10 14 2020 Council Agenda
The Township of Oro-Medonte
Council Meeting Agenda
Electronic Meeting
Wednesday, October 14, 2020
9:30 a.m. - Closed Session
10:00 a.m. - Open Session
Effective Tuesday, March 17, 2020 at 8:30 a.m., all Township of Oro-Medonte
facilities will be closed to the public until further notice. This includes the Township
Administration Centre. We will continue to offer services online and over the
telephone.
Input on agenda items are welcome and encouraged.
The Township of Oro-Medonte has amended its Procedural By-law to allow for
electronic participation at Council meetings during a declared emergency. Protocols
have been established to advise how to participate in the public portions of these
meetings. Please visit the following links for additional information:
To Request to Participate in Open Forum, complete the form and review the Protocols
for Public Participation at the following links:
o Request for Public Participation Form
Protocols for Public Participation Council and DS Committee
All electronic Council meetings will be streamed live, where possible, on the Township
YouTube Channel. Council Agendas will continue to be published on the Civic Web
Meeting Agendas
Procedural By-law.
The Township of Oro-Medonte is committed to providing and maintaining a working
environment that is based on respect for the dignity and rights of everyone within the
organization and for those individuals visiting our organization.
The Township of Oro-Medonte supports and fosters an environment that is safe,
welcoming and respectful for all residents, visitors, members of Council and staff.
Page
1. Call to Order - Moment of Reflection:
2. Adoption of Agenda:
7 - 24a) Motion to Adopt the Agenda.
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Council Meeting Agenda -October 14, 2020
\[Addenda\]
3. Disclosure of Pecuniary Interest:
4. Closed Session Items:
a) Motion to go In Closed Session.
b) Motion to Rise and Report.
c) Donna Hewitt, Director, Corporate Services re: Acquisition/disposition of
land (1 Georgian Drive, Part 2).
d) Shawn Binns, Director, Operations and Community Services re:
Acquisition/disposition of land (Edgar Community Hall).
e) Robin Dunn, CAO re: Labour relations/employee negotiations
(Compensation).
5. Minutes of Council and Committees:
25 - 37 a) Minutes of Council meeting held on Wednesday, September 23, 2020.
6. Recognition of Achievements:
7. Public Meetings:
None.
8. Deputations/Presentations:
38 - 50 a) Presentation by Mike Walters, CAO, Lake Simcoe Region Conservation
Authority (LSRCA) re: 2020 Budget Companion and Annual Operating
Priorities.
9. 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.
10. 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
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Council Meeting Agenda -October 14, 2020
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
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.
11. Reports of Municipal Officers for Action:
51 - 71 a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services; and
Mark DesLauriers, Chief Financial Officer/Treasurer re: Communal Tile
Financial Plan \[Deferred from September 23, 2020 Council meeting\], \[Refer
to Item 17a)\].
72 - 75 b) ES2020-6, Michelle Jakobi, Acting Director, Environmental Services re: Zone
1 Water Integration Project Update.
76 - 79 c) DS2020-135, Curtis Shelswell, Manager, Municipal Law Enforcement Officer
re: Short Term Rental Enforcement for Council.
80 - 85 d) DS2020-86, Andy Karaiskakis, Senior Planner; and Andria Leigh, Director,
Development Services re: Official Plan Review and Comprehensive Zoning
By-law Status Update.
86 - 149 e) CS2020-27, Jennifer Whitley, Coordinator, Economic Development /
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Communications re: Wayfinding Strategy Contract Award.
12. Reports of Municipal Officers for Information Only:
150 - 152 a) Robin Dunn, CAO re: Update on COVID-19 Actions.
13. Reports of Members of Council:
a) Updates from Council Representatives County of Simcoe and Township
Partners and Agencies.
representatives at the Tow
Agencies.
14. Consent Agenda:
153 - 155 a) Announcements of Interest to the Public:
1. Notice of Full Bridge Closures at Oro-Medonte Line 5 and Line 9, Hwy
11 Underpass by Clearwater Structures Inc., March 16 - November
20, 2020.
