-I � I LL. a to 0. L N N D 00 F O 4� N u th p (U w z2 uj `' Q ra •L t„ S V)CL Q v m •� p w w O f2 M F O a OE a)Ini r d u N H ii O n 00 00 00 C9 Page 137 of 312 O r 0 N U. 0 Z ca 'C C 0 M Q LL Cc Township of oro-Me _ . F12019-3, Mark DesLauriers Chief Financial Officer/Tr Financial Variances - 2018 Explanation of material Q4 YTD Variances (Positive) / Variance Negative Number Department Variance Explanation: (Positive) / Negative variance 31-CORPORATE REVENUES $ (500,119) • Supplentary tax billing higher than budget (150k) • Tax cancellations less than budget (16k) • Payment-in-lieu up over budget due to increased assessment in property owned by the County (19k) • Budgeted 2017 deficit turned out to be a surplus (117k) • Tax balance reserve in Q4 not required (63k) • Interest on investments exceeded budget - highger returns than expected (113k) • Penalties and interest on taxes higher than budget (41k) OMPF Grant less than budget 16k • Other 3k 2 61-LAO'S OFFICE $ 74,410 • Staffing - EA not on board as budgeted - timing (80k) • HR Legal higher than budget 8k • Other HR costs not anticipated 145K • Other 1k 3 62-FINANCE / IT $ 20,114 • Corporate new revenue challenge not achieved 36k • Finance miscellaneous revenue less than budget 5K + IT wages not capitalized (ERP) and accrued payroll higher than budget 52k • IT Overhead recovery higher than budget (27k) • IT Consulting not expended (30k) • IT expenditure on production equipment less than budget (5k) • Other (11k) 4 63-CORPORATE SERVICES $ (71,352) • Election costs less than budgeted: negotiated reduction in service provider fees; reduced mailing & advertising costs (30k) • Revenue transfer from Election Reserve reduced by 30k to match reduction in Election costs • Salary & benefits lower than budgeted due to staffing changes (65k) • External communications support during staffing vacancy 5k • Training required for new staff - unbudgeted 8k • Legal fees for F01 requests less than budgeted (7.5k) • Economic development special projects funded by County of Simcoe deferred to 2019 due to staffing changes (16.5k) • Corporate Communications expenses less than budgeted due to election (6.5k) • Other 11k Finance March 13, 2019 Report No. F12019-03 Page 10 of 13 Page 138 of 312 Township of Oro-Meauriers.,Chief Financial Officer/Tre.. Financial Variances - 2018 Explanation of material Q4 YTD Variances (Positive) / Variance Negative Number Department Variance Explanation: (Positive) / Negative variance 5 65 -COUNCIL $ (17,872) • Council Meeting expenses under budget (17K) 6 66 -SHARED COSTS $ 344,183 • Accrue legal costs for OMB hearings not budgeted 300k • A/C repairs at Admin office not budgeted 66k - Server room a/c replacement and office furnishings not budgeted 26k • Special events fines received - not budgeted (15k) • Insurance deductibles less than budget (34k) • Other (1k) 7 69 -EMERGENCY SERVICES $ (50,062) • Salaries & Benefits under budget due to full time staffing vacancies (81k) • Costs for Volunteer firefighters under budget (9k) • Revenue (mainly MTO recoveries) under budget 22k • Diesel exhaust extraction for Stn 3 completed in 2018 but budgeted in 2017 48k - Other capital projects not spent (25k) • Other (5k) $ 72 -POLICE $ 68,668 • POA revenues came in lower than budget 60k • Provincial CSPT grant cancelled after Q1 11k - Other (2k) 9 78 -PLANNING $ (87,045) • OMB appeal expenditures limited (47K) • Salaries & Benefits less than budget partially due to vacancies (51k) - Recovery of development engineering costs not realized in 2018 12K • Other (1k) 10 79 -Health Services $ (15,440) • Operating and maintenance expenses for cemeteries and Nurse Practitioner Clinic Facility less than anticipated (15k) Finance Marcie 13, 2019 Report No. F12019-03 Page 11 of 13 Page 139 of 312 Township of Oro-Med _ ffl r/ Financial Variances - 2018 Explanation of material Q4 YTD Variances (Positive) / Variance Negative Number Department Variance Explanation: (Positive) / Negative variance 11 80-TRANSPORTATION $ (194,870) • Grants - Ontario Summer Jobs and CA not budgeted (16k) • Winter maintenance contract revenue higher than budget (49k) • Road occupancy and other revenue higher than budget (13k) • Undistibuted vehicle costs (moving stock to activities) 84k • Salary and Benefits - lower distribution to jobs - off set in OPS maintenance activities savings 107k • South Yard increases in 0&M requirements up vs budget 15k • O&M Pits up vs budget 5k • Maintenance activities lower than budget. Lower activity due to staffing vacancies, efficiencies (ditching, sweeping, loosetop) and activity mix Le rural vs residential ditching (296k) • Winter maintenance less than budget, mainly Q4 (30k) • Other (2k) 12 83-OPERATIONS - ADMIN $ 24,687 • Salaries and benefits over budget - new mgr transition 14k • Legal expenses over budget 9k • Leadership training for new management staff 6k • Consultant fees under budget (7k) • Road Network Plan higher than budget 11k • Vehicle costs under budget (7k) _ • Other (2k) 13 86-ENVIRONMENTAL $ (79,603) • Salaries and benefits savings- vacant Director position ($106k) SERVICES - ADMIN • Lot grading inspection fees higher than budget (21k) • MSC expenditures not in original 2018 budget $47k 14 89-STORM WATER $ (65,378) • Deferred maintenance $65k MANAGEMENT 15 90-RECREATION & COMM. $ (29,803) • Provincial student employment grant exceeded budget (10k) SERVICES ADMIN • Legal - Fire Water Storage Tanks 45k • Salary and Benefits - Resource mix and distribution (63k) • Misc Admin Costs (2k) 16 91-PARKS & SPORTS FIELDS $ 57,512 • Community fundraising (Ramey PK) to offet increase in project costs (6k) • Lions Club contribution to Bayview Memorial not budgeted (10k) • Tax levy funded (creek crossing completed with internal forces) deferral of Shanty Bay Wharf drainage and Ravines Fence (20k) • Memorial Park Projects - timing of project completion, favorable variance in 2018. Funded from tax 2019 tax levy 92k • Memorial Park Revenue higher - good weather in 2018 (13k) • Misc. Parks Activities and projects 10k • Other 5k Finance March 13, 2019 Report No. F12019-03 Page 12 of 13 Page 140 of 312 re... Township of Oro-Medc&b Report No. F12019-3, Mark DesLauriers, Chief Financial Officer/Tre... Financial Variances - 2018 Explanation of material Q4 YTD Variances (Positive) / Variance Negative Number Department Variance Explanation: (Positive) / Negative variance 17 92 -RECREATION FACILITIES $ (44,673) • Fire Water Storage Tanks - Accounted in Rec & CS Admin (15k) • Misc facility costs less than budget (9k) • Ice resurfacer O&M (7k) • Advertising rentals - reconciliation of packet and times agreement and mist. revenue (7k) • Subsidies Minor Sports - utlization higher than budget (12k) • Ice rental 13k • Salaries and benefits - higher distribution to rec facilities 17k • Operation compound deferral (23k) • Other (2k) 18 95 -COMMUNITY HALLS $ 78,1.85 • Repairs approved by Council in report OCS2018-13 19 84 -WATER SYSTEMS $ (82,160) • Revenue higher than projected due to consumption ($254k) • Higher transfer to operating deficit reserve to pay off $100k • Salaries & benefits higher due to reduced distribution to maintence activities and accrued payroll $102k • Maintenance spending down vs budget (timing and internal staff distribution ($25k) • Other (5k) Finance March 13, 2019 Report No. F12019-03 Page 13 of 13 Page 141 of 312 12.c) Report No. OCS2019-4, Roz Llewellyn, Coordinator, Community Recrea... Township of Report &Awze� Proud Heritage, Exciting Future Report No. OCS 2019-04 To: Council Prepared By: Roz Llewellyn Meeting Date: March 13, 2019 Subject: Oro-Medonte Minor Soccer — Burl's Creek Event Grounds Lease Motion # Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1. That report OCS 2019-04 be received; 2. That Council authorize the renewal of the license agreements with Burl's Creek Event Grounds and the Oro-Medonte Minor Soccer Association for the 2019 soccer season under the Director, Operations and Community Services signature. Background: The Oro-Medonte Minor Soccer League (OMMS) was formally established in 1999. 2019 marks the 20th anniversary of the Oro-Medonte Minor Soccer Association. OMMS provides a recreational soccer program under the auspices of the Ontario Soccer Organization. Since its inception, the league has operated under a lease agreement with Burl's Creek Event Grounds (BCEG). Since 2001, the Township has provided funding for the lease of the Burl's Creek Event Grounds to accommodate Oro-Medonte Minor Soccer. The Township funding provides for the use of the fields at a cost of approximately $5000 per season. OMMS now provides soccer programming to approximately six hundred children and youth on Wednesday evenings. Its value proposition is two -fold. First, it provides a quality recreational program at an economical price, and secondly, it offers parents a program where all divisions all play on the same night at the same time, providing them with a "one stop shop". The program provides a significant community benefit and has met a public need at a private facility circumventing the need for the Township to construct costly sports fields. In 2014, the event grounds were sold and new ownership assumed operations. The new owners have honored the historical arrangement and to date have committed to provide lands for the provision on the Oro-Medonte Minor Soccer program. Operations and Community Services March 13, 2019 Report No. OCS 2019-04 Page i of 4 Page 142 of 312 In Api'i A,,gyp& re Avpn§apol%-a4forRg�e6io&ggibn%cgAoi�W6n�gRg4gi6(Fecrea... other newly acquired lands to accommodate additional land uses including soccer. In 2015, the OMMS was relocated to lands off the 7th line where they operated for the 2015 and 2016 seasons. While recreational uses are permitted on some of the original 92 acres of BCEG lands, it should be noted that these new lands along with portions of the lands used for soccer under the previous ownership did not have this use implicitly noted as a permitted land use in the Comprehensive Zoning By-law. In 2017, due to scheduling conflicts, Burl's Creek suggested the program be re -located to lands off Line 8, however a review of this proposal identified that these lands were subject to agricultural/rural zoning and soccer would not be a permissible use under this zone category. Further, the use of the lands for soccer at the time was not included in the temporary use application; however, it has been included in the permitted uses for these lands in the permanent zoning amendment application that is currently in process. Consultations with representatives from Burl's Creek Event Grounds identified that: • BCEG is committed to continuing the relationship with OMMS. • BCEG is prepared to enter into a long-term agreement for the use of the Line 8 lands following the outcome of the permanent zoning amendment application. • In 2017, BCEG was not in a position to allow the lease to occur between BCEG and OMMS on the lands off Line 8 as they were concerned about lack of appropriate land use permission and potential ramifications should the use proceed. In consultation with the Director, Development Services, the Township's Zoning By-law allows for uses by a public authority, including the Township, in any zone. Accordingly, to continue the use of the lands for soccer and to ensure compliance with the Zoning By- law, a license agreement was required. For the 2017 and 2018 seasons, following the direction of Council, the Township entered into a license agreement with BCEG for the use of the lands and a separate license agreement was struck with OMMS for the operation of the program. Burl's Creek Event Grounds agreed that the lands would be provided at the same cost as years previous ($5,000) which has been provided for in the 2019 Township budget. The two-year temporary agreement with OMMS and Burl's Creek has now expired and the association has again requested that the Township facilitate the rental of the soccer fields with Burl's Creek for their program for 2019. Analysis: BCEG has approved the proposed schedule of dates for 2019 that was presented by OMMS and has confirmed that there are no conflicts. Both parties are in agreement that the program can operate status quo as per the last temporary license agreement. The Temporary Zoning for the Burl's Creek property expired December 31, 2018 and the Permanent zoning application is not scheduled for a hearing until April 2019. At this time, it is unknown how quickly a decision from that April hearing will be received. Operations and Community Services March 13, 2019 Report No. OCS 2019-04 Page 2 of 4 Page 143 of 312 12.c) Report No. OCS2019-4, Roz Llewellyn, Coordinator, Community Recrea... It is recommended by Development Services to continue to utilize the same authority (public authority use) and once there is a decision from the April hearing, staff can determine what is needed going forward. Planning for the future Burl's Creek has identified a desire to look at a long-term agreement with OMMS should they be successful in obtaining appropriate permanent zoning. Additionally, as part of the 2019 budget process, Council approved the development of a Parks Master Plan which will undertake a comprehensive parkland review to ensure that current and future parks and sports fields needs are met. This study will look at development plans for the Guthrie recreational lands that were previously identified as an area of expansion for recreational sports fields, as well as the current and future needs of the Township's minor sports organizations. Policies/Legislation: Planning Act Comprehensive Zoning By-law Corporate Strategic Goals: Inclusive, Healthy Community Balanced Growth Consultations: Director, Operations and Community Services Director, Development Services Burl's Creek Event Grounds Oro-Medonte Minor Soccer Attachments: Attachment # 1 — Draft Agreement with Burl's Creek Event Grounds Attachment # 2 — Draft Agreement with Oro Medonte Minor Soccer League Conclusion: The partnership of operating the soccer program on the lands at Burl's Creek Event Grounds has proven to meet the needs of the community in an effective and efficient manner. Burl's Creek Event Grounds continues to exercise goodwill in providing the lands for the community soccer program at a nominal cost. Operations and Community Services March 13, 2019 Report No. OCS 2019-04 Page 3 of 4 Page 144 of 312 &eoaR'nRecrea... it is recommended that the Township renew the temporary license agreements with both BCEG and OMMS for the 2019 season. rifted: Roz Llewellyn, Community Recreation Coordinator SMT Approvhl 1 Comments: I C.A.O. Approval 1 Comments: -P-1- ��� Operations and Community Services March 13, 2019 Report No. OCS 2019-04 Page 4 of 4 Page 145 of 312 12.c) Report No. OCS2019-4, Roz Llewellyn, Coordinator, Community Recrea... TEMPORARY LICENSE AGREEMENT THIS TEMPORARY LICENSE AGREEMENT (this "Agreement") dated as of this 13th day of March, 2019 (the "Effective- Date"), is made by and between The Corporation of the Township of Oro-Medonte "THE TOWNSHIP" ("Licensee") and Burl's Creek Events Grounds Inc. ("Owner"). RECITALS A. The Licensee wishes to hold Youth soccer Matches (the "Events") at the Owner's lands known as 259 Line 8 South and 329 Line 9 South, Oro-Medonte, Ontario (collectively, the "Venue" and in certain instances, the "Property"); B. The Licensee wishes to hold the Events at the Venue and to obtain a license to do so from the Owner, subject to the terms of this License Agreement; C. The parties desire to enter into an agreement setting forth the terms and conditions of the Licensee's use of Owner's Venue during the Events. NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows: ARTICLE 1. BASIC PROVISIONS. Section 1.1 The Property. In connection with the Events to be held by the Licensee, the Owner grants the Licensee a license for the right to use the Venue during the Term (as defined below). Section 1.2 Use. Subject to the other terms and conditions of this Agreement, during the Term the Licensee shall have the right to use the property in conjunction with the Events for any Permitted Use (as hereinafter defined): Youth Soccer Matches. The Licensee's use of the Property shall be in compliance with all applicable laws and ordinances, including environmental laws, and the Licensee shall obtain all governmental approvals, licenses and permits necessary for any Permitted Use in which the Licensee elects to engage. Required space is as follows: - Eight fields sized 65'x 40; - Eight fields sized 50'by 80; - Five fields sized 100'by 160'; and - Six fields sized 160'by 220'. Section 1.3 Facilities a. soccer field area depicted on the diagram attached hereto as Schedule "A" and surrounding non -field area as reasonably required for the uses permitted under this lease, b. the two sea cans as is in proximity to the above noted soccer field . c. parking area for a minimum of 600 cars. d. suitable access to such areas from Line 8 South and Line 9 South, Oro-Medonte. Such facilities shall be provided exclusively to THE TOWNSHIP from 5:00 pm to 9:00 pm on the dates and times as set out in Section 1.4 (the "Rental Periods"). Notwithstanding the foregoing, the facilities listed at sections (b) above (the storage facilities) will be provided exclusively from May 1, 2019 to August 1, 2019 (inclusive). The Lessor shall further permit THE TOWNSHIP to use and access to the Soccer Facilities for purposes of setup and take-down as required. Page 146 of 312 12.c) Report No. OCS2019-4, Roz Llewellyn, Coordinator, Community Recrea... Section 1.4 Term. The term of this Agreement shall commence May 1,2019 and expire on August 1, 2019 unless earlier terminated (the "Term") and except as to terms which by their nature survive the expiration. Soccer matches are permitted to take place on the following dates: 2019 Dates May 15, 2019 May 22, 2019 May 29, 2019 June 5, 2019 June 12 , 2019 June 19, 2019 June 24, 2019 June 26, 2019 July 3, 2019 July 8, 2019 July 10, 2019 BBQ Section 1.5 Fees for the use of the Venue for the Term, the Licensee shall pay to the Owner the amount of $4,875 (+HST), which shall be paid in two installments as follows: $2,437.50 ($2,754.38 w/ HST) on or before April I, 20I9; $2,437.50 ($2,754.38 w/ HST) on or before May 1, 2019; t $200 per week for 8 porta potties (9 weeks total) *Note: any additional costs related to the event, including but not limited to police for traffic management, are the sole cost of Licensee. Revenue. The Owner acknowledges and agrees that the Licensee shall be entitled to retain One Hundred Percent (100%) of all proceeds and revenues of every kind, and the Owner will have no right to share in any proceeds or revenues, derived from any aspect of the Licensee's Permitted Use of the Property. ARTICLE 2 INSURANCE, INDEMINIFICATION AND DEPOSIT Section 2.1 Indemnification. The Licensee hereby agrees to protect, defend, indemnify and hold harmless the Owner against any and all claims, losses or expenses, of any nature whatsoever, including: court costs and reasonable attorneys' fees, arising directly or indirectly from any loss, injury, death, or damage to persons or property suffered by any person who may at any time be using, occupying or visiting the Property or be in, on or about the Property pursuant to the terms of this Agreement, from any cause whatsoever. The Licensee hereby waives all claims against the Owner for damages to the property of the Licensee, in, upon or about the Property, and for injuries to persons or property in, on or about the Property, from any cause arising at any time. The Licensee's indemnity obligations set forth in this Section shall survive the termination or expiration of this Agreement. Section 2.2 Insurance. Prior to the commencement of the Term, the Licensee shall provide the Owner with copies of such insurance policies or certificates evidencing that any insurance required in connection with the Events by the Owner, acting in its sole discretion, is in full force and effect. Page 147 of 312 12.c) Report No. OCS2019-4, Roz Llewellyn, Coordinator, Community Recrea... Section 2.3 Deposit. The Licensee shall deposit with the Owner, no later than ten (10) business days prior to the first day of the Events, a security deposit in the amount of Deposit Amount CAD $2,500 (the "Security Deposit'). 1f the Tenant complies with all the terms, covenants, conditions and provisions of this License, the Owner shall return the Security Deposit in full without interest to the Licensee within thirty (30) days after the Licensee vacates the Venue. ARTICLE 3 TERNflNATION. This Agreement may be terminated by the Owner upon thirty (30) days' notice to the Licensee, subject to the return of the fees contemplated by Section 1.5 and the deposit contemplated in Section 2.3. ARTICLE 4 WARRANTIES & COVENANTS. Section 4.1 The Licensee hereby represents, warrants, and covenants as follows: (1) it has the full right and authority to enter into and fully perform this Agreement in accordance with its terms and that this Agreement constitutes a valid, binding and enforceable agreement of such party; (2) it shall perform its activities under this Agreement in accordance with all applicable municipal, provincial, and federal laws and regulations applicable in the jurisdiction in which the Venue is situated; (3) the execution, delivery and performance of this Agreement will not violate the provisions of any agreement to which it is a party or by which it is bound; (4) it shall, at its own cost, apply for and secure any and all permits, licenses or other consents which may be required for the performance of its obligations under this Agreement; and (5) it has inspected the Property with respect to its suitability for the intended use as specified herein and accepts the Property " as is" . ARTICLE 5 CONFIDENTIALITY. The terms of this Agreement and all information with regards to the Events provided to the Owner is confidential and proprietary and the Owner shall maintain such confidential information in strict confidence and the confidential information shall not be disclosed to or used by any person or entity without the Licensee' prior written consent. ARTICLE 6 SEVERABILITY. The invalidity of any provision of this Agreement, as determined by a court of competent jurisdiction, shall in no way affect the validity of any other provision hereof. ARTICLE 7 NOTICES. Any notice, consent, or other communication given pursuant to this Agreement shall be in writing addressed to such party as set forth below or as a party may designate by written notice given to the other party in accordance herewith. Page 148 of 312 12.c) Report No. OCS2019-4, Roz Llewellyn, Coordinator, Community Recrea... If to the Licensee: The Corporation of the Township of Oro-Medonte 148 Line 7 S., Oro Medonte, Ontario LOL 2E0 Attention: Shawn Binns Tel: 705-487-2171 If to the Owner, Burl's Creek Event Grounds Inc. 366 Adelaide Street West, Suite 202 Toronto, ON M5V 1R9 Attention: David Cuddy Tel: 416-846-2062 ARTICLE 8 BINDING EFFECT; ASSIGNMENTS. This Agreement shall be binding upon and inure to the benefit of and be enforceable by the parties hereto and their respective successors and assigns. The Owner shall have the right or power to assign its rights or obligations under this Agreement without the written consent of the Licensee, provided such assignee or transferee agrees to be bound by the terms of this Agreement, and from and after such assignment or transfer, the Owner shall be relieved of any further liability or obligations under this Agreement which arise from and after the effective date of such assignment or transfer. The Licensee shall not be entitled to assign its interest in this Agreement without the prior written consent of the Owner, which consent shall not be unreasonably withheld. Notwithstanding the foregoing, the Licensee shall be entitled to assign its rights and obligations hereunder to an affiliated or related party without the prior written consent of the Owner, provided (i) the Licensee first gives notice of such assignment to the Owner; and (ii) the proposed assignee agrees in writing to are bound by the terms of this Agreement. ARTICLE 9 LEGAL FEES. In the Events either party hereto fails to comply with any of the terms of this Agreement and the other party commences a legal action or other proceedings to enforce the terms of this Agreement, the prevailing party in any such notion or proceedings shall receive from the other party its out of pocket costs and reasonable legal fees. ARTICLE 10 GGVERNING LAW. This Agreement shall be construed and enforced in accordance with the laws of the Province of Ontario and the laws of Canada, as applicable. ARTICLE 11 AMENDMENT; WAIVER. No amendment, modification, termination or cancellation of this Agreement shall be effective unless it is in writing signed by all the parties hereto. ARTICLE 12 COUNTERPARTS; FACSIMILE SIGNATURES. This Agreement may be executed in one or more counterparts and by facsimile or other electronic forms of transmission, each of which shall constitute an original. Page 149 of 312 12.c) Report No. OCS2019-4, Roz Llewellyn, Coordinator, Community Recrea... ARTICLE 13 INTEGRATION AND ENTIRE AGREEMENT. This Agreement sets forth the entire understanding between the parties hereto and supersedes and merges all previous written and oral negotiations, commitments, Understandings and agreements relating to the subject matter hereof between the parties hereto. IN WITNESS WHEREOF, the Licensee and the Owner have executed this Agreement as of the day and date first written above. LICENSEE: THE TOWNSHIP OWNER: BURLS CREEK EVENT GROUNDS Name: Shawn Binns Name: David Cuddy Title: Director, Operations & Community Title: Chief Operations Officer Services I have authority to bind the corporation. I have authority to bind the corporation. Page 150 of 312 12.c) Report No. OCS2019-4, Roz Llewellyn, Coordinator, Community Recrea... TEMPORARY LICENSE AGREEMENT THIS TEMPORARY LICENSE AGREEMENT (this "Agreement") dated as of this 13th day of March, 2019 (the "Effective- Date"), is made by and between Oro-Medonte Minor Soccer "OMMS" ("Licensee") and The Corporation of the Township of Oro-Medonte. ("Sub- tenant") as per the temporary License Agreement with Burl's Creek Events Grounds dated the March 13'h day of March, 2019. RECITALS A. The Licensee wishes to hold Youth soccer Matches (the "Events") at the Sub -tenant's lands known as 259 Line 8 South and 329 Line 9 South, Oro-Medonte, Ontario (collectively, the "Venue" and in certain instances, the "Property"); B. The Licensee wishes to hold the Events at the Venue and to obtain a license to do so from the Sub -tenant, subject to the terms of this License Agreement; C. The parties desire to enter into an agreement setting forth the terms and conditions of the Licensee's use of Sub -tenant's Venue during the Events. NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows: ARTICLE 1. BASIC PROVISIONS. Section 11 The Property. In connection with the Events to be held by the Licensee, the Sub -tenant grants the Licensee a license for the right to use the Venue during the Term (as defined below). Section 1.2 Use. Subject to the other terms and conditions of this Agreement, during the Term the Licensee shall have the right to use the property in conjunction with the Events for any Permitted Use (as hereinafter defined): Youth Soccer Matches. The Licensee's use of the Property shall be in compliance with all applicable laws and ordinances, including environmental laws, and the Licensee shall obtain all governmental approvals, licenses and permits necessary for any Permitted Use in which the Licensee elects to engage. Required space is as follows: - Eight fields sized 65'x 40% - Eight fields sized 50'by 80% - Five fields sized 100'by 160'; and - Six fields sized 160'by 220'. Section 1.3 Facilities a. soccer field area depicted on the diagram attached hereto as Schedule "A" and surrounding non -field area as reasonably required for the uses permitted under this lease. b. the two sea cans as is in proximity to the above noted soccer field. c. parking area for a minimum of 600 cars. d. suitable access to such areas from Line 8 South and Line 9 South, Oro-Medonte. Such facilities shall be provided exclusively to OMMS from 5:00 pm to 9:00 pm on the dates and times as set out in Section 1.4 (the "Rental Periods"). Notwithstanding the foregoing, the facilities listed at sections (b) above (the storage facilities) will be provided exclusively from May 1, 2019 to August 1, 2019 (inclusive). The Lessor shall further permit OMMS to use and access to the Soccer Facilities for purposes of setup and take-down as required. Page 151 of 312 12.c) Report No. OCS2019-4, Roz Llewellyn, Coordinator, Community Recrea... Section 1.4 Term. The term of this Agreement shall commence May 1,2019 and expire on August 1, 2019 unless earlier terminated (the "Term.") and except as to terms which by their nature survive the expiration. Soccer matches are permitted to take place on the following dates: 2019 Dates May 15, 2019 May 22, 2019 May 29, 2019 .lune 5 , 2019 June 12, 2019 June I9, 2019 June 24, 2019 June 26, 2019 July 3, 2019 July 8, 2019 July 10, 2019 BBQ Section 1.5 Fees For the use of the Venue for the Term, the Licensee shall pay to the Sub -tenant the amount of $4,875 (+HST), which shall be paid in two installments as follows: $2,437.50 ($2,754.38 w/ HST) on or before April 1, 2019; $2,437.50 ($2,754.38 wl HST) on or before May 1, 2019; + $200 per week for 8 porta potties (9 weeks total) *Note: any additional costs related to the event, including but not limited to police for traffic management, are the sole cost of Licensee. Revenue. The Sub -tenant acknowledges and agrees that the Licensee shall be entitled to retain One Hundred Percent (100%) of all proceeds and revenues of every kind, and the Sub -tenant will have no right to share in any proceeds or revenues, derived from any aspect of Licensee's Permitted Use of the Property. ARTICLE 2 INSURANCE, INDEMINIFICATION AND DEPOSIT Section 2.1 Indemnification. The Licensee hereby agrees to protect, defend, indemnify and hold harmless the Sub -tenant against any and all claims, losses or expenses, of any nature whatsoever, including: court costs and reasonable attorneys' fees, arising directly or indirectly from any loss, injury, death, or damage to persons or property suffered by any person who may at any time be using, occupying or visiting the Property or be in, on or about the Property pursuant to the terms of this Agreement, from any cause whatsoever. The Licensee hereby waives all claims against Sub -tenant for damages to the property of the Licensee, in, upon or about the Property, and for injuries to persons or property in, on or about the Property, from any cause arising at any time. The Licensee's indemnity obligations set forth in this Section shall survive the termination or expiration of this Agreement. Section 2.2 Insurance. Prior to the commencement of the Term, the Licensee shall provide the Sub -tenant with copies of such insurance policies or certificates evidencing that any insurance required in connection with the Events by the Sub -tenant, acting in its sole discretion, is in full force and effect. Page 152 of 312 12.c) Report No. OCS2019-4, Roz Llewellyn, Coordinator, Community Recrea... Section 2.3 Deposit. The Licensee shall deposit with the Sub -tenant, no later than ten (10) business days prior to the first day of the Events, a security deposit in the amount of Deposit Amount CAD $2,500 (the "Security Deposit'). If the Tenant complies with all the terms, covenants, conditions and provisions of this License, Sub -tenant shall return the Security Deposit in full without interest to the Licensee within thirty (30) days after the Licensee vacates the Venue. ARTICLE 3 TERMINATION. This Agreement may be terminated by the Sub -tenant upon thirty (30) days' notice to the Licensee, subject to the return of the fees contemplated by Section 1.5 and the deposit contemplated in Section 2.3. ARTICLE 4 WARRANTIES & COVENANTS. Section 4.1 The Licensee hereby represents, warrants, and covenants as follows: (1) it has the full right and authority to enter into and fully perform this Agreement in accordance with its terms and that this Agreement constitutes a valid, binding and enforceable agreement of such party; (2) it shall perform its activities under this Agreement in accordance with all applicable municipal, provincial, and federal laws and regulations applicable in the jurisdiction in which the Venue is situated; (3) the execution, delivery and performance of this Agreement will not violate the provisions of any agreement to which it is a party or by which it is bound; (4) it shall, at its own cost, apply for and secure any and all permits, licenses or other consents which may be required for the performance of its obligations under this Agreement; and (5) it has inspected the Property with respect to its suitability for the intended use as specified herein and accepts the Property " as is" . ARTICLE 5 CONFIDENTIALITY. The terms of this Agreement and all information with regards to the Events provided to Sub -tenant is confidential and proprietary and Sub -tenant shall maintain such confidential information in strict confidence and the confidential information shall not be disclosed to or used by any person or entity without the Licensee' prior written consent. ARTICLE 6 SEVERABILITY. The invalidity of any provision of this Agreement, as determined by a court of competent jurisdiction, shall in no way affect the validity of any other provision hereof. ARTICLE 7 NOTICES. Any notice, consent, or other communication given pursuant to this Agreement shall be in writing addressed to such party as set forth below or as a party may designate by written notice given to the other party in accordance herewith. Page 153 of 312 12.c) Report No. OCS2019-4, Roz Llewellyn, Coordinator, Community Recrea... If to the Licensee: Oro-Medonte Minor Soccer 2921 Highway 11 N P.O. Box 134, Oro, Ontario LOL 2X0 Attention: Kelly Shelswell Tel- 705-725-2833 If to the Sub -tenant: The Corporation of the Township of Oro-Medonte 148 Line 7 S., Oro Medonte, Ontario LOL 2EO Attention: Shawn Binns Tel:705-487-2171 ARTICLE 8 BINDING EFFECT; ASSIGNMENTS. This Agreement shall be binding upon and inure to the benefit of and be enforceable by the parties hereto and their respective successors and assigns. The Sub -tenant shall have the right or power to assign its rights or obligations under this Agreement without the written consent of the Licensee, provided such assignee or transferee agrees to be bound by the terms of this Agreement, and from and after such assignment or transfer, the Sub -tenant shall be relieved of any further liability or obligations under this Agreement which arise from and after the effective date of such assignment or transfer. The Licensee shall not be entitled to assign its interest in this Agreement without the prior written consent of the Sub -tenant, which consent shall not be unreasonably withheld. Notwithstanding the foregoing, the Licensee shall be entitled to assign its rights and obligations hereunder to an affiliated or related party without the prior written consent of the Sub- tenant, provided (i) the Licensee first gives notice of such assignment to the Sub -tenant; and (ii) the proposed assignee agrees in writing to are bound by the terms of this Agreement. ARTICLE 9 LEGAL FEES. In the Events either party hereto fails to comply with any of the terms of this Agreement and the other party commences a legal action or other proceedings to enforce the terms of this Agreement, the prevailing party in any such notion or proceedings shall receive from the other party its out of pocket costs and reasonable legal fees. ARTICLE 10 GGVERNING LAW. This Agreement shall be construed and enforced in accordance with the laws of the Province of Ontario and the laws of Canada, as applicable. ARTICLE 11 AMENDMENT; WAIVER. No amendment, modification, termination or cancellation of this Agreement shall be effective unless it is in writing signed by all the parties hereto. ARTICLE 12 COUNTERPARTS; FACSIMILE SIGNATURES. This Agreement may be executed in one or more counterparts and by facsimile or other electronic forms of transmission, each of which shall constitute an original. Page 154 of 312 12.c) Report No. OCS2019-4, Roz Llewellyn, Coordinator, Community Recrea... ARTICLE 13 INTEGRATION AND ENTIRE AGREEMENT. This Agreement sets forth the entire understanding between the parties hereto and supersedes and merges all previous written and oral negotiations, commitments, Understandings and agreements relating to the subject matter hereof between the parties hereto. IN WITNESS WHEREOF, the Licensee and the Sub -tenant have executed this Agreement as of the day and date first written above. LICENSEE: ORO-MEDONTE SUB -TENANT: THE CORPORATION OF THE MINOR SOCCER TOWNSHIP OF ORO-MEDONTE Name: Kelly Shelswell Name: Shawn Binns 'title: President, OMMS Director, Operations & Community Services I have authority to bind the corporation. I have authority to bind the corporation. Page 155 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... Iwnship of Report Proud Heritage, Exciting Future Report No. OCS2019-05 To: Council Prepared By: Shawn Binns Meeting Date: March 13, 2019 Subject: Huronia Nurse Practitioner Led Clinic Lease Renewal Motion # Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report No. OCS 2019-05 be received and adopted; 2. That Council renew the draft lease agreement with the Huronia Nurse Practitioner Led Clinic for the five year period commencing on March 1, 2019 and ending on February 28, 2024; 3. That the Mayor and Clerk be authorized to execute the lease agreement; 4. And that the Huronia Nurse Practitioner Led Clinic be advised of Council's decision under the Director, Operations and Community Services signature. Background: In 2011, the Township facilitated the establishment of the Huronia Nurse Practitioner Led Clinic (HNPLC) through the provision of space at 3331 Line 4 North — OPP Sub - Station. The HNPLC provides primary health care services and preventative care to people of all ages and is funded by the Ontario Ministry of Health and Long -Term Care (MOLTC). In 2011, facility renovations to the OPP Sub -Station were completed to provide the clinic with approximately 2000 ft2 of the required 5000ft2 space approved by the Ministry. The renovations were funded by the MOLTC. A lease was executed which reflected market rates for comparable commercial leases in the area. In 2013, Council authorized the construction of a 3178ft2 addition and further leasehold improvements to the building bringing the total square footage to be occupied by the HNPLC to 6119 ft2 and reducing the OPP footprint to 745 ft2. The addition was completed in 2014 at a cost of approximately $832,000. The cost of the building envelope (shell, mechanical and electrical systems) were funded through Township reserve funds (to be repaid through HNPLC lease revenue) and leaseholds (tenant fit - ups) were funded by the MOHLC. A lease agreement (2014-2019) was struck with the Operations and Community Services March 13, 2019 Report No. OCS2019-05 Page 1 of 3 Page 156 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... HNPLC. Lease revenues received from the