2. Bell Community Notification, 35 Metre Tri-Pole Telecommunications
Tower, Located at 16 Taras Blvd., Hawkestone, Public Consultation,
October 21, 2020, 5:30 p.m.
156 - 163 b) Nottawasaga Valley Conservation Authority, Minutes of August 28, 2020 and
Highlights of September 25, 2020 meetings.
Staff Recommendation: Receive for Information Only.
164 - 196 c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief
Administration Officer, Nottawasaga Valley Conservation Authority (NVCA)
re: 2021 Draft Budget and Program Overview.
Staff Recommendation: Receive for Information Only.
197 - 198 d) Correspondence dated September 25, 2020 from Charles Gardner, Medical
Officer of Health, Simcoe Muskoka District Health Unit (SMDHU) re:
Communication Update.
Staff Recommendation: Receive for Information Only.
199 e) Correspondence dated September 28, 2020 from Anita Dubeau, Chair,
Simcoe Muskoka District Health Unit, (SMDHU), Board of Health re: Council
of Ontario Medical Officers of Health (COMOH) Assessment.
Staff Recommendation: Receive for Information Only.
200 - 201 f) Correspondence dated September 28, 2020 from Leslie Pressnail re: 17 Bay
Street Short Term Rental and COVID restrictions.
Staff Recommendation: Receive for Information Only.
202 - 208 g) Correspondence received re: Request to Proclaim October 19-25, 2020 as
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"Waste Reduction Week in Canada".
Staff Recommendation: Receive, Proclaim, Post on Township's Website,
Advise under Mayor's Signature.
209 - 210 h) Correspondence dated September 21, 2020 from the Town of Amhertsburg
re: Accessibility for Ontarians with Disabilities Act (AODA) Website
Compliance Extension Request.
Staff Recommendation: Receive for Information Only.
211 - 212 i) Correspondence dated September 21, 2020 from Town of Amhertsburg re:
Request for Consideration of Amendments to Bill 108 re: The Ontario
Heritage Act.
Staff Recommendation: Receive for Information Only.
213 - 215 j) Correspondence received from the Township of Puslinch and the City of
Oshawa re: COVID-19 Funding Support.
Staff Recommendation: Receive for Information Only.
216 - 230 k) Correspondence dated September 24, 2020 from Jane Sinclair, General
Manager, Health & Emergency Services, County of Simcoe re: 2020 Simcoe
County Age-Friendly Municipal Grant Opportunity.
Staff Recommendation: Receive for Information Only.
231 - 234 l) Report dated October 5, 2020 by County of Simcoe, Engineering, Planning
and Environmental Division, Economic Development Department, Item
Number LSRA - 2020-317 re: Lake Simcoe Regional Airport Update.
Staff Recommendation: Receive for Information Only.
15. Communications/Petitions:
235 - 237 a) Correspondence dated September 29, 2020 from Jovan Markov re: Request
to Purchase Township Property, Unopened Road Allowance Abutting Roll #
4346-010-009-47900-0000, East Side of Line 7 South, between Ridge Road
East and Lakeshore Road East.
238 - 240 b) Correspondence dated October 9, 2020 Sarah Huter, Assistant General
Manager, Mount St. Louise Moonstone Ski Resort re: Request for Support
from Mount St. Louis Moonstone/Skyline Horseshoe Resort and Hardwood
Ski & Bike for their efforts to Declare Snowsports, Skiing and Snowboarding,
Alpine and Nordic Deemed Essential in Stage 2.
16. Notice of Motions:
None.
17. By-Laws:
241 - 242 a) 2020-106: A By-Law to Amend By-Law, 2018--law of The
Corporation of the Township of Oro-Medonte to Provide for the Imposition of
-law).
243 - 244 b) 2020-108: Being a By-Law to Delegate Authority to the Chief Administrative
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Officer in Continued Response to the COVID-19 Pandemic.
245 c) 2020-110: A By-law to Amend By-Law No. 2020-028 being a By-Law to
authorize the Sale of Surplus Land Part of 1 Georgian Drive, Township of
Oro-Medonte, County of Simcoe.
18. Closed Session Items (Unfinished Items):
19. Confirmation By-Law:
246 a) 2020-111: Being a by-law to confirm the proceedings of the Council meeting
held on Wednesday, October 14, 2020.
20. Adjournment:
a) Motion to Adjourn.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
Dear Ms. Aubichon,
I would like my objection to Report ES2020-06 (Ms. Jakobi Report) entered into public record (Oct 14th,
2020).
The limited data of the report and the exclusion of the resident generated survey does not represent the
views and concerns of the taxpayers in our area. Therefore, the recommendations put forth are based on
suspect information.
Thank you,
Mark Martynyshyn
18 Cathedral Pines
Oro-Medonte
L4M 4Y8
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2.a) Motion to Adopt the Agenda.
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2.a) Motion to Adopt the Agenda.
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5.a) Minutes of Council meeting held on Wednesday, September 23, 2020.
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5.a) Minutes of Council meeting held on Wednesday, September 23, 2020.
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5.a) Minutes of Council meeting held on Wednesday, September 23, 2020.
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5.a) Minutes of Council meeting held on Wednesday, September 23, 2020.
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5.a) Minutes of Council meeting held on Wednesday, September 23, 2020.
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5.a) Minutes of Council meeting held on Wednesday, September 23, 2020.
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5.a) Minutes of Council meeting held on Wednesday, September 23, 2020.
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5.a) Minutes of Council meeting held on Wednesday, September 23, 2020.
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5.a) Minutes of Council meeting held on Wednesday, September 23, 2020.
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5.a) Minutes of Council meeting held on Wednesday, September 23, 2020.
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5.a) Minutes of Council meeting held on Wednesday, September 23, 2020.
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5.a) Minutes of Council meeting held on Wednesday, September 23, 2020.
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5.a) Minutes of Council meeting held on Wednesday, September 23, 2020.
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8.a) Presentation by Mike Walters, CAO, Lake Simcoe Region Conservation ...
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8.a) Presentation by Mike Walters, CAO, Lake Simcoe Region Conservation ...
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8.a) Presentation by Mike Walters, CAO, Lake Simcoe Region Conservation ...
2020 Budget Companion and Annual Operating Priorities
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8.a) Presentation by Mike Walters, CAO, Lake Simcoe Region Conservation ...
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8.a) Presentation by Mike Walters, CAO, Lake Simcoe Region Conservation ...
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8.a) Presentation by Mike Walters, CAO, Lake Simcoe Region Conservation ...
Annual Operating Priorities
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8.a) Presentation by Mike Walters, CAO, Lake Simcoe Region Conservation ...
Proposed AOP Activities for 2020
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8.a) Presentation by Mike Walters, CAO, Lake Simcoe Region Conservation ...
Proposed AOP Activities for 2020
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8.a) Presentation by Mike Walters, CAO, Lake Simcoe Region Conservation ...
Improve water quality & quantity Increase our natural heritage systemsMake communities safer, healthier, and more connected to the natural environment Engage our communities to achieve
a balance between social, economic and ecological needsAchieve success through partnerships, innovation and engagementMonitor & report our progress to our partners and the community
Our Path Ahead Remains Clear
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8.a) Presentation by Mike Walters, CAO, Lake Simcoe Region Conservation ...
www.lsrca.on.ca
Questions
for more information visit
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
Safe Drinking Water Act, 2002
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
Toward Financially Sustainable Drinking-Water and Wastewater Systems
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
Projected Financial Performance (in thousands)
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
Municipal Act
Municipal Act2001
Municipal Act, 2001
Municipal Act2001
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11.a) ES2020-5, Michelle Jakobi, Acting Director, Environmental Services...
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11.b) ES2020-6, Michelle Jakobi, Acting Director, Environmental Services...
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11.b) ES2020-6, Michelle Jakobi, Acting Director, Environmental Services...
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11.b) ES2020-6, Michelle Jakobi, Acting Director, Environmental Services...
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11.b) ES2020-6, Michelle Jakobi, Acting Director, Environmental Services...
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11.c) DS2020-135, Curtis Shelswell, Manager, Municipal Law Enforcement O...
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11.c) DS2020-135, Curtis Shelswell, Manager, Municipal Law Enforcement O...
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11.c) DS2020-135, Curtis Shelswell, Manager, Municipal Law Enforcement O...