HNPLC cover facility operating costs and approximately $30,000 in annual revenue which continues to be directed to reserves to repay the investment in the 2014 expansion. As of December 31, 2019 approximately $228,000 of the $832,000 expansion investment is remaining. The 2014-2019 lease agreement expired on February 28, 2019. A temporary agreement has been established until Council can review a renewed lease agreement. Analysis: A renewed lease agreement has been negotiated with the HNPLC and is attached for Council's consideration (Attachment #1). The key changes to the lease agreement are as follows: • Renewed 5 year term March 1, 2019 — February 28, 2024. • Increase in annual rent by 22% over 2014 — 2019 rates to reflect actual square footage allocation of 6,119 from 5,000 previously capped by the MOHLTC. • Changes in snow removal to transfer responsibility of clearing walkways to HNLPC to ensure public safety and better manage risks associated with slips, trips and falls. • Additional rent adjusted to reflect increases in facility operating costs and property taxes. Financial/Legal/Risk Management: The lease agreement contains a standard exit clause (3c) required by the MOHLTC that allows for termination of the [ease upon providing three months written notice. While this presents a risk, the Township has the benefit of the increased asset value in the building from the addition which could be used for other municipal purposes. Provisions are made in the lease to adjust additional rent to reconcile actuals vs projections which is done through an annual financial reconciliation. The increase in lease revenue will expedite the repayment of the building expansion which under the new agreement is anticipated to be fully repaid in 6.5 years. Corporate Strategic Goals: • Continuous Improvement and Fiscal Responsibility • Inclusive, Healthy Community Operations and Community Services March 13, 2019 Report No. OCS2019-05 Page 2 of 3 Page 157 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... Consultations: • Legal Counsel • Chief Financial Officer/Treasurer • Director, Corporate Services Attachments: Attachment # 1 — Draft lease agreement Conclusion: The Huronia Nurse Practitioner Led Clinic has provided primary health and preventative health care services to residents of Oro-Medonte and Simcoe County through their clinic located in Horseshoe Valley since 2011. A renewed lease has been re -negotiated with the clinic for an additional five years which will see the clinic continue to operate from its current location while providing a revenue stream to the Township. Respectfully submitted: Shawn Binns, PBDM, MBA Director, Operations and Community Services SMT Approval 1 Comments: C.A.O. Approval 1 Comments: Operations and Community Services March 13, 2019 Report No. OCS2019-05 Page 3 of 3 Page 158 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... Z p THIS LEASE Made this /day of February, 2019 IN PURSUANCE OF THE SHORT FORMS OF LEASES ACT BETWEEN: THE CORPORATION OF THE TOWNSHIP OF ORO-11AEDONTE, a municipal corporation incorporated under the laws of the Province of Ontario hereinafter called the "Landlord", - and HURONIA NURSE PRACTITIONER — LED CLINIC, a corporation incorporated without share capital under the laws of the Province of Ontario hereinafter called the "Tenant", WHEREAS the Landlord is the owner of the property (the "Property") municipally known as 3331 4 1 Line North, Oro in the Township of Oro-Medonte, County of Simcoe, upon which Property is situate an office building (the 'Building") consisting of approximately 6,864 square feet; AND WHEREAS the Tenant has agreed to lease from the Landlord and the Landlord has agreed to lease to the Tenant a portion of the building consisting of about 6,119 square feet, as shown on Schedule "A" hereto (the "Premises") according to the terms, conditions and covenants hereinafter set forth; NOW THEREFORE for good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto agree as follows: 1. DEFINITIONS The parties hereto agree that when used in this Lease or in any Schedule attached to this Lease the following words or expressions have the meaning hereinafter set forth: (a) "Additional Rent' means any and all sums of money or charges required to be paid by the Tenant under this Lease (except Rent) whether or not the same are designated "Additional Rent' and shall include the Tenants proportionate share of the following (i) All Municipal Taxes, rents, levies, local improvement levies, business taxes and rates to the extent applicable, owing in respect of the Premises; (ii) All Insurance premiums relating to the building maintained by the Landlord; (iii) All utility services relating to the Premises including hydro, gas and water; (lv) All services supplied to, in relation to and/or for the benefit of the Premises including removal of non -hazardous garbage, snow plowing, gardening, landscaping, parking lot sanding and grass cutting, but excluding all building maintenance and repairs performed by the Landlord, its servants or agents. (v) Specific building alterations requested and approved by the landlord and administered by the owner. At the commencement of the Lease, Additional Rent is estimated by the Landlord to be $7.35 per square foot per annum. (b) "Proportionate Share" means the area of the Premises expressed as a percentage of the entire rentable area of the Building. (c) "Rent' has the meaning ascribed thereto in section 4, below. (d) "Taxes" means all taxes, rates, duties, levies and assessments whatsoever whether Municipal, Provincial, Federal or otherwise charged upon the Property or the Premises by any competent assessing or taxing authority and upon the Landlord on account thereof including all taxes, rates, duties, levies and assessments for local improvements but excluding such taxes as income taxes assessed upon the income of the Landlord and Capital Tax. Page 159 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... (e) 'Term" has the meaning ascribed thereto in section 3, below. (f) Schedules "A" and "B" shall form part of the Lease. 2. DEMISE The Landlord does hereby lease unto the Tenant the Premises for the Term, at the Rents, subject to the covenants and under the terms and conditions hereinafter set forth. 3. TERM (a) The Term of the Lease shall be for a period of five (5) years computed from the 1st day of March, 2019 until the 28th day of February, 2024. (b) The Tenant shall have the right to remain in the Premises at the end of the Term, on a monthly tenancy, on the same terms and conditions and Rent as the Initial Term, upon providing three (3) months' written notice to the Landlord of its intention to stay in the Premises; then the Landlord or the Tenant may terminate the resulting monthly tenancy on notice of at least one month. c) The Tenant shall have the right to terminate this lease in the event the Ministry of Health and Long Term Care terminates or reduces funding for the Tenant to the extent that the Tenant is unable to meet its obligations under this Lease with three (3) months written notice. 4. RENT (a) Subject to Section 4(b), the Tenant shall pay Rent for the Premises during the Term hereof to the Landlord as follows: RENT/ COMMENCING TO ANNUAL MONTHLY MST DUE SQ.FT RENT RENT MONTHLY 6,119 Mar. 1/19 Feb. 29/24 $85,666 $7,138.83 $928.05 $8,066.88 of lawful money of Canada payable in advance in equal monthly installments on the first day of each and every month during the term to the Landlord or to such appointee as the Landlord may from time to time designate in writing, the first of such monthly installments to be made on the 1 st day of March, 2019 and the last of such equal monthly installments to become due and be paid on the 1 st day of February, 2024 provided that the Rent shall be a function of the annual rate of Fourteen Dollars ($14.00) per square foot of Premises. The square footage is conclusively determined by engineer's drawings attached as Schedule "A". (b) At the commencement of the term, the Tenant shall pay to the Landlord Rent, Additional Rent as herein provided and an Administration Fee, all plus HST, in the amount of $11,188.83 calculated as follows: Rent: $7,138.83 Additional Rent 3,747.89 Administration Fee (8%) 299.83 HST 1.454.25 Total $12,640.810 (c) The Tenant shall pay Rent every month by post-dated cheques. (d) The Rent must be received by the first day of each and every month for the term of the lease, failing which a $50.00 administration fee per late payment or cheque returned by the bank for any reason will be automatically charged, which charge is in addition to any other remedies which the Landlord has under the lease. (e) Interest at the rate of fifteen percent (15%) per annum shall be charged on all Rents, Additional Rents or other monies not paid to the Landlord by the Tenant as required herein when due. Page 160 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... (f) The Tenant shall be responsible for payment of HST (as applicable from time to time) throughout the Term of this Lease and any renewal (the "Applicable Taxes"). Such Applicable Taxes shall be considered rent reserved under the terms of this Lease and failure to pay the same shall entitle the Landlord to exercise the same rights and remedies as for default in payment of the basic rent payable pursuant to Paragraph 4(a) above. The Landlord warrants that it is a Registrant under the Act and that its Registration Number is 140229592RT0001. 5, TENANTS COVENANTS The Tenant covenants with the Landlord as follows: (a) To pay Rent. (b) To pay business taxes and all governmental taxes, rates and assessments levied against the premises or against the Landlord in respect of the Tenant's occupancy of the premises hereby demised for each month of the Term. (c) To pay as Additional Rent in each and every year during the Term by monthly installments estimated by the Landlord representing 1112 of the charges reasonably anticipated by the Landlord to be paid for items to be reimbursed by the Tenant under the Lease, including those charges due under Paragraph 1(a) plus applicable H.S.T. It is understood and agreed between the parties hereto that included as Additional Rent shall be a sum equivalent to eight percent (8%) of the total of the aforementioned expenses representing an administration charge payable to the Landlord for the management of the Building. In each year, the Landlord shall estimate the Additional Rent and one -twelfth (1112) of same shalt be payable on the first day of each and every month of the rental year by way of post- dated cheques. At the end of each calendar year, the Landlord shall supply to the Tenant a statement showing the costs of operation of the Building, a Proportionate Share of which are payable by the Tenant pursuant to this Lease. If such calculation shows that the Tenant's Proportionate Share of such costs as being greater or lesser than the amount that has been paid by the Tenant during the preceding year, then the appropriate adjustments will be made between the parties within thirty (30) days of the date of such statement. (d) To be responsible for all winter maintenance of the walkways/sidewalks that provide access to the entrances/exits of the Premises (for clarity such walkways/sidewalks do not include any portion of the parking areas which are hard surfaced with ashphalt) and provide its own janitorial service to the Premises. (e) To heat the Premises in a reasonable manner at its own expense using the heating equipment supplied by the Landlord. The Landlord shall be responsible for the cost of maintaining and keeping the said equipment in good repair at its own expense. (f) To keep repaired the Premises as would a true owner, subject to the obligations of the Landlord in the Landlord's covenant to repair as hereinafter set forth, reasonable wear and tear and damage by structural defects, or fire, lightning, tempest, acts of God, acts of the Queens' enemies, military or usurped power or other casualty against which the Landlord is insured only excepted. Provided that it shall be lawful for the Landlord and its agents, either alone or with workmen, servants, or others, and upon prior notice to the Tenant, at all reasonable times during the said Term to enter upon the Premises to examine the condition thereof. And provided further that all want of reparation that upon such view shall be found, and for the amendment of which notice in writing shall be given as provided below, the Tenant will, with reasonable diligence after such notice, well and sufficiently repair and make good accordingly, reasonable wear and tear and damage by structural defects, or fire, lightning, tempest, acts of God, Queen's enemies military or usurped power, or other casualty against which the Landlord is insured only excepted, and if the Tenant shall fail in making the necessary repairs in the manner hereinbefore described within a reasonable time for effecting such repairs following the said notice to do so, then it shall be lawful, upon prior written notice to the Tenant, for the Landlord and its agents, servants and employees to enter into and upon the Premises and have the same repaired in proper manner and to render the account for such repairs to the Tenant and the Landlord shall have the same remedies to enforce payment thereof as tate Landlord has in respect of arrears of rent, other than the right of forfeiture. Page 161 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... That all sums payable by the Tenant as Additional Rent shall be paid to the Landlord within ten (10) days of the Tenant receiving a detailed invoice from the Landlord. If the Tenant shall fail to pay the said account within ten (10) days, the Landlord, in addition to any other rights, shall have the same remedies and may take the same steps for the recovery of such sums as it might have or taken for the recovery of Rent in arrears under the terms of this Lease. (g) That in the event the Tenant fails to pay any of the costs or charges set out herein in addition to Rent, the Landlord may pay the same and shall be entitled to charge the sums so paid to the Tenant who shall then pay the Landlord forthwith on demand and the Landlord, in addition to any rights, shall have the same remedies and may take the same steps for the recovery of such sums as it might have or taken for the recovery of Rent in arrears under the terms of this Lease. 6. REPAIRS The Tenant further covenants with the Landlord as follows: (a) To maintain and repair the interior of the Premises in good order, except for reasonable wear and tear and damage as set out in subsection 5(g) and except for any repairs required to be done under this Lease by the Landlord. (b) That the Tenant will repair according to notice in writing, subject only to the exceptions set out in subsection 5(g) hereof. (c) That the Tenant will maintain and leave the Premises in good repair, subject only to the exceptions set out in subsection 5(g) hereof. 7. GOOD CONDITION The Tenant further covenants with the Landlord as follows: (a) To keep the sidewalks, passageways and driveways and other common areas about the Premises and Building clear of obstructions according to the by-laws and regulations of the local municipality. (b) That the Landlord may enter and view the state of repair upon reasonable notice. The Tenant further covenants with the Landlord as follows: (a) That the Tenant will not carry on or permit to be carried on any business upon the Premises that shall be deemed by the Landlord to be a nuisance or by which the Property, the Building or the Premises shall be injured or damaged or by which the cost of insurance upon the Property, Building or Premises shall be increased and shall use and occupy the Premises as a nurse practitioner's facility providing medical and health care services to the public. (b) That the Tenant will not keep or permit to be kept on the Premises any inflammable, dangerous or explosive substances, except when used in the Tenant's professional practice, and that it will not do or permit anything to be done on the said Premises or bring or keep anything therein which will conflict with any insurance for the Property or Building or any governmental regulation or by-law. (c) Tenant shall, at all times during the term of this Lease or any renewals thereof, carry out its business operations in compliance with all federal, provincial and municipal statutory. regulatory and administrative requirements and, in particular but without limiting the generality of the foregoing, the Tenant shall not allow any "contaminant" (within the meaning of the Environmental Protection Act (Ont.) (the "E=PA")) to be discharged in an amount, concentration or level in excess of any statutory, regulatory or administrative requirement or that causes or is likely to cause an "adverse effect" within the meaning of the EPA. In the event that a contaminant is discharged contrary to section 8(c) then the Tenant shall and it does hereby undertake and agree to take such remedial, restorative or reconstructive measures as may be necessary to retrieve and remove the "contaminant' Page 162 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... and to restore the Premises or any other lands thereby contaminated, to its former state, all at the sole cost and expense of the Tenant and in full compliance with any and all regulatory authorities and the Tenant shall and it does hereby indemnify the Landlord together with the officers, directors and shareholders of the Landlord from and against any and all losses, liabilities, actions, causes of action, colour of right or any other obligation whatsoever arising out of the said discharge. This indemnity shall survive the termination of this Lease and the Landlord shall hold the benefits of this indemnity in trust for its beneficiaries who are not a party to this Lease. The Landlord shall comply with and take all reasonable steps to ensure that the Property and the operations of other tenants on the Property comply with environmental laws. (d) That the Tenant will permit the Landlord and its agents to enter the Premises at all reasonable times during business hours on reasonable notice in writing in order to examine them, and to enter to make repairs, amendments and alterations necessitated by damage by fire, lightning, or tempest, without interrupting the Tenant's business any more than is reasonably necessary, and to exhibit the Premises to any prospective tenant and put upon them the usual notice "TO BE LET' during the three (3) months previous to the expiration of the Tenant's occupancy of the Premises which notice shall not be removed by the Tenant. The provisions for notice required herein shall be waived by the Tenant in the case of emergency. (e) To permit prospective purchasers to inspect the Premises during business hours upon written notice to the Tenant, provided that such inspection shall not interfere with the orderly conduct of the Tenant's business. The Tenant covenants and agrees with the Landlord that it shall not assign, sublet, mortgage or encumber the Premises or any part thereof without the prior written consent of the Landlord, but such leave shall not be unreasonably withheld; provided however that in the event of any assignment or subletting of this Lease nothing contained therein shall be deemed to release the Tenant herein from any of the terms and conditions in this Lease or amendments thereto nor shall any assignment or subletting be further permitted without the consent in writing of the Landlord. The Tenant shall be responsible to all legal and other expenses of the Landlord relating to his consent herein. This prohibition against assigning or subletting shall be construed to include a prohibition against any assignment or sub -letting by operation of law. It is further understood and agreed that the use for which the premises would be used will be a critical factor considered prior to the Landlord giving his consent. In the event that the Tenant is a corporation then any change in control of more than 10% of the issued and outstanding capital stock of the Tenant shall be deemed to be a change in control of the Tenant and shall be deemed to be an assignment of this Lease. 10. WATER AND GAS DAMAGE (a) The Landlord shall not be liable for any damage to any property at any time upon the Premises arising from gas, steam, water, rain or snow, which may leak into, issue or flow from any part of the Building, or from the gas, water, steam or drainage pipes or plumbing works of the same or from any other place or quarter or for any damage caused by or attributable to the condition or arrangement of any electric or other wires in the Building. (b) The Tenant shall be liable for any damage done by reason of water being left running from the taps in the Premises or from gas permitted to escape therein. 11. HEALTH REQUIREMENTS In so far as the Tenant's use of the Premises is concerned, to comply with all by-laws, rules, regulations and provisions of any local, municipal, provincial or federal medical health officer and/or department, and in addition the Tenant shall immediately comply with the demands contained in any such request or notice. 12. ALTERATIONS The Tenant covenants with the Landlord not to make any alterations, additions or improvements to the Premises without first obtaining the written consent of the Landlord which said consent shall not be unreasonably withheld. if any such alterations, additions or improvements in the Premises are made necessary by reason of the said use or occupancy of the Premises by the Tenant, then Page 163 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... the Tenant shall make all such alterations, additions or improvements to the Premises at its own expense, under the direction of the Landlord and to its satisfaction, and further that such alterations, additions or improvements shall comply with any and all Municipal, Provincial or Federal by-laws or regulations. On the termination of this lease, at the sole discretion of the Landlord, the Tenant, at its expense, shall restore the Premises to their original condition. iKmI:4 a UT 16zL11111 The Tenant covenants with the Landlord not to sell, dispose of or remove any of its goods, chattels, fixtures or equipment from the Premises unless and until all rentals and other charges hereunder due to the Landlord have been paid and satisfied in full. Any such removal of the Tenants goods, chattels, fixtures and equipment shall not damage the Premises in any manner whatsoever, but if damages do occur the Tenant shall immediately repair such damage in a good and workmanlike manner. 14. SIGNS The Tenant may, at its own cost, erect signage in accordance with the Township's signage By- law 2010-075 as amended by By-law 2012-36 and By-law 2013-150 and the Landlord's rules as set out in Schedule "B" as amended from time to time. 15. SUBORDINATION OF LEASE This lease is subject and subordinate to any mortgage which may now or at any time hereafter affect the Property. If requested by the Landlord the Tenant shall execute any such instruments postponing this Lease or any renewal or amendment thereto in favour of such mortgage aforementioned. Provided that prior to any such subordination by the Tenant, the Landlord shall use its best efforts to obtain for the Tenant an agreement executed by the holder of any such mortgage or deed of trust in form satisfactory to the Tenant which provides that, so long as the Tenant shall observe all of the terms, covenants, conditions, agreements and provisos contained in the lease, the holder of any such mortgage or deed of trust shall not disturb the occupation and possession of the leased premises by the Tenant under this Lease. The Landlord shall reimburse the Tenant for any legal costs relating to the Tenant providing the documentation set out herein. 16. FIRE INSURANCE At the Tenant's expense, the Landlord shall insure, provide to the Tenant proof of such insurance and keep insured the Building for the full replacement cost thereof (excluding footings and foundations) without deduction for depreciation against destruction or damage by fire, lightning, windstorm and hail, explosion, impact by aircraft or vehicle, civil commotion and riot, smoke, malicious damage and sprinkler leakage, and such additional perils, if any, against which buildings similarly situated are commonly insured under standard fire insurance policies with extended coverage endorsement. The Tenant shall not do or permit to be done, any act or thing, whereby the insurance coverage or any of them hereinbefore contemplated may be increased in premium or cancelled by the insurer or the Premises shall be rendered uninsurable and if by reason of the Tenant's occupancy or of any other act done or permitted by the Tenant, the said insurance coverage or any of them shall be increased in premium, then the Tenant shall be liable to pay all of such increases in premium with respect to the entire coverage and if the Premises shall be rendered uninsurable or if the said insurance coverage or any of them shall be cancelled and shall not be susceptible of being replaced then the Landlord after giving the Tenant at least ten (10) days within which to replace the insurance coverage or coverage, shall at its absolute discretion, have the right to determine that the term hereof has expired and in such event the Tenant shall deliver up possession of the Premises as if the Term of this Lease has expired. 17. LIABILITY INSURANCE (a) The Tenant covenants with the Landlord to provide the Landlord with a certificate of liability insurance covering the Landlord equally with the Tenant in respect of the Premises and its operations and products therein to the extent of not less than FIVE MILLION DOLLARS ($5,000,000.00), inclusive of all injuries or death to person and property damage arising from any one occurrence. The Tenant further covenants and agrees that during the whole of the Term, it will insure the Premises and the parties hereto against all loss or damage to the plate glass on the Premises, such insurance to be in an amount equal to the full replaceable value. In the event of failure by the Tenant to place said plate glass insurance, the Tenant shall be liable to the Landlord for all loss or damage to the plate glass on the Premises. Page 164 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... (b) In the event that the Tenant shall fail to insure or keep the Premises insured as herein provided, the Landlord shall be free to effect such insurance and the cost of same shall be added to the Rent hereby reserved and the amount thereof shall be payable with the next ensuing monthly installment of Rent. All such insurance shall be carried in a company or companies reasonably satisfactory to the Landlord and evidence of the continuance of all insurance required hereunder shall be furnished to the Landlord at least fourteen (14) days before the expiration thereof. 18. WAIVER OF SUBROGATION Provided that the relevant insurance policy gives permission to the Landlord to grant this waiver without prejudice to the insurance coverage, the Landlord hereby waives all claims against the Tenant for any loss or damage caused by fire, explosion, or perils normally insured against by standard fire and extended coverage insurance policies regardless of the cause of such damage. The Tenant in executing this Lease with respect to this provision shall be deemed to be acting as agent or trustee on behalf of and for the benefit of persons who are or might be its servants or agents from time to time. In the event that the relevant insurance policy denies the above mentioned permission to waive subrogation, the Landlord covenants and agrees to have the Tenant added to the Master Fire Insurance Policy as a named co-insured and to indemnify and save the Tenant harmless from and against any claim in the event that for any reason the Landlord fails to do so. 19. GARBAGE The Tenant shall not use any outside garbage or other containers, except those as supplied by the Landlord both as to number and location, or allow any ashes, refuse, garbage or other loose or objectionable material to accumulate in or about the Premises and not to store or cause to be stored outside of the Building any of its inventory, stock in trade or raw materials. For greater certainty, the Tenant shall not use the disposal facilities of the Landlord for the purpose of disposing of radioactive, active, toxic, ignitable, corrosive, pathologic or acidic waste or any bio - hazardous or toxic substance or any substance which is a "contaminant" within the meaning of the EPA. The Tenant shall be solely responsible for the removal off the premises and disposal of any radioactive, active, toxic, ignitable, corrosive, pathologic or acidic waste or any bio -hazardous or toxic substance or any substance which is a "contaminant" within the meaning of the EPA. 20. PLATE GLASS The Tenant shall repair or replace in case of damage all plate glass which is now or may hereafter be on the Premises. 21. LANDLORD'S COVENANTS The Landlord covenants with the Tenant as follows: (a) For quiet enjoyment. (b) To deliver to the Tenant, the Realty Tax Notice of Assessment and Realty Tax Assessment within ten (10) days of receipt of same if such Notice of Assessment are received by the Landlord. (c) To permit the Tenant and its patients, agents and employees to use all common areas of the Property which includes the existing parking area, with all other Tenants of the Building and their respective customers, servants, agents and employees. (d) To maintain, operate, repair, clean and preserve the common areas of the Property and Building in a first class and proper manner as a prudent owner and property manager would do and shall include maintenance of plumbing, electrical, wiring, HVAC, roof, exterior walls and doors, and parking area. (e) To make all necessary repairs to the Building arising out of structural defects or weaknesses therein or in the Landlord's Work. (f) Provided that the Landlord shall not be liable to the Tenant for any loss or damage due to the non -repair of items for which it is responsible under this Lease, provided that repairs to same are made within a reasonable time in the circumstances. Page 165 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... (g) Landlord shall not be required to make any repairs whatsoever if the need for making the same arises out of the willful act or negligence of the Tenant, and the Tenant shall in such event be responsible for the making of such repairs. '+T►#hETT�TIi•I�i'1 The Tenant agrees to and does hereby indemnify the Landlord against all manner of claims, damages, loss, costs, and charges whatsoever, suffered by the Landlord or its property, either directly or indirectly, in respect of any matter or thing arising from the Tenant's occupancy or use of the Premises or out of any operation in connection therewith except for the negligence of the Landlord or persons for whom it is responsible in law. 23. WAIVER The Tenant agrees to and it does hereby waive and renounce the benefit of any and all present or future Acts of the Legislature of Ontario or the Parliament of Canada or of any other law relating to exemptions for distress for Rent, and further that notwithstanding any such Act or law the Landlord may seize and sell all the Tenant's goods and chattels, or such part thereof as may be necessary for payment of Rent, costs, and expenses, as might have been seized and sold if such Act had not been passed or such law had not been in force and that upon any claim being made for exemption by the Tenant or on distress being made by the Landlord this covenant and agreement may be pleaded as an estoppel against the Tenant in any action brought to test the right to the levying upon any such goods as are stated by any Act or law to be exempt, and in case the Tenant leaves the premises when any Rent is owing and unpaid, the Landlord may seize and sell the goods and chattels of the Tenant at any place to which the Tenant or any other person may have removed them, and whether they are on or off the Premises to a value not exceeding Five Thousand Dollars ($5,000.00). 24. BANKRUPTCY The Tenant and Landlord agree that in case the Tenant shall make an assignment for the benefit of creditors or, becoming bankrupt or insolvent, shall take the benefit of any Act that may be in force for the benefit of bankrupt or insolvent debtors, or if a receiving order in bankruptcy shall be made against the Tenant or if the term hereby granted be at any time seized or taken in execution, or in attachment, then if the Landlord so decides this Lease shall cease and the Term hereby created be at an end, everything herein to the contrary notwithstanding, and the full amount of the Rent for the current month and the next ensuing three (3) months shall immediately become due and payable and the Landlord may re-enter and take possession of the Premises. RIM?F9916MINAMM-M (a) The Landlord shall have the right to re-enter the Premises in the event of default by the Tenant of any obligations set out in this Lease, including, but not limited to, default by the Tenant in payment of Rent or Additional Rent. This right of re-entry may be exercised by the Landlord only after the Landlord has given the Tenant written notice specifying the nature of the default complained of, and allow the Tenant in the case of non-payment of Rent orAdditional Rent a period of five (5) days following the giving of such notice in which to rectify such nonpayment, or allow the Tenant, in the case of non-performance of other covenants, a period of fifteen (15) days or such longer period as may be reasonably necessary considering the nature of the default following the giving of such notice to rectify same if capable of rectification. (b) Provided that, on the Landlord becoming entitled to re-enter upon the Premises pursuant to the terms herein, the Landlord, in addition to all other rights, shall have the right with or without entry to terminate this Lease forthwith by written notice to the Tenant. If the Tenant remains in possession of the Premises after the expiration of the Term of this Lease and the Landlord thereafter accepts Rent, no new agreement in respect thereto having been entered into between the parties hereto, the Tenant shall be a monthly Tenant of the Landlord on the Premises at a monthly rent of one twelfth of the annual Rent herein provided and otherwise upon the terms and conditions herein contained so far as they may be applicable to a monthly tenancy. The monthly tenancy may be terminated by either party on one (1) month's written notice. Page 166 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... 27. DESTRUCTION OR DAMAGE TO PREMISES (a) If during the continuance of this Lease the Premises are totally destroyed by fire or the elements or are partially destroyed so as to render them wholly unfit for occupancy or if they shall be so badly damaged that they cannot be repaired with reasonable diligence within sixty (60) days of the happening of such damage then this Lease shall, at the option of the Landlord or Tenant, terminate from the date of such damage or destruction and the Tenant shall surrenderthe Premises and all interest therein to the Landlord and the Tenant shall pay Rent until the time of such damages or destruction and the Landlord may re- enter or repossess the Premises discharged of this Lease and may remove all persons therefrom. (b) The Landlord or Tenant shall have ten (10) business days from the date of such damage or destruction to give written notice to the Tenant that it is terminating the Lease, and the Tenant shall have fourteen (14) business days from receipt of such written notice to vacate and surrender the Premises. (c) If the Premises are partially destroyed by fire or the elements, and can be repaired with reasonable diligence within sixty (60) days from the happening of the said damage, but, if unfit for the carrying on therein of the Tenant's business, then the Landlord shall repairthe Premises with all reasonable speed and neither Rent nor Additional Rent shall accrue while the repairs are being made, and if the Landlord shall not have completed the said repairs so as to make the Premises available for resumption of the Tenant's business within sixty (60) days from the date when the Premises were made available by the Tenant to the Landlord to proceed with such repairs, the Tenant may if it chooses surrender the Premises to the Landlord and this lease shall terminate from the date of such surrender. (d) If the Premises can be repaired within sixty (60) days as aforesaid, and if the damage is such that the said Premises are capable of being partially used for the purposes set forth herein, then until such repairs shall have been made to the extent of enabling the use of the damaged portion of the Premises, the Rent shall abate in the proportion that the part of the Premises rendered unfit for occupancy bears to the whole of the Premises and the amount of the abatement shall, in the event of the parties not being able to agree thereon, be determined by arbitration pursuant to the Arbitration Act (Ont.). (e) If the parties hereto are unable to agree upon whether or not the damage or destruction can be repaired within sixty (60) days, for the purpose of determining the rights of the parties under this paragraph that issue shall be determined by an independent architect selected by the parties hereto. If the parties hereto are unable to agree on a qualified architect within three (3) days after notice being given by the objecting party, then the parties agree to jointly apply within four (4) business days after the expiry of the said three (3) day notice to the President of the Royal Architectural Institute of Canada to select such an independent architect. The opinion of an independent architect or the architect chosen by the President of the R.A.I.C. as to the capability for use or fitness of the premises and the amount of damage done to the premises or any part thereof and the period of time in which the premises or any part thereof can be repaired shall be final and binding upon both of the parties. 28. LANDLORD MAY PAY AND CHARGE TENANT If the Tenant shall neglect or omit to pay any taxes, rates and assessments, water, gas and electric light rates, which it is required to pay under this Lease, or any of them the Landlord may pay them or any of them and charge such payments to the Tenant, who hereby covenants to pay and reimburse the Landlord forthwith; the Landlord shall have the same remedies and may take the same steps for the recovery of such payments as it would have for the recovery of Rent in arrears. �l�•Lv�tr�►+t_a.lirl�iiz�i,r� There shall be no abatement from or reduction of the Rent due hereunder, nor shall the Tenant be entitled to damages, losses, costs or disbursements from the Landlord during the term hereby created on, caused by or on account of fire, (except as above), water, sprinkler systems, partial or temporary failure or stoppage of heat, light, elevator, live steam or plumbing service in or to the Premises or building, whether due to acts of God, strikes, accidents the making of alterations, repairs, renewals, improvements, structural changes to the Premises or Building or the equipment or systems supplying the said service, or from any cause whatsoever; provided that the said failure or stoppage be remedied within a reasonable time. Page 167 of 312 12.d) Report No. OCS2O19-5, Shawn Binns, Director, Operations & Communit... 