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11.c) DS2020-135, Curtis Shelswell, Manager, Municipal Law Enforcement O...
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11.d) DS2020-86, Andy Karaiskakis, Senior Planner; and Andria Leigh, Dir...
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11.d) DS2020-86, Andy Karaiskakis, Senior Planner; and Andria Leigh, Dir...
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11.d) DS2020-86, Andy Karaiskakis, Senior Planner; and Andria Leigh, Dir...
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11.d) DS2020-86, Andy Karaiskakis, Senior Planner; and Andria Leigh, Dir...
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11.d) DS2020-86, Andy Karaiskakis, Senior Planner; and Andria Leigh, Dir...
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11.d) DS2020-86, Andy Karaiskakis, Senior Planner; and Andria Leigh, Dir...
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11.e) CS2020-27, Jennifer Whitley, Coordinator, Economic Development / C...
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The Corporation of the Township of Oro-Medonte
Request for Proposal
RFP # CS 2020-04
Emailed PDFProposals, clearly marked as to contents, will be received by Corporate
Services, via email jwhitley@oro-medonte.ca, no later than 3:00 pm(15:00)local time,
September 2, 2020.
Late proposals will not be accepted.
Requirements for:Wayfinding Strategy
All proposals are subject to the terms and conditions of the Request for Proposal, the
accompanying specifications, and all other contract provisions or data that is
incorporated.
If further information is required, contact:
Corporate Services; Jennifer Whitley
Economic Development & Communications Coordinator
(jwhitley@oro-medonte.ca)
The Corporation of the Township of Oro-Medonte reserves the right to accept or reject
all or part of any proposal, and to accept the proposal that is in the best interest of the
owner.
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11.e) CS2020-27, Jennifer Whitley, Coordinator, Economic Development / C...
Contents
Definitions....................................................................................................................... 7
Part I Project Terms of Reference............................................................................ 9
1. Introduction...................................................................................................... 9
2. Background ...................................................................................................... 9
3.Current Situation............................................................................................10
4. Scope of Project ............................................................................................. 10
5.Timeframe of Project......................................................................................11
6. Project Requirements and Deliverables ......................................................... 11
7. Contents of Proposals .................................................................................... 12
Part II Instructions to Proponents............................................................................. 14
1. Deliveryof Proposals..................................................................................... 14
2. Proposal Schedule ......................................................................................... 14
3. Competition Intended ..................................................................................... 14
4. Inquiries ......................................................................................................... 15
5. Addendum/Addenda ...................................................................................... 15
6.Site Meeting...................................................................................................15
7. Mandatory Proposal Requirements................................................................ 15
8. Checkingof Proposals................................................................................... 16
9. Late Submission............................................................................................. 17
10. Proposal Opening .......................................................................................... 17
11. Amendment of Proposals............................................................................... 17
12. Right to Accept or Reject Proposal ................................................................ 17
13. Proposal Evaluation ....................................................................................... 17
14. Evaluation Criteria.......................................................................................... 18
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15. Negotiations ................................................................................................... 19
16. Presentation & Interview ................................................................................ 19
17. Award Determination ...................................................................................... 20
18. Execution of Award ........................................................................................ 21
19. Order of Precedence ...................................................................................... 21
20. Alternative Dispute Resolution....................................................................... 22
21. Contract Additions & Deletions...................................................................... 22
22. Proponent Qualifications................................................................................ 22
23. Proponent's Statement of Understanding....................................................... 22
24. Term of Contract............................................................................................ 23
25. Irrevocability of Proposals .............................................................................. 23
26. Errors and Omissions ..................................................................................... 23
27. Proponents Expenses .................................................................................... 23
28. Changes to Proposal Wording ....................................................................... 23
29. Price Components.......................................................................................... 23
30. Freedom of Information.................................................................................. 24
31. Bribery/Fraud................................................................................................. 24
32. Cancellation ................................................................................................... 24
33. Insurance ....................................................................................................... 24
34. Workplace Safety and Insurance Board (WSIB) ............................................ 25
35. Regulation Compliance and Legislation ......................................................... 26
36. Laws of Ontario .............................................................................................. 26
37. Indemnification ............................................................................................... 26
38. Force Majeure ................................................................................................ 26
39. Severability.................................................................................................... 27
40. Termination of Contract .................................................................................. 27
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41. Termination byNotice .................................................................................... 27
42. Termination for Cause.................................................................................... 27
43. Suspension of Work ....................................................................................... 28
44. Suspension in Future ..................................................................................... 28
45. Failure to Complywith Owner Decisions........................................................ 28
46. Evaluation of Performance ............................................................................. 28
47. Time is of the Essence ................................................................................... 29
48. Safety Standards ............................................................................................ 29
49. Non-Waiver .................................................................................................... 29
50. Non-Assignment ............................................................................................ 29
51. Emergency Telephone Number ..................................................................... 29
52. Personal Property Security Act ...................................................................... 30
53. Confidentiality of Information.......................................................................... 30
54. Conflicts of Interest ........................................................................................ 30
55. Township Not Employer................................................................................. 31
56. Purchasing and Tendering Procedures By-Law 2004-112, By-Law 2012-216 31
57. Working Language ......................................................................................... 32
58. Intellectual Property ....................................................................................... 32
59. Accessibility ................................................................................................... 32
60. Township of Oro-Medonte Payment Terms .................................................... 32
PartIII Form of Proposal ............................................................................................ 34
Schedule I – Budget ...................................................................................................... 40
Schedule II -List of References.................................................................................... 41
Part IV Agreement...................................................................................................... 43
Part VAppendices .................................................................................................... 50
Accessibility for Ontarians withDisabilities (AODA) .................................................... 51
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Contract Change Order Sample .................................................................................. 53
Instructions for Use for Change Orders (if applicable)................................................... 54
Proposal Irregularities ................................................................................................. 56
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\[Intentionally Left Blank\]
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Definitions
Thefollowing definitionsapply to theinterpretation ofthe Request for Proposal and
Contract Documents;
1. “Addenda or Addendum” means any additions, deletions, modifications or other
changes to the Contract Document andall corresponding Schedules and
Appendices.
2. “BusinessDay” means any day from Monday through Friday between the hours
of 8:30 amand 4:30 pm, excluding statutory holidays observed by The Township
of Oro-Medonte.
3. “Calendar Day” means Monday through Sunday inclusive, but excluding any
recognized statutoryholiday.
4. “Closing Date”means the date and time specified inInstructions toProponents,
by which all Proposals shall be received and stamped by the Owner.
5. “Conflictof Interest”has the meaningthat if there is an actual or potential Conflict
of Interest inpreparing its Proposal, and/or theProponent(s) foresees an actual or
potential Conflict of Interestin performing the works required under the Contract.
6. “Contract”means the agreement in writing governing the defined Work, which has
been executed by the Owner and the Successful Proponent following acceptance
by theOwner of the Successful Proponent’s submission and subsequent signed
agreement.
7. “Contract Documents” means a form of agreement,together with the Standard
Conditions, Specifications, Schedules and Appendices, if any, which constitute
the entire understanding between the Township and a Proponent submitting a
Proposal regarding the Work.
8. “Council”means the elected Council for the Township of Oro-Medonte.
9. “Finance Department”means the Chief Financial Officer/Treasurer or his/her
designate working within the Finance Department.
10. “Formof Proposal” are the standard forms provided in the Contract Document.
Proponents must complete and submit the forms contained within this section in
order to provide the necessary information fortheevaluation of the submission for
the purpose of entering into a Contract with the Owner in the event of award.
11. “MandatoryRequirements” means thoserequirements described in Instructions to
Proponents, which shall be fully satisfied inorder for any Proposal to be
considered by the Owner as compliant.
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12. “May”used in this document denotes permissive.
13. “Owner” refers to The Corporation of theTownship of Oro-Medonte, as the case
may be, and as identified in the Request for Proposal, and Contract Documents
for the purpose of the award, execution and performance of the Contract.
14. “Proposal” or “Submission” refers to the information submitted by a Proponent in
responsetothisRequestforProposal.
15. “Proponent”means the legal entity submitting a Proposal.