30. NOTICE Any written notice provided for in this Lease shall be effectually given by registered mail or by hand addressed to the Landlord as follows: The Corporation of the Township of Oro-Medonte PO Box 100, 148 Line 7 South, Oro, ON LOL 2X0: and to the Tenant: Huronia Nurse Practitioner — Led Clinic 3331 Line 4 North, Oro-Medonte, ON LOL 21-0 Every such mailed notice shall be deemed to be given two days after the day it was so mailed. Either party may deliver to the other at the address mentioned above, a change of address which shall be deemed effective ten (10) days after it is mailed. 31. NET LEASE It is the intention of this Lease that the Rent including Additional Rental herein set forth shall be net to the Landlord and clear of all taxes, rates, charges, assessments or costs (except the Landlord's income taxes), arising from or relating to the Premises and that the Tenant shall pay all taxes, charges, rates, premiums, assessments, levies, impositions and expenses of every nature and kind related to the Premises except as aforesaid and except those costs and charges arising by virtue of any act or omission of the Landlord or any obligation of the Landlord hereunder, and the Tenant shall pay all of such expenses etc. as aforementioned of every nature and kind whatsoever relating to or incurred in respect of the Premises for any reason whatsoever and there shall be no reduction or abatement of the Rent or Additional Rent or amounts hereby reserved. The Landlord shall not, in any event be liable (or responsible in any way) for any personal injury or death that may be suffered or sustained by or for any loss of or damage (or injury) to any property, including cars and contents thereof, belonging to, any employee, servant, agent, sub- lessee, licensee or invitee of the Tenant on the Premises no matter how caused, and in particular, and without restricting the generality of the foregoing, which may be caused or occasioned by steam, electricity, gas, fumes, vapour, water works water, rain water, other water, sleet, snow, ice, melted sleet or ice, which may leak, issue or flow from the Premises or from any part of the Building and appurtenances or which may leak, issue or flow into the Premises from any other part of the Building or from any water, steam, sprinkler or drainage pipe or plumbing works situate in the Building or the Premises or partly in one and partly in the other, or which may be caused or occasioned or attributable to the condition, arrangement or during the repair of any electrical or other wiring or caused or occasioned by snow or ice or other substances or obstructions on the sidewalks, driveways, road, streets and ground in (or about) or appurtenant to the Building or caused or occasioned by the defective condition or lack of repair or misrepair thereof or by any defect in any machinery or equipment in the Building or in the operation thereof by the Tenant or by any defects in or the misrepair or non -repair of the Premises or of the Building, and the Tenant shall indemnify the Landlord from and against all liabilities, claims, demands and causes of action of any nature or any expense for such injury, death, loss or damage as aforesaid, and maintain proper policies of insurance indemnifying the Landlord against damage or loss occasioned by the maintenance or operation of any steam or hot water boiler in the Premises in a reasonable amount. Provided, however, that nothing herein contained shall require the Tenant to indemnify the Landlord against any claims, demands or actions for damages arising out of the willful acts, negligence or misconduct of the Landlord, its officers, employees, servants or agents. 33. WAIVER OF BREACH The failure of the Landlord to insist upon a strict performance of any of the agreements, terms covenants and conditions hereof shall not be deemed a waiver of any rights or remedies that the Landlord may have and shall not be deemed a waiver of any subsequent breach or default in any of such agreements, terms, covenants and conditions. tM111111111111 =011:91:1. UTMIN I I This Lease and anything herein contained shall extend to bind and enure to the benefit of the heirs, executors, administrators, successors and assigns of each of the parties hereto and all provisions herein shall be read with all grammatical changes necessary. All covenants herein contained shall be deemed joint and several and all rights and powers reserved to the Landlord Page 168 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... may be exercised by either the Landlord or its agents or representatives. 35. GOVERNING LAW This Lease shall be construed according to and governed by the laws of the Province of Ontario and the laws of Canada applicable therein. If any of the provisions of this Lease be illegal or non - enforceable it or they shall be construed separate and severable from the other items of this Lease and its remaining provisions shall remain in full force and effect and shall be binding upon the parties hereto as though the said illegal or unenforceable provision or provisions had never been included. 36. TENANT'S ACKNOWLEDGMENT The Tenant covenants and agrees with the Landlord that it will if and whenever reasonably required by the Landlord and at the Landlord's expense consent to and become a part to any instrument relating to this Lease which may be required by or on behalf of any purchaser, bank or mortgagee from time to time of the Building. Provided always that the rights of the Tenant as hereinbefore set forth shall not be altered or varied by the terms of such instrument or document. 011111IIIIIIIIIIIIIhk1r,II ►_AHQLq[e70I-1►U]1[*] a*W2I/_l-.IIIN 7 The term "Landlord" as used in this Lease so far as covenants or obligations on the part of the Landlord are concerned, shall be limited to mean and include only the owner or owners at the time in question of the Building, and in the event of any transfer or transfers of ownership, the Landlord herein named, and in case of any subsequent transfers or conveyances, the then vendor or transferor, shall be automatically freed and relieved from and after the date of such transfer or conveyance, of all liability in respect of the performance of any covenants or obligations on the part of the Landlord contained in this Lease thereafter to be performed, provided that: (a) Any funds in the hands of such Landlord or the then vendor or transferor at the time of such transfer, in which the Tenant has an interest, shall be turned over to the purchaser or transferee and any amount then due and payable to the Tenant by the Landlord or the then Vendor or transferor under any provision of this lease, shall be paid to the Tenant; and (b) Upon any such transfer, the purchaser or transferee shall be deemed to have assumed, subject to the limitations of this paragraph all of the terms, covenants and conditions in this Lease contained to be performed on the part of the Landlord; It being intended hereby that the covenants and obligations contained in this Lease on the part of the Landlord shall, subject as aforesaid, be binding on the Landlord, its successors and assign, only during and in respect of their respective successive period of ownership. 38. LIENS If any Construction Liens or other Liens or Order for the payment of money shall be filed against the Property by reason, or arising out of any labour or material, work or service furnished to the Tenant or to anyone claiming through the Tenant, the Tenant shall, within fifteen (15) days after notice to the Tenant of the filing thereof, cause the same to be discharged by bonding, deposit, payment, Court Order or otherwise. The Tenant shall defend all suits to enforce such lien or Order whether against the Tenant or the Landlord at the Tenant's own expense. The Tenant hereby indemnified the Landlord against any expense or damage as a result of such lien or Order. 39. IMPOSSIBILITY OF PERFORMANCE It is understood and agreed that whenever and to the extent that the Landlord shall be unable to fulfill or shall be delayed or restricted in the fulfillment of any obligation hereunder in respect of the supply or provision of any service or utility or the doing of any work or the making of any repairs by reason of being unable to obtain the material, goods, equipment, service or labour required to enable it to fulfill such obligation, or by reason of any Statute, law or other Order in Council, or any regulation or Order passes or made pursuant thereto, or by reason of the Order or direction Of any Administrator, Comptroller, Board, Governmental Department or Officer, or other authority, or by reason of not being able to obtain any permission or authority required thereby, or by reason of any other cause beyond its control, whether of the foregoing character or not, the Landlord shall be relieved from the fulfillment of such obligations and the Tenant shall not be entitled to compensation for any inconvenience, nuisance or discomfort thereby occasioned. Page 169 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... 40. PARKING During the term of this Lease (and any renewal) the Tenant, its patients, invitees and employees shall have the right (in common with the other occupants of the building) to park in the areas designated for such, 41. LEASE IS ENTIRE AGREEMENT (a) The Landlord and the Tenant acknowledge that this Lease and the Schedules hereto set forth the entire agreement between them with respect to the lease and occupation of the Premises. Any Offer to Lease or Agreement to Lease entered into by the Landlord and Tenant prior to the execution of this lease shall be deemed to have been merged and extinguished in this lease. 42. NO EARLY VACATING, ETC., BY TENANT (a) The Tenant shall not during the term vacate or desert the Premises either in whole or in part, either actually or constructively, nor will it during the Term cease to operate and conduct the business specified under the provisions of Section 8, except as expressly permitted by this Lease. (b) If the Tenant violates sub -section (a) of this section 43 the Landlord shall have, in addition to all other remedies provided under this Lease, rights as follows: (i) Installments of Rent and Additional Rent accruing due during the next ensuing three (3) months shall immediately become due and payable to the Landlord; (ii) The right to collect as Additional Rent the sum of TEN ($10.00) DOLLARS per day for each day the Tenant is in such violation; and (iii) The right to enter the Premises as agent of the Tenant either by force or otherwise without being liable for damages or for any prosecution therefore, and to re -let the Premises, either by way of sub -lease or assignment of this Lease, as agent of the tenant, and to receive the rent thereafter from the assignee or sub -lessee, as the case may be, as agent of the Tenant, and to take possession of any furniture or other property on the Premises belonging to the Tenant to a value not exceeding Five Thousand Dollars ($5,000.00) and sell same at a private or public sale without notice to the Tenant and apply the proceeds of such sale and any rent and other amounts derived from such assignment or sub -letting of the Premises upon account of the Rent and other amounts due and to become due from the Tenant to the Landlord, and the Tenant shall remain liable to the Landlord for any deficiency. 43. ARBITRATION In the event of any disagreement or dispute among any of the parties hereto arising out of the provisions of this Lease Agreement, the same shall be settled by arbitration. The Landlord and the Tenant shall each appoint an arbitrator and the two so selected shall designate a third arbitrator. If either party fails to appoint its arbitrator within thirty (30) days after receipt of notice of the appointment by the others of their arbitrators or if the two arbitrators fail to appoint a third, then a Judge of the Ontario Court (General Division) shall have the power, upon the request of either party, to make the appointment which has not been made as contemplated herein. The arbitration shall be conducted in accordance with the provisions of The Arbitration Act of Ontario and shall be held as promptly as possible at the City of Barrie. 44. REGISTRATION The Tenant covenants and agrees with the Landlord that the Tenant will not register this Lease in this form in the Registry Office or the Land Titles Office. If either party desires to make a registration for the purpose only of giving notice of this Lease, then the parties hereto upon written request from the other shall promptly execute a short form thereof solely for the purpose of supporting an application for registration of notice thereof. The Tenant may, without the prior consent of the Landlord, register a Notice of Lease in the form provided by the Registry Act. Provided that at the end of the Term of this Lease or any renewal thereof the Tenant shall register a notice of the determination or surrender of the Lease at its own expense, failing which any officer of the Landlord shall be and is hereby appointed the lawful attorney of the Tenant for the limited purpose of executing and registering notice of such determination or surrender, the costs of which shall be deemed to be Additional Rent for the account of the Tenant. Page 170 of 312 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... IN WITNESS WHEREOF the Landlord has caused to be affixed its corporate seal under the signatures of its duly authorized officers. EXECUTED at this day of THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE Per: Name: H. S. Hughes, Mayor Title: Mayor Per: Name: Karen Way Title: Clerk I/We have authority to bind the Corporation. IN WITNESS WHEREOF the Tenant hereto has hereunto affixed its corporate seal. EXECUTED at this day of 4 HURONIA NU P CTITIONER -- LED CLINIC AA,�� Per: Witness Name: 'R�k ` iBums Title: 'Zd O�r-U �r E fitness Name: M+?! Cou �ct�clti� Title: S'=c-r-c�-4CL"4 I/We have authority to bind the Corporation. Page 171 of 312 0 � h 12.d) Report No. OCS2019-5, Shawn Binns, Director, Operations & Communit... SCHEDULE "B" Signage Terms and conditions for the Landlord's approval to sign erection 1. The Tenant shall be entitled to erect signage in accordance with the Township's signage By-law 2010-075 as amended by By-law 2012-36 and By-law 2013-150. Signage shall be approved by the Landlord and shall be erected on the area allocated by the Landlord and shall, at the Tenant's expense, be removed by the Tenant and the allocated area restored to the same condition as provided at the commencement of this lease. 2. The Tenant may, with the consent in writing of the Landlord have any sign, advertisement or indication of the Tenant's occupation or business painted or affixed to any door of the Demised Premises provided that before the expiration of its term, the Tenant cause any such sign, advertisement or indication to be removed or obliterated at its own expense and in a workmanlike manner restore the door to its former position. 3. No other sign, picture, advertisement or notice, other than as set out above, shall be displayed, inscribed, painted or affixed on any part of the outside of the building except as first approved by the Landlord and if so displayed, inscribed, painted or affixed, shall be subject to being taken down or removed by the Landlord at the expense of the Tenant. Page 172 of 312 12.e) Report No. OCS2019-6, Justin Metras, Manager, Infrastructure and C... 7ownsI - of Report Proud Heritage, Exciting Future Report No. To: Prepared By: OCS 2019-06 Council Justin Metras Meeting Date: Subject: Motion # March 13, 2019 1. Award of tenders OCS 2019-01 Road Rehabilitation — Various Roll #: R-M.S. File #: Locations and OCS 2019-02 Micro - surfacing — Various Locations Recommendation(s): Requires Action For Information Only It is recommended that: 1. Report No. OCS2019-06 be received and adopted; 2. That Tender OCS 2019-01 Road Rehabilitation — Various Locations be awarded to Georgian Paving Limited in the amount of $2,075,655.30 plus HST. 3. That Tender OCS 2019-02 — Micro -surfacing — Various Locations be awarded to Duncor Enterprises Inc. in the amount of $436,652.00 plus HST. 4. That the Director, Operations and Community Services be authorized to execute the appropriate agreements on behalf of the Township; 5. That staff report back on the progress of the 2019 Pavement Management Program through the corporate monthly project update report. 6. And that the Bidders be thanked and notified under the Director, Operations and Community Services signature. Background: Tender OCS2019-01 Road Rehabilitation- Various Locations An advertisement for Tender OCS 2019-001 Road Rehabilitation — Various Locations was posted on the Township website, and advertised on the Biddingo (Government Contract Portal) website. The Tenders were opened at the Administration Centre on Thursday February 14, 2019 at 2:00 p.m. Five tender packages were received prior to the tender closing. No additional tenders were received after the advertised closing date and time Operations and Community Services March 13, 2019 Report No. OCS 2019-06 Page 1 of 6 Page 173 of 312 12.e) Report No. OCS2019-6, Justin Metras, Manager, Infrastructure and C... The tender was broken in to eight parts: Part 'A'— General Items (Bonding, Insurance, Traffic Protection) Part `B' — Line 9 North Horseshoe Valley Road to Warminister Sideroad. Part `C' -- Mount St. Louis Road — Line 3 to Line 4 Part 'D'— 15/16 Sideroad — Line 13 to Line 12 Part 'E' — Line 7 South — Hwy 11 to Ridge Road Part 'F'— Bass Lake Sideroad — Line 13 to Line 14 Part 'G' — Line 2 North - Hwy 11 to Ski Trails Road *Part `H' - Langman Drive — Line 14 to Old Barrie Road *Part H — was added as a provisional project following discussion with Council during the 2019 budget deliberations and staff review. Tender OCS2019-002 Micro -surfacing - Various Locations Tender OCS 2099-02 Micro -surfacing — Various Locations was issued by invitation, as there are only two contractors in Ontario that perform this type of work. The Tenders were opened at the Administration Centre on Thursday, February 7, 2019 at 2:00 pm. Two (2) tender packages were received prior to the tender closing for OCS 2019-02 Micro -surfacing. No additional tenders were received after the advertised closing date and time. The approved 2019 capital budget includes an allocation of $430,645.00 for road resurfacing projects which provides for: a) 20,000 metres of crack -sealing at various locations (separate contract awarded for two years in 2018), and; b) Micro -surfacing the following road segments: • Line 12 North — Mount St. Louis Road to Warminister Sideroad • Line 10 North — Moonstone Road to CNR tracks • Line 5 North — Vasey Road to Peter Street • Line 4 North — Vasey road to Moonstone Road • Warminister Sideroad -- Line 7 to Line 9 • Line 7 North — Horseshoe Valley Road to Ingram Road Operations and Community Services March 13, 2019 Report No. OCS 2019-06 Page 2 of 6 Page 174 of 312 12.e) Report No. OCS2019-6, Justin Metras, Manager, Infrastructure and C... Analysis: The results of the tender "OCS 2019-01 Road Rehabilitation - Various Locations" are as follows: x z y ltCet tt� r l+ioN11,11 MR U3�rISii r r' '.-''_ "'i ,^. '� "'� _ J r- - yr�es. 00 "" 7✓ t "` ...mem Aid :,..,..,........, ......+v....G ,.,. l a.� ✓,.z'. vtr.. ..,�. v�.. �...�v�v .,..✓.._ Part A - General (Insurance, $114,141.00 $116,671.01 $54,950.00 $223,000.00 $52,923.14 bonding, traffic protection.) Part B -Line 9 N, HVR to $680,538.90 $519,393.79 $533,772.90 $727,227.90 $639,464.00 WMSR Part C - Mt St, Louis Road - $299,582.90 $267,433.78 $247,665.90 $351,539.66 $279,281.36 Line 3 to Line 4 Part D - 15/16 Sideroad- $310,012.60 $265,353.92 $230,766.00 $352,210.90 $277,711.00 Line 13 to Line 12 Part E - Line 7 S, Hwy 11 to $489,148.50 $409,890.27 $392,085.00 $535,936.55 $455,348.85 Ridge Road Part P -BLSR Line 13 to $243,342.00 $220,502.86 $197,271.00 $269,244.85 $228,607.00 Line 14 Part G - kine 2 N, Hwy 11 to $400,931.50 $334,306.69 $317,529.00 $474,975.71 $383,344.60 Ski Trails Road *Part'H' , Langman $130,807.50 $124,024.53 $101,615.50 $151,993.10 $123,319.05 Drive, Line 14 to OBR Totals $2,668,504 1 $2,329,576 1 $2,075,655 $3,086,128 $2,439,999 All five submissions met the mandatory tender requirements. Pari E - Line 7 South Hwy. 11 to Ridge Road - While traffic studies and previous festivals held at Burl's Creek Event Grounds have not necessitated any infrastructure improvements for the festivals, a traffic study has not yet been completed for single day events to review potential traffic impacts and associated infrastructure requirements. Burl's Creek Event Grounds is currently in the process of completing this study which is anticipated to be finalized by the end of March. If there is a need for infrastructure improvements, works will be considered and coordinated as part of this specific project with responsibilities structured through the special event permit process. Operations and Community Services March 13, 2019 Report No. OCS 2019-06 Page 3 of 6 Page 175 of 312 12.e) Report No. OCS2019-6, Justin Metras, Manager, Infrastructure and C... Based on a review of tender requirements it is recommended that Georgian Paving be awarded Tender OCS2019-01 including the addition of Part H. The results of the tender opening for "OCS 2019-02 Micro -surfacing — Various Locations" are as follows: NAME OF BIDDER Duncor Enterprises Inc. $436,652.00 Miller Paving Limited $566,832.00 Both submissions met the mandatory tender requirements, and as such, it is recommended that Duncor Enterprises be awarded OCS2019-02. 2019 PAVEMENT MANAGEMENT PROGRAM FINANCIAL SUMMARY PROJECTS 2019 BUDGET TENDERED CONTRACT PRICE VARIANCE Road Rehabilitation $ 2,214,352.38 $2,075,655.30 $138,697.08 Microsurfacing $ 381,566.67 $436,652.00 -$55,085.33 Cracksealing $ 28,571.43 $30,000.00 -$1,428.57 Geotechnical testing $0.00 $20,000.00 -$20,000.00 Contingency 5% $131,224.52 $128,115.35 $3,109.17 Subtotal $2,755,715.00 $2,690,422.65 1.76% HST $0.00 $47,351.44 -$47,351.44 Total $2,755,715.00 $2,737,774.09 $17,940.92 Currently the 2019 Pavement Management Program is tracking a favorable variance of $17,940.92 with potential for further favorable variances in actual vs. estimated quantities and required use of contingency allocations. It is recommended that should a positive variance continue to exist following the mid -year variance review, that the remaining funds be used to fund additional streets and/or utilized to augment the 2019 asphalt patching program and/or crack sealing program. Other streets to be considered for provisional paving projects should a favorable mid- year variance from 2019 budget allocations be realized are as follows (in recommended priority): Hawkestone Area - John Street, Matilda Street and Allen Street — Estimated cost $160,000 Baycrest Drive — Estimated cost $130,000 The contract document will include provisions to secure the pricing for these provisional projects should they be advanced in 2019. Operations and Community Services March 13, 2019 Report No. OCS 2019-06 Page 4 of 6 Page 176 of 312 12.e) Report No. OCS2019-6, Justin Metras, Manager, Infrastructure and C... Line painting has been included in both tenders and has come back at an average cost of $1.40 per meter at a total cost of $45,830.00. Staff will review this cost vs the cost that is received in tender 2019 line painting tender to determine the most cost effective means to provide this service. The contract document will include provisions to adjust the line painting line items, following obtaining market pricing and further review by staff. A communication plan will also be implemented with these projects containing the following elements: a) Detailed communications to residents who will be impacted by the rehabilitation projects (construction notices). b) Reports back to Council in monthly project reporting. Financial / Legal Implications / Risk Management: As both tender OCS2019-01 and OCS2019-02 are quantity based contracts there is a risk of unforeseen elements which may increase cost. The market pricing has come in under the estimated project costs resulting in favourable variance to budget, Further, risks will be mitigated by a 5% contingency allocation and will be managed as part of the overall pavement management program to avoid project cost overruns. Policies/Legislation: Purchasing and Tendering Procedures Corporate Strategic Goals: Continuous Improvement and Fiscal Responsibility Enhanced Communication and Customer Service Consultations Director, Operations and Community Services Manager, Operations Attachments: 1) 2019 Pavement Management Program Map 2) 2019 Micro -Surfacing Map Operations and Community Services March 13, 2019 Report No. OCS 2019-06 Page 5 of 6 Page 177 of 312 12.e) Report No. OCS2019-6, Justin Metras, Manager, Infrastructure and C... Conclusion: The results of tender OCS 2019-01 Road Rehabilitation - Various Locations and OCS 2019-02 Micro -Surfacing -- Various Locations reflects competitive market pricing which has come in under the total project budgeted amounts. Additional projects have been identified to be completed within the 2019 road construction budgets should a favourable variance be realized. Respectfully SAmitted: Jus Metras, CET, CRS Ma ager, Infrastructure and Capital Projects SMT Approval / Comments: - Operations and Community Services Report No. OCS 2019-06 C.A..O,. Approval 1 Comments: March 13, 2019 Page 6 of 6 Page 178 of 312 12.e) Report No. OCS2019-6, Justin Metras, Manager, Infrastructure and C... 0 1 2 3 4 K ti OCS-2019-001 January 2019 TvianraLi�rn�`� Prond Herif ge, Ex irirrg 1=utrrre Page 179 of 312 Vasey Rd. z 123i Vasey,Rd. ..._._. JI U. (D m C z C C � a�Ic dry C41 Horseshoe Viile. J N e C J z z' Peter; St. W. 22F petei St. E. N c' J Q) J Z ti✓J Co Bass C - d Lake c Moonstone Lake Rd. W C �: M o to a Rd. i 19 BCOss Lake Srd. E z 1 N z z ti 3 to CU CD � C J Mount St Ula Rd. W. C Moun i St. Lo: is Rd. a -j Old z Rd. W. z z Cl)z2iz z as >9�r z � z 0 1 2 3 4 K ti OCS-2019-001 January 2019 TvianraLi�rn�`� Prond Herif ge, Ex irirrg 1=utrrre Page 179 of 312 z z z _.. ..._._. JI U. (D m C z C C � dry C41 Horseshoe Viile. N e C J ds—JV. 22F Hors shoe Valley Rd. E. ti✓J Bass C - Lake c Bass Lake W. BCOss Lake Srd. E z N 3 � C � C a -j Old Barrie Rd. W. a/d Bartle Rd. E. >9�r z � z 15116 rd. W 15 16 Srd J J E. vi z z z 10 m Z N �''> 'b' z Z Co C c J.. CD c c CD (Dc mCo J -j J U) J �. 0 [nCo (0 Cn a) m Q CKi' C -i �' U' Ln � J C J J qe ¢\ Lake N Co It J s�ccF z© Simcoe 0 1 2 3 4 K ti OCS-2019-001 January 2019 TvianraLi�rn�`� Prond Herif ge, Ex irirrg 1=utrrre Page 179 of 312 1 ...600t No. 0(;§2049- M,. Ju J z z Peter c� r� m � C C s J r C Moonstone Rd. W. 14 _j J Ln J Mount St L i Rd. W. z Z z 4Q Co ciCU _ _Z C J J z z z � L Co Q1' N C a Hdrseshoe Valley Rd. W. a� c d M Vis, Manager, E. nC Mount St. Lois Rd.j z y. Z G Y T J C J C f 12 War Inster Srd ,3q z M J Mors shoe alley Rd.,E. Bass Lake s LakelSrd Old Barrie ,Rd. W.vda ' !d Rd. E. __\�'L z z z 15116rd. W, 15,16 Srd. E. Z z z z z z0') � 0')Y z � z r C6 v tV M W N C _C d til f C C J J C C 1 C J C Ji 11 C: r Lake CV mc C6 Co J I "� J � Ci\ g� �a Y q 2019 Micro Surfacing Simcoe 0 Tt �,x�„�r,tp ut I to of F31f )ler€tc�_ge, Exciting Future m 12.f) Shawn Binns, Director, Operations and Community Services, re: 2019... L i E Page 181 of 312 o O. N N O. 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O E v _ LL = 7 a � a V N '6 a u .� O m C _ m O o m u a m Q' , o Q = n c c Q a 0 0 0 , u u o 12 a 0 O Q 07 (J 0 W LL (ry = V L i E Page 181 of 312 12J) Shawn Binns, Director, Operations and Community Services, re: 2019... _IAWqW Township of Policy Proud Heritage, Exciting Future Department/Section Policy # Recreation and Community Services POL-PR-012 Subject Enacted by Council: Grant/Subsidy Requests from April 24, 2013 Community Organizations Motion # C-130424-12 Statement The provision of grants/subsidies or municipal resources, demonstrates Council's commitment to working with local Non -Profit, Charitable and Community Based Volunteer organizations who provide beneficial programs and services to Oro-Medonte residents. At the same time, limited resources impact the Township's ability to support all groups, organizations and specific requests. The purpose of this policy is to outline parameters for community requests for grants/subsidies or Township resources to optimize limited municipal resources and the benefits to the community. Policy On an annual basis, all qualifying grant applications will be submitted for the approval of the Township Council. Any grant application, received prior to October 1, will be considered for approval and inclusion in the budget for the following year as specified within this policy. Each year, an amount will be established, within the annual budget, for the grant/subsidy application. Distribution of the funds will be dependent on the number of applications and the amount requested. Applications received after October 1St may be granted consideration pending the availability of allocated funding. Page 1 of 3 Page 182 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 2019... Types of Financial Assistance Financial assistance includes requests for monetary contribution, as well as municipal resources, outlined as follows: • Use of a municipally owned facility (rental fee - waived/reduced); • Municipal staff support (expertise) for an event (wages - waived/reduced); • Use of municipally owned equipment (rental fee - waived/reduced); and • Use of municipally owned materials (rental fee - waived/reduced). Eligibility Criteria An applicant must meet the following general criteria in order to be considered for a grant/subsidy from the Township: • Local Non -Profit, Charitable and Community Based Volunteer organizations that have been in existence for a minimum of (1 ) year and demonstrate local community support, efficient use of resources, and sound business practices; • Groups or organizations must clearly demonstrate community benefits; • Groups or organizations must have volunteer boards that hold regular meetings and the majority of the membership must reside within the Township; • Do not use the Township's financial assistance to provide grants and/or funds to other groups or organizations; • Are able to demonstrate they have sufficient resources to be able to deliver the services and programs for which funding is being sought; Terms and Conditions The applicant organization, within the current year, must spend any grant funding on the sole purpose for which it was awarded. Any unused portion of a grant remains the property of the Township of Oro-Medonte. If any unused portion has already been paid to the recipient, it shall be repaid by the recipient upon request from the Township. The recipient shall repay the whole or any part of the grant, as determined by the Township, if the recipient: - Ceases operations; - Ceases to operate as a non-profit organization; - Has knowingly provided false information in its application; - Uses funds for purposes not approved by Council; or - Breaches any of these terms and conditions. - Receives or fails to disclose additional sources of public funding awarded for the intent of the application made to the Township. Funding will not be provided for accumulated deficits or funding shortfalls of any organization. The term of a grant/subsidy shall be for one year only unless Council has endorsed a multi-year commitment. Page 2 of 3 Page 183 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 2019... • Renewals are not automatic, nor are any increase in funds, for expansion or other reasons. • Grant recipients will be notified, in writing, of the grant amount approved following Council approval of the Township's annual budget or specific request. Ineligible Applicants Contributions will not be made for the following purposes: • Any group or organization, charitable or otherwise, which is located outside the geographical area of the Township and does not provide a direct service to the Township residents; • Applicants who are requesting grant or subsidy as their primary funding source; • Any group or organization, charitable or otherwise, which includes public or private fundraising or canvassing as part of their mandate; • Where other identifiable funding sources may be available; • Individuals; • For profit organizations; • Organizations supporting political or religious activities; • Discriminatory or activities which are contrary to the policies of the Township. While Council will consider requests for contribution, there is no guarantee that a request will be approved. Further, Council will retain the right to make the final decision on both the overall funding allocation and the allocation of municipal resources. Council reserves the option to impose additional criteria and/or reporting as it deems necessary in order to ensure public accountability for the use of Township funds. When a non -qualifying group or organization is attempting to schedule a deputation/delegation to a Council/Committee meeting for the purpose of requesting a grant, subsidy, or municipal resources, staff shall advise the related representative of the policy and deny the deputation/delegation request in accordance with this policy. Application Process • The link to the "Application for Grant/Subsidy" is available through the Township's website. • All grant applications shall be directed to the Director of Recreation and Community Services on or before October 1 for the following year to ensure they are incorporated in the annual budget process. • Applications, including all attachments, are copied on the public Council agenda. • Only one grant request per organization will be considered. • All applications shall be submitted on the Township's "Application for Grant/Subsidy" and completed in full. • Further information and/or clarification may be required. Page 3 of 3 Page 184 of 312 August 24, 2018 ns, Director, Operations and Community Services, re 4 19... COLDWATER & DISTRICT AGRICULTURAL SOCIETY The Corporation of TheTownship of Oro-Medonte 148 Line 7 S, Box 100 Oro, ON LOL 2X0 Attention: Sandie Leonard Dear Sandie: Re: Budget Call for 2019 Box 339, Coldwater, Ontario LOK 1E0 RECU'VED AUG 2 7 2018 ORO-MEDONTE TOWNSHIP On behalf of the Coldwater and District Agricultural Society, please find enclosed our 2019 Grant Application; we ask that you forward to council for review. The Coldwater Fall Fair is one of the best area agriculture events with close to 13,000 visitors and exhibitors. It is always held on the last full weekend in September. We are asking if you would consider supporting our Fair, with a grant similar to the amount given in past years. The grants that we receive insure that our Agricultural Society is able to encourage interest, promote improvements in and advance the standards of Agriculture, Domestic Industry and Rural Life, now and in the future. We thank you in advance for your time to review our request and look forward to hearing from you. Sincerely, �11- Joanne Reid, Treasurer Coldwater & District Agricultural Society Page 185 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re:9... Township )J_ Proud Heritage, Exciting .Future APPLICATION FOR GRANTISUBSIDY Instructions: In order to process the application, Appendix "A" Financial Information must be completed Note: Grants/Subsidies are not automatically renewed annually PART A -- ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name Ckv, C_1� S� Address �ic 3.3 L. City C� wr Prov. Cbsy Postal Code 't—D V_ 1 LU Contact ,� ,� ,,� ��z.:�- , l re 4 5yc Telephone 10 S A E-mail +[Y1 a . O� vvk_ Fax PART B — ORGANIZATION GENERAL INFORMATION Number of Members 3 5D Out of Town Residents Geographic Area Date Served Na= Sinn tLL Formed Outline the mission, purpose and objectives of your organization. Membership Fee If Applicable k gq N rk- 148 Line 7 South, Oro-Medonte, Ontario LOL 2E0 Page 186 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 2ff... Type of Organization (i.e. Registered Charity, Non -Profit Organization, no status, etc.) and registration number if applicable. Indicate the products 1 services 1 benefits provided to the Township of Oro-Medonte by your organization: # of individuals served:_ -J_'-_> PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A') PART C -- DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsite is a request for a reduction or waiving of fees Application is for a (please check) Grant ✓ Subsidy 1* Amount Requested: 5iDL.>.% Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). n_ Previous grants/subsidies from the Township? Page 187 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 2 Amount Requested Amount Approved: $ S OD * 'moo • oc> PART D — SIGNATURE OF AUTHORIZED OFFICIAL(S Name & Position �kaer3- Name & Position For office use only Approved: Amount $ NOTE: Year of Request: 4s Year of Approval: qjc� 1 Date: ct 4 1 �5 Date: a 4 Denied: Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the f=reedom of Information Co-ordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Oro-Medonte, Ontario. LOL 2EO Please use additional sheet (and attach more if required to complete the information requested on the Grant/Subsidy Application Form. APPENDIX "A" Page 188 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re:X9... FINANCIAL INFORMATION ORGANIZATION NAME: CURRENT FISCAL YEAR: Year: as tg NEXT YEAR PROPOSED: Year: 2.i�� REVENUE: ��v� REVENUE: Source: Amount: Source: Amount: TOTAL: 1� S TOTAL l 00D • oD EXPENDITURES: EXPENDITURES, Item: Amount: Item: Amount: TOTAL: 1,z) TOTAL: 1 o, oD•0. zk-� SU M MARY: Surplus or deficit From previous year: Revenue Sub Total Minus Expenditures BALANCE: Lire: SUMMARY: Surplus or deficit From previous year: Revenue Sub Total Minus Exp. Expenditures {� 7 M- ADD. D(7 1 1 VPUD OD 11 D oo • u0 BALANCE: 0--7 OD' W Dttz: A'X'- a % z. ) Page 189 of 312 co1r4.12,L &tawa.5iijons D{retgL rations and Community Services, re: 20TT 1 Income Statement 01 Jan, 2017 to 31 Dec, 2017 REVENUE REVENUE Fees -Exhibitor ($6) 1,332.50 Entry Fees 2,696.00 Animal Drug Test 0.00 Total Fees 216.00 Grant -Prov. of Ontario 4,893.04 Grant-Cty of Simcoe 0.00 Grant -Twp Oro-Medonte 200.00 Grant -Twp of Severn 1,000.00 Grant -Twp of Tay 0.00 Total Grants 2,900.00 Gate Fees - FRI 31,595.45 Gate Fees - SAT 21,680.95 Gate Fees - SUN 2,436.25 Weekend Passes 3,340.00 Total Gate Fees -- Vendors - Inside 2,127.00 Vendors - Outside 4,006.00 Total Vendors 300.00 Events 528,18 Donations 170.40 Sponsorships 3,895.60 Magical Midway - Presales 1,640.00 Magical Midway - 20% of Recei... 