16. “Requestfor Proposal”or “RFP” meansthe document issued by the Township
and used tosolicitProposalsfromProponents to provide goods,services or
construction to the Township.
17. “Shall” and “Will” used in this document denotes imperative.
18. “Sub-Contractor” or “Sub-Consultant” means a legal entity approved by the
Owner undertaking the execution of a part of the Work pursuant to an agreement
with the Proponent.
19. “Successful Proponent”means the Successful Proponent(s) whose Proposal has
been accepted by the Township and to whom the Contract is awarded.
20. “Supply”means to provide the necessary tools, material, equipment, and product
to satisfy the Requestfor Proposalrequirements.
21. “Township” means The Corporation of the Township Of Oro-Medonte
22.“Work”means Work/serviceperformed to meeta demand tocomply with the
conditions of the Contract, delivery dates, specifications and technical assistance.
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Part IProject Terms ofReference
1. Introduction
The Township is a diverse and beautiful community with a central location in Ontario.
With a population of 23,500 full time residents, it covers a land area of 61,000
hectares, stretching from the westerly border with Barrie, the southerly border with
Lake Simcoe, the easterly border with Orillia and Severn Township and the northerly
border shared with Tay and Severn Townships. The Township is comprised of a
number of smaller hamlets, with Craighurst containing some components of a
traditional downtown including shopping and dining. The Township’s prime location
provides residents and visitors alike with the riches of rural life and the convenience of
a short drive to Barrie, Orillia and the Greater Toronto Area.
The Township is accessible by:
Provincial Highways 11, 12 and 400 and the County of Simcoe road systems;
The Lake Simcoe Regional Airport operated by the City of Barrie and the County
of Simcoe, which is located in the Township;
The Canadian Pacific Rail line, which passes through the Township as it travels
from Toronto to Vancouver;
The Lake Country Oro-Medonte Rail Trail which links the Cities of Barrie and
Orillia; and
Lake Simcoe.
2. Background
The Township of Oro-Medonte has over 600kms of roadways; these roadways only
include basic municipal signage at entry points into the Township or in the small
communities within the Township borders. The Township is seeking proposals from
qualified and experienced firms to create a Wayfinding Strategy. This strategy will
provide a methodical approach for the Township, the outcome will be a plan that
provides a sequence of directional and identification signs for residents and visitors to
be directed to key assets in the Township. The successful proponent must have
extensive experience with municipalities working through the development of a
wayfinding strategy and plans. The firm must have the ability to coordinate and
facilitate the process reviewing roadways, high traffic areas, places of interest and the
creation of an implementation strategy.
The Wayfinding Strategy is led by the Township of Oro-Medonte in collaboration with
financial support from the County of Simcoe (Tourism Simcoe County) and RTO7
(BruceGreySimcoe). Pending Council Approval the Wayfinding Signage Designs will
follow the design, colour and size of the signs as prescribed by the RTO7 Wayfinding
Signage Standards and Specifications .
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3. Current Situation
The RTO7 sign system has been implemented in other municipalities across Bruce,
Grey and Simcoe counties. Each municipality is required to have their own signage
implementation plan and strategy that uses the existing RTO7 designs.
The Township is looking to work with a consulting firm that can provide a prioritization
plan for Oro-Medonte Township to implement in an efficient, sensible and effective
way. The final plan will provide recommendations and will be considered based on
available budgets in the coming years.
The Township is in the process of installing Gateway signs at the entrance points into
Craighurst, the design of the gateways signs is separate from the RTO7 guidelines,
but would need to be incorporated into the final project and will be what the Township
plans to use as Gateway signage into the Township going forward. The Township is
confident that the design of the Gateway signs will fit in well with the design of the
Wayfinding signs in the RTO7 sign systems.
Each of the signs used in the finalized plan will include the Oro-Medonte brand and
logo which will allow both locals and visitors to know their sense of place and establish
an awareness of their location.
4. Scope of Project
The Wayfinding Strategy will define what the Township needs regarding directional
signage and wayfinding. This strategy will provide a final plan, it will need to ensure
that the brand identification of the municipality is incorporated; the brand will be
included through gateway and directional signage and provide guidance to the
Township’s communities and key destinations and attractions.