10,695,00 Food Booth 400.00 Clothing - Tshirts/Sweatshirts/H... 538.20 Subtotal Events 4 — — Interest Earned 2011 Cookbook Sales Dance Silent Auction 50150 Draw Magic Midway - Ride Vouchers S... Miscellenous Income TOTAL REVENUE TOTAL REVENUE EXPENSE EXPENSES I nsu ran ce-OfficerlD!rector 1,134.00 Ins - $5M LiabilitylDir Accident 3,335.38 Insurance -Building 0.00 Insurance - Accident Direct/Off 216.00 Insurance - Liabiity - Motorsports 0.00 Insurance - Contents 859.68 Insurance - Township of Severn 169.98 Insurance - Dance 0.00 Total Insurance Honorariums 2,900.00 Affiliation/Membership Dues 0.00 SOCAN Fee 43.43 OASS Partnership Program 250.00 OAAS - Other 664.14 Office Supplies 1,609.22 Postage/Courier 1,479.64 Phone 1,035.45 Meeting Room Rental 300.00 Bank Fees 528,18 Annual Audit 170.40 Advertising/Promotion 3,895.60 Decoration -40.00 Internet(Web 321.99 Fair Donations/Grants 1,400.00 Software 0,00 r3if#crrhnnlrc 4 — — 4,028.50 6,093.04 59, 052.65 6,133.00 75.00 544.80 22,331.50 13,273.20 498.04 20.00 0.00 0.00 0.00 9,740.00 0.00 121,789.73 121,789.73 5.715.04 Page 190 of 312 coldv4914} &I19fflc@�A&@t§6G rations and Community Services, re: 201 ... Income Statement 01 Jan, 2017 to 31 Dec, 2017 Memoriam 175.00 Conferences/Seminars 1,989.70 Mileage 185.00 Travel 0.00 Meals 550.46 Advances -2,125.00 Annual Dinner 855.19 Total Administration Rentals -Indoor 452.00 Rentals -Outdoor 1,960.99 Rental -Equipment -Gate 329.51 Rental -Building -Gate 0.00 Rental -Grandstand 5,356.20 Rental - Portable Toilets 2,995.01 Total Rental Expense Gate - Wrist Bands 948.05 Gate - Staff 3,495.00 Total Gate Expense Prizes-RibbonslStfckers 4,106.03 Prizes-Trophies/Plaques 1,506.50 Prizes -Cash (Adult/Youth) 22,293.50 Prizes -Cash (School) 721.00 Prizes - Gift Certificates 150.00 Prizes - Sponsorship Winners 0.00 Prizes - Other 250.00 Total Prizes Printing -School -Children's Books 1,856.57 Printing -Adult Prize Books 1,423.81 Printing-Photcopies 174.23 Printing-Posters/Signs 1,477.02 Printing -Entry Forms/Tags 889.58 Printing -Ca rdslPasseslPamphlets 635.67 Printing -Other 155.09 Printing - 2014 Cookbooks 0.00 Total Printing Expense Tractor/Truck Pull 3,786.60 Children's Tractors (2) 0.00 Antique Display 1,694.27 Demolition Derby 750.00 Entertainment 1,350.00 Blank Account 0.00 Dog Show 0.00 Antique Appraisals 0.00 Pony Rides 500.00 Parade 614.54 Special Exhibits 400.00 Capital Purchase 5,092.84 Total Event Expense CDAS TshirUCrewneckslHoodies 722.34 Cleaning Supplies 0.00 Judges 2,200.00 Ribbon Buy Back 0.00 Vet/Animal Supplies 0.00 Operation Supplies 1,886.91 Repairs & Maintenance 681.30 Utilities 715.21 Security 4,710.55 Fuel 318.97 Sound System 1,300.00 Medical Emergency Services 1,220.40 Waste DisposalfToilets & Sink 236.96 Total Fair Operations Expense Magical Midway Vouchers Fundr... Magical Midway Vouchers Fairground Improvements TOTAL EXPENSES TOTAL_ EXPENSE 17, 488.10 11,093.71 4,443.05 29, 027.03 6,611.97 14,188.25 13,992.64 220.00 10,120.00 2,143.54 415,043.33 115,043.33 Page 191 of 312 A7 Coldvjajj [� c� �}4� ttg�c� rations and Community Services, re: 201 .3. Income Statement 01 Jan, 2017 to 31 Dec, 2017 NET INCOME 6,746.40 Page 192 of 312 I �r 12.f) Shawn Binns, Director, Operations and Community Services, re: 2019... I / copolard forest friends association October 26, 2018 Sandie Leonard Operations and Community Services Assistant Township of Oro-Medonte- 148 Line 7 South Oro-Medonte ON LOL 2E0 Dear Sandie Please find attached our application for a grant to support our winter parking snow removal project at the Ingram Road entrance to the Copeland Forest. This project was very successful last year with many winter sport enthusiasts using the parking lot for a safe access to the north end of Copeland Forest. The contract cost for this project is in excess of $3000 which represents a large portion of our budget. We feel it is very important to provide this service again this winter to accommodate the large number of vehicles that were previously parking along the shoulder of Ingram Road and getting ticketed. Thank you for accepting our application for consideration. Bestregards Mary Ann Greatrix Vice President 306-1102 Horseshoe Valley Road, Barrie, Ontario L4M4Y8 www.copelandfriends.ca Page 193 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re 019... 'Rownsh f Proud Keritage, .Exciting Future APPLICATION FOR GRANT/SUBSIDY Instructions: In order to process the application, Appendix "A" Financial Information must be completed Note: Grants/Subsidies are not automatically renewed annually PART A — ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name COPELAND FOREST FRIENDS ASSOCIATION Address 306-1102 Horseshoe Valley Road City Barrie Prov. Ontario Postal Code L4M4Y8 Contact David Kennedy Telephone E-mail kennedda@mac.com Fax PART B — ORGANIZATION GENERAL INFORMATION Number of Members 157 Geographic Area Served Copeland Forest Out of Town Residents 40 705-835-5231 Membership Fee _ If Applicable Date Formed March 15, 2015 Outline the mission, purpose and objectives of your organization. $25.00 per year The CopelandForest Friends Association was formed to provide an opportunity for all users to get involved in the stewardship of the Copeland Forest. The 3 main objectives are to: 1. Promote a broad range of safe recreational activities that respect the Forest. 2. Monitor the ecology and sustainability of the Forest. 3. Undertake stewardship and educational activities that involve the community and users in these activities. 148 Line 7 South, Oro-Medonte, Ontario LOL 2E0 Page 194 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re 19... Type of Organization (i.e. Registered Charity, Non -Profit Organization, no status, etc.) and registration number if applicable. Non-profit Organization Indicate the products 1 services 1 benefits provided to the Township of Oro-Medonte by your organization: 1. Provision of a Copeland Forest map and signage to enable safe recreational use of the forest 2. Selective trail maintenance to ensure safe and sustainable trails. 3. Review of 50 km of single track trails to ensure continued sustainability for recreational use. 4. Identification and protection of sensitive areas. 5. Monitoring water and stream quality to ensure continued health of the ecosystem. 6. Develop a volunteer based strategy for invasive species, such as garlic mustard. # of individuals served: 150+ members, 600+ on our mailing list and many more. PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A") PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Grant X Subsidy Amount Requested: $1,500.00 Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). The Assocation requests support to contract for snow removal at the parking lot at Ingram Rd and the 4th Line N for the period December 1, 2018 to March 31, 2019. Additional funding will be provided by the Association core budget and private donations and contributions. Snow removal contract costs last winter were in excess of $3000 for the season which represents a large portion of our operating budget. The parking lot was well used by both large and small groups enjoying hiking, snowshoeing, dog walking, fat biking and skiing. The parking lot provides a safe access for many users to a very unique and beautiful area of Oro-Medonte. Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). The Township provided a grant of $500 toward snow removal in 2017. Previously, the Township subsidized our meeting space at Carley Hall. Previous grants/subsidies from the Township? Page 195 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: Amount Requested: $1500.00 Amount Approved: $500.00 Year of Request: 2017 Year of Approval: 2017 PART D — SIGNATURE OF AUTHORIZED OFFICIAL(S) 4�i Ce Pres :'c 'Date: 6)elt - a6, 20 t 8 Name & Position Date: z ?o l'�r Y�Ae & Position For office use only Approved: Denied: Amount $ NOTE: Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Oro-Medonte, Ontario. LOL 2EO Please use additional sheet (and attach more if required to complete the information requested on the Grant/Subsidy Application Form. APPENDIX "A" Page 196 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: l9... FINANCIAL INFORMATION O1 ORGANIZATION NAME:—Copeland Forest Friends Association CURRENT FISCAL YEAR: Year: 2018 11*1J 4 LTJ Source: Amount: Membership Fees $3500.00 Grants & Donations 800.00 Fund raising 250.00 TOTAL: $4550.00 EXPENDITURES: 600.00 Item: Amount, Admin (insurance, website, legal, $5400.00 snow removal $7800.00 Publicity & Marketing 270.00 Maps, Signage & Equipment 250.00 Annual General Mtg & Fall Fair 1080.00 TOTAL: $7000.00 SUMMARY: 11500.00 Surplus or deficit from $7614.00 previous year: $4500.00 Revenue 4550.00 Sub Total 12164.00 Minus Expenditures 7000.00 BALANCE: $5164.00 5ienature: NEXT YEAR PROPOSED: Year: 2019 REVENUE: Source: Membership Fees Grants & Donations Fund raising Amount: $3200.00 100000 300.00 Date. 4c,, 2-6 Page 197 of 312 TOTAL $4500.00 EXPENDITURES- item: Amount: Admin (incl. snow removal) $5000.00 Publicity & Marketing 600.00 Maps, Signage & Equipment 1000.00 Annual General Mtg & Fall Fair 1200.00 TOTAL: $7800.00 SUMMARY: Surplus or deficit from previous year: $7000.00 Revenue 4500.00 Sub Total 11500.00 Minus Exp. Expenditures 7000.00 BALANCE: $4500.00 Date. 4c,, 2-6 Page 197 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 2019... bj �T.f Proud Heritage, Exciting Future APPLICATION FOR GRANT/SUBSIDY Instructions: In order to process the application, Appendix "A" Financial Information must be completed Note: Grants/Subsldles are not automatically renewed annually PART A -- ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name n _ _ /\ _ _ . , f I '- / '_- - n `. t AUUMB r J CityV �? �0( Prov. �l /�l Postal Code Contact j4j) N1 i�ECJ�1P _ Telephone E-mail kZVUjjQQY & G Fax PART B — ORGANIZATION GENERAL INFORMATION Number of Out of Town Membership Fee ) Members Residents i if Applicable j Geograp c A / Date Served 00 Formed Outline the mission, purpose and otgectives of your organization. I -r -AP _ ()rrl 513t i_; t4 15 fi) a.r&u_,o 0 5 , I _ r 11 C -U ._ '! I ` SWAP -'ADM IPA &W.ArAffWAAM WLM-A W-1-7- - "7,2. F= N., 010 W �✓� G AS 148 Line 7 South, Oro Medo te, Ontario LQL 2EO r66 Y" Page 198 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 2019... 1� ?" Type of Organization (i.e. Registered Charity, Non -Profit Organization, no status, etc.) and registration number if applicable. . �J- Indicate the products /services / benefits provided to the Township of Oro-Medonte by your organization: # of individuals served: d ► �� PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUE5 AND EXPENDITURES (Appendix "A") PART C — DETAILS OF REQUEST a request for a financial contribution from Council Is a request for a reduction or waiving of fees Application is for a (please check) Grant Subsidy f Amount Requested: l 0 Purpose for which the grantlsubsidy, if approved, would be used. Give complete details (i.e. project or Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). Previous grants/subsidies from the Township? yes . a�►� -moo d #� /I 6cl Page 199 of 312 12.f) Shawn Binns, Director, Operations and Community Services,r 22019... FINANCIAL INFORMATION 141 ORGANIZATION NAME: o *'v— ( ted" C 1 CURRENT FISCAL YEAR: Year, REVENUE: source: Amount: TOTAL• EXPENDITURES: item; Amount: TOTAL: SUMMARY: Surplus or deficit from previous year: Revenue Sub Total Minus Expenditures BALANCE: NEXT YEAR PROPOSED: Year: REVENUE; Source: Amount: TOTAL EXPENDITURES: Item: Amount: TOTAL: SUMMARY: Surplus or deficit from previous year. Revenue Sub Total Minus Exp. Expenditures BALANCE: signawre, Date: Page 200 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 2019... .�q Amount Requested: Amount Approved: PART D —SIGNATURE OF AUTHORIZED_OFFICIAL(51 Name & Position Year of Request: Year of Approval: Date: Amount $ Date: NOTE: Personal Information contained on thls form Is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Oro-Medonte, Ontario, LUL 2EG Please use additional sheet (and attach more if required to complete the Information requested an the GranVSubsidy Application Form. APPENDIX "A" Page 201 of 312 TdlwAt a l ��ar tor, Operations and Community Services, re �r'Y�i��mtrY 148 Line 7 S. Phone: 705-487-2171 Oro-Medonte, ON LOL 2EO Fax: 705-487-0133 Account Schedule Report Phone: (705) 487-4004 Oro-Medonte Agricultural Society Email: john.crawford@oro-medonte.ca John Crawford P.O. Box 175 Oro-Medonte, ON LOL 2X0 Account Schedule - By Booking Number(s) Booking Number(s): 402 Tax $197.32 Grand Total $1,715.00 CONTRACT PLEASE SIGN AND RETURN ONE COPY OF THIS PERMIT WITH PAYMENT IMMEDIATELY. BOOKINGS ARE TENTATIVE UNTIL SIGNED PERMIT AND PAYMENT ARE RECEIVED. ALL FEES ARE INCLUSIVE OF 13% TAXES. ALL CHEQUES ARE TO BE MADE PAYABLE TO THE TOWNSHIP OF ORO-MEDONTE. NSF cheques must be replaced immediately with either a money order, cash or certified cheque and a $30.00 fee must be added to the amount of the dishonoured cheque. Interest will be charged at a rate of 15% per annum on all overdue accounts. Late payments or failure to replace NSF cheques may result in cancellation of your booking. It is mutually agreed that in the event it becomes necessary for the Operations and Community Service Department, through weather conditions, breakdown of equipment or any other cause, to cancel a scheduled event(s) at one of their facilities, the Operations and Community Services Department will notify the person signing the permit. Every effort will be made to replace a booking which has been ancelled or a refund will be given. Facility Cancellation Policies: Notice of hall rental cancellations by contract holders must be given, in writing, to the Township Office as per the following guidelines: Page 1 Printed on 1/23/2019 10:08:06 AM Page 202 of 312 Other Date Day Complex Facility Event Type. Event Time Dur. Rate Chg Tax Total 1121!2019 Mon OMCC Community Centre Private Rental 6:30 PM -10:30 PM 410 37.17 0.00 19.33 168.00 Banquet Hall Schedule Notes: Fair Board AGM - setup requirement to be confirmed 3/4/2019 Mon OMCC Community Centre Private Rental 6:30 PM -10:30 PM 410 37.17 0.00 19.33 168.00 Banquet Hall Schedule Notes: Executive meeting - setup is a large open square for approx 25 people 411!2019 Mon OMCC Community Centre Private Rental 6:30 PM -10:30 PM 410 37.17 0.00 19.33 168.00 Banquet Hall Schedule Notes: Executive Board Meeting - Setup is open square for approx 25 people 412712019 Sat OMCC Community Centre Private Rental 8:00 AM -3:00 PM 710 179.65 0.00 23.35 203.00 Banquet Hall Schedule Notes: District OAS Meeting for approximately 50 people - setup to be confirmed closer to the date 5!6!2019 Mon OMCC Community Centre Private Rental 6:30 PM -10:30 PM 4!0 37.17 0.00 19.33 166.00 Banquet Hall Schedule Notes: Executive Board Meeting - Setup_ in large open square for approx 25 people 6/3/2019 Mon OMCC Community Centre Private Rental 6:30 PM -10:30 PM 410 37.17 0.00 19.33 168.00 Banquet Hall Schedule Notes: Executive Board Meeting - Setup in a large open square for approx 25 people 812019 Mon OMCC Community Centre Private Rental 6:30 PM -10:30 PM 410 37.17 0,00 19.33 168.00 Banquet Hall Schedule Notes: Executive Board Meeting - Setup in a large open square for approx 25 people 7129/2019 Mon OMCC Community Centre Private Rental 6:30 PM -10:30 PM 410 37.17 0.00 19.33 16B.00 Banquet Hall Schedule Nates: Executive Board Meeting - seup in large open square for approx 25 people 8126/2019 Mon OMCC Community Centre Private Rental 6:30 PM -10:30 PM 410 37.17 0.00 19,33 168.00 Banquet Hall Schedule Notes: Executive Board Meeting - seup in large open square for approx 25 people 10/28/2019 Mon OMCC Community Centre Private Rental 6:00 PM -10:00 PM 410 37,17 0.00 19.33 168.00 Banquet Hall Schedule Notes: Executive Board Meeting - seup in large open square for approx 25 people 1!2012020 Mon OMCC Community Centre Private Rental 6:30 PM -10:30 PM 410 0.00 0.00 0.00 0.00 Banquet Hall Schedule Notes: AGM - booked but will be moved over to 2020 permit at a future date (no fee showing) 47 (hrs)10 (min) Sub Total $1,517.68 Tax $197.32 Grand Total $1,715.00 CONTRACT PLEASE SIGN AND RETURN ONE COPY OF THIS PERMIT WITH PAYMENT IMMEDIATELY. BOOKINGS ARE TENTATIVE UNTIL SIGNED PERMIT AND PAYMENT ARE RECEIVED. ALL FEES ARE INCLUSIVE OF 13% TAXES. ALL CHEQUES ARE TO BE MADE PAYABLE TO THE TOWNSHIP OF ORO-MEDONTE. NSF cheques must be replaced immediately with either a money order, cash or certified cheque and a $30.00 fee must be added to the amount of the dishonoured cheque. Interest will be charged at a rate of 15% per annum on all overdue accounts. Late payments or failure to replace NSF cheques may result in cancellation of your booking. It is mutually agreed that in the event it becomes necessary for the Operations and Community Service Department, through weather conditions, breakdown of equipment or any other cause, to cancel a scheduled event(s) at one of their facilities, the Operations and Community Services Department will notify the person signing the permit. Every effort will be made to replace a booking which has been ancelled or a refund will be given. Facility Cancellation Policies: Notice of hall rental cancellations by contract holders must be given, in writing, to the Township Office as per the following guidelines: Page 1 Printed on 1/23/2019 10:08:06 AM Page 202 of 312 i�fYJ�Lj.1f 1L�fl/tfYi Td1V4 W&f&�_IMe1%Wtjtor, Operations and Community Services, re..19... 148 Line 7 S. Oro-Medonte, ON LOL 2EO Account Schedule Report - Cancellation, in writing, more than 7 days in advance of rental date - $20.00 administration charge & full (100%) refund of rental rate - Cancellation, in writing, within 7 days of rental date - $ 20.00 administration charge - 100% refund of rental rate if rental time is used by another renter - 50% refund of rental rate if rental time is not used by another renter - Cancellation, in writing, later than 48 hours before rental date - No refund of rental rate - No cancellation notice ("no-show") - No refund of rental rate Phone: 705487-2171 Fax: 705-487-0133 Rules & Regulations for Hall Rentals: I/We (permit holder) have made application to use the facility as described in the attached Rental Permit and agree that the Corporation of the Township of Oro-Medonte, its Agents or Officials, shall in no way, be held liable for any damage, injury, accident or loss resulting from the use of any Recreation or Park Facility. As a permit holder, I/We do hereby accept full responsibility for any actions of this group which may be in contravention of the Policies, Regulations and Conditions governing the Operations and Community Service Facilities of the Township of Oro-Medonte as listed below: All bookings are tentative until a signed copy of the permit and payment is received at the Township office at the time of booking. GENERAL a) The issuance of a Facility Permit is entirely at the discretion of the Operations and Community Services Department and it reserves the right to cancel any permit temporarily or permanently: D Should accommodation be required for special events; or in an emergency; ❑ Upon breach of these rules and regulations; ❑ Should the Department be of the opinion that the premises are not being used for the purpose(s) contained in the application; D Should the organization/permit holder fall in arrears with the Township of Oro-Medonte . b) The permit is not transferable. The facilities named on the Permit are to be used only on the date(s) and times(s) specified and only for the purpose(s) named. The permit is not valid without a signature by the applicant. The person submitting this application to obtain a permit on behalf of an organization must be a person authorized by the organization to do so. c) All Township of Oro-Medonte facilities, sportsfields and playgrounds are designated SMOKE FREE. Smoking, including e -cigarettes, is -+rohibited. Maximum attendance at any facility will be governed by the Township of Oro-Medonte Fire and Emergency Services regulations and/or .iealth Department regulations and all exits must be kept free from obstruction at all times. e) The Township of Oro-Medonte will not be responsible for personal injury or for the loss or theft of clothing or equipment of the permit holder, or anyone attending on the invitation of the permit holder. f) The permit holder is responsible for the conduct and supervision of the persons admitted to the facilities and shall see that all rules and regulation contained in the permit are strictly observed and enforced. Any expense, damages to facilities, and/or furnishings arising from the use of such facilities and/or furnishings shall be the responsibility of the permit holder. g) The permit holder shall strictly adhere to the decisions and instructions of the Township's personnel. h) The permit holder shall pay, to the Township, all costs arising from the perit holder's non-compliance with this agreement and any expenses for damages caused to the facility/equipment. i) The permit holder is responsible to ensure that the kitchen facilities are used for food serving and food heating only, Cooking food is strictly prohibited and is in violation of fire regulations. j) Clean up of the facility must be done immediately following the function. Permission shall NOT be granted to return the next morning for clean up unless authorized in writing. The Township reserves the right to add a cleaning charge of $250.00 to the rental fee, if the facility is not cleaned when the permit holder departs from the premises and/or a late vacate charge of $50.00 per hour for every hour or any part thereof if the facility is not vacated within one hour of the stipulated end time of the function. All litter and spills shall be cleaned. Tables and counters are to be wiped down. k) The permit holder must comply with Federal, Provincial and Municipal By-laws and resolutions including those respecting the use of games of chance, lotteries, gambling and alcoholic beverages. 1) It is the responsibility of the permit holder to see that all persons admitted to the function being held have vacated the premises and grounds promptly as stated on the permit. Facilities must be vacated a maximum of one hour after permit expires, ensuring that all decorations and function supplies have been removed. m) With the exception of a service animal, no pets are permitted in any Township facility. "Service Animal" shall mean any animal used by a person with a disability for reasons relating to the disability where it is readily apparent that the animal is used by the person for reasons relating to the disability; or where the person provides a letter from a Regulated Health Professional or the Attorney General of Canada confirming that the person requires the animal for reasons relating to the disability; or a valid identification card signed by the Attorney General of Canada or a certificate of training from a recognized service animal training school. n) The Operations & Community Services Department reserves the right to designate staff to attend any function to ensure that all regulations are being observed and respected. o) All merchandise supplied and/or equipment delivered by or for the applicant to a Township owned facility shall be, and remain solely, at the applicant's risk. The Township shall not be responsible for the care or safekeeping of, or damages to, said equipment, by any cause ',hatsoever, unless provided for in writing. , The sale of any items including food is prohibited in all facilities unless previously approved by the Township. q) The Township may provide a key for access to a facility for a refundable deposit of $25.00. It is therefore agreed by the undersigned that should this key not be returned within (24) twenty four hours of the function, a charge of $25.00 will be levied for re -keying and the deposit will not be returned, Page 2 Printed on 1/23/2019 10:08:06 AM Page 203 of 312 Tor §0"§ IPe�dr tor, Operations and Community Services, re. �0► 9... 148 Line 7 S. Phone: 705-487-2171 Oro-Medonte, ON LDL 2E0 Fax: 705-487-0133 Account Schedule Report r) The Operations & Community Services Department reserves the right, at its discretion, to impose additional conditions based on the nature of the event. s) Termination Upon Notice Without Cause:The Township shall have the right to terminate this Agreement, in whole or in part, without liability, at its sole discretion by providing written notice of such decision. t) Removal of Offending Patrons: Township employees shall have the right to refuse admission to any person or persons to the Arena, or may require that any person leave or be removed from the Arena. PAYMENT a) Payment for facility rentals is due upon booking to confirm facility rental. b) Payments for re -occurring bookings can be made by post-dated cheques and are required at the time of booking to confirm facility rental. LIQUOR AND ALCOHOLIC BEVERAGES a) Liquor and Alcoholic Beverages are not permitted unless authorized and the appropriate Special Occasion Permit (SOP) has been obtained. Obtaining this permit and abiding by the permit regulations is the responsibility of the permit holder. b) The Special Occasion Permit Holder must also obtain and sign a copy of the Township of Oro-Medonte Alcohol Risk Management Policy The Alcohol Risk Management Policy is designed to minimize and avoid alcohol related problems with Township Facilities and Parks that could result in claims being directed at the Township, Community Organizations, Volunteers, and or participants. The Special Occasion Permit Halder or designate must comply with all aspects of the Township's Alcohol Risk Management Policy. c) Permit Holders must submit a copy of an Insurance Certificate for Special Occasion host Liquor Liability Insurance in the amount of coverage of $5,000,000.00 naming the Township of Oro-Medonte as additional insured. d) A $500.00 refundable damage deposit is required for all events requiring a Special Occasion Liquor License. A copy of all documentation required under the Municipal Alcohol Policy is to be forwarded to the Operations and Community Services Department not later than 14 days prior to the event. Failure to provide all documentation within this time frame WILL result in the cancellation of the facility rental permit. * NOTE: The permit, special occasion permit and insurance must all be issued to the same person (the permit holder) INSURANCE Each individual, group, organization or group of organizations operating a public sports league/event which is publicly advertised, private for profit rental or activities involving an LLBO Special Occasion Permit in the aforementioned Township of Oro-Medonte facilities must provide +roof of insurance to qualify for a facility permit for their event. ADDITIONAL SPECIALTY REQUIREMENTS: Special approval is required if any of the following are being planned for a permitted function. a) Alcohol function b) Gaming/Game of Chance c) Tents/temporary structures d) Any impact on traffic/roadways (roadside parking) e) Amusements/play structures Sports Leagues or Private For Profit Rentals: All sports activities on Township property which will be advertised to the general public or to which the general public will be encouraged to register, require the renter/permit holder to provide proof of coverage for the period of the activity, at the time the facility permit is issued: Carry public liability and property damage insurance, with an insurer satisfactory to the Township, in an amount not less than five million dollars ($5,000.000.00). This insurance shall name the Corporation of the Township of Oro-Medonte as an additional insured for the period of the activity stated on the facility permit. *The Director of Operations and Community Services reserves the right to request or waive insurance provisions at his/her discretion, WAIVER: The permit applicantlorganization agrees to hereby waive and forever discharge and INDEMNIFY AND SAVE HARMLESS the Corporation of the Township of Oro-Medonte, its employees, volunteers, partner organizations, sponsors, officers, and elected officials from all claims, damages, costs and expenses in respect to injury or damage to my/their person or property, however caused, which may occur as a result of my/their participation in the use/uses intended which will be held at the permit location/locations during the period of this permit including any additional dates later added to this permit, Notwithstanding the foregoing, this indemnification shall not apply to claims, damages, costs and expenses which the Corporation of the Township of Oro-Medonte shall or may become liable for by reason of any willful default or negligence of o orati of the Townshi of Oro-Medonte, its v cers and employees. SIGNATURE: DATE: �.A r2 f'OCA% If not the named addressee of the permit, please print your name Personal information contained on this form is collected pursuant to THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION Page 3 Printed on 1/23/2019 10:08:06 AM Page 204 of 312 12.f) Shaw 06inrM pplreftor, Operations and Community Services, re:� 9... .�� Tow s ip o ro- Edon e 011Y . rl el&" tom' 148 Line 7 S. Phone: 705-487-2171 Oro-Medonte, ON LOL 2EO Fax: 705-487-0133 Account Schedule Report OF PRIVACY ACT, and will be used for the purpose of this permit. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Oro-Medonte, Ontario LOL 2E0 Page 4 Printed on 1/23/2019 10:08:08 AM Page 205 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re- ORCiX\l'I.A'I'IO NAME;i- �J CURRENT ;ISCAL YEAR: Year-201 REVENUE: Source: Amount: TOTAL: EXPENDITURES: Item: Amot+nt: TOTAU SUMMARY - Surplus or deficit from previous year Revenue SL:b Total Minus Expenditures BALANCE: NEXT YEAR PROPOSED: Year, a _ REVENUE: Source: Amount TOTAL E)(PENDITURES: Hem: +Arnow.^.t: TO TAU SUMMARY: 5urp!us or deficit from previous year Revenue Sub Total Minus Exp. Expenditures BALANCE Page 206 of 312 12.f) Shawn Binns, Directqjjppalgationiarand Community Services, re:t 0, 19... ior,r2oaa Financila for Township Lynn Fisher <oroworldsfairC0gmaif.ConI> Ken Tran <jarcat@hotmaiLconl>: sca-10002,1:df, HI Ken Car. vnu fill this out for me? 1 require for the TcansHp, i cem pick it up or yuu can scan ;back cl Me. Thanks Lynn Lynn Fisher, Secretary Oro Agricultural Society T: 705 487-1753 oroworl fair@gmail.com Web: www.oroworldsfair. !2m facebook: www.f ebook. om/OroWorldsFair 167th Oro World's Fair Friday September 13th and Saturday September 14th, 2019. httpsaloutfook.live.com/owa/?path=/maiflinboxtrp Page 207 of 312 111 12.f) Shawn Binns, Director, Operations and Community Services, re -hoz,. ORO AGRICULTURAL SOCIETY FINANCIAL STATEMENTS NOVEMBER 30.2017 (Unaudited ) Page 208 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 0� .. SAWATSKY tja+t3:ioex_ s-oK REVIEW ENGAGEMENT REPORT To the Members of: Oro Agricultural Society I have reviewed the balance sheet of Oro Agricultural Society as at November 30, 2017 and the statements of income, net assets and cash flows for the year then ended. These financial statements have been prepared in accordance with Canadian accounting standards for not-for-profit organizations. My review was made in accordance with Canadian generally accepted standards for review engagements and accordingly consisted primarily of inquiry, analytical procedures and discussion related to information supplied to me by the Organization. A review does not constitute an audit and consequently I do not express an audit opinion on these financial statements. Based on my review, nothing has come to my attention that causes me to believe that these financial statements are not, in all material respects, in accordance with Canadian accounting standards for not- for-profit organizations. Orillia, Ontario January Ontario Sawatsky Professional Corporation Authorized to practise public accounting by Chartered Professional Accountants of Ontario raiaphone, 705.3211700 1 Fax, 705,327.1453 J 291 ,- 66 caidwiferstreet f, ormij, QntooL3Y In Page 209 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re -201 ORO AGRICULTURAL SOCIETY BALANCE SHEET AS AT NOVEMBER. 30, 2017 (Unaudited) PROPERTY AND EQUIPMENT, note 2 177,128 134,529 im'151 S 0-4.1 LIABILITIES CURRENT Accounts payable including HST of $707 (2016 NIL) $ 849 $ 980 Deferred revenue 35 4,053 884 5.033 NET ASSETS Balance, beginning of year, schedule 1 182,146 151,479 Net assets invested in capital assets, schedule 1 177.127 184.529 Balance, end of year 359.273 336.008 $-36015 $3410 Approved on behalf of the Board: Director Director The accompanying notes are an integral part of these financial statements. Page 210 of 312 2017 2016 ASSETS CURF,'ENT $ - $ 131 Cash - on hand - general 9,581 19,361 - building fund 16,373 12,820 - investments 138,814 112,840 Accounts receivable -including HST of $NIL (2016-$666) 10,257 2,026 Prepaid expenses 250 310 Merchandise inventory 7,754 9.024 183,029 156,512 PROPERTY AND EQUIPMENT, note 2 177,128 134,529 im'151 S 0-4.1 LIABILITIES CURRENT Accounts payable including HST of $707 (2016 NIL) $ 849 $ 980 Deferred revenue 35 4,053 884 5.033 NET ASSETS Balance, beginning of year, schedule 1 182,146 151,479 Net assets invested in capital assets, schedule 1 177.127 184.529 Balance, end of year 359.273 336.008 $-36015 $3410 Approved on behalf of the Board: Director Director The accompanying notes are an integral part of these financial statements. Page 210 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re ORO AGRICULTURAL SOCIETY STATEMENT OF INCOME FOR THE YEAR ENDED NOVEMBER 30, 2017 (Unaudited) For the Eleven Months ended Nov 30 2017 2016 Less: Expenditures, per schedule 2 100.075 100,017 NET INCOME FOR THE YEAR � 2 The accompanying notes are an integral part of these financial statements. Page 211 of 312 $ 4,000 - Grants - County 500 500 - Municipal 410 2,000 - provincial - capital improvement 3,000 3,000 - prize money 2,622 2,110 Donations - general 947 1,423 - building fund 2,372 - Silent auction proceeds 1,717 2,411 Memberships 1,536 2,269 Entry fees 57,898 50,327 Gate -fall fair 1,891 7,108 Apparel wear sales 780 690 Heritage day - fees, meals and donations 1,354 2,991 Midway/bouncy castle 13,542 13,104 Rentals, buildings and grounds - general 7,992 8,353 - tough mudder event 1,016 580 Interest 2,506 2,590 Beef lottery - 1,450 Extreme cowboy donations 4,515 3,950 'tractor pull donations 1,802 1,600 Sale of advertising 254 Sundry income 110,654 106,636 DEPARTMENT INCOME 1� I L7'9_ Food Booth, schedule 3 123,340 117,715 Less: Expenditures, per schedule 2 100.075 100,017 NET INCOME FOR THE YEAR � 2 The accompanying notes are an integral part of these financial statements. Page 211 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 019... b 15 ORO AGRICULTURAL SOCIETY STATEMENT OF CASH FLOWS FOR THE YEAR ENDED NOVEMBER 30, 2417 (Unaudited) For the Eleven Months ended Nov 34 CASH FLOWS USED IN INVESTING ACTIVITIES 2017 20i FLOWS PROVIDED BY (USED IN) 19,616 19,677 CASH OPERATING ACTIVITIES $ 23,265 $ 17,698 Net income for the year Cash, beginning Of Fear Items not involving cash:8 .128 195 Depreciation r 3 2�5? 993 Net changes in working capital balances ( 8,232) 632 Accounts receivable 60 500 Prepaid expenses 1,270 ( 9,024) Merchandise inventory 131) ( 2,359) Accounts payable 4.018 -- 4.035 Deferred revenue 20,342 19,677 CASH FLOWS USED IN INVESTING ACTIVITIES The accompanying notes are an integral part of these financial statements Page 212 of 312 726 --=-- - Purebase of capital assets 19,616 19,677 INCREASE IN CASH 1 5,152 _ 125475 Cash, beginning Of Fear �6 $ 145 CASH, END OF YEAR The accompanying notes are an integral part of these financial statements Page 212 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 2019... ORO AGRICULTURAL SOCIETY NOTES TO FINANCIAL STATEMENTS FOR THE YEAR ENDED NOVEMBER 30, 2017 (Unaudited) NATURE OF ORGANIZATION The Organization was established as a not-for-profit organization in the 1850's under the laws of the Agricultural and Horticultural Organizations Act. It is not a registered charity and is therefore not permitted to issue income tax receipts to donors. The organization is engaged in the operation of an annual fall fair and the operation of the following activities: The rentals of land and buildings for social functions and storage. The operation of a food booth at the annual fall fair. 1. SIGNIFICANT ACCOUNTING POLICIES These financial statements have been prepared in accordance with Canadian accounting standards for not- for-profit organizations and are in accordance with Canadian generally accepted accounting principles. Outlined below are those policies considered particularly significant for the Organization. (a) Financial Reporting Framework The Organization, being a not-for-profit organization, chose to establish their financial statements in accordance with accounting standards for not-for-profit organizations, issued by the Canadian Institute of Chartered Accountants. (b) Property and Equipment Property and equipment are stated at cost less applicable government grants. Depreciation is on a straight line basis based on the estimated useful life of the assets recorded at the following annual rates. Automotive - 10.0% Buildings - 2.5% Equipment -10.0% Fencing -10.0% Lighting - 2.5% (c) Revenue Recognition The Organization follows the deferred method of accounting for contributions. Restricted contributions are recognized as revenue in the year in which the related expenses are incurred. Unrestricted contributions are recognized as revenue when received or receivable if the amount to be received can be reasonably estimated and collection is reasonably assured. Inventories Inventories are valued at the lower of cost and net realization value. Cost is based on first -in, first out basis. Net realizable value is the estimated selling price in the ordinary course of business. Inventory is composed of altered clothing. Page 213 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 2019... ,6l7 ORO AGRICULTURAL SOCIETY NOTES TO F'iNANCIAL STATEMENTS FOR THE YEAR ENDED NOVEMBER 30, 2017 (Unaudited) (d) Contributed Services The mission of the Agricultural Society is dependent upon and thankful for the many hours contributed by its members. Members contribute numerous hours every year to assist the Agricultural Society in carrying out its mission. Because of the difficulty of determining their fair value, contributed services are not recognized in these financial statements. (e) Financial Instruments The Organization initially measures its financial assets and financial liabilities at fair value. The Organization subsequently measures all its financial assets and financial liabilities at amortized cost. Financial assets measured at amortized cost include cash and receivables. Financial liabilities measured at amortized cost include accounts payable. (f) Use of Estimates The preparation of these financial statements in accordance with accounting standards for not-for-profit organizations requires Management to make judgements, estimates and assumptions that affect the application of accounting policies and the reported amounts of assets and liabilities and disclosures of contingent assets and contingent liabilities at the date of flheJc iiliaiLcial statements, and the reported amounts of revenue and expenses during the reporting period. Actual results Wray differ from estimates made in these financial. statements. Judgement is used mainly in determining whether a balance or transaction should be recognized in the financial statements. Estimates and assumptions are used mainly in determining the measurement of recognized transactions and balances. However, judgement and estimates are often interrelated. Judgements, estimates and assumptions are continually evaluated and are based on historical experience and other factors including expectations of fixture events that are believed to be reasonable under the circumstances. Revisions to accounting estimates are recognized in the period in which the estimates are revised and in future periods affected. The Organization has applied judgment in its assessment of the appropriateness of the classification for financial instruments and identifying the indicators or impairment for property, plant and equipment. Estimates are used when estimating the useful lives of property, plant and equipment for the purposes of depreciation when accounting for and measuring items. Page 214 of 312 3. 12.f) Shawn Binns, Director, Operations and Community Services, rS"7e ORO AGRICULTURAL SOCIETY NOTES TO FINANCIAL STATEMENTS FOR THE YEAR ENDED NOVEMBER 30, 2017 (Unaudited) (g) Impairment of Long -Lived Assets The Organization reviews, when circumstances indicate it is necessary, the carrying values of its long-lived assets by comparing the carrying amount of the asset or group of assets to the expected future undiscounted cash flows to be generated by the asset or group of assets. An impairment loss is recognized when the carrying amount of an asset or group of assets field for use exceeds the sun of the undiscounted cash flows expected from its use and eventual disposition. The impairment loss is measured as the amount by which the asset's carrying amount exceeds its fair value, based on quoted market prices, when available, or on the estimated current value of future cash floes. PROPERTY AND EQUIPMENT ')017 2016 Accumulated Net Boole Net Book Cost Depreciation Value Value Land $ 49,007 - $ 49,007 $ 49,007 Automotive 6,500 3,196 3,304 3,954 Buildings 113,048 53,162 59,586 62,712 Equipment 36,825 29,756 7,069 Fencing 37,136 35,639 1,447 2,218 Lighting 62,962 6,547 56.415 57.939 X305.4 g X12 5 S._17 12$ U -U-41-529- Depreciation expense for the year is $8,128 (2016) $8J95 FINANCIAL INSTRUMENTS (a) Risks and concentrations The Organization is exposed to various risks through its financial instruments, without being exposed to concentrations of risk. The following analysis provides a measure of the organization's risk exposure at the balance sheet date, i.e. November 30, 2017. (b) Liquidity risk Liquidity risk is the risk that an entity will encounter difficulty in meeting obligations associated with financial liabilities. The Organization's principle obligations are providing continued, unintcrnipted services to its client base. The Organization's liquidity risk lies with the amount of contributions provided by donors to support the mission of the company. (c) Market risk Market risk is the risk that the fair value of future cash flows of a financial instrument will fluctuate because of changes in market prices. Movements in risk factors, such as interest rate risk and currency risk, affect the fair values of financial assets and liabilities. The Company is exposed to these risks, however, within acceptable parameters. Page 215 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 2019... �1q ORO AGRICULTURAL SOCIETY NOTES TO FINANCIAL STATEMENTS FOR THE IT --AR ENDED NOVEMBER 30; 2017 (Unaudited) 4. CHANGES TO FINANCIAL STATEMENT VALUES AND CLASSIFICATION The financial statements and notes for the prior year could have some values changed or reclassified. This is not a result of the change in accounting standards, but a change in order to better provide infonnation to the users of the financial statements. Page 216 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 2019... L2-0 ORO AGRICULTUIUL SOCIETY STATEMENT OF CHANGES IN NET ASSETS FOR THE YEAR ENDED NOVEMBER 30, 2017 (Unaudited) 2017 Net Assets Unrestricted Invested in Unrestricted Net Assets Capital Assets Net Assets Balance at January 1 $ 151,479 $ 184,529 $ 125,586 Net changes during 93 the year 30.667 (__L40225,8 Balance at November 30 �M2sl E $ 17 1?2 The accompanying notes are an integral part of these financial statement SCHEDULEI 2016 Net Assets Invested in Capital Assets $ 192,724 (____3:1451 Page 217 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 2019... ORO AGRICULTURAL SOCIETY STATEMENT OF EXPENDITURES FOR THE YEAR ENDED NOVEMBER 30, 2017 (Unaudited) Prize Money - Senior & junior fair - School fair - Amateur talent show - Horseshoe pitching - Light horse shows - Western horse shows Tractor & ATV pull casts Antique machinery display Bleacher and light rentals Entertainment Professional fees Convention, district meetings Affiliation fees Judges Ribbons & trophies Night guard & security costs Medical support costs Sound system Printing & stationery Postage & office Baby show Heritage day Telephone Advertising Hydro Insurance Bank charges Demolition derby Toilets Beef draw Travel expenses Secretary honorarium Depreciation Repairs & maintenance Tough mudder event Apparel expense 2017 $ 8,776 2,365 430 SCHEDULE2 400 750 463 8,943 350 6,100 6,009 900 3,588 807 2,315 3,039 2,129 375 1,500 2,834 2,221 200 556 1,003 10,093 1,378 5,327 36 3,250 3,688 762 1,455 3,600 8,128 3,031 2,004 1.270 For the Eleven Months ended Nov 30 2016 $ 9,117 2,296 280 190 955 552 9,534 400 5,760 4,800 800 2,577 617 2,150 2,62,E 2,955 400 1,500 2,783 2_,488 250 924 9,261 1,170 5,327 12 2,000 2,880 762 841 3,600 8,195 3,733 1,935 6.352 TOTAL EXPENDITURES The accompanying notes are an integral part of these financial statements. Page 218 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: 2019... ORO AGRICULTURAL SOCIETY SCHEDULE 3 STATEMEE DED NOVEMBER CO�E —FOOD 30,2017 OTH FOR THE Y 0, 2017 (Unaudited) For the Eleven months ended The notes are an integral part of these financial statements Page 219 of 312 Nov 30 2017 2016 $ 20,297 $ 19,105 REVENUE 6913 7 252 LESS: COST OF SALC5 —food purchases 1 13.3s4 � � GROSS PROFIT EXPENSES S5 85 41 19 Equipment MIt 216 21.3 Office expense 316 302 Propane � 5 Repairs and maintenance __A0_ 6 99 __774 Supplies f $ 12 M NET INCOME FOR THE YEAR The notes are an integral part of these financial statements Page 219 of 312 12J) Shawn Binns, Director, Operations and Community Services, re. 2019... ORO AGRICULTURAL SOCIET 2018 BUDGET 2018 2017 Budget Actual $ _ S 4,000 Grants - County 500 500 _ Municipal 650 410 - Provincial - capital improvement 3000 3,000 - prize money 2,540 - 622 Donations - general ,000 1 1,200 947 - building fund 2,372 Silent auction proceeds 2,000 2,000 1,717 Memberships 1,536 Entry fees 45,000 57,898 Gate -fall fair 1,500 1,891 Apparel wear - 7$0 Heritage day - fees, meals and donations 1,000 1,354 Midwaylbouncy castle 10,000 13,542 Rentals, buildings and grounds - general 7,992 - tough madder 1,200 1.016 Interest 2,600 2,506 Beef lottery 4,000 4.515 Tractor pull donations 1,500 1,502 Sale of advertising 500 254 Sundry income 80,350 110,654 DEPARTMENT INCOME 1100 12.686 Food Booth, schedule 3 91,350 123,340 Less: Expenditures, per schedule 2 97.711 100.075 NET INCOME (LOSS) FOR THE YEAR. E��5 Page 220 of 312 12.f) Shawn BR�ns,, DirAGRIer, orr,�QREr ip�jnd Community Services, re: 2019... 2018 BUDGET 2018 2017 Bud et Actual Prize Money - Senior & junior fair $ 10,000 8,776 - School fair 2,300 2,365 430 - Amateur talent show 500 400 - Horseshoe pitching 400 1,000 750 - LIght horse shows 600 463 - Western horse shows 9,000 8,943 Tractor & ATV Pill] costs 4ao iso Antique machinery display 6,100 6,100 Bleacher and light rentals 6,000 6,009 Entertainment 1,000 900 Professional fees 1, 200 200 3,588 Convention, district meetings 807 Affiliation fees2,400 2.315 Judges 2,500 3,039 Ribbons & trophies 3,000 2,129 Night guard & security costs 375 375 Medical support costs 1,500 1,500 Sound system 2,800 2,834 Printing & stationery 2,500 2,221 Postage & office 240 200 Miscellaneous expenses - 556 Heritage day 1.000 1,003 Telephone 9,500 10,093 Advertising 1,350 1,378 Hydro 5,500 5,327 Insurance 36 36 Bari: charges 3,250 3,250 Demolition derby 3,000 3,688 Toilets 775 762 Beef draw 1,000 1,455 Travel expenses 3,600 3,600 Secretary honorarium 8,000 8,128 Amortization 5,000 3,031 Repairs & maintenance - 2,004 Tough mudder 1.27 Apparel purchases TOTAL EXPENDITURES L1QQ10L5 Page 221 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re- 2019... -b a5 ORO AGRICULTURAL SOCIETY FOOD BOOTH 2018 BUDGET REVENUE LESS: COST OF SAFES — food purchases GROSS PROFIT EXPENSES Office expenses, propane, repairs & maintenance, supplies NET INCOME FOR THE YEAR 2018 2017 Budget Actual $ 19,000 $ 20.297 7.000 6.913 12.000 13.384 1.000 698 S -j oQQ - Page 222 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re:fl�9... ai�GUI-To _ 20 �C �0 ?o °®vou Keeping Ontario Beautiful Oro-Medonte Horticultural Society 226 Shoreline Drive Oro-Medonte, ON LOL 1TO October 26, 2018 The Council of the Township of Oro-Medonte 148 Line 7 South Oro-Medonte, ON LOL 2EO Dear Mayor Hughes and Council Members: Please find attached our Society's grant application for 2019. CEi OCT 2 6 2018 CRO-MEDONTE TOWNSHIP As you will note on our application, in 2017 our membership provided 6,145 volunteer hours beautifying gardens at township parks and public buildings, hosting community events, sponsoring youth horticultural education, as well as, offering guest speakers at our monthly meetings. We also provide educational hand-outs, newsletters and brochures. Our society continues to promote environmental awareness at our meetings through our guest speakers and through our "Lug a Mug", compostable cups and our Green Bin programs. We enjoy the partnership we have formed with the Township in continuing to enhance the beauty of Oro-Medonte and as mentioned in our application we continue to maintain 8 civic gardens and the Stream Restoration area where, in 2019 we will install a large interpretive sign educating visitors about the native environment. Attached to our application is Fiscal Year End September 30, 2017 Financials with Proposed Budget for 2017-2018. Thank you for considering our grant application. Sincerely, r9 Val Gillespie, President Enclosures (5) Page 223 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re��... Township of Proud Heritage, Exciting Future APPLICATION FOR GRANTISUBSIDY Instructions: In order to process the application, Appendix "A" Financial Information must be completed Note: Grants/Subsidies are not automatically renewed annually PART A — ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name Oro-Medonte Horticultural Society Address 226 Shoreline Drive City _Oro-Medonte Prov. ON Postal Code LOL 1T0 Contact Valerie Gillespie, President Telephone 705-325-0002 E-mail bvgillespie@rogers.com Fax PART B — ORGANIZATION GENERAL. INFORMATION Number of Out of Town Membership Fee Members 248 adults & 170 youth Residents 75 If Applicable $10/single, $15/family Geographic Area Date Served Oro-Medonte Formed 1967 Outline the mission, purpose and objectives of your organization. To encourage an interest in all branches of horticulture. To promote and implement civic beautification. • To encourage the planting of trees, shrubs and flowers in our municipality. • To stimulate and support youth interests in horticulture. • To promote and circulate horticultural information. To promote and educate the public about current and safe environmental practices through seminars, workshops and other suitable means. To encourage community spirit through meetings, events and social gatherings. 148 Line 7 South, Oro-Medonte, Ontario LOL 2E0 Page 224 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re/.�9... Type of Organization (i.e. Registered Charity, Non -Profit Organization, no status, etc.) and registration number if applicable. Reaistered Charitv-Business Number 87620 007 R R 0001 Indicate the products / services / benefits provided to the Township of Oro-Medonte by your organization: Through our dedicated volunteers and membership who contributed 6,145 volunteer hours in 2017, we are able to provide: • Civic Beautification at municipal parks and public buildings - 8 sites in total. Year-to-date our society has spent 232 hours and $1,200 in maintenance, hardscaping and planting of gardens in these parks and civic gardens. Since December 2017, we have planted four large native red maples at the renovated Bayview Memorial Paris at a cost of $1,400. As we have done over the last three years, a crew of our members spent time revitalizing the gardens around the Stream Restoration at this park where the natural environment provides habitat for native insects, amphibians and wildlife providing an educational opportunity for adults and children. This year, in this area, we purchased and planted native holly and buttonbush shrubs. We planted swamp milkweed to attract monarch butterflies and a number of other native perennials. Other gardens in the township including the Township Offices, Cenotaph, Barbara Stoddart Garden (Guthrie School), Drill Shed Cairn,The Oro-Medonte Community Centre, Ian Beard Garden, African Church and Bayview Park have been planted with annuals and beautifully maintained by our volunteers despite the heat and drought experienced this summer. At Guthrie School, overgrown dogwood shrubs were replaced with compact bird nest spruce. • Education and information for adults and children through our affiliation with the Master Gardeners Program, well -attended open meetings with informative speakers, quarterly newsletters, seminars, conventions and workshops. To aid in their endeavor to obtain their "Eco School" designation, one of our executive spoke to students at Shanty Bay School about the importance of native plants. We provided a number of butterfly kits to local elementary schools, At our Plant Sale, Master Gardeners representing our group helped children plant seedlings to take home and nurture. We have Youth Programs in three schools now and offer judges for Flower and Craft Shows. • Membership program recruits supporters and volunteers for our society and encourages involvement in projects. We support local businesses through offering advertising in our yearbook and they, in turn, can offer discount incentives to our members. • Landscape Appreciation encourages residents to beautify their properties and thus the township. The "Bloomin' Good Garden" signs awarded by this team recognize and show our appreciation for these exceptional gardens and encourage homeowners to take pride in their property. • Dr._ Ives Bursary Fund is program run by our District to which we contribute. The fund provides grants to support and encourage students throughout Simcoe County who are pursuing studies in Horticultural, Agricultural or Environmental in a 2 year program. • Plant -a -Row Grow -A -Row is a nationally recognized program -that we promote within the township and county. The program encourages gardeners to grow and donate extra produce from their gardens to food banks, soup kitchens and shelters. This year at the Oro World's Fair we collected and distributed almost 100 kg. of fresh produce to local food banks. We again made our annual cash donation to five local area food banks/soup kitchens in Barrie and Orillia. • Other initiatives that provide benefit to the Township are the annual Garden Tour and Plant Sale. Through these programs, we offer the residents of Oro-Medonte benefits in the form of reasonably priced plants and landscaping ideas. Our 2018 Garden Tour in the Hawkestone/Oro Station area attracted over 200 visitors, many from out of town. This tour has become a well-known event and offers the opportunity to share ideas and pride of community. • We proudly sponsor prizes at the Oro World's Fair and through our regular column in the North Simcoe Life, we announce our upcoming meetings, flower shows and discuss current gardening tips/issues. # of individuals served: 400 members Plus many others who take part in or receive information from our meetings, seminars, workshops, -garden tour, plant sale, numerous publications. the OHA & OMHS website and FaceBook. Page 225 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re4r PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVENUES AND X.. EXPENDITURES (Appendix "A") PART C — Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Grant V Amount Requested: L2,000 Subsidy Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). ■ The Oro-Medonte Horticultural Society has developed a reputation as one of the most active and vibrant horticultural societies in the county. We attract an average of 75 to 100 members/guests to our monthly meeting and have huge attendance at our annual Plant Sale and Garden Tour. ■ We provide social and educational opportunities to members of the community through our events, meetings, workshops, community involvement and beautifying our township. ■ Bayview Memorial Stream Restoration Project will continue to be maintained and will require replacement of some overgrown shrubs/trees. In 2019 we will install another interpretive sign describing the native environment, offering a learning experience for visitors. ■ Continue planting, maintenance and beautification of Bayview Memorial Park Gardens, Barbara Stoddart at Guthrie Public School, Old Town Hall, Cenotaph, Ian Beard Centre, East Oro Drill Shed Cairn and the Oro African Church. ■ Educate through workshops, meetings, 4 newsletters and meeting handouts - invasive species, eco - challenges and climate change. ■ Attract new members and involve more residents of the community in our society. ■ Financially sponsor delegates to Provincial OHA Conventions and District Seminars. Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). o0 p,� Meetinq space at the Oro-Medonte Community Centre —Totals $ Zi 71 Permit # 321. +.$&oo ZO g '"`"d Previous grantsisubsidies from the Township? Amount Requested: $2,000 Amount Approved: $2,000 Year of Request: 2018 (for 20191 Year of Approval: 2017 PART D — SIGNATURE OF AUTHORIZED OFFICIAL(S) ' Name & Position Date: AM 26 Date: 4'e1--..2 4 , .2 Ne For office use only Approved: Denied: Amount $ NOTE: Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro-Medonte,148 Line 7 South, Oro-Medonte, Ontario. LOL 2EO Page 226 of 312 12.f) Shawn Binns, Director, Operations and Community Services, r� 'r9... APPENDIX 44A" Oro-Medonte Horticultural Society FISCAL YEAR. 2016 - 2017 NEXT YEAR PROPOSED: Year: 2017-2018 REVENUE: REVENUE: Source: Amount: Source: Amount: Plant sales $6277.95 Plant Sale $4000.00 Membership 2420.00 Membership 2500.00 Grants/Donations $4165.00 Grants/Donation/Gift $3500.00 Garden Tour 2165.00 Garden Tour 2500.00 Yearbook Ads $1810.00 Yearbook Ads $1710.00 Misc sales-/signs/ Workshops/T- 500.00 Misc sales-signs/Workshop/T- shirts/int. Shirts/linterest income 516.00 Convention Income 635.00 Convention Income 635.00 TOTAL: $17,972.95 TOTAL: $15,361.00 EXPENDITURES: EXPENDITURES: Item: Amount: Item: Amount: Admin, Convention, Dues and Fees/Insurance $4805.69 Admin, Conv./Dues/Fees/Ins. $4090.00 Gifts and Donations 1504.33 Gifts, Donations 1500.00 Meetings (Speakers, handouts, Meetings (Speakers, handouts, member exp, 50th Year) $4819.89 member exp.) $3505.00 Yearbook 2225.00 Yearbook 2505.00 Youth $901.74 Youth $1000.00 Civic Beautification 865.11 Civic Beautification 3500.00 Flower/Photo shows/workshops Flower/Photo shows/workshops Garden Tour/Plant sale 4053.76 Garden Tour/Plant sale 3645.00 TOTAL: $19,175.52 TOTAL: $19,745.00 SUMMARY: SUMMARY: Surplus or deficit from $26,023.65 Surplus or deficit from previous $24,739.23 previousyear: (HSTadi.-$81.85) year: Revenue 17,972.95 Revenue 15,361.00 Sub Total 43,914.75 Sub Total 40,100.23 Minus Expenditures 19,175.52 Minus Expenditures 19,745.00 BALANCE: $24,739.23 BALANCE: $20,355.23 Signature: �� f�G,�% Date: ee-7�1 Page 227 of 312 'I:.n.3paj (9.rs ..!le�lo�rte• ...,...a„v.,. 148 Line 7 S. Oro-Medonte, ON LOL 2E0 Account Schedule Report Orn-Medonte Horticultural Society Val Gillespie 226 Shoreline Drive Oro-Medonte, ON LOL 1TO Account Schedule - By Booking Number(s) Booking Number(s): 321 )eraticar &-aid--G,Qmmunity Services, re 9... Phone: 705-487-2171 IUN1 2 7 2,31 a Fax: 705-487-0133 CIRO .-Phonie: (705) 325-0002 Email: bvgillespie@rogers.com Date Day Complex Facility Event Type Event Time Dur. Rate Other Chg Tax Total 112$/2019 Mon OMCC Community Centre Private Rental 7:00 PM -10:00 PM 310 33.63 0.00 13.12 114.0E Meeting Room 311812019 Mon OMCC Community Centre Private Rental 6:00 PM -10:00 PM 410 179.65 0.00 23.35 203.00 Banquet Hall Schedule Notes: Open Meeting - curtains on the windows and theatre style setup as per setup provided 3/2512019 Mon OMCC Community Centre Private Rental 7:00 PM -10:00 PM 3l0 33.63 0.00 13.12 114.00 Meeting Room 4/8/2019 Mon OMCC Community Centre Private Rental 6:00 PM -10:00 PM 410 179.65 0.00 23.35 203.00 Banquet Hall Schedule Notes: Open Meeting - curtains on the windows and theatre style setup as per setup provided 4/22/2019 Mon OMCC Community Centre Private Rental 7:00 PM -10:00 PM 310 33.63 0.00 13.12 114.00 Meeting Room 5/13/2019 Mon OMCC Community Centre Private Rental 4:00 PM -10:00 PM 610 179.65 0.00 23.35 203.00 Banquet Hall Schedule Notes: Open Meeting & Flower Show, Curtains on windows and theatre style setup as per setup instructions provided 5/27/2019 Mon OMCC Community Centre Private Rental 7:00 PM -10:00 PM 3l0 33.63 0.00 13.12 114.00 Meeting Room 6/24/2019 Mon OMCC Community Centre Private Rental 4:00 PM -10:00 PM 610 179.65 0.00 23.35 203.00 Banquet Hall Schedule Notes. Open Meeting & Flower Show, Curtains on windows and theatre style setup as per setup instructions provided 7/2212019 Mon OMCC Community Centre Private Rental 7:00 PM40:00 PM 310 33.63 0.00 13.12 114.00 Meeting Room 8/1212019 Mon OMCC Community Centre Private Rental 6:00 PM -10:00 PM 410 179.65 0.00 23.35 203.00 Banquet Hall Schedule Notes: Open Meeting - curtains on the windows and theatre style setup as per setup provided 8/26/2019 Mon OMCC Community Centre Private Rental 7:00 PM -10:00 PM 310 33.63 0.00 13.12 114.00 Meeting Room 9/9/2019 Mon OMCC Community Centre Private Rental 4:00 PM -10:00 PM 610 179.65 0.00 23.35 203.00 Banquet Hall Schedule Notes. Open Meeting & Flower Show, Curtains on windows and theatre style setup as per setup instructions provided 9/2312019 Mon OMCC Community Centre Private Rental 7:00 PM -10:00 PM 310 33.63 0.00 13.12 114.00 Meeting Room 10/2112019 Mon OMCC Community Centre Private Rental 6:00 PM -10:00 PM 410 179.65 0.00 23.35 203.00 Banquet Hall Schedule Notes: Open Meeting - curtains on the windows and theatre style setup as per setup provided 1111112019 Mon OMCC Community Centre Private Rental 6:00 PM -10:00 PM 410 179.65 0.00 23.35 203.00 Banquet Hall Schedule Notes: Open Meeting - curtains on the windows and theatre style setup as per setup provided 11125/2019 Mon OMCC Community Centre Private Rental 7:00 PM -10:00 PM 310 33.63 0.00 13.12 114.00 Meeting Room 1212/2019 Mon OMCC Community Centre Private Rental 4:00 PM -10:00 PM 610 179.65 0.00 23.35 203.00 Banquet Hall Schedule Notes: Open Meeting & Flower Show, Curtains on windows and theatre style setup as per setup instructions provided 68 (hrs) / a (min) Sub Total $2,423.89 Tax $315.11 Grand Total $2,739.00 CONTRACT PLEASE SIGN AND RETURN ONE COPY OF THIS PERMIT WITH PAYMENT IMMEDIATELY, BOOKINGS ARE TENTATIVE UNTIL SIGNED PERMIT AND PAYMENT ARE RECEIVED. ALL FEES ARE INCLUSIVE OF 13% TAXES. ALL CHEQUES ARE TO BE MADE PAYABLE TO THE TOWNSHIP OF ORO-MEDONTE. NSF cheques must be replaced immediately with either a money order, cash or certified cheque and a $20.00 fee must be added to the Page 1 Printed on 5/28/2018 4:35:16 PM Page 228 of 312 ToWAh� b�j?&&Wetor, Operations and Community Services, re/,90% "•.,m,�..,•:,.. - 148 Line 7 S. Phone: 705-487-•2171 Oro-Medonte, ON LOL 2EO Fax: 705-487-0133 Account Schedule Report amount of the dishonoured cheque. Interest will be charged at a rate of 15% per annum on all overdue accounts. Late payments or failure to replace NSF cheques may result in cancellation of your booking. It is mutually agreed that in the event it becomes necessary for the Operations and Community Service Department, through weather conditions, breakdown of equipment or any other cause, to cancel a scheduled event(s) at one of their facilities, the Operations and Community Services Department will notify the person signing the permit. Every effort will be made to replace a booking which has been cancelled or a refund will be given. Facility Cancellation Policies: Notice of hall rental cancellations by contract holders must be given, in writing, to the Township Office as per the following guidelines: - Cancellation, in writing, more than 7 days in advance of rental date - $20.00 administration charge & full (100%) refund of rental rate - Cancellation, in writing, within 7 days of rental date - $ 20.00 administration charge - 100% refund of rental rate if rental time is used by another renter - 50% refund of rental rate if rental time is not used by another renter - Cancellation, in writing, later than 48 hours before rental date - No refund of rental rate - No cancellation notice ("no-show") - No refund of rental rate Rules & Regulations for Hall Rentals: I/We (permit holder) have made application to use the facility as described in the attached Rental Permit and agree that the Corporation of the Township of Oro-Medonte, its Agents or Officials, shall in no way, be held liable for any damage, injury, accident or loss resulting from the use of any Recreation or Park Facility. As a permit holder, I/We do hereby accept full responsibility for any actions of this group which may be in contravention of the Policies, Regulations and Conditions governing the Operations and Community Service Facilities of the Township of Oro-Medonte as listed below All bookings are tentative until a signed copy of the permit and payment is received at the Township office at the time of booking. GENERAL a) The issuance of a Facility Permit is entirely at the discretion of the Operations and Community Services Department and it reserves the right to cancel any permit temporarily or permanently: ❑ Should accommodation be required for special events; or in an emergency; ❑ Upon breach of these rules and regulations; ❑ Should the Department be of the opinion that the premises are not being used for the purpose(s) contained in the application; ❑ Should the organization/permit holder fall in arrears with the Township of Oro-Medonte . b) The permit is not transferable. The facilities named on the Permit are to be used only on the date(s) and times(s) specified and only for the purpose(s) named. The permit is not valid without a signature by the applicant. The person submitting this application to obtain a permit on behalf of an organization must be a person authorized by the organization to do so. c) All Township of Oro-Medonte facilities, sportsfrelds and playgrounds are designated SMOKE FREE. Smoking, including e -cigarettes, is prohibited. d) Maximum attendance at any facility will be governed by the Township of oro-Medonte Fire and Emergency Services regulations and/or Health Department regulations and all exits must be kept free from obstruction at all times. e) The Township of Oro-Medonte will not be responsible for personal injury or for the loss or theft of clothing or equipment of the permit holder, or anyone attending on the invitation of the permit holder. f) The permit holder is responsible for the conduct and supervision of the persons admitted to the facilities and shall see that all rules and regulation contained in the permit are strictly observed and enforced. Any expense, damages to facilities, and/or furnishings arising from the use of such facilities and/or furnishings shall be the responsibility of the permit holder. g) The permit holder shall strictly adhere to the decisions and instructions of the Township's personnel. h) The permit holder shall pay, to the Township, all costs arising from the perit holder's non-compliance with this agreement and any expenses for damages caused to the facility/equipment. i) The permit holder is responsible to ensure that the kitchen facilities are used for food serving and food heating only. Cooking food is strictly prohibited and is in violation of fire regulations. j) Clean up of the facility must be done immediately following the function. Permission shall NOT be granted to return the next morning for clean up unless authorized in writing. The Township reserves the right to add a cleaning charge of $250.00 to the rental fee, if the facility is not cleaned when the permit holder departs from the premises and/or a late vacate charge of $50.00 per hour for every hour or any part thereof if the facility is not vacated within one hour of the stipulated end time of the function. All litter and spills shall be cleaned. Tables and counters are to be wiped down. k) The permit holder must comply with Federal, Provincial and Municipal By-laws and resolutions including those respecting the use of games of chance, lotteries, gambling and alcoholic beverages. 1) It is the responsibility of the permit holder to see that all persons admitted to the function being held have vacated the premises and grounds promptly as stated on the permit. Facilities must be vacated a maximum of one hour after permit expires, ensuring that all decorations and function supplies have been removed. m) With the exception of a service animal, no pets are permitted in any Township facility. "Service Animal" shall mean any animal used by a person with a disability for reasons relating to the disability where it is readily apparent that the animal is used by the person for reasons relating to the disability; or where the person provides a letter from a Regulated Health Professional or the Attorney General of Canada confirming that the person requires the animal for reasons relating to the disability; or a valid identification card signed by the Attorney Page 2 Printed on 5/28/2018 4:35:16 Page 229 of 312 /�Q a 'l1C'1�171FNi Ih+nl ilrrua,r, l�riiinl !'wair T"AWW&t _Me& or, Operations and Community Services, re0 ... 148 Line 7 S. Phone: 705-487-2171 Oro-Medonte, ON LOL 2E0 Fax: 705-487-0133 Account Schedule Report General of Canada or a certificate of training from a recognized service animal training school. n) The Operations & Community Services Department reserves the right to designate staff to attend any function to ensure that all regulations are being observed and respected. o) All merchandise supplied and/or equipment delivered by or for the applicant to a Township owned facility shall be, and remain solely, at the applicant's risk. The Township shall not be responsible for the care or safekeeping of, or damages to, said equipment, by any cause whatsoever, unless provided for in writing. p) The sale of any items including food is prohibited in all facilities unless previously approved by the Township. q) The Township may provide a key for access to a facility for a refundable deposit of $25.00. It is therefore agreed by the undersigned that should this key not be returned within (24) twenty four hours of the function, a charge of $25.00 will be levied for re -keying and the deposit will not be returned, r) The Operations & Community Services Department reserves the right, at its discretion, to impose additional conditions based on the nature of the event. s) Termination Upon Notice Without Cause:The Township shall have the right to terminate this Agreement, in whole or in part, without liability, at its sole discretion by providing written notice of such decision. t) Removal of Offending Patrons: Township employees shall have the right to refuse admission to any person or persons to the Arena, or may require that any person leave or be removed from the Arena. PAYMENT a) Payment for facility rentals is due upon booking to confirm facility rental. b) Payments for re -occurring bookings can be made by post-dated cheques and are required at the time of booking to confirm facility rental. LIQUOR AND ALCOHOLIC BEVERAGES a) Liquor and Alcoholic Beverages are not permitted unless authorized and the appropriate Special Occasion Permit (SOP) has been obtained. Obtaining this permit and abiding by the permit regulations is the responsibility of the permit holder. b) The Special Occasion Permit Holder must also obtain and sign a copy of the Township of Oro-Medonte Alcohol Risk Management Policy. The Alcohol Risk Management Policy is designed to minimize and avoid alcohol related problems with Township Facilities and Parks that could result in claims being directed at the Township, Community Organizations, Volunteers, and or participants. The Special Occasion Permit Holder or designate must comply with all aspects of the Township's Alcohol Risk Management Policy, c) Permit Holders must submit a copy of an Insurance Certificate for Special Occasion host Liquor Liability Insurance in the amount of coverage of $5,000,000.00 naming the Township of Oro-Medonte as additional insured. d) A $500.00 refundable damage deposit is required for all events requiring a Special Occasion Liquor License. A copy of all documentation required under the Municipal Alcohol Policy is to be forwarded to the Operations and Community Services Department not later than 14 days prior to the event. Failure to provide all documentation within this time frame WILL result in the cancellation of the facility rental permit. r NOTE: The permit, special occasion permit and insurance must all be issued to the same person (the permit holder) INSURANCE Each individual, group, organization or group of organizations operating a public sports league/event which is publicly advertised, private for profit rental or activities involving an LLBO Special Occasion Permit in the aforementioned Township of Oro-Medonte facilities must provide proof of insurance to qualify for a facility permit for their event. ADDITIONAL_ SPECIALTY REQUIREMENTS: Special approval is required if any of the following are being planned for a permitted function, a) Alcohol function b) Gaming/Game of Chance c) Tents/temporary structures d) Any impact on traffictroadways (roadside parking) e) Amusements/play structures Sports Leagues or Private For Profit Rentals: All sports activities on Township property which will be advertised to the general public or to which the general public will be encouraged to register, require the renter/permit holder to provide proof of coverage for the period of the activity, at the time the facility permit is issued: Carry public liability and property damage insurance, with an insurer satisfactory to the Township, in an amount not less than five million dollars ($5,000.000.00). This insurance shall name the Corporation of the Township of Oro-Medonte as an additional insured for the period of the activity stated on the facility permit. *The Director of Operations and Community Services reserves the right to request or waive insurance provisions at his/her discretion. WAIVER: The permit applicantlorganization agrees to hereby waive and forever discharge and INDEMNIFY AND SAVE HARMLESS the Corporation of the Township of Oro-Medonte, its employees, volunteers, partner organizations, sponsors, officers, and elected officials from all claims, damages, costs and expenses in respect to injury or damage to my/their person or property, however caused, which may occur as a result of my/their participation in the useluses intended which will be held at the permit location/locations during the period of this permit including any Page 3 Printed on 5/28/2018 4:35:1 Page 230 of 312 ToliiApkik � e@@ or, Operations and Community Services, r,/1DP .. ,,...,I..:�..k6'' �- 148 Line 7 S. Phone: 705-487-2171 Oro-Medonte, ON LOL 2EO Account Schedule Report Fax: 705-487-0133 additional dates later added to this permit. Notwithstanding the foregoing, this indemnification shall not apply to claims, damages, costs and expenses which the Corporation of the Township of Oro-Medonte shall or may become liable for by reason of any willful default or negligence of the Corpor tion of the Township of Oro-Medonte, its officers and employees. SIGNATURE: !� DATE: i-2 % 2,S� )/(� z IV If not the named addressee of the permit, please print your name.0 Personal information contained on this form is collected pursuant to THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT, and will be used for the purpose of this permit. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Oro-Medonte, Ontario LOL 2EO Page 4 Printed on 5/28/2018 4:35:16 PM Page 231 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re- T( e: 2... Township of Froud Heritage, Exciting Future APPLICATION FOR GRANT/SUBSIDY NOV 21 2018 Or^,O-hs"EDON` E TOWNSHIP Instructions: In order to process the application, Appendix "A" Financial Information must be completed Note: Grants/Subsidies are not automatically renewed annually PART A —ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name Oro Station Community Centre Corporation Address 35 Ridge Road East City Oro Station Prop Ontario Postal Code LOL 2E0 Contact Donna Cramp Telephone (705)487-3154 E-mail peter.cramp@rogers.com fax PART B — ORGANIZATION GENERAL INFORMATION Number of 9 on the BOD Out of Town Membership Fee Members Residents If Applicable Geographic Area Served Oro Station Date App rox 1965 Formed Outline the mission, purpose and objectives of your organization. To provide a safe, clean, inviting environment to be used for various recreational and learning experinces by all and to promote community spirit. 148 Line 7 South, Box 100, Oro, Ontario LOL 2X0 Page 232 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re. 2 P... Type of Organization (i.e. Registered Charity, Non -Profit Organization, no status, etc.) and registration number if applicable. Not for Profit - No Share Capital Indicate the products I services 1 benefits provided to the Township of Oro-Medonte by your organization: Provides a venue for meeting, community groups, and community and family events. The venue can be used for many types of gatherings from celebrations, meetings, parties, receptions and physical activities such as dance and fitness. Currently the venue is not accessible. The board hopes to remedy this over the comming year # of individuals served: Total attendees across all rentals in one year will exceed 2500 PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A") PART C -_DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsi 12.f) Shawn Binns, Director, Operations and Community Services, re: i FINANCIAL INFORMATION ORGANIZATION NAME: Oro Station Community Centre Inc. CURRENT FISCAL YEAR: Year: November 1 to April 30 NEXT YEAR PROPOSED: Year: Dec31,2017toNov 30,2018 REVENUE: 1,000.00 Source: Amount: Special Events 1,299.00 Donations 1,813.65 Grants 2,500.00 Rentals 10,319.00 TOTAL: 15, 931.65 EXPENDITURES: Amount: Item: Amount: Business Expenses 1465.04 Maintenance and Repairs 858.90 Utilities 3347.07 Insurance 3787.56 TOTAL: 9458.57 SUMMARY: Surplus or deficit from S702.04 previous year: 15,175.52 Revenue 15931.65 Sub Total 24633.69 Minus Expenditures 9458.57 BALANCE: 15,175.52 ature: REVENUE: Source: Amount: Special Event 1,000.00 Donations 2,000.00 Grants 3,000.00 Rentals 8000,00 TOTAL 14,000.00 EXPENDITURES: Item: Amount: Business Expenses 1500.00 Maintenance and Reparis 1000,04 Utilities 4000.00 Insurance 4,000.00 TOTAL: 10,500.00 SUMMARY: Surplus or deficit from 15,175.52 previous year: Revenue 14,000.00 Sub Total 19,175.52 Minus :Exp. Expenditures 10,500.00 BALANCE: 18,675.52 DateA (/(/ l -� , a G/ Page 234 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: Amount Requested: 2,500.00 Amount Approved: 2)500.00 PART D — SIGNATURE OF AUTHORIZED OFFICIAL(S) Donna Cramp President Name & Position Peter Cramp Secretary Name & Position Year of Request: Year of Approval: 2016 2017 Date: November 12, 2018 Date: November 12, 2018 For office use only Approved: Denied: Amount $ NOTE: Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Box 100, Oro, Ontario. LOL 2X0 Please use additional sheet ( and attach more if required) to complete the information requested on the GrantfSubsidy Application Form. APPENDIX "A" Page 235 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re-, 0/9... Township of R E E V Proud Heritage, Exciting Future Y r'. APPLICATION FOR GRANT/SUBSIDY Instructions: In order to process the application, Appendix "A" Financial Information must be completed Note: Grants/Subsidies are not automatically renewed annually PART A — ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name J ' ` qak-k%dress * Shar'on st-J4 gys 11,QQ 2 _ 018 Rarv%g_ `Rcl �i City Prov. ON Postal Code 1_0k_- L -Q) Contact !�,Smoorcn rNa-,,.L,o►� Telephone 00 r 4'91 - W2 E-mail . �, G► GIS Via' r—solve- , ntat Fax PART B -- ORGANIZATION GENERAL INFORMATION Number of Mem bers Out of Town Membership Fee Residents If Applicable Geographic Area h6A ' lass Loxe_ sdrei Date Served, ;fry - i 5 d`�t scl r Formed Wc,si- —too, Lines -"t Line Outline the mission, purpose and objectives of your organization. 148 Line 7 South, Oro-Medonte, Ontario LOL 2EO Page 236 of 312 12.f) Shawn Binns, Director, Operations and Community Services, reigrl9... Type of Organization (i.e. Registered Charity, Non -Profit Organization, no status, etc.) and registration number if applicable. Indicate the products /services 1 benefits provided to the Township of Oro-Medonte by your ation: organiz _ .'�1(1P L VY1hft 1 # of individuals served: 1; S_ + PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A") PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Grant Subsidy Amount Requested: ,���• �d Purpose for which the grantlsubsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). Previous grants/subsidies from the Township? Page 237 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re. ... Amount Requested: Amount Approved: ,,�-M . DO Name & Pore- ition 1'7�r K f �n Berson , t�res%J ern- -* For office use only Approved: Amount $ NOTE: Year of Request: Year of Approval: � , - l� i IL • i Date: Cc��'c Denied: Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Oro-Medonte, Ontario. LOL 2E0 Please use additional sheet (and attach more if required to complete the information requested on the GranVSubsidy Application Form. APPENDIX "A" Page 238 of 312 r . 12.f) Shawn Binns, Director, Operations and Community Services, re: 02? FINANCIAL INFORMATION ORGANIZATION NAME: CURRENT FISCAL YEAR: Year: NEXT YEAR PROPOSED: Year: REVENUE: REVENUE: Source: Amount: Source: Amount: a(gao r jwn musrc Nk." � e. ) TOTAL: TOTAL 00 EXPENDITURES: EXPENDITURES: Item: Amount: Item: Amount: r o iso. r idud ro A9 ©Q . 4(uces .;2,6 00'. S 2-6g ad) . F • e-0 —.d---�O OO / r C'deN&q.) rr'wA lrlG� g� 'PjAjAxrL1 d J TOTAL �. Q 7 TOTAL: c' +0 © - W% n a OLos Loy -CL J jj i h S'l`att e A ctto DCr z o o SUMMARY: Surplus or deficit from previous year: . ©a Revenue j b_ Sub Total too . Minus Expenditures BALANCE: ( , I 'e-© SUMMARY: Surplus or deficit from previous year: Revenue Sub Total Minus Exp. Expenditures (,ISO aey} (' i 000 . O C( 4 00 . BALANCE: 3 50. U D Page 239 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re /9... a Tournship of Proud Heritage, Exciting Future APPLICATION FOR GRANTISUBSIDY Instructions: In order to process the application, Appendix "A" Financial Information must be completed Note: Grants/Subsidies are not automatically renewed annually PART A- ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name 1-i✓4h�� 1�J�`� /=1a2� �/(�1-l�rQJ Address R ( '�) 12.1,0 %' 1p� 60 /011S City (3WV k4'V''Q -fes Prov. Oleg Postal Code Contact_ Telephone E-mail PART B - ORGANIZATION GENERAL INFORMATION Number of Out of Town Members Residents Geographic Area Served Fax 0 mot.. 9670 70. q S7 7 1 y 7 ? Membership Fee . If Applicable Date Formed /'n /0 ?05- Outline 05S Outline the mission, purpose and objectives of your organization. fl—Ay 6A S6 6A 1J. DSD vhYz✓�D�^-�� lr►-a �.,J 'S I'GA O Lac. 6 148 Line 7 South, Oro-Medonte, Ontario LOL 2EO Page 240 of 312 12.f) Shawn Binns, Director, Operations and Community Services, re: *&... Type of Organization (i.e. Registered Charity, Non -Profit Organization, no status, etc.) and registration number if applicable. No T-Lks Indicate the products / services / benefits provided to the Township of Oro-Medonte by your organization: 112- 6AU v2sAmc-4,-� 5)04i '3 "'Jb >ova�D # of individuals served: PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix 'W') PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidv is a request for a reduction or waivina of fees f Application is for a (please check) Grant Subsidy Amount Requested: Y3J ylv v � 12q,.�77PL )=:�A P24- &T7 Purpose for which the grantisubsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). Pi2, "-7Sh� /3/- 9z 13AGL %cR �A14__)� o - Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). A)O Previous grants/subsidies from the Township? Page 241 of 312 N 12.f) Shawn Binns, Director, Operations and Community Services, re: 3W Amount Requested: OAtr�� ►?�;4JI—A1– Amount Approved: Name & Position Name & Position Year of Request: � 1 -2 Year of Approval: i Date: j tx%Z j< '7 Date: For office use only Approved: Denied: Amount $ Date: NOTE: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Oro-Medonte, Ontario. LOL 2EO Please use additional sheet (and attach more if required to complete the information requested on the Grant/Subsidy Application Form. APPENDIX "A" Page 242 of 312 v 12.f) Shawn Binns, Director, Operations and Community Services, re: 2 p�/ FINANCIAL INFORMATION ORGANIZATION NAME: .SW✓4hJY 6yg Y 1=ii2s� 1�'1 G k S V3,qL-L-TCAVA CURRENT FISCAL YEAR: Year: REVENUE: Source: Amount: S 60• TOTAL: EXPENDITURES: Item: Amount: L fz-Awl' 'S Ig21L TOTAL: SUMMARY, Surplus or deficit from previous year: Revenue Sub Total Minus Expenditures BALANCE: Signature: NEXT YEAR PROPOSED: Year: REVENUE: Source; TOTAL EXPENDITURES: Item: TOTAL: SUMMARY: Surplus or deficit from previous year: Revenue Sub Total Minus Exp. Expenditures BALANCE: Amount: Amount: Date: il'w a / y Page 243 of 312 12 f� naw�n�0 w Apirector, Operations and Community Services, re. ... ,.: Town ip o ro- trdon e OivX%.�llccu�irrt� 148 Line 7 S. Phone: 705-487-2171 Oro-Medonte, ON LOL 2EO Fax: 705-487-0133 Account Schedule Report Phone: (705) 487-3217 Shanty Bay Firefighters Randy Wuensch 863 Ridge Rd W Oro-Medonte, ON LOL 2EO Account Schedule - By Booking Number(s) Booking Number(s): 393 Other Date, Day Complex_ Facility iiyent Type Event Time Dur. Rate Chg Tax Total Sun Shanty Bay Shanty Bay Private Rental 10:00 AM -12:00 PM 210 18.05 0.00 4.69 40.80 Diamond 5/1212019 Sun Shanty Say Shanty Bay Private Rental 10:00 AM -12:00 PM 210 18.05 0.00 4.69 40.80 Diamond 511912019 Sun Shanty Bay Shanty Bay Private Rental 10:00 AM -92:00 PM 2I0 18.05 0.00 4.69 40.80 Diamond 5/2612019 Sun Shanty Bay Shanty Bay Private Rental 10:00 AM -92:00 PM 210 18:05 0,00 4.69 40.80 Diamond 6/212019 Sun Shanty Bay Shanty Bay Private Rental 10:00 AM -12:00 PM 2/0 18.05 0.00 4.69 40.80 Diamond 6/9/2019 Sun Shanty Bay Shanty Bay Private Rental 10:00 AM -12:00 PM 210 18.05 0.00 4.69 40.80 Diamond 6/16/2019 Sun Shanty Bay Shanty Bay Private Rental 10:00 AM -12:00 PM 210 18.05 0.00 4.69 40.80 Diamond 6/23/2019 Sun Shanty Bay Shanty Say Private Rental 10:00 AM -12:00 PM 210 18.05 0.00 4.69 40,80 Diamond F13012019 Sun Shanty Bay Shanty Bay Private Rental 10:00 AM -12:00 PM 210 18.05 0.00 4.69 40.80 Diamond 02019 Sun Shanty Bay Shanty Bay Private Rental 10:00 AM -12:00 PM 210 18.05 0.00 4.69 40.80 Diamond 20 (hrs)10 (min) Sub Total $361.10 Tax $46.90 Grand Total $408.00 Bases are not included in the rental fee, but home plate is provided. No drenching is allowed and play should not occur during heavy downpours to avoid field dangers. CONTRACT PLEASE SIGN AND RETURN ONE COPY OF THIS PERMIT WITH PAYMENT IMMEDIATELY. BOOKINGS ARE TENTATIVE UNTIL SIGNED PERMIT AND PAYMENT ARE RECEIVED. ALL FEES ARE INCLUSIVE OF 13% TAXES. ALL CHEQUES ARE TO BE MADE PAYABLE TO THE TOWNSHIP OF ORO-MEDONTE. NSF cheques must be replaced immediately with either a money order, cash or certified cheque and a $20,00 fee must be added to the amount of the dishonoured cheque. Interest will be charged at a rate of 15% per annum on all overdue accounts. Late payments or failure to replace NSF cheques may result in cancellation of your booking. It is mutually agreed that in the event it becomes necessary for the Recreation and Community Service Department, through weather conditions, breakdown of equipment or any other cause, to cancel a scheduled event(s) at one of their facilities, the Recreation and Community Services Department will notify the person signing the permit. Every effort will be made to replace a booking which has been cancelled or a refund will be given. Facility Cancellation Policies: Notice of ball diamond rental cancellations by contract holders must be given, in writing, to the Township Office as per the following guidelines: - Cancellation, in writing, more than 7 days in advance of rental date - $20.00 administration charge & full (100%) refund of rental rate :ancellation, in writing, within 7 days of rental date - $ 20.00 administration charge - 100% refund of rental rate if rental time is used by another renter - 50% refund of rental rate if rental time is not used by another renter - Cancellation, in writing, later than 48 hours before rental date Page 1 Printed on 10/17/2018 11:59:57 AM Page 244 of 312 \ 12 f��Slip inV pDire�ctor, Operations and Community Services, re: 2�G�... Town rip o ro- +don a ``,I 0iv°�.�1cc�/,ontc�. „a.eHm,�.�,�,.,� 148 Line 7 S. Phone: 705-487-2171 Oro-Medonte, ON LOL 2E0 Fax: 705-487-0133 Account Schedule Report - No refund of rental rate - No cancellation notice ("no-show") - No refund of rental rate Rules & Regulations for Ball Diamond Rentals: INVe (permit holder) have made application to use the facility as described in the attached Rental Permit and agree that the Corporation of the Township of Oro-Medonte, its Agents or Officials, shall in no way, be held liable for any damage, injury, accident or loss resulting from the use of any Recreation or Park Facility. As a permit holder, IIVVe do hereby accept full responsibility for any actions of this group which may be in contravention of the Policies, Regulations and Conditions governing the Recreation and Community Service Facilities of the Township of Oro-Medonte as listed below: All bookings are tentative until a signed copy of the permit and payment is received at the Township office at the time of booking. 1. GENERAL a) The issuance of a Facility Permit is entirely at the discretion of the Operations and Community Services Department and it reserves the right to cancel any permit temporarily or permanently: ❑ Should accommodation be required for special events; or in an emergency; ❑ Upon breach of these rules and regulations; ❑ Should the Department be of the opinion that the premises are not being used for the purpose(s) contained in the application; ❑ Should the organization/permit holder fall in arrears with the Township of Oro-Medonte . b) The permit is not transferable. The facilities named on the Permit are to be used only on the date(s) and times(s) specified and only for the purpose(s) named. The permit is not valid without a signature by the applicant. The person submitting this application to obtain a permit on behalf of an organization must be a person authorized by the organization to do so. c) All Township of Oro-Medonte facilities, sportsfields and playgrounds are designated SMOKE FREE. Smoking, including e -cigarettes, is prohibited. d) Maximum attendance at any facility will be governed by the Township of Oro-Medonte Fire and Emergency Services regulations and/or Health Department regulations and all exits must be kept free from obstruction at all times. e) The Township of Oro-Medonte will not be responsible for personal injury or for the loss or theft of clothing or equipment of the permit holder, or anyone attending on the invitation of the permit holder. f) The permit holder is responsible for the conduct and supervision of the persons admitted to the facilities and shall see that all rules and ,gulation contained in the permit are strictly observed and enforced. Any expense, damages to facilities, and/or furnishings arising from the .e of such facilities and/or furnishings shall be the responsibility of the permit holder. g) The permit holder shall strictly adhere to the decisions and instructions of the Township's personnel. h) The permit holder shall pay, to the Township, all costs arising from the permit holder's non-compliance with this agreement and any expenses for damages caused to the facility/equipment. i) The permit holder is responsible to ensure that the kitchen facilities are used for food serving and food heating only. Cooking food is strictly prohibited and is in violation of fire regulations. All food handling must comply with the Health Unit regulations and there must be one (1) certified person present at this function. j) Clean up of the facility must be done immediately following the function. Permission shall NOT be granted to return the next morning for clean up unless authorized in writing. The Township reserves the right to add a cleaning charge of $250.00 to the rental fee, if the facility is not cleaned when the permit bolder departs from the premises and/or a late vacate charge of $50.00 per hour for every hour or any part thereof if the facility is not vacated within one hour of the stipulated end time of the function. All litter and spills shall be cleaned. Tables and counters are to be wiped down. k) The permit holder must comply with Federal, Provincial and Municipal By-laws and resolutions including those respecting the use of games of chance, lotteries, gambling and alcoholic beverages. I) It is the responsibility of the permit holder to see that all persons admitted to the function being held have vacated the premises and grounds promptly as stated on the permit. Facilities must be vacated a maximum of one hour after permit expires, ensuring that all decorations and function supplies have been removed. m)With the exception of service animals, no pets are permitted in any Township facility. "Service Animal" shall mean any animal used by a person with a disability for reasons relating to the disability where it is readily apparent that the animal is used by the person for reasons relating to the disability; or where the person provides a letter from a Regulated Health Professional or the Attorney General of Canada confirming that the person requires the animal for reasons relating to the disability; or a valid identification card signed by the Attorney General of Canada or a certificate of training from a recognized service animal training school. n) The Operations & Community Services Department reserves the right to designate staff to attend any function to ensure that all regulations are being observed and respected. o) All merchandise supplied and/or equipment delivered by or for the applicant to a Township owned facility shall be, and remain solely, at the applicant's risk. The Township shall not be responsible for the care or safekeeping of, or damages to, said equipment, by any cause whatsoever, unless provided for in writing. p) The sale of any items including food is prohibited in all facilities unless previously approved by the Township, q) The Township may provide a key for access to a facility for a refundable deposit of $25.00. It is therefore agreed by the undersigned that should this key not be returned within (24) twenty four hours of the function, a charge of $25.00 will be levied for re -keying and the deposit will not be returned. The Operations & Community Services Department reserves the right, at its discretion, to impose additional conditions based on the nature the event. s) Termination Upon Notice Without Cause:The Township shall have the right to terminate this Agreement, in whole or in part, without liability, at its sole discretion by providing written notice of such decision. t) Removal of Offending Patrons: Township employees shall have the right to refuse admission to any person or persons to the Arena, or Page 2 Printed on 10/17/2018 11:59:57 AM Page 245 of 312 12 fll ,hawing DDirector, Operations and Community Services, re:.. = � To, I o ro- ddon e „N.H��.r�s=,•04Y 148 Line 7 S. Phone: 705487-2171 Oro-Medonte, ON LOL 2E0 Account Schedule Report Fax: 705487-0133 may require that any person leave or be removed from the Arena. 2. PAYMENT a) Payment for facility rentals is due upon booking to confirm facility rental. b) Payments for re -occurring bookings can be made by post-dated cheques and are required at the time of booking to confirm facility rental. c) The facility is to be used only on the dates and times specified on the permit. 5. LIQUOR AND ALCOHOLIC BEVERAGES a) Liquor and Alcoholic Beverages are not permitted unless authorized and the appropriate Special Occasion Permit (SOP) has been obtained. Obtaining this permit and abiding by the permit regulations is the responsibility of the permit holder. b) The Special Occasion Permit Holder must also obtain and sign a copy of the Township of Oro-Medonte Alcohol Risk Management Policy. The Alcohol Risk Management Policy is designed to minimize and avoid alcohol related problems with Township Facilities and Parks that could result in claims being directed at the Township, Community Organizations, Volunteers, and or participants. The Special Occasion Permit Holder or designate must comply with all aspects of the Township's Alcohol Risk Management Policy. c) Permit Holders must submit a copy of an Insurance Certificate for Special Occasion host Liquor Liability Insurance in the amount of coverage of $5,000,000.00 naming the Township of Oro-Medonte as additional insured. d) A $500.00 refundable damage deposit is required for all events requiring a Special Occasion Liquor License. A copy of all documentation required under the Municipal Alcohol Policy is to be forwarded to the Operations and Community Services Department not later than 14 days prior to the event. Failure to provide all documentation within this time frame WILL result in the cancellation of the facility rental permit. * NOTE: The permit, special occasion permit and insurance must all be issued to the same person (the permit holder) & INSURANCE Each individual, group, organization or group of organizations operating a public sports league/event which is publicly advertised, private for profit rental or activities involving an LLBO Special Occasion Permit in the aforementioned Township of Oro-Medonte facilities must provide proof of insurance to qualify for a facility permit for their event. BALL DIAMOND RENTALS a) Users must provide their own equipment for ball diamond rentals. Rates are based on lit/unlit times of the day. Diamond lights function on a timer during the summer months. b) No trenching of the diamonds or surrounding areas is allowed. Bases are not provided for any ball diamond rentals, Home plate is installed at the beginning of the season by the Parks staff. All permits have the cancellation policy stated within it. The Township is not responsible for games having to be cancelled due to inclement weather. ADDITIONAL SPECIALTY REQUIREMENTS: Special approval is required if any of the following are being planned for a permitted function. a) Alcohol function b) Gaming/Game of Chance c) Tents/temporary structures d) Any impact on traffic/roadways (roadside parking) e) Amusements/play structures Sports Leagues or Private For Profit Rentals: All sports activities on Township property which will be advertised to the general public or to which the general public will be encouraged to register, require the renter/permit holder to provide proof of coverage for the period of the activity, at the time the facility permit is issued: Carry public liability and property damage insurance, with an insurer satisfactory to the Township, in an amount not less than five million dollars ($5,000.000.00). This insurance shall name the Corporation of the Township of Oro-Medonte as an additional insured for the period of the activity stated on the facility permit. *The Director of Operations and Community Services reserves the right to request or waive insurance provisions at his/her discretion. WAIVER: The permit applicant/organization agrees to hereby waive and forever discharge and INDEMNIFY AND SAVE HARMLESS the Corporation of the Township of Oro-Medonte, its employees, volunteers, partner organizations, sponsors, officers, and elected officials from all claims, damages, costs and expenses in respect to injury or damage to my/their person or property, however caused, which may occur as a result of my/their participation in the use/uses intended which will be held at the permit location/locations during the period of this permit including any additional dates later added to this permit. Notwithstanding the foregoing, this indemnification shall not apply to claims, damages, costs and expenses which the Corporation of the Township of Oro-Medonte shall or may become liable for by reason of any willful default or negligence of the Corporation of the Township of t- Medonte, its officers and employees. 'GNATURE: �C_��✓'_ __ DATE: Page 3 Printed on 10/17/2018 11:59:57 AM Page 246 of 312 12 �Shawp�inr9 pl nf"r, Operations and Community Services, re: 9... Tow ip o ro- Edon e r+m+Nmxn•r..nn.,e rr.,. 148 Line 7 S. Phone: 705487-2171 Oro-Medonte, ON LOL 2EO Fax: 705-487-0133 Account Schedule Report If not the named addressee of the permit, please print your name. Personal information contained on this form is collected pursuant to THE MUNICIPAL FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ACT, and will be used for the purpose of this permit, Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Ora-Medonte, 148 Line 7 South, Oro-Medonte, Ontario LOL 2EO Page 4 Printed on 10/17/2018 11:59:57 AM Page 247 of 312 12.f) Shawn Binns, Director, Operations and Community Services, rq,720/9... 7-c hip of Proud Heritage, Exciting Future APPLICATION FOR GRANT/SUBSIDY Instructions: In order to process the application, Appendix "A" Financial Information must be completed Note: Grants/Subsidies are not automatically renewed annually PART A — ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name Think Pink Golf Tournament Address 70 Scarlett Line City Hillsdale Prov. ON Postal Code LOL 1 VO Contact Norma Jean Salmon Telephone E-mail norma-leans@hotmaii.com PART B -- ORGANIZATION GENERAL INFORMATION Fax 705-835-2740 Number of Out of Town Membership Fee Members 8 Residents If Applicable Geographic Area Date Served Simcoe County Formed the first golf tournament was held in 2010 Outline the mission, purpose and objectives of your organization. We are a group of volunteers oranizing the 1 Oth annual Think Pink Golf Tournament raising funds for the RVH Simcoe Muskoka Regional Cancer Centre supporting breast cancer treatment and screening programs. Our letter of endorsment from the RVH Foundation is attached. This year our goal is to raise over $ 12,500.00. To date, we have raised over $ 75,000.00 for breast cancer programs. 148 Line 7 South, Oro-Medonte, Ontario LOL 2EO Page 248 of 312 12.f) Shawn Binns, Director, Operations and Community Services, 62449... Type of Organization (i.e. Registered Charity, Non -Profit Organization, no status, etc.) and registration number if applicable. no status, we are a group of voluntteers Indicate the products 1 services I benefits provided to the Township of Oro-Medonte by your organization: The Simcoe Muskoka Regional Cancer Centre means a world of difference for the patients and their families from our area and surrounding communities that have been diagnosed with breast cancer. The relief they will experience knowing they won't have to travle to Toronto for surgery and treatment takes so much stress out of an already stressful situation. # of individuals served: we are expecting 90-100 golfers PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix 'W') PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Grant x Subsidy Amount Requested: $ 250.00 or the amount you wish to grant Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). Your grant would allow us to purchase items for our auction tables.This would allow us to donate additional funds to our worthy cause. The tournament is being held on July 13, 2019 at the Orr Lake Golf Club. We ail wear pink,including the men, decorate our carts and have fun. Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). No. Previous grants/subsidies from the Township? None Page 249 of 312 12.f) Shawn Binns, Director, Operations and Community Services19... Amount Requested: Amount Approved: PART D — SIGNATURE OF AUTHORIZED OFFICIALS] Q4ae' Committe Chair Name & Position Name & Position Year of Request: Year of Approval: Date: January 28, 2019 Date: For office use only Approved: Denied: Amount $ NOTE: Date: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Oro-Medonte, Ontario. LOL 2E0 Please use additional sheet (and attach more if required to complete the information requested on the Grant/Subsidy Application Form. APPENDIX "A" Page 250 of 312 12.f) Shawn Binns, Director, Operations and Community ServicesIT 9... FINANCIAL INFORMATION ORGANIZATION NAME: Think Pink Golf Tournament CURRENT FISCAL YEAR: Year: NEXT YEAR PROPOSED: Year: REVENUE: REVENUE: Source: Amount: Source: Amount: Please see the attached summary of the 2018 and 2017 tournaments, TOTAL TOTAL: EXPENDITURES: EXPENDITURES: Item: Amount: Item: Amount: TOTAL: TOTAL: SUMMARY: SUMMARY: Surplus or deficit from Surplus or deficit from previous year: previous year: Revenue Revenue Sub Total Sub Total Minus Expenditures Minus Exp. Expenditures BALANCE: BALANCE: Sir -nature: Date: Page 251 of 312 12.f) Shawn Binns, Director, Operations and Community Services,�9... RV/H Royal Victoria Regional Health Centre FOUNDATION Oct. 1, 2018 Norma Jean Salmon Think Pink Golf Tournament Committee 70 Scarlett Line Hillsdale, ON LOL 1 VO Re: Think Pink Golf Tournament 2019 Dear Friends, Thank you for your continued support of patient care at the RVH Simcoe Muskoka Regional Cancer Centre. In 2017 alone, there were 84,000 patient visits to our Cancer Centre from residents across our region who rely on RVH to provide them with the best possible health care. And, between April 1, 2017 to March 31, 2018, 796 unique patients were seen at least once at RVH for care related to their breast cancer diagnosis. Thank you for your support in helping our health centre to deliver quality, comprehensive care. RVH is very proud to endorse the 2019 Think Pink Golf Tournament which will be hosted on Saturday, July 13 at Orr Lake Golf Club and we greatly appreciate that proceeds from this tournament support the RVH Breast Cancer Treatment and Screening Programs. Thank you again for your support. Sincerely, *Pottage Community Giving Officer Royal Victoria Regional Health Centre pottagek@rvh.on.ca (705) 728-9090 ext. 41510 Royal Victoria Regional Health Centre Foundation Supporting Royal Victoria Regional Health Centre 201 Georgian Drive I Barrie ON I L4M 6M2 1 705.739.5600 Revenue Canada Charitable Organization No. 125249185 RR0001 www.foundation. rWon.ca Inspiring care... thanks to your support 12.f) Shawn Binns, Director, Operations and Community Services, reg 9Qb Page 253 of 312 O O O O O 000000 0 W) O 0 0 0 0 0 0 O g 0 q 0 0 M 60 co T O O Ln 0 LL) V) [0 O M LO O 0 r � � CO C4 O N ti I~ [I -`t M N 00 M CD It O co LO O CO P- 0) 0 V It co t CD O W 4T It 0) c r T T O N r CO ti U ' r T O T P T Vrry CV N CA 0 0 0 0 0 0 0 0 0 0 0 0 OO 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 I� [- 07 0~ O O W O N U) Ln Ln 00 I- 00 L0 LO I� O Ln O O M{� r 6 O Cp 00 �- 00 r T r 'V r-- N LLQ O Ln Ln CA O I- L17 I - ~ 00 W M M N N 00 M O CO M O , C et O — N N N T r T W O N r- 0 O U 4l s; to v O O E O f6 7 W (U O O = != O o EM U) o _Cf)in o � _ N L 7 O yN, U p 0 f6 lid f6 O) lid N O A O O N N O _I .(0 U O CN �+ C E u) 12Q 0 :3O N .V cG a M O O r N Q. M Q C_ (�4 O ,Y T M 6l N D N Q) U+ (n (n N N O(D M O O M O O (1) �-� O co .0 ,W M ❑FU❑Q'U2f1)2LU W O U O �— Page 253 of 312 13.b) Mayor H.S. Hughes re: Line 15 North/Highway 12 to Old Barrie Road ... Verbal Matters (Section 13.3 of Township's Towushzpo Procedural By -Law No. 2015-203) Proud Heritage, Exciting Future Name: Mayor H.S. Hughes Item Number/Name: Meeting Date 13b) Line 15 North/Highway 12 to Old Barrie Road East — Traffic Challenges March 13, 2019 C190313-16 Type of Meeting: X❑ Council ❑ Special Council ❑ Development Services Committee ❑ Accessibility Advisory Committee ❑ Heritage Committee ❑ Human Resources Committee Comments were provided as an update on Highway 12 and Old Barrie Road safety and traffic use of Line 15 and narrow roads in Bass Lake area Shawn Binns, Director, Operations and Community Services provided an update on area, e.g, line painting, solar speed sign, limited effectiveness immediately and longer term with respect to population growth and reviewing road network plan Asking OPP to be more involved Councillor Scott to liaise with OPP, however other members of council not excluded if want to provide comment The CAO indicated was discussed with SMT, and staff will work in conjunction with SS and report back to Council Per Mayor Hughes, some portions of Line 15 have streets that are privately owned, responsibility of owner of roads will need to be addressed, some neighbours would like to work with township, would hope to be part of process Page 254 of 312 13.c) Deputy Mayor Jermey re: Association of Municipalities of Ontario (... -------- Original message -------- From: AMO Communications <Communicate(a)-amo.on.ca> Date: 2019-02-26 11:49 AM (GMT -05:00) To: "Jermey, Scott" <scott.iermey(d)-oro-medonte.ca> Subject: [!!Mass Mail]AMO's New Councillor Training Opportunities AMO Update not displaying correctly? View the online version I Send to a friend Add Communicate(cDamo.on.ca to your safe list AJWDAssociation Of Municipafibes GntMo ONLINE TRAINING'S February 26, 2019 AMO offers in-person, hands-on training for Municipal councillors through three key programs: AS A MEMBER OF COUNCIL WHAT YOU NEED TO KNOW (including changes to accountably rules effective March 1, 2019.) Sign up today for March 2019 sessions in Thunder Bay, North Bay, Kingston, Peterborough, Orillia, Owen Sound and London LAND USE PLANNING: BEYOND THE BASICS Sign up today for March 2019 sessions in Thunder Bay, North Bay, Kingston, Peterborough, Orillia, Owen Sound and London • COMMUNICATIONS 101 FOR ELECTED OFFICIALS Sign up for the May 2019 Session at the OSUM Conference in Pembroke or at the AMO Conference in Ottawa in August. For more information on New Council Training, click here. 'Disclaimer: The Association of Municipalities of Ontario (AMO) is unable to provide any warranty regarding the accuracy or completeness of third -party submissions. Distribution of these items does not imply an endorsement of the views, information or services mentioned. Association of Municipalities of Ontario 6APlease consider the environment 200 University Ave. Suite 801,Toronto ON Canada M5H 3C6 before printing this. Wish to Adjust your AMO Communication Preferences ? Click Here - rHIGHER LOGU. Page 255 of 312 13.c) Deputy Mayor Jermey re: Association of Municipalities of Ontario (... Search AkM!*A=d*nd Mluni6palibes antado • 2018 Municipal Elections • Advocacy • Events • Training • Open Data • Your Association Dashboard Land Use Planning: Beyond the Basics On the Agenda Aimed at both seasoned and first -term councillors, the land -use planning module of AMO's municipal councillor training program is designed to build upon the Association's on-line primer on planning. This three- hour workshop is presented back to back with As a Member of Council What You Need to Know. It is also available as a stand-alone educational session. The workshop will reinforce the central role that municipalities play in implementing and managing the land use policy framework in Ontario. It will include a review of the relevant elements of the Ontario Planning Act as well as a run-down of the key planning tools and how they are applied in the municipal context. The module will identify the nature and role of the Provincial Policy Statement as the overall roadmap for land use management in Ontario. The program will also update participants on the conversion of the Ontario Municipal Board to the new Local Planning Appeal Tribunal and the implications of this new regime on how municipal councils take decisions on planning matters. Registration Options Register for this session and As a Member of Council What You Need to Know and an automatic 10% discount will be applied to your overall purchase. Discount applies for multiple course registrations made on one print and submit form. Discounts cannot be applied retroactively. Workshop Details Cost: Registration includes all all materials and automatic access to AMO's Land Use Planning: The Basics available at Muni cipalEducati on. ca - $200 plus HST ($226.00) Registration Open to: Newly -elected and returning elected officials and municipal staff. Dates and Locations: Registration opens at 8:30 am and the session runs from 9:00 am to 12:00 pm DATE ILOCATION Page 256 of 312 13.c) Deputy Mayor Jermey re: Association of Municipalities of Ontario (... March 21: Kingston ur Points by Sheraton Kingston, 285 King Street East, Kingston ON OUB1 March 22: Peterborough Best Western Plus Otonabee Inn, 84 Lansdowne Street East, Peterborough ON K9J 6Z3 March 23: Orillia 113est Western Plus, 400 Memorial Avenue, Orillia ON L3V 61-11 March 28: Owen Sound Quality Inn, 950 Sixth St. East, Owen Sound, ON, N4K 1H1, CA March 29: London Best Western Plus Lamplighter Inn & Conference Centre, 591 Wellington Road South, London, ON N6C 4R3 Contact AMO Events and Training trainin amo.on.ca T 416.971.9856 TF 1.877.426.6527 F 416.971.6191 FA Awl Proudly serving Ontario municipalities since 1899 IMIIEIMT-t� Related Sites Programs I Connect I Contact Us I Newsroom © 2013-2019 Association of Municipalities Accessibility Privacy of Ontario Page 257 of 312 ToupysA3.d) Mayor H.S. Hughes re: Simcoe County Tourism Develop mertfTM.GLa nt... .�� -k j, �' Tourism Simcoe County 1151 Highway 26 West Main Line: (705) 726-9300 Toll Free: 1-800-487-6642 COUNTY OF S1MCUE,v Minesing, ON L9X OZ7 (North America) For�BeGmnrercma experience.simcoe.ca Fax: (705) 728-9130 SIMCOE COUNTY TOURISM DEVELOPMENT FUND 2019 Guidelines Page 258 of 312 13.d) Mayor H.S. Hughes re: Simcoe County Tourism Development Fund Grant... 2019 Simcoe County Tourism Development Fund (SCTDF) Executive Summary The Simcoe County Tourism Development Fund (SCTDF) is an annual fund that provides non -operational, project -based, 1:1 matched funding to municipalities and not- for-profit entities within the borders of Simcoe County that have a mandate of tourism development and promotion. Mission Tourism Simcoe County's (TSC) mission is to promote Simcoe County as a first class tourist destination by further developing the tourism industry and community partnerships, and to provide tourism leadership throughout Simcoe County. Objective This fund is intended to support projects that foster industry collaboration and align with one of TSC's four pillars of tourism: Page 1 of 7 o Product/Experience Development: Develop or enhance destination -based assets that are in concert with the Tourism Simcoe County brand experience; o Marketing: Increase awareness of Simcoe County assets, attractions, and experiences; and stimulate visitor spending; o Workforce Development: Provide strategic industry professional development and training opportunities; o Investment Attraction: Maximize the economic return on public and private investments in Simcoe County and enhance the quality of life in communities across the county. Page 259 of 312 13.d) Mayor H.S. Hughes re: Simcoe County Tourism Development Fund Grant... Eligibility Eligible Applicants Municipalities and not-for-profit tourism attractions and organizations are eligible for funding. Applications must be signed by an official authorized to legally bind the applicant. Eligible Project Costs • The development of tourism products that will enhance the visitor experience (event enhancements, experience development) • Collaborative marketing initiatives that will increase visitation from outside of the region (digital advertising, print collateral, radio, video content, etc.) • Training delivery and participant support costs directly related to the development and delivery of tourism related workforce training program (including: workshops and familiarization tours) • Tourism signage and cycling development such as implementation of a kiosk, bike racks, directional and visitor way -finding signage, adhering to Regional Tourism Organization 7's (RTO7) Signage Specifications • Project -related consulting fees (including: destination plans, data analysis, marketing plans, governance training) • In-kind costs are eligible if applicant can show a published rate for services Ineligible Project Costs • Projects that already receive funding from the County of Simcoe • Capital expenses or costs not directly associated with the delivery of the program o an exception may be considered for consumables that contribute to an improvement to the project and are not part of the Other Direct Operating Expenses (ODOE) • Administrative salaries, operational or travel costs • Equipment rentals, or service fees that are part of ODOE • Stipends for project participants • Costs incurred prior to the effective date as stated in the Agreement • Annual membership fees to associations • Pay bonuses or other pay incentives • Debt reduction charges • Website development or enhancement • Marketing expenses within Simcoe County • Marketing material that does not meet the 2019 Simcoe County Tourism Development Fund (SCTDF) branding guidelines Page 2 of 7 Page 260 of 312 13.d) Mayor H.S. Hughes re: Simcoe County Tourism Development Fund Grant... • Projects that are not unique to the region (e.g. Canada Day celebrations, Santa Claus parades, Rib Fests etc.) • Events that are organized primarily to raise funds and/or awareness about a specific issue, organization or cause • Repetitive applications (cannot apply for same activities year over year) • Projects that do not meet the accessibility and age -friendly criteria outlined in this document • Publications, production of visitor guides and distribution Review of Applications Tourism Simcoe County (TSC) staff will evaluate the partnership applications and make recommendations to the Tourism Manager, with final approval from the Director of Public Affairs, Service Simcoe Branch. For further application evaluation information, please contact Tourism Simcoe County at simcoecountyTDF(o-)simcoe.ca Project Evaluation • Projects with a regional focus and include experience development will be given preference when evaluating applications • Partners who are able to provide visitor postal code data (minimum 200), prior to and/or post project delivery, to inform the development of the project's marketing strategy will be given preference when evaluating applications • Priority given to those projects that align with the TSC work -plan Project Requirements • Partners must complete one application per project, not per organization • TSC must approve all project costs where SCTDF is being matched • If awarded and applicable to the project, partners must supply a detailed marketing plan (including timelines and content) • TSC must approve all marketing materials where SCTDF is being matched • Partners will inform and support the application through to implementation and post reporting • If awarded, partners must provide a certificate of insurance naming the Corporation of the County of Simcoe as additional insured with a minimum of $2,000,000 for comprehensive general liability per incident • No more than 75% of applicant funding can be contributed through provincial or federal organizations Page 3 of 7 Page 261 of 312 13.d) Mayor H.S. Hughes re: Simcoe County Tourism Development Fund Grant... Application Timeline • Applications for funding will be received on an annual basis per calendar year o Deadline: January 31, 2019 o Successful applicants will be notified week of February 18th, 2019 o All funding subject to the approval of the 2019 Tourism Simcoe County (TSC) budget o Conditional approval will be granted to applicants that have not had their 2019 budgets ratified o Additional applications will be accepted after deadline date, pending available funding • Please submit all applications to simcoecountyTDF(a-)simcoe.ca Reporting & Payment • A post report is due within 30 days of completion of the project. • In absence of a post report, applicant will be ineligible for SCTDF in future years. • Partners must provide a detailed financial report to TSC outlining all total project costs where SCTDF was approved to match • All project receipt(s) must be submitted with the post report prior to receiving payment, unless approved by the Director of Public Affairs • The 2019 post report and post financial report documents will be provided with applicant success notice • All invoices must be received to TSC by December 15th, 2019 Page 4 of 7 Page 262 of 312 13.d) Mayor H.S. Hughes re: Simcoe County Tourism Development Fund Grant... Branding Standards and Agreement Collaborative Multiole Aaalicant Proiects: Where applicable, successful applicants must include a marketing plan, outlining all production timelines and creative proofs for TSC approvals. Collaborative multiple applicant projects with a regional focus will generally be branded and led by Tourism Simcoe County (website, digital media, etc.), and will link to partner pages accordingly. Website • All marketing will be primarily directed to Tourism Simcoe County's website • Tourism Simcoe County will create landing pages for each new prod uct/experience • Each landing page will have links to partners' page(s) Social Media • Tourism Simcoe County will manage all paid social media posts directly related to the project Single Applicant Projects: Radio, Print, Television, and digital • must include the phrase "...Another Reason to Visit Simcoe County" if matched by SCTDF and the font must adhere to the TSC visual identity guidelines Website • Tourism Simcoe County logo to appear on homepage and event page (where applicable) of website as a partner. • "...Another Reason to Visit Simcoe County" must be clearly visible on the top half of the event landing page (where applicable). Page 5 of 7 Page 263 of 312 13.d) Mayor H.S. Hughes re: Simcoe County Tourism Development Fund Grant... Examples: Festival at k." AnoiherReasuntaVfsacSdmcceCouoty EPT 29 10AM-4PM Social Media IF SI DELAU NCH DAYS COLLINGWOOD HARBOUR FESTIVAL . Another Reason to Visit Simcoe Count Must tag Tourism Simcoe County in all social media posts directly related to the project. Twitter = @SimcoeCountyTSC; Facebook = @TourismSimcoeCounty; Instagram = @experiencesimcoecounty All advertisements must adhere to guidelines set out in this section of the agreement and approved by a designated Tourism Simcoe County staff member prior to publishing (including radio scripts prior to recordings) Please note: funding will be compromised if branding guidelines and logo guidelines are not followed. Notice re: Canada's Anti -Spam Legislation (CASL) CASL requires the Corporation of the County of Simcoe to obtain your consent to send you Commercial Electronic Messages (CEM's); For example, our E -newsletter, notices about projects and upcoming events, and other information regarding Tourism Simcoe County activities. Your consent can be revoked at any time by contacting Tourism Simcoe County. Please check here if you do not want to be contacted via email: ❑ Age -Friendly and Accessibility Criteria The County of Simcoe endeavours to identify, remove and prevent barriers to people with disabilities to ensure that everyone has access to the County's goods, services, and facilities. We respectfully request that recipients of Simcoe County Tourism Development Fund (SCTDF) consider that their event/project/site are designed with accessibility in mind. Page 6 of 7 Page 264 of 312 13.d) Mayor H.S. Hughes re: Simcoe County Tourism Development Fund Grant... Which of the following accessible features will you provide at your event? LI Accessible Parking Spaces — placed close to venue entries and exits, accessible toilets, pay stations and lifts/ramps. LI Paths of Travel — provide wide, even, slip -resistant paths, without steps or barriers. LI Stages and Seating — provide a ramp for your stage, and ensure it's visible for someone watching from accessible seating or from a wheelchair. LI Food Services and Public Eating Areas — design food areas so that someone who needs mobility support can easily navigate them. Provide options for people using wheeled mobility devices. LI Washrooms and Temporary Toilets — provide accessible toilets or washrooms at ground level, away from crowds and sound systems. LI Rest areas and rain/wind/sun shelters — offer quiet areas and weather shelters. LI Signs — provide high-contrast signs in high and low positions, and make sure signs use sans serif fonts that are readable in all light conditions. LI Support Persons — can go wherever the person they support goes. Admission fees posted in the same place where general admission information is found. LI Service Animals — can accompany a person with a disability to all areas available to the public. LI Training Staff and Volunteers — train staff and volunteers on your festival's accessibility features. LI Promote your Festival — tell people about your accessibility features in the same places you promote your festival. LI Ask for Feedback — collect feedback before, during, and after the festival See the Accessibility for Ontarians with Disabilities Act IAODAI for more information, or reference the Festival & Events Accessibility Guide when planning your event. See additional resource: CNIB Clear print Accessibility Guidelines Page 7 of 7 Page 265 of 312 14.a) Announcements of Interest to the Public- Carley Community Hall, Pa Saturday R�pril 20, 2019 Carle Corn nit Hall 9AM-11A 5. Page 266 of 312 14.b) Minutes of Barrie Public Library Board meeting held on Thursday, J... "IlO Barrie Public LIBRARY BOARD MINUTES BOARD MEETING: #19-01 DATE: THURSDAY, JANUARY 24, 2019, 7:30PM LOCATION: DOWNTOWN — ANGUS ROSS ROOM Attendees: A. Mitchell Chair), M. Sauro Vico Chair) S. Morales, K. Aylwin, R. Munro, A. Wiggins, J. Martin, M. Rao, T. Clarke Library Staff: L. Jessop, A. Schroeder Regrets: C. Vanderkruys Note Taker: K. Bouffard 1. Call to Order and Welcome The meeting was called to order at 7:32pm. L. Jessop acted as Chair until the appointment a new Board Chair. Welcome new Board members Angela Wiggins, Jocelyn Martin, Michelle Rao and Tara Clarke. 2. Confirmation of Agenda The agenda was confirmed. 3. Conflicts of Interest None declared. 4. Board Elections 4.1 Chair Motion #19-01 MORALES - SAURO THAT Austin Mitchell be acclaimed as Chair of the Barrie Public Library Board. CARRIED A. Mitchell took over the role of Board Chair. 4.2VIce-Chair Motion #19-02 MORALES - MUNRO THAT Michael Sauro be acclaimed as Vice Chair of the Barrie Public Library Board. CARRIED 4.3 Committee Assignments Personnel & Finance Committee:. • Angela Wiggins *Chair Page 267 of 312 14.b) Minutes of Barrie Public Library Board meeting held on Thursday, J... �O Barrie Public LIBRARY BOARD MINUTES • Keenan Aylwin Community & Governance Committee: ■ Robin Munro *Chair ■ Sergio Morales ■ Jocelyn Martin ■ Michelle Rao • Tara Clarke 4.4 SOLS Representative Motion #19-03 SAURO - MUNRO THAT Tara Clarke be appointed as Southern Ontario Library Services (SOLS) representative for the Barrie Public Library Board. CARRIED 5. Delegations There were no delegations. Consent Agenda 6. Board Meeting Minutes 7. CEO's Report 8. Financial Statements — not available for December 2018 9. Deferred Items a. Environmental Scan Report/Activity Stats b. City/Library Service and Financial Efficiencies c. Annual Report for the Board and Council (Library Metrics & Value for Service Delivery) d. Monthly Expenditures for the Personnel & Finance Committee e. Front Entrance Redesign Project 10. Items held from the Consent Agenda The CEO report was held from the consent agenda for questions. Agenda Motion #19-04 MORALES - MARTIN THAT the consent agenda for Board meeting #19-01 dated Thursday, January 24, 2019 be adopted. CARRIED 11. Board Orientation Page 268 of 312 14.b) Minutes of Barrie Public Library Board meeting held on Thursday, J... Barrie Public LIBRARY BOARD MINUTES The Board was provided with an orientation overview document. Further orientation will be carried out in February (date TBD), 12. Overdrive Funds Motion #19-05 MUNRO - RAO THAT the Barrie Public Library Board direct staff to purchase up to $85,000 worth of electronic materials for the Overdrive Advantage program out of the Materials Reserve in 2019.CARRIED 13. Coupe Park Design — Demonstration and Update A design for J. E. Coupe Park and the front entrance of the library was done using additional funds provided to the Library in 2018. The project timeline has now been adjusted with a new target date of 2020. 14. Report of the Chair — Verbal Report The 2019 budget was presented to council January 14th. Thank you to staff and Board members who attended to show support. General Committee discussed the budget and ramp up request on January 21st. The budget will be ratified at City Council on January 280. 15. Board Committees 18.1 Community & Governance Committee 18.1.1 Consent Agenda Motion #19-06 CLARKS -SAURO THAT the BPL Board adopt the use of a consent agenda for Board meetings. CARRIED 18.1.2 Board Legacy Document The legacy document prepared by the Board in 2018 for the next term was reviewed and accepted by the Board as presented. For this term, legacy information will be collected on the Hub. 18.2 Personnel & Finance Committee 18.2.1 2019 Budget — Motion An adding error in the previous budget was corrected. Motion #19-07 WIGGINS - MARTIN THAT the Barrie Public Library rescind Motion #18-73 from Board Meeting #18-08 dated October 25, 2018. CARRIED Page 269 of 312 14.b) Minutes of Barrie Public Library Board meeting held on Thursday, J... '4 Barrie Public LIBRARY BOARD MINUTES Motion #19-08 RA❑ - MUNRO THAT the Barrie Public Library Board approve the amended 2019 Budget. CARRIED 16. In Camera Public Libraries Act — Section 16,1(4) (b) Personal matters about an identifiable individual 16.1 In Camera Board Meeting Minutes Motion #19-D9 AYLWIN - 5AURO 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 Motion #19-10 AYLWIN - MARTIN THAT the minutes of in camera Board meeting #18-10 dated Thursday December 13, 2019 be adopted. CARRIED 16.2 Labour Relations Update Public Libraries Act — Section 15,1(4) (d) Personal matters about an identifiable individual Motion #19-11 AYLWIN - MARTIN THAT the BPL Board conduct a Closed meeting as the subject matter being considered concerns labour relations or employee negotiations (Public Libraries Act Section 16.1(4) (d)). CARRIED Rise and report 17. Date of Next Board Meeting Thursday, February 28, 2019 7;30pm, Painswick — Massie Family Program Room 18.Adjournment The meeting was adjourned at 9:41 pm W.= R!M-1 - DATE DATE Page 270 of 312 14.c) Minutes of Lake Simcoe Region Conservation Authority meeting held ... _ L e Siffic a Region . 68th ANNUAL GENERAL MEETING Board of Directors' Meeting No. BOD -01-19 2018 Board Members Present Regional Councillor N. Davison Mayor G. Dawe Mr. J. Dolan Regional Councillor B. Drew Councillor A. Eek Councillor K. Ferdinands Councillor P. Ferragine Mayor V. Hackson Councillor S. Harrison -McIntyre Councillor S. Macpherson Mayor P. Molloy Mayor M. Quirk Councillor S. Strangway 2018 Board Members Absent: Mayor J. Grant Councillor D. Kerwin Councillor P. Silveira Councillor R. Simpson No representative for 2018 LSRCA Staff Present: Friday, January 25, 2019 Old Town Hall Newmarket 460 Botsford Street, Newmarket, ON MINUTES 2019 Board of Directors Present Mayor D. Barton Mayor D. Bath -Hadden Mayor B. Drew Councillor A. Eek Regional Chairman W. Emmerson Councillor K. Ferdinands Councillor P. Ferragine Councillor W. Gaertner Mayor V. Hackson Councillor S. Harrison -McIntyre Councillor S. Macpherson Mayor M. Quirk Regional Councillor T. Vegh Councillor A. Waters Councillor E. Yeo 2019 Board Members Absent: Councillor N. Harris Councillor C. Riepma No representative for 2019 C. Ali D. Andrews L. Aspen S. Auger R. Baldwin T. Barnett M. Bennet M. Bessey K. Biddie R. Bolton B. Booth T. Bos C. Byron D. Campbell S. Chadwick J. Chan K. Christensen A. Copeland M. Critch P. Davies J. Doyley P. Du D. Eldon S. Filson T. Fleischaker L. Grzywniak N. Hamley C. Hawson T. Hogenbirk J. Ingoe S. Ingott S. Jagminas B. Kemp K. Kennedy N. Knight D. Lembcke S. McKinnon L. McLean D. Palombi B. Patel G. Peat B. Piotrowski K. Read M. Rosato R. Sadowska C. Sharp P. Shuttleworth L. Spinks T. Stanford P. Strong C. Taylor B. Thompson K. Toffan A. Vandersluis K. Vickers M. Walters K. Yemm K. Zeppieri Page 271 of 312 14.c) Minutes of Lake Simcoe Region Conservation Authority meeting held ... Lake Simcoe Region Conservation Authority e� Board of Directors' Meeting BOD -01-19 68th Annual General Meeting - January 25, 2019 Minutes - Page 2 of 9 Guests Present: S. Agnew P. Bailey J. Barnett S. Branch KA Charles S. Chenier D. Conzelmann S. Crone S. Davidson L. Falco B. Feltmate M. Giest R. Gilliland P. Hadden K. Kelly M. King W. Kenyon J. Mackey J. McCallum A. Mobbs J. Mott D. Nadorozny A. Neary C. Pettinghill B. Pond J. Powell M. Rabeau B. Rogers S. Plamondon B. Rogers T. Roy-DiClemente J. Rurak S. Schaefer G. Skoulikas S. Tanaka A. VanPotegen T. White G. Wood I. CHAIR'S WELCOME AND INTRODUCTIONS Chair Dawe welcomed everyone to LSRCA's 68th Annual General Meeting and recognized a number of guests in attendance. Roll Call — 2018 Board Members - The 2018 Board members in attendance introduced themselves. Chair Dawe noted the 2018 Board members who were not in attendance. II. DECLARATIONS OF PECUNIARY INTEREST None recorded for this meeting. III. APPROVAL OF AGENDA Moved by: S. Macpherson Seconded by: S. Strangway BOD -001-19 RESOLVED THAT the content of the Agenda for the Lake Simcoe Region Conservation Authority's 68`h Annual General Meeting held on Friday, January 25, 2019 be approved as presented. CARRIED IV. ADOPTION OF MINUTES a) Board of Directors Moved by: V. Hackson Seconded by: J. Dolan BOD -002-19 RESOLVED THAT the minutes of the Board of Directors' Meeting No. BOD -11-17 held on Friday, December 15, 2017 be approved as circulated. CARRIED V. GREETINGS Chair Dawe was pleased to call upon the following guests to bring greetings: The Regional Municipality of York Chairman and CEO, Wayne Emmerson, brought greetings on behalf of the Region, commending LSRCA for its ongoing commitment to the environment and confirmed York Region's commitment to LSRCA's mission and vision. Working together with LSRCA on projects Page 272 of 312 14.c) Minutes of Lake Simcoe Region Conservation Authority meeting held ... Lake Simcoe Region Conservation Authority u+e Simcoe Itngirei Board of Directors' Meeting BOD -01-19 68th Annual General Meeting - January 25, 2019 Minutes - Page 3 of 9 such as the Phosphorus Offsetting Program and York Region's Climate Change Action Plan reinforce the Region's dedication to sustainability now and in the future. He noted that he looks forward to continuing to collaborate as LSRCA advances its strategic plan for the watershed to be healthier in 2041 than it is today. Ms. Debbi Conzelmann, President of the Lake Simcoe Conservation Foundation Board of Directors, brought greetings on behalf of the Foundation and congratulated LSRCA on another year filled with incredible accomplishments. She recognized the commitment of all those in attendance, who through donations, sponsorships, advice and guidance, help support the work of the Foundation. She was proud to note that the Foundation met its highest goal ever in 2018, raising almost $700,000. Also in 2018, the Connect Campaign, a multi-year capital campaign that will raise millions of dollars to build a new Education and Training Facility at Scanlon Creek Conservation Area, was launched. President Conzelmann introduced the Campaign's volunteer leadership cabinet who were in attendance; namely, Co -Chairs Joanne Barnett and Brad Rogers and Cabinet members Regional Chairman Wayne Emmerson, Mayor Virginia Hackson, Gayle Wood and Paul Bailey. Mike Walters, LSRCA's CAO, thanked everyone for attending, introduced LSRCA's Executive Management Team, and thanked all Board members and staff for their hard work and commitment to Lake Simcoe. He noted that LSRCA's greatest strength is the staff and recognized and thanked the many staff members in attendance. VI. KEYNOTE SPEAKER PRESENTATION Dr. Blair Feltmate, Head, Intact Centre on Climate Adaptation Faculty of Environment, University of Waterloo Climate Change and Flood Risk Mitigation: Built and Natural Infrastructure Go "Hand in Hand" Climate change is real and it's irreversible, Dr. Blair Feltmate advised. Too much water in the wrong places, combined with loss of natural infrastructure, is driving the costs of flooding upwards in most regions, placing a significant burden on home owners and municipalities. Flooded basements at an average cost of $43,000, he noted, leads to uninsurable homes for flooding in areas that flood repeatedly. He noted that the impacts of flooding can become more costly as they can lead to mortgage defaults, as well as mental stress causing an increase to health insurance costs. In Canada, lots is being done in the way of new standards to mitigate flood risk; however he noted, there is plenty that homeowners can do to better prepare their home. The 10 simple ways homeowners can lower basement flood risk are: - removing debris from nearest storm drain, - correcting grading around foundation, - cleaning eves troughs and extending downspouts; - installing window wells and covers; - maintaining plumbing fixtures and appliances; - testing sump pumps and installing back up power; - installing and maintaining a backwater valve; - keeping floor drains clear; - storing valuables in watertight containers; and - installing and maintaining flood alarms. Page 273 of 312 14.c) Minutes of Lake Simcoe Region Conservation Authority meeting held ... Lake Simcoe Region Conservation Authority e� Board of Directors' Meeting BOD -01-19 68th Annual General Meeting - January 25, 2019 Minutes - Page 4 of 9 He went on to note that an Intact Centre study found that keeping wetlands intact can reduce flood damage costs to buildings by up to 38%. The most cost-effective means to utilize natural infrastructure for climate adaptation is to retain what you have, restore what you've lost, and build what you must. To view Dr. Feltmate's presentation, please click on the following link: Climate Change and Flood Risk Mitigation by Blair Feltmate - LSRCA AGM January Moved by: B. Drew Seconded by: A. Eek BOD -003-19 RESOLVED THAT the presentation provided by Dr. Blair Feltmate entitled Climate Change and Flood Risk Mitigation: Built and Natural Infrastructure Go "Hand in Hand" be received for information. CARRIED VII. PRESENTATIONS AND UPDATES a) 2018 Lake Simcoe Region Conservation Authority's Annual Report Chair Dawe congratulated LSRCA staff and Board of Directors for an incredible year filled with many accomplishments. He then shared a video presentation that summed up this year's successes: 2018 Video Highlights To view LSRCA's 2018 Annual Report, please click this link: 2018 Annual Report. To obtain a hard copy, please contact Katarina Zeppieri at k.zeppieri@lsrca.on.ca / 905-895-1281 ext 116. Moved by: S. Harrison -McIntyre Seconded by: N. Davison BOD -004-19 RESOLVED THAT the presentation regarding the Lake Simcoe Region Conservation Authority's 2018 Annual Report be received for information. CARRIED b) Presentation to Outgoing Board Members CAO Walters called the following outgoing Board members to the stage to thank them and present them with parting gifts: Former Town of Aurora Mayor and LSRCA Chair Geoffrey Dawe, Former City of Barrie citizen representative Jay Dolan, Former Town of Georgina Regional Councillor Naomi Davison Former City of Kawartha Lakes Councillor Steven Strangway Former Township of Uxbridge Mayor Pat Molloy He noted that unfortunately, Former Town of Innisfil Councillor and LSRCA Vice Chair, Richard Simpson, Former Township of Brock Mayor John Grant, former Town of Newmarket Councillor Dave Kerwin, and former City of Barrie Councillor Peter Silveira were unable to attend the meeting. Page 274 of 312 14.c) Minutes of Lake Simcoe Region Conservation Authority meeting held ... Lake Simcoe Region Conservation Authority e� Board of Directors' Meeting BOD -01-19 68th Annual General Meeting - January 25, 2019 Minutes - Page 5 of 9 VIII. 2018 BUSINESS IS CONCLUDED -CHAIR VACATES POSITION OF CHAIR Chair Dawe concluded the Year 2018 business and deemed the Chair vacant. Moved by: S. Macpherson Seconded by: M. Quirk BOD -005-19 RESOLVED THAT the Board of Directors conclude the business of 2018; and FURTHER THAT the Chair be declared vacant. CARRIED A short break was held at this time. IX. 2019 BUSINESS The 2019 Business portion of this meeting was called to order by the Chief Administrative Officer of the Lake Simcoe Region Conservation Authority, Mike Walters, who served as Chair Pro Tem during the election of the Chair and Vice Chair for 2019. Roll Call — 2019 Board Members - The 2019 Board Members introduced themselves. CAO Walters named the 2019 Board members who were not able to attend the meeting. X. ELECTION OF OFFICERS CAO Walters conducted the election of officers and outlined the general rules for election. He noted that positions are required for Chair and Vice Chair for 2019 and must be appointed members of the Board of Directors. A. APPOINTMENT OF SCRUTINEERS CAO Walters appointed scrutineers for the counting of ballots in the event that there is more than one nominee for either position of Chair or Vice Chair. He explained that one of the planned scrutineers was unable to attend the meeting and put forth an amended recommendation. Moved by: S. Harrison -McIntyre Seconded by: P. Ferragine BOD -006-19 RESOLVED THAT in the event of a vote by ballot, Trudy White of BDO LLP and Lucy Falco of Scotiabank will act as scrutineers; and FURTHER THAT all ballots be destroyed after the election. CARRIED B. ELECTION OF OFFICERS — 2019 (i) Chair of the Authority Regional Chairman and CEO Wayne Emmerson was nominated for the position of Chair by Mayor Hackson. Nominations were called for three times. No further nominations were put forward. Moved by: D. Barton Seconded by: B. Drew Page 275 of 312 14.c) Minutes of Lake Simcoe Region Conservation Authority meeting held ... Lake Simcoe Region Conservation Authority e� Board of Directors' Meeting BOD -01-19 68th Annual General Meeting - January 25, 2019 Minutes - Page 6 of 9 BOD -007-19 RESOLVED THAT the nominations for the position of Chair be closed. CARRIED Regional Chairman and CEO Wayne Emmerson accepted the nomination for the position of Chair, and CAO Walters congratulated Chair Emmerson as the 2019 Chair. (ii) Vice Chair of the Authority Councillor Scott Macpherson was nominated for the position of Vice Chair by Councillor Ferragine. Nominations were called for three times. No further nominations were put forward. Moved by: W. Emmerson Seconded by: D. Bath -Hadden BOD -008-19 RESOLVED THAT the nominations for the position of Vice Chair be closed. CARRIED Councillor Macpherson accepted the nomination for the position of Vice Chair, and CAO Walters congratulated Councillor Simpson as the 2019 Vice Chair. Chair Emmerson chaired the meeting from this point onward, welcoming the new Board members and thanking for their confidence in him as Chair of the Board of Directors. C. APPOINTMENT OF THE REGULATIONS SUB -COMMITTEE FOR 2019 CAO Walters explained that in the event of a Hearing by the Board of Directors, a Regulations Sub - Committee is formed in order to review the circumstances of the Hearing and report to the Board. This sub -committee normally consists of the Chair, the Vice Chair, and the Member representing the local municipality in which the application under Ontario Regulation 179/06 is received. Moved by: K. Ferdinands Seconded by: T. Vegh BOD -009-19 RESOLVED THAT the Chair and Vice Chair of the Conservation Authority, along with the Member representing the local municipality in which the application under Ontario Regulation 179/06 is received, shall be members of the sub- committee to review applications and report to the Board of Directors. CARRIED D. APPOINTMENT TO CONSERVATION ONTARIO FOR 2019 CAO Walters explained that each conservation authority appoints one representative to Conservation Ontario Council. Moved by: V. Hackson Seconded by: W. Gaertner BOD -010-19 RESOLVED THAT the 2019 Authority Chair, or his/her designate, be appointed as the Authority's voting delegate to Conservation Ontario; and FURTHER THAT the Chief Administrative Officer be the alternate delegate. CARRIED Page 276 of 312 14.c) Minutes of Lake Simcoe Region Conservation Authority meeting held ... Lake Simcoe Region Conservation Authority Board of Directors' Meeting BOD -01-19 Q ;. 68th Annual General Meeting - January 25, 2019 Minutes - Page 7 of 9 E. APPOINTMENT TO THE LAKE SIMCOE CONSERVATION FOUNDATION FOR 2019 CAO Walters explained that the responsibilities of the Chair and Vice Chair include serving on the Lake Simcoe Conservation Foundation or appointing a designate. Moved by: V. Hackson Seconded by: D. Barton BOD -011-19 RESOLVED THAT the Chair, Regional Chair Wayne Emmerson and the Vice Chair, Councillor Scott Macpherson be appointed to the Lake Simcoe Conservation Foundation for 2019. CARRIED F. APPOINTMENT TO THE BOARD BUDGET COMMITTEE CAO Walters noted that the Board Budget Committee was initiated to assist staff in the development of recommendations on budget assumptions and to review the preliminary budget and provide recommendations to the Board of Directors. Along with LSRCA's Executive Management Team, the committee is comprised of the Chair, the Vice Chair and three additional Board members, who are to be appointed each year at the Annual General Meeting for the ensuing year. Moved by: B. Drew Seconded by: E. Yeo BOD -012-19 RESOLVED THAT the Chair, Regional Chairman Wayne Emmerson, Vice Chair, Councillor Scott Macpherson, and three additional Board members; namely, Mayor Virginia Hackson, Mayor Dave Barton and Regional Councillor Tom Vegh be appointed to the Board Budget Committee for 2019. CARRIED G. APPOINTMENT OF SOLICITORS FOR 2019 CAO Walters explained that LSRCA utilizes the services of five (5) legal firms: Stiver Vale for general administrative advice and land management; Hicks Morley for employment and labour related matters; Hill Hunter Losell for floodplain regulation advice; Barriston LLP for general administrative and regulations advice; and Beard Winter for floodplain regulation advice and litigation. He noted that LSRCA wishes to continue to utilize these five firms and accordingly put forth the following recommendation: Moved by: S. Macpherson Seconded by: A. Eek BOD -013-19 RESOLVED THAT Stiver Vale, Hicks Morley, Barriston, Beard Winter, and Hill Hunter Losell be appointed as the Authority's legal firms for 2019. CARRIED Page 277 of 312 14.c) Minutes of Lake Simcoe Region Conservation Authority meeting held ... Lake Simcoe Region Conservation Authority Board of Directors' Meeting BOD -01-19 Q ;. 68th Annual General Meeting - January 25, 2019 Minutes - Page 8 of 9 XI. SIGNING OFFICERS — 2019 CAO Walters explained that each year LSRCA appoints four signing officers; namely, the Chair and the Vice Chair, along with the Chief Administrative Officer and the General Manager, Corporate and Financial Services. Moved by: P. Ferragine Seconded by: A. Waters BOD -014-19 RESOLVED THAT an account in the name of Lake Simcoe Region Conservation Authority (hereinafter called the "Organization") be kept at the Bank of Nova Scotia (hereinafter called the "Bank"; and FURTHER THAT the Authority's Chair, Regional Chairman Wayne Emmerson, Vice Chair, Councillor Scott Macpherson, Chief Administrative Officer/Secretary- Treasurer, Michael Walters, and General Manager, Corporate and Financial Services, Mark Critch, or any two of them are hereby authorized to sign, make, draw, accept, endorse and deliver cheques, promissory notes, bills of exchange, orders for the payment of money and such agreements and instruments as may be necessary or useful in connection with the operation of the said account; and FURTHER THAT any one of the above-mentioned officers is hereby authorized for and in the name of the Organization to endorse and transfer to the Bank for deposit or discount with or collection by the Bank (but for the credit of the Organization only) cheques, promissory notes, bills of exchange, orders for the payment of money and other instruments, to arrange, settle, balance and certify all books and accounts with the Bank and to sign receipts for vouchers. CARRIED XII. BORROWING RESOLUTION — 2019 CAO Walters noted that the borrowing resolution authorizes LSRCA to borrow an amount up to $500,000. Moved by: D. Barton Seconded by: K. Ferdinands BOD -015-19 RESOLVED THAT signing officers for the Lake Simcoe Region Conservation Authority be empowered to borrow up to $500,000 on an Operating Loan Agreement, as required, for administration and/or capital expenditures. CARRIED XIII. MEETING SCHEDULE — 2019 The Board approved Staff Report No. 01 -19 -BOD, which outlined a proposed schedule of 2019 meeting dates for the LSRCA's Board of Directors. Moved by: V. Hackson Seconded by: M. Quirk BOD -016-19 RESOLVED THAT Staff Report No. 01 -19 -BOD regarding the 2019 Board of Directors' meeting schedule be approved. CARRIED Page 278 of 312 14.c) Minutes of Lake Simcoe Region Conservation Authority meeting held ... Lake Simcoe Region Conservation Authority e� Board of Directors' Meeting BOD -01-19 68th Annual General Meeting - January 25, 2019 Minutes - Page 9 of 9 XIV. CLOSING REMARKS Vice Chair Macpherson and Chair Emmerson both thanked the Board of Directors for their trust and confidence in them, and noted they both look forward to serving in their respective roles. XV. ADJOURNMENT Moved by: S. Harrison -McIntyre Seconded by: S. Macpherson BOD -017-19 RESOLVED THAT the meeting be adjourned at 12:20 p.m. local time. CARRIED r'! Regional Chairman Wayne Emmerson Chair Michael Walters Chief Administrative Officer Page 279 of 312 14.d) Minutes of Nottawasaga Valley Conservation Authority meeting held ... x NOTTAWASAGA VALLEY CONSERVATION AUTHORITY BOARD OF DIRECTORS 59TH ANNUAL GENERAL MEETING MINUTES No. 01 -19 -BOD Date: January 25, 2019 Time: 9:00 a.m. to 12:00 p.m. Location: John L. Jose Learning Centre, Tiffin Conservation Area, Utopia, Ont. Present: Councillor Keith White, Vice Chair Councillor Gail Little Councillor Raj Sandhu Councillor Thom Paterson Councillor Fred Nix Councillor Shirley Boxem Councillor Donna Jebb, 2n6 Vice Chair Councillor Walter Benotto Councillor Mariane Mcleod Councillor Rob Nicol Mayor Don Allen Deputy Mayor Bob Meadows Councillor George Watson, Chair Mayor Darren White Councillor Andrea Matrosovs Councillor Gary Harvey Councillor Dane Nielsen Councillor Cathy Keane Essa (Township) Amaranth (Township) Bradford West Gwillimbury (Town) Clearview (Township) Mono (Town) Mulmur (Township) New Tecumseth (Town) Shelburne (Town) Collingwood (Town) Innisfil (Town) Springwater (Township) Adjala-Tosorontio (Township) Wasaga Beach (Town) Melancthon (Township) Blue Mountains (Town) Barrie (City) Grey Highlands (Municipality) Oro-Medonte (Township) Staff: Doug Hevenor, Chief Administrative Officer; Byron Wesson, Director, Lands, Education and Stewardship Services; Chris Hibberd, Director, Watershed Management Services; Sheryl Flannagan, Director, Corporate Services; Haleigh Ferguson, Administrative Assistant/Recorder 1. CALL TO ORDER Doug Hevenor, Chief Administrative Officer will Chair the meeting until the elections are held. Acting Chair Hevenor called the meeting to order at 9:45 a.m. RES: 01-19 Moved by: W. Benotto Seconded by: G. Little RESOLVED THAT: Doug Hevenor, Chief Administrative Officer be appointed as Chair, Pro Tem until the election of the 2019 Officers. 2. DECLARATION OF PECUNIARY AND CONFLICT OF INT MU of 312 Board of Dirl4t6yMMbfErg,aoI iaWbg rValleyJ er ti:bWAuthority meeting held ... 3. MOTION TO ADOPT AGENDA RES: 02-19 Moved by: W. Benotto Seconded by: G. Little RESOLVED THAT: the Agenda for the Board of Directors 59TH Annual General Meeting #01 -19 -BOD dated January 25, 2019 be approved. 4. ANNOUNCEMENTS The Board of Directors will introduce themselves. 5. ELECTIONS OF NVCA OFFICERS Doug Hevenor, CAO will review the election procedures with the Board members. 6. APPOINTMENT OF SCRUITINEERS RES: 03-19 Moved by: B. Meadows Seconded by: D. Jebb RESOLVED THAT: Tim Schlitt, Senior Client Relationship Manager, Scotiabank and Lauren Martinuik, Client Relationship Manager, Scotiabank be appointed as Scrutineers for the duration of the NVCA 2019 elections; and FURTHER THAT: the ballots be destroyed after the election process. 7. ELECTION OF BOARD OF DIRECTORS CHAIR, VICE -CHAIR, AND 2nd VICE - CHAIR a) Conduct Election of Chair Call for Nominations for the Position of Chair First Call Mover: K. White Second Call Mover: D. Jebb Third Call Mover: B. Meadows W. Benotto, K. White, and G. Watson were nominated for Chair. Closed Nominations Moved by: W. Benotto Seconded by: B. Meadows b) Conduct Election of 1St Vice -Chair Call for Nominations for 1St Vice -Chair First Call Mover: B. Meadows Second Call Mover: R. Sandhu Third Call Mover: W. Benotto K. White was acclaimed as Vice -Chair. Closed Nominations Moved by: D. Jebb Seconded by: A. Matrosovs Page 281 of 312 Board of Dirl4t6yMMbfErg,aoI iaWbg rValleyJ er ti:bWAuthority meeting held ... c) Conduct Election of 2n6 Vice -Chair Call for Nominations for 2n6 Vice -Chair First Call Mover: D. Nielsen Seconded Call Mover: K. White Third Call Mover: W. Benotto D. Jebb and B. Meadows were nominated for 2nd Vice -Chair. Closed Nominations Moved by: D. Allen Seconded by: A. Matrosovs Appointed NVCA Officers RES: 04-19 Moved by: W. Benotto Seconded by: D. White RESOLVED THAT: the Board of Directors has elected and/or appointed for the year of 2019 Nottawasaga Valley Conservation Authority Officers as follows: Chair: G. Watson Vice -Chair: K. White 2n6 Vice -Chair: D. Jebb 8. ACKNOWLEDGEMENTS Elected Officers of the NVCA. The newly elected Chair will conduct the remainder of the meeting. 9. 2019 BORROWING RESOLUTION RES: 05-19 Moved by: K. White Seconded by: D. Jebb RESOLVED THAT: for the fiscal year 2019, the Nottawasaga Valley Conservation Authority borrow, as required on credit, up to $500,000 for its purposes until payment to the Authority of grants from the Province of Ontario, and levies from its member municipalities are received; and FURTHAT THAT: as the Board of Directors vote on the 2019 Budget at the March 22, 2019 meeting, the board approve an interim levy based on 2018 levy that would enable the operations of the NVCA to continue without disruption or heavy reliance on the borrowing resolution. 10. APPOINTMENT OF 2019 AUTHORITY SOLICITORS RES: 06-19 Moved by: F. Nix Seconded by: B. Meadows RESOLVED THAT: the firms of Hicks Morley Hamilton Stewart Storie LLP, be appointed for Human Resources legal advice, as required for 2019; and Page 282 of 312 Board of Dirl4t6yMMbfErg,aoI iaWbg rValleyJ er ti:bWAuthority meeting held ... FURTHER THAT: Hill Hunter Losell Law Firm LLP, Beard Winter LLP, and Barriston Law be appointed to conduct the legal business of the Authority for 2019. 11. APPOINTMENT OF 2019 AUTHORITY AUDITORS RES: 07-19 Moved by: D. Allen Seconded by: B. Meadows RESOLVED THAT: the firm KPMG LLP be appointed to conduct the auditing functions of the Nottawasaga Valley Conservation Authority for 2019. 12. APPOINTMENT OF NVCA REPRESENTATIVE TO CONSERVATION ONTARIO COUNCIL RES: 08-19 Moved by: D. Nielsen Seconded by: W. Benotto RESOLVED THAT: the Chair be appointed as the NVCA voting delegate on the Conservation Ontario Council for the year of 2019; and FURTHER THAT: the Vice -Chair and Chief Administrative Officer be appointed as alternates. 13. APPOINTMENT OF NVCA BOARD REPRESENTATIVES TO THE NVCA AGRICULTURAL ADVISORY COMMITTEE RES: 09-19 Moved by: W. Benotto Seconded by: D. Allen RESOLVED THAT: the following Board members be appointed to the NVCA Agricultural Advisory Committee for 2019: 1) D. Jebb 2) D. Nielsen 3) G. Little 14. FREEDOM OF INFORMATION AND PRIVACY ACT RES: 10-19 Moved by: K. White Seconded by: A. Matrosovs WHEREAS: members of the Board of the Nottawasaga Valley Conservation Authority may designate an individual to act as Head of the Authority for purposes of the Municipal Freedom of Information of Privacy Act, R.S.O. 1990, c. M.56, s. 3(1); 2002 C. 17, Schedule. F, Table; therefore BE IT RESOLVED THAT: Sheryl Flannagan, Director of Corporate Services be designated as Head of the Authority for purposes of the Act. 15. BOARD OF DIRECTORS ADMINISTRATION Sheryl Flannagan, Director, Corporate Services to go over required administrative paperwork Page 283 of 312 Board of Dirl4t6yMMbfErg,aoI iaWbg rValleyJ er ti:bWAuthority meeting held ... 16. BOARD OF DIRECTORS 2019 MEETING SCHEDULE RES: 11-19 Moved by: G. Little Seconded by: A. Matrosovs RESOLVED THAT: the Board of Directors receive the Board of Directors 2019 Meeting Schedule for information. 17. ADJOURN RES: 12-19 Moved by: D. Jebb Seconded by: B. Meadows RESOLVED THAT: the Board of Directors adjourn at 11:03 a.m. to meet again on February 22, 2019 or at the call of the Chair. Page 284 of 312 14.e) Correspondence dated February 11, 2019 from Terry Young, Vice -Pres... 1�,-A. i .g/ eso \ Connecting Today. Powering Tomorrow. February 11, 2019 Independent Electricity System Operator Harry Hughes Mayor Township of Oro-Medonte 148 Line 7 S. Oro-Medonte, ON LOL 2E0 Dear Mayor Hughes: IV U FEB 19 2019 ORO-NIEDONTE TOWNSHIP Station A, Box 4474 Toronto, ON M5W 4E5 t 905.403.6900 www. ieso.ca On behalf of the Independent Electricity System Operator (IESO), congratulations on your election as Mayor of Township of Oro-Medonte. Given our organization's central role in the provision of reliable and affordable power to all Ontarians, I would like to invite you to learn more about what we do, and how we work with communities to help meet future energy needs. The IESO collaborates with communities to help them foster innovative electricity solutions and shape their energy future. Today, municipalities are achieving significant savings by investing in energy-efficient equipment, driving an energy -conscious culture, and sharing information to support capacity building and best practices - all of which contribute to a more reliable and sustainable power system for all Ontarians. We would be pleased to meet with your Council members to discuss the linkages between community energy planning and economic development at the local and regional levels. In addition, we would welcome the opportunity to share the findings of some research on energy efficiency at water and wastewater treatment plants, conducted in the wake of last year's Municipal Energy Profile - a report (www.ieso.ca / municipal -report) that explores some of the ways Ontario municipalities have achieved significant energy and cost savings. I have enclosed a copy of our 2019 calendar, which takes a behind -the -scenes look at how the IESO works with others to ensure that electricity is available where and when it's needed. To set up a meeting, or for more information, please contact me at 416-506-2832 or at terry.young@ieso.ca. Sincerely, Terry Young, Vice -President, Policy, Engagement and Innovation Page 285 of 312 14.f) Correspondence dated February 19, 2019 from John Daly, County Cler... County of Simcoe Main Line 705) 726-9300 S1rouxTy of Clerk's Department Tall Free (866) 893-9300 IWCo�i 1110 Highway 26, Fax (705) 725-1285 Midhurst, Ontario L9X IN6 simcoe.ca V011, 011�� February 19, 2019 Mr. Mike Drum, Airport Manager Members of the LSRA Board of Directors Lake Simcoe Regional Airport 224 Line 7 N, RR 2 Oro Station, ON LOL 2EO Mayor Jeff Lehman City of Barrie Box 400, 70 Collier St. Barrie, ON L4M 4T5 Mayor Harry Hughes Township of Oro-Medonte 148 Line 7 South Oro, ON LOL 2X0 Dear Sirs: Re: County of Simcoe Appointments to the Lake Simcoe Regional Airport Board R E-dE-1 -Vj E- -1 -) FEB 2 2 2019 OF?O lMeDONTE At its February 12, 2019 session, County Council passed the following resolution regarding appointments to the Lake Simcoe Regional Airport Board: "That the City of Barrie appointment of Councillors Robert Thomson and Barry Ward to the Lake Simcoe Regional Airport Board of Directors, as set out in correspondence received from the City of Barrie, dated January 16, 2019, be approved as per the requirements of Section 6.09 of the Lake Simcoe Regional Airport Agreement; and That the City of Barrie, the Township of Oro-Medonte and the Board of the Lake Simcoe Regional Airport be so notified." Please contact me if you have any questions. Regards, John 6ai Y ;"County Clerk /pk Page 286 of 312 14.g) Correspondence dated February 19, 2019 from Town of Newmarket re:... Kiran Saini Acting Director of Legislative Services/ Town Clerk Town Newmarket PA09�) 395 Mululock Drive ksaini@newmarket.ca P.O. Box 328 Station Main tel.: 905-953-5300, Ext. 2203 Newmarket V etyma rket Newmarket, ON L3Y 4X7 fax: 905-953-5100 February 19, 2019 Sent via email to: amopresident(a)amo.on.ca Attn: President, Association of Municipalities of Ontario RE: Bill 66, Restoring Ontario's Competiveness Act, 2018 am writing to advise that Council, at its meeting held on February 11, 2019, adopted the following recommendations: 1. That the report entitled Open -for -Business By-law (Bill 66) dated February 4, 2019 be received; and, 2. That the report entitled Open -for -Business By-law (Bill 66) dated February 4, 2019 be submitted to the province as feedback; and, 3. That Newmarket Town Council opposes planned changes to the Planning Act in the proposed Bill 66 that may allow for an "open for business" planning by-law; and, 4. That the Government of Ontario be requested to reconsider the proposed changes to the Planning Act included in Bill 66 which speak to the creation of the open -for- business planning by-law; and, 5. That a copy of this motion be sent to the Honourable Doug Ford, Premier of Ontario, the Honourable Steve Clark, Minister of Municipal Affairs and Housing, the Honourable Andrea Horwath, Leader of the New Democratic Party, The Honourable Christine Elliott, and all Members of Provincial Parliament in the Province of Ontario; and, 6. That a copy of this motion be sent to the Association of Municipalities of Ontario (AMO) and all Ontario municipalities for their consideration; and, 7. That in the case of a future adoption of Bill 66, the Town of Newmarket will not exercise the powers granted to it in Schedule 10 to pass open -for - business planning by-laws; and, Page 287 of 312 14.g) Correspondence dated February 19, 2019 from Town of Newmarket re:... Kiran Saini Acting Director of Legislative Services/ Town Clerk Town Newmarket PA09�) 395 Mululock Drive ksaini@newmarket.ca P.O. Box 328 Station Main tel.: 905-953-5300, Ext. 2203 Newmarket V etyma rket Newmarket, ON L3Y 4X7 fax: 905-953-5100 8. That Staff be authorized and directed to do all things necessary to give effect to this resolution. Yours sincerely, e"t- . Kiran Saini Acting Town Clerk KS:jg CC: All Ontario municipalities Page 288 of 312 14.h) Correspondence dated February 26, 2019 from Township of South Stor... From: Ashley Sloan <ash ley(a)-southstorm ont. ca> Sent: February 26, 2019 2:25 PM To: Cc: Loriann Harbers <loriann(a)-southstormont.ca> Subject: Township of South Stormont Council Resolution - Provincial Review of OMPF Good afternoon, In light of the review of the Ontario Municipal Partnership Fund (OMPF) announced by the Provincial government, the Council of the Township of South Stormont passed the following resolution at its meeting of February 20, 2019: Resolution Number: 047/2019 Moved by: Deputy Mayor Smith Seconded by: Councillor Guindon Whereas the Provincial government announced it was conducting a review of the Ontario Municipal Partnership Fund (OMPF), which provides annual funding allotments to municipal governments to help offset operating and capital costs; And whereas Municipalities were further advised that the overall spending envelope for the program would decrease having a significant impact on future budgets and how funds are raised by Municipalities as funding will be reduced by an unspecified amount; And whereas if allocations to municipalities are reduced, Councils will need to compensate with property tax increases or local service reductions; And whereas, the 2018 South Stormont allocation was $821,700, which is equivalent to 14% of the Township's municipal property tax revenue; And whereas, a 14% increase in the municipal property tax rate would increase the municipal component of property taxes paid for an average household by $129 per year; And whereas the Township of South Stormont prides itself on efficient and value for money practices every day; Now therefore be it resolved that although an interim payment has been received, Council of the Township of South Stormont expresses grave concern with the potential reduction and/or loss of the OMPF allotment in future years; And further, Council petitions the Provincial government to complete the OMPF review in an expeditious manner as future financial consideration ensures municipal sustainability; And furthermore, that this resolution be circulated to the Premier, Ministers of Finance, Municipal Affairs and Housing, our local MPP and all Ontario municipalities for their endorsement and support. CARRIED Page 289 of 312 14.h) Correspondence dated February 26, 2019 from Township of South Stor... Your endorsement and support of this resolution would be appreciated. Sincerely, Ashley Sloan Clerk's Assistant Marriage Off iciant Come see for yourself! Township of South Stormont 2 Mille Roches Rd., P.O. Box 84 Long Sault, ON KOC 1 PO Email: ashler _southstormont.ca Office: 613-534-8889 ext. 204 Fax: 613-534-2280 6, Like Us On Facebook This e-mail originates from the Township of South Stormont e-mail system. Any distribution, use or copying of this e-mail or the information it contains by other than the intended recipient(s) is unauthorized. If you are not the intended recipient, please notify me at the telephone number shown above or by return e-mail and delete this communication and any copy immediately. Thank you. 6A Please consider the environment before printing this email This email was scanned by Bitdefender Page 290 of 312 14.i) Correspondence dated February 26, 2019 from Jamie McGarvey, Presid... From: AMO Communications <Communicate@amo.on.ca> Sent: February 26, 2019 10:33 AM To: Hughes, Harry <harry.huehes@oro-medonte.ca> Subject: [!!Mass Mail]Taking Action for Universal Broadband Access AA141*A%ocWwcf Municipalities Ontario Office of the President February 26, 2019 Taking Action for Universal Broadband Access Dear Heads of Council: Today access to broadband internet services is as crucial to our communities as roads and bridges, transit and affordable energy. Together, municipal services offer our residents the foundations of access to a modern, global economy. That's why AMO and ROMA representatives recently met with the responsible federal Minister to state the need for better, more accessible and affordable broadband access in Ontario. AMO supports FCM's campaign for universal broadband support in the next federal budget as a basic service in the 21St Century economy. What You Can Do: To push for universal broadband funding, AMO encourages our members join with us in support of FCM's call for support in Budget 2019. To add your voice on this important issue, councils can: Meet with your MP, share the FCM's issue sheet, and ask for clear commitments to universal broadband in the 2019 federal budget. Share the campaign on social media. Make sure to tag Bernadette Jordan (@bernjordanmp), the Minister for Rural Economic Development, as well as your own MP and @FCM online. Tell your story. How is the lack of reliable Internet affecting your community? Tell us about it on Twitter and tag #universalbroadband, #cdnmuni, @FCM online and (dAMOPolicy. Sincerely, Jamie McGarvey, AMO President 'Disclaimer: The Association of Municipalities of Ontario (AMO) is unable to provide any warranty regarding the accuracy or completeness of third -party submissions. Distribution of these items does not imply an endorsement of the views, information or services mentioned. Page 291 of 312 14.j) Correspondence dated February 28, 2019, from Carol Montg Page 292 of 312 14.k) Correspondence dated March 6, 2019 from Diane Gratrix & Leanne Sha... -------- Original message -------- From: D Gratrix <dianegratrix(a)-gmail.com> Date: 2019-03-08 1:23 PM (GMT -05:00) To: Harry. Hughes(a)oro-medone.ca, "Jermey, Cathy" <cathy.keane(d)-oro-medonte.ca> Subject: Edgar Hall and rental Scott"<scott.iermey(d)-oro-medonte.ca>, "Keane, Mahogany & Maple is a grass roots social enterprise that is actively working to bring fairtrade and ethical shopping options to Simcoe County (specifically Oro Medonte at this stage), promoting conscious shopping that does more than fill the void of regular, North American shopping patterns. It is our mission to lift up families around the world by creating a market that allows them to secure employment and support their families, while at the same time helping north american consumers understand how their purchases impact life globally... It is a big mission, and we want to start it here, in our home town. We have hosted 3 showcases to date, using the Edgar Hall as our venue. Last spring we hosted 7 vendors and saw close to 250 conscious shoppers come through our doors, supporting Canadian vendors who work with artisans in Haiti, Kenya, and beyond. It was an amazing day, writing stories in people's lives all over the world. This year we are looking at hosting our event again in Oro-Medonte, but we understand that the Edgar Hall is going to close at some point this spring. We are hoping that this can be delayed until after our event on April 27. We are scouting locations for 2020 as we will out grow the space in Edgar, but for this year we would truly benefit from the use of Edgar Hall. The location is known by our vendors and shoppers from the previous 3 shows and it has been such an amazing launching ground for our dreams. Having the showcase in Oro-Medonte allows us to bring vendors from Sudbury, London, Georgetown, and Peterborough as well as shoppers from the GTA, Haliburton, and beyond. Both vendors and consumers are able to see the beauty that is our township and stop at our other local stores and attractions. We strongly support and promote the idea of conscious shopping, this involves buying ethically, shopping locally, and ensuring your purchases make a difference from production to consumption. We are looking for an update as to the status of Edgar Hall as soon as possible so we can ensure our promotions are accurate and that our vendors feel confident in our ability to provide an atmosphere that helps them. We are appealing to you to keep the hall open through until at least April 27th as this event will be of great benefit to all of us in Simcoe County. Please contact us directly with any questions, we are more than happy to clarify our mission as this is a passion project that we think has a huge ripple affect. Thank you for considering our appeal. Sincerely, Diane Gratrix & Leanne Sharp Mahogany & Maple This email was scanned by Bitdefender Page 293 of 312 March 1, 2019 Trrespondence TOWNSHIP OFICANTON DE MY dated March 1, 2019 from George Cornell, Mayor, Tow... 130 BALM BEACH ROAD WEST TINY, ONTARIO LOL 2J0 (705) 526-4204 1-866-939-8469 FAX (705) 526-2372 www.tiny.ca Honourable Doug Ford MLLM 2019 Premier of Ontario ONTE Legislative Building HIP Queen's Park Toronto ON M7A 1A1, Re: Ensuring Ontarians have enough money to feed themselves and their families Dear Honourable Premier Ford, Evidence has demonstrated a powerful link between poverty, food insecurity, and poor health. Adults who experience food insecurity are more likely to experience higher rates of diabetes, high blood pressure, heart disease and depression. Children and youth who experience food insecurity are at a greater risk of asthma, depression, social anxiety, suicide and depression. Furthermore, the more food insecure someone is, the greater the demand on hospital, physician, emergency and other health care services. For someone who was extremely food insecure, their annual health care costs are estimated to be 121 % higher than someone who is not food insecure. Year after year, Nutritious Food Basket Survey results from the Simcoe Muskoka District Health Unit show that individuals and families with low income do not have enough money to cover the cost of healthy food, housing and other basic necessities. Twelve per cent of Simcoe Muskoka households struggle to put food on the table. Results from the 2018 survey show that the cost of healthy eating for a family of four is $862 each month. After food and housing costs, families on social assistance are left with only $436 for other basic necessities like heat, hydro, telephone, child care, transportation, personal hygiene items, clothing, and other out of pocket health costs. A single individual on social assistance receives $810 each month. After spending $748 on rent and $290 on food this individual would be in debt by $229 a month before paying for any other basic needs. However, having a job is also no guarantee of enough money to provide food on the table. If we look at Ontario, most (59%) of food insecure households are in fact working, but are trapped in low paying unstable jobs. (CCHS 2013-2014 results for Ontario in Household Food Insecurity 2014) and not able to afford the basics. As a municipality, we are exploring options to reduce food insecurity and we are writing to request that the Province of Ontario ensure our most vulnerable citizens have enough money to buy food to eat. We ask that you continue to assess, implement, and evaluate policies to reduce household food insecurity. Working together we can ensure that all Ontarians and their families have enough money for food to feed themselves. In doing so, health care costs and demand on health services are reduced and the physical and mental health of all Ontarians is enhanced. Recycled 7] Material Page 294 of 312 p(� 14.1) Correspondence dated March 1, 2019 from George Cornell, Mayor, Tow... ° Sincerely, THE CORPORATION OF THE TOWNSHIP OF TINY George,Corneil, Mayor cc: Hon. Christine Elliott, Minister of Health and Long -Term Care Hon. Vic Fedeli, Minister of Finance Hon. Steve Clark, Minister of Municipal Affairs and Housing Hon. Todd Smith, Minister of Economic Development, Job Creation and Trade Hon. Lisa MacLeod, Minister of Children, Community and Social Services Ms. Jill Dunlop, MPP Simcoe North Simcoe Muskoka District Health Unit Association of Municipalities of Ontario (AMO) Local Municipalities in Simcoe Page 295 of 312 15.a) Correspondence dated February 11, 2019 from Catherine Oosterbaan, ... From: Oosterbaan, Catherine (OMAFRA) <Catherine. Oosterbaan(d)-ontario.ca> Sent: Monday, February 11, 2019 3:27 PM To: Oosterbaan, Catherine (OMAFRA) <Catherine. Oosterbaan(d)-ontario.ca> Subject: Community Economic Development 101 Workshops coming to a community near you! Importance: High Good Afternoon Everyone, It's that season again, where OMAFRA offers their Community Economic Development 101 workshops to provide a baseline understanding of what is "economic development" to members of Council, other staff, community partners, and other interested stakeholders. Please share widely as you see fit! This is a Free Interactive Workshop where attendees will learn the basics of community economic development (CED) and take away practical tools to help your municipality develop & implement economic development strategy and initiatives. CED is the process of fostering an environment that results in the creation of wealth and well-being for the benefit of the entire community. During the workshop we will cover: • What CED is and why it is important to your community • The value of planning in your community • Collaborative roles of individuals and organizations • Tools and resources that are available and how they assist you View the attached flyer for workshop dates, locations and registration information. For your reference there are four events taking place across the region I cover (Simcoe County, Muskoka District, Haliburton County), which are as follows: February 19, 2019 — 9-12pm in "Haliburton" at the Haliburton Legion 719 Mountain St, Haliburton, ON KOM 1 SO April 9 - 9:30-1 pm in "Muskoka" at the Muskoka Discovery Centre 275 Steamship Bay Rd, Gravenhurst, ON P1 1Z9 April 10 - 9:30-12:30pm in "South Georgian Bay Region" at the Simcoe Street Theatre 65 Simcoe St, Collingwood, ON L9Y 1 H7 April 17 - 1-4pm in "York Region/Simcoe County" at the Trisan Curling Centre 25 Dillane Dr, Schomberg, ON LOG 1T0 Page 296 of 312 15.a) Correspondence dated February 11, 2019 from Catherine Oosterbaan, ... If you have any questions, please don't hesitate to get in touch. We hope to see you, your Councils and your economic development partners in attendance! Cheers, Catherine Oosterbaan, Ec.D., CEcD Agriculture and Rural Economic Development Advisor Regional Economic Development Branch Ministry of Agriculture, Food and Rural Affairs 2284 Nursery Road Midhurst, ON L9X 1 N8 Phone: (705) 725-7293 Email: catherine.00sterbaan(a)ontario.ca Agricultural Information Contact Centre: 1-877-424-1300 For information on upcoming meetings and events, go to Dateline at: http://www.omafra.gov.on.ca/english/rural/edr/events-training. htm client service first! —his email was scanned by Bitdefender Page 297 of 312 15.a) Correspondence dated February 11, 2019 from Catherine Oosterbaan, ... Community Economic Development 101 Workshop for Municipal Councillors & Volunteers Join us for a Free Interactive Workshop Learn the basics of community economic development (CED) and take away practical tools to help your municipality develop & implement a strategy. CED is the process of fostering an environment that results in the creation of wealth and well-being for the benefit of the entire community. During the workshop we will cover: • What CED is and why it is important to your community • The value of planning in your community • Collaborative roles of individuals and organizations • Tools and resources that are available and how they assist you Choose a session that works for you. Get practical tools To register click HERE you can use to help with making For further details call economic development 1-877-424-1300 or email decisions ag.info.omafra@ontario.ca Page 298 of 312 15.a) Correspondence dated February 11, 2019 from Catherine Oosterbaan, ... Dates and Details for Eastern CED 101 Workshops Haliburton 19 -Feb -19 9:00 - 12:00 Haliburton Hastings 4 -Mar -19 1:00 - 4:00 North Hastings Page 299 of 312 Dungannon Recreation Centre in L'Amable 26596 ON -62, L'Amable, ON North Grenville Gananoque Douro Dummer Community Centre Leeds & Grenville 7 -Mar -19 1:00 - 4:00 Leeds & Grenville 8 -Mar -19 9:00 - 12:00 Peterborough 12 -Mar -19 9:00 - 12:00 2893 Highway 28 & County Road 4 Cornwall Stormont, Dundas and 20 -Mar -19 9:00 - 12:00 Glengarry Horton Community Center Renfrew 21 -Mar -19 1:00 - 4:00 1005 Castleford Rd, Horton Township (near Renfrew) Quinte West Hastings 28 -Mar -19 9:00 - 12:00 Trent Port Marina 15 Creswell Dr, Trenton, ON Discovery Centre Muskoka 9 -Apr -19 9:30 - 1:00 275 Steamship Bay Rd, Gravenhurst, ON South Georgian Bay Region 10 -Apr -19 9:30 - 12:30 Simcoe Street Theatre (Collingwood, Blue 65 Simcoe Street, Collingwood, ON Mountain, Wasaga Beach) King Township (York/ Trisan Centre 17 -Apr -19 1:00 - 4:00 Simcoe) 25 Dillane Drive, Schomberg, ON Scugog Council Chambers North Durham Region 24 -Apr -19 5:30pm - 8:30pm (Scugog, Brock, Uxbridge) 181 Perry St., Port Perry, ON Page 299 of 312 15.b) Correspondence dated February 25, 2019 from Mayor Don Allen, Towns... Township of wwwapringwater.ca 2231 Nursery Road S rin ater '40 Minesing, Ontario L9X 1A8 Canada February 25, 2019 Mayor Harry Hughes & Council 'RECEIVED Township of Oro-Medonte 148 Line 7 South MAR 01 2019 Oro-Medonte, ON LOL 2EO ORO-ME=DONTE TOWNSHIP RE: Annual Log -Sawing Contest -- Elmvale Maple Syrup Festival Dear Mayor Hughes, It is with pleasure that 1 invite you to compete in the Annual Log -Sawing Contest taking place at the Elmvale Maple Syrup Festival on Saturday, April 27, 2019. This popular event draws crowds near and far to watch local dignitaries battle it out, in teams of two, to saw through a section of the log in the quickest time. The log -sawing contest takes place after the introduction of local dignitaries on the main stage. We ask that all participants meet at the main stage (corner of Queen Street and Maria Street) at 11:45 a.m. in preparation for the competition. If you are interested in participating in the competition, please contact Courtney Parker at Courtney. Parker@springwater.ca or 705-728-4784 x2100 by April 12, 2019. We will pair you with someone on the day of the event if you are unable to find a partner. A women's only competition will take place again this year (subject to number of registrants). Please indicate which competition you would like to participate in. As in previous years, this invitation has been extended to a number of local dignitaries, including area MPs, MPPs and representatives from neighbouring municipal councils. I hope to see everyone out to support this fun and worthwhile community event. Sincerely, Mayor Don Allen Township of Springwater Don.Allen@springwater.ca Phone: 705-728-4784 Mayor's Office Fax: 705-728-6957 Ext. 2040 Page 300 of 312 17.a) By -Law No. 2019-025, A By-law to Authorize the Execution of a Cont... The Corporation of the Township Of Oro-Medonte By-law No. 2019-025 A By-law to Authorize the Execution of a Contract between The Township of Oro-Medonte and The Barrie Public Library Board For a Term of One Year And to Repeal By-law No. 2018-034 Whereas the Public Libraries Act, R.S.O. 1990, c.P.44, as amended, Section 29(1) provides that the council of a municipality may, instead of establishing or maintaining a public library, enter into a contract with a public library board, union board or county library board for the purpose of providing the residents of the municipality with library services, on the terms and conditions set out in the agreement; And Whereas Council deems it desirable to enter into a Contract with The Barrie Public Library Board; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: That the Mayor and Clerk are hereby authorized to execute the contract between The Corporation of the Township of Oro-Medonte and The Barrie Public Library Board, said agreement attached hereto as Schedule "A" and forming part of this by-law. That By-law No. 2018-034 is hereby repealed. And That this by-law shall take effect on the final passing thereof. By -Law read a First, Second and Third time, and Passed this 13th day of March, 2019. The Corporation of the Township of Oro-Medonte Mayor, H. S' ughes Clerk, Karen Way Page 301 of 312 BETWEEN AND 17.a) By -Law No. 2019-025: A By-law to Authorize the Execution of a Cont... LIBRARY SERVICES AGREEMENT This agreement made in duplicate this day of 12019 THE BARRIE PUBLIC LIBRARY BOARD, in the City of Barrie THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE, in the County of Simcoe WHEREAS the Barrie Public Library Board has agreed to provide library service. THEREFORE it is mutually understood and agreed that the Corporation of the Township of Oro-Medonte will pay the Barrie Public Library Board the sum of $ 183,167.00 for library service for Oro-Medonte residents and taxpayers for the year 2019 with payments to be made quarterly, commencing January 1St, April 1St, July 1St, and October 1St, 2019 Mayor, Oro-Medonte H.S. Hughes Clerk, Oro-Medonte Karen Way day of Chair, Barrie Public Library Board 413 Treasurer, Barrie Public Library Board Page 302 of 312 17.b) By -Law No. 2019-026, A By-law to Authorize the Execution of a Cont... The Corporation of the Township Of Oro-Medonte By-law No. 2019-026 A By-law to Authorize the Execution of a Contract between The Township of Oro-Medonte and The Severn Township Public Library Board For a Term of One Year And to Repeal By-law No. 2018-036 Whereas the Public Libraries Act, R.S.O. 1990, c.P.44, as amended, Section 29(1) provides that the council of a municipality may, instead of establishing or maintaining a public library, enter into a contract with a public library board, union board or county library board for the purpose of providing the residents of the municipality with library services, on the terms and conditions set out in the agreement; And Whereas Council deems it desirable to enter into a Contract with The Severn Township Public Library Board; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: That the Mayor and Clerk are hereby authorized to execute the contract between The Corporation of the Township of Oro-Medonte and The Severn Township Public Library Board, said agreement attached hereto as Schedule "A" and forming part of this by-law. That By-law No. 2018-036 is hereby repealed. And That this by-law shall take effect on the final passing thereof. By -Law read a First, Second and Third time, and Passed this 13th day of March, 2019. The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Clerk, Karen Way Page 303 of 312 :1:81TiMI:101 AND 17.b) By -Law No. 2019-026: A By-law to Authorize the Execution of a Cont... LIBRARY SERVICES AGREEMENT This agreement made in duplicate this day of 12019 THE SEVERN TOWNSHIP PUBLIC LIBRARY BOARD, in the Township of Severn THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE, in the County of Simcoe WHEREAS the Severn Township Public Library Board has agreed to provide library service. THEREFORE it is mutually understood and agreed that the Corporation of the Township of Oro-Medonte will pay the Severn Township Public Library Board the sum of $22,365.00 for library service for Oro- Medonte residents and taxpayers for the year 2019 with payments to be made quarterly, commencing January 1St, April 1St, July 1St, and October 1St, 2019 Mayor, Oro-Medonte H.S. Hughes Clerk, Oro-Medonte Karen Way day of 12019 Chair, Severn Township Public Library Treasurer, Severn Township Public Library Page 304 of 312 17.c) By -Law No. 2019-027, A By-law to Authorize the Execution of a Cont... The Corporation of the Township Of Oro-Medonte By-law No. 2019-027 A By-law to Authorize the Execution of a Contract between The Township of Oro-Medonte and The Midland Public Library Board For a Term of One Year And to Repeal By-law No. 2018-035 Whereas the Public Libraries Act, R.S.O. 1990, c.P.44, as amended, Section 29(1) provides that the council of a municipality may, instead of establishing or maintaining a public library, enter into a contract with a public library board, union board or county library board for the purpose of providing the residents of the municipality with library services, on the terms and conditions set out in the agreement; And Whereas Council deems it desirable to enter into a Contract with The Midland Public Library Board; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: That the Mayor and Clerk are hereby authorized to execute the contract between The Corporation of the Township of Oro-Medonte and The Midland Public Library Board, said agreement attached hereto as Schedule "A" and forming part of this by-law. That By-law No. 2018-035 is hereby repealed. And That this by-law shall take effect on the final passing thereof. By -Law read a First, Second and Third time, and Passed this 13th day of March, 2019. The Corporation of the Township of Oro-Medonte Mayor, H.S. Hughes Clerk, Karen Way Page 305 of 312 :1:81TIT :101 AND 17.c) By -Law No. 2019-027: A By-law to Authorize the Execution of a Cont... LIBRARY SERVICES AGREEMENT This agreement made in duplicate this day of 12019 THE MIDLAND PUBLIC LIBRARY BOARD, in the Town of Midland THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE, in the County of Simcoe WHEREAS the Midland Public Library Board has agreed to provide library service. THEREFORE it is mutually understood and agreed that the Corporation of the Township of Oro-Medonte will pay the Midland Public Library Board the sum of $5,405.00 for library service for Oro-Medonte residents and taxpayers for the year 2019 with payments to be made quarterly, commencing January 1St, April 1St, July 1St, and October 1St, 2019 Mayor, Oro-Medonte H.S. Hughes Clerk, Oro-Medonte Karen Way day of 12019 Chair, Midland Public Library Treasurer, Midland Public Library Page 306 of 312 17.d) By -Law No. 2019-028, A By-law to Authorize the Execution of a Cont... The Corporation of the Township Of Oro-Medonte By-law No. 2019-028 A By-law to Authorize the Execution of a Contract between The Township of Oro-Medonte and The Orillia Public Library Board For a Term of One Year And to Repeal By-law No. 2018-037 Whereas the Public Libraries Act, R.S.O. 1990, c.P.44, as amended, Section 29(1) provides that the council of a municipality may, instead of establishing or maintaining a public library, enter into a contract with a public library board, union board or county library board for the purpose of providing the residents of the municipality with library services, on the terms and conditions set out in the agreement; And Whereas Council deems it desirable to enter into a Contract with The Orillia Public Library Board; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: That the Mayor and Clerk are hereby authorized to execute the contract between The Corporation of the Township of Oro-Medonte and The Orillia Public Library Board, said agreement attached hereto as Schedule "A" and forming part of this by-law. That By-law No. 2018-037 is hereby repealed. And That this by-law shall take effect on the final passing thereof. By -Law read a First, Second and Third time, and Passed this 13th day of March, 2019. The Corporation of the Township of Oro-Medonte Mayor, H. S' ughes Clerk, Karen Way Page 307 of 312 17.d) By -Law No. 2019-028: A By-law to Authorize the Execution of a Cont... CONTRACT FOR LIBRARY SERVICE 2019 AGREEMENT between The Orillia Public Library Board 36 Mississaga Street West Orillia, ON L3V 3A6 ("the Public Library Board") and The Township of Oro-Medonte 148 Line 7 South Oro-Medonte, ON LOL 2E0 ("the Township") The Township and the Public Library Board agree as follows: 1.0 Description of Services: 1.1 The Public Library Board shall endeavour to provide, in cooperation with other public library boards, a comprehensive and efficient library service to the residents of the Township. 1.2 The Public Library Board shall not make a charge for admission to the library or for use in the library of the library's materials by the residents of the Township. 1.3 The Public Library Board shall allow the residents of the Township full access to all Library services. 1.4 The Public Library Board may impose such fees as it considers proper for services and as allowed in the Public Libraries Act (RSO 1990 c.P.44, s. 23 (3).) 2.0 Public Library Board's Warranties: 2.1 The Public Library Board is a corporation duly established under the Public Libraries Act (RSO 1990, Chapter P44, as amended). 2.2 To ensure quality library service under this Agreement, the Public Library Board shall endeavour to: (a) Ensure that all materials are available for use outside the library except those used frequently for reference service, and rare and fragile items; (b) Ensure circulation policies of greatest convenience to the user and maximum use of materials; Page 308 of 312 17.d) By -Law No. 2019-028: A By-law to Authorize the Execution of a Cont... (c) Ensure that the selection of materials reflects the needs of the community as defined in regular community analyses and needs studies; (d) Ensure that the information provided to public library users is accurate, up- to-date and is coordinated with other appropriate organizations; (e) Ensure that all library facilities are accessible as defined by the standards of accessibility of the Ontario Building Code; (f) Provide resources, programs and services to meet defined community needs; (g) Provide a telephone in each of their facilities in order to ensure user access and maintain communication with other library systems. 3.0 Cost: 3.1 THEREFORE it is mutually understood and agreed that the Corporation of the Township of Oro-Medonte will pay the Orillia Public Library Board the amount of $43.05 per library member for library service for Oro-Medonte residents and taxpayers for the period beginning January 1, 2019 and ending December 31, 2019 with payment to be made upon receipt of invoices issued quarterly. Invoices will be based on new registrations during each of the invoice periods. 3.2 Payments shall be made to the Orillia Public Library on receipt of the invoice. 4.0 Municipal Representation on the Orillia Public Library Board: 4.1 The Public Library Board shall request its appointing council to appoint a member of the Township of Oro-Medonte Council (or a resident of the Township of Oro- Medonte designated by the Township of Oro-Medonte Council), recommended by the Township of Oro-Medonte Council. 5.0 Reports: 5.1 The Public Library Board shall submit an annual report to the Township. 5.2 The Township shall make an annual financial report to the Minister and make any other reports required by the Public Libraries Act, and its regulations or requested by the Minster. 6.0 Limitation of Liability: 6.1 The Township shall not be liable for any injury, death or property damage to the Public Library Board, its employees or agents or for any claim by any third party against the Public Library Board, its employees or agents. Page 309 of 312 17.d) By -Law No. 2019-028: A By-law to Authorize the Execution of a Cont... 6.2 The Township shall not be liable for any incidental, indirect, special or consequential damages or loss of use, revenue or profit of the Public Library Board arising out of or in any way related to this Agreement or the services. 6.3 The Public Library Board will save, defend and keep harmless and fully indemnify the Township and each of its elected officials, officers, employees and agents of, from and against all manner of actions, suits, claims, executions and demands which may be brought against or made upon the Township, its elected officials, officers, employees and agents or any of them and of, from and against all loss, costs, charges, damages, liens and expenses which may be sustained, incurred or paid by the Township, its elected officials, officers, employees and agents, or any of them, by reason of, or on account of, or in consequence of the fulfilment by the Public Library Board of its obligations under this Agreement including the default or breach by the Public Library Board of its obligations under this Agreement or by reason of any negligence or wilful default of the Public Library Board, its officers, employees, agents or persons acting under its direction in connection with its obligations hereunder. 7.0 Cancellation: 7.1 Either the Township or the Public Library Board may terminate this Agreement at any time upon six months of notice in writing. 8.0 Notices: 8.1 Notices under this Agreement shall be given in writing by personal delivery or by mail. 8.2 Notice by mail shall be deemed to have been given on the fourth business day after the date of mailing. 9.0 Signing Authority: 9.1 Contracts are to be signed on behalf of the Public Library Board, by the Chair and Secretary of the Board and, on behalf of the contracting township by two (2) authorized Signing Officers. 10.0 Inspection: 10.1 The Orillia Public Library shall maintain current up to date records for the purposes of the administration of this agreement and to provide accurate membership and usage statistics as requested by the Township for Oro-Medonte residents and taxpayers. Page 310 of 312 17.d) By -Law No. 2019-028: A By-law to Authorize the Execution of a Cont... 11.0 Duration: 11.1 This Agreement shall, subject to Section 7 hereof, be in force and effect from January 1, 2019 to December 31, 2019. 12.0 Entire Contract: 12.1 This Agreement constitutes the entire Agreement between the parties. There are no other agreements or understanding. DATE DATE THE Township of Oro Medonte (Seal) Signing Officer THE Township of Oro Medonte (Seal) Signing Officer THE PUBLIC LIBRARY BOARD Chair THE PUBLIC LIBRARY BOARD Secretary i ii iulll� n � Liboraryrillia Page 311 of 312 19.a) By -Law No. 2019-022: Being a by-law to confirm the proceedings of ... The Corporation of the Township of Oro-Medonte By -Law No. 2019-022 Being a By -Law to Confirm the Proceedings of the Council Meeting held on Wednesday, March 13, 2019 Whereas Section 5 of the Municipal Act, 2001, S. 0. 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, March 13, 2019, 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. Agoplo��q� By -Law Read a First, Second and Third time, and Passed this 13th day of March, 2019. W 111W The Corporation of the Township of Oro-Medonte EN Mayor, H.S. Hughes Clerk, Karen Way Page 312 of 312