The successful Proponent will provide the following:
Comprehensive Audit – Signage Hierarchy
Location Mapping – Existing Signs & Proposed Signs & Vehicular Routes
Signage Content
Prioritization Plan
Final Report
A total budget allocation of up to $26,250.00 including taxes has been approved for the
Wayfinding Strategy based on approval from the Township or Oro-Medonte in
collaboration with the County of Simcoe and RTO7 tourism funding applications.
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5. Timeframe of Project
The following is the proposed timing for this project:
Release of RFPMonday, August 17, 2020
Last day for questions, errors or Monday, August 24, 2020
omissions from proponents
Deadline for Final Addenda Wednesday, August 26, 2020
RFP ClosingWednesday,September 2, 2020
Evaluation of Proposals Upon Closing of RFP submission
Proponent Presentations/ Interviews Week of September 7, 2020
Report to Council re:RTO7 sign design Week of September 23, 2020
standards
Award of Contract Week of September 23, 2020
Project Commencement End of September 2020
Project Briefings Ongoing
Final Strategy Week of December14,2020
(This timetable may be changed by the Township at any time)
6. Project Requirements and Deliverables
The successful Proponent will be required to provide a project plan that includes a
breakdown of phases, tasks, deliverables and associated timing.
1) Comprehensive Audit
Working with the Oro-Medonte team and possibly key stakeholders, to discuss
concerns and issues, understanding the main routes and destinations and any
other limitations or considerations in the Township. (Explain methodology to do
this)
2) Location Mapping
Review and ensure correct information for current sign locations
Map key locations for wayfinding signs around Oro-Medonte that are most
critical
Map key locations for gateway signs in the communities and areas of the
Township where wayfinding signs need to be located to direct visitors to
key features including: arena, boat launches, beaches, parking etc
Provide GIS Mapping in draft format showing locations
3) Types of Signs & Content
Provide a recommendation of what type of sign for each location, content for each
sign, including proposed messaging and locations. The Oro-Medonte logo must be
able to be incorporated into the directional signs or gateway signs.
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4) Prioritization Plan
Include in recommendations what signs are the most critical, prioritizing where the
highest needs are for locations based on corporate requirements. The final plan
must be able to be used by Township staff to use to create a plan based on
available budgets in coming years, considering a phased approach.
5) Final Report
A final report providing the necessary documentation for the municipality to follow
for future implementation plans. This final report must support future tenders for the
fabrication and installation of the wayfinding system. This should include example
design drawings of all sign types, incorporating Oro-Medonte branding, suitable for
including in tender package, and the recommended locations and content for
signage.
7. Contents of Proposals
The Request for Proposal response submission shall include at a minimum the following
information:
1. Table ofContents,at the front of the submission
2. Completed Proponent Information Form
3. Company Background and Relevant Experience:
a) Provide an outline of your company background and experience in relationto
this project;
b) Provide information on similar projects, which your company has been
involved with, including references and examples;
c) Describe the unique strengths that your firm canbring to theproject and how
these set your firm apart from others.
4. Personnel Summary:
a) Provideinformation related to the qualifications and experience of the personnel
who will be assigned to work directly on this project, including resumes,
documentation of accreditation and/or letters of reference.
5. Work Plan and Timelines
a) Providea detailedwork plan of the services to be provided, including all of the
tasks, milestones and timelines. Indicate the personnel responsible for each task.
The timeline schedule should have sufficient details to clearly demonstrate a full
understanding of the timelines associated with the completion of the project.
6. CompletedForm of Proposal
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7. CompletedSchedule II – List of References
8. CompletedConflict of InterestForm
9. CompletedAODA Declaration Form
10. Budget
a) Provide a detailed budget sheet with number of hours, hourly rates and totals
assigned toeach individualpersonnel assignedto this project;
b) Identify any out of pocket expenses & disbursements;
c) Identify any sub-consultant(s) that will be used on the project and appropriately
include their fees in the detailed budget sheet;
d) Completed Schedule I – Budget (breakdown where possible)
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Part IIInstructions to Proponents
1. Delivery of Proposals
TheForm of Proposal, togetherwith all supporting documentation, is to be submitted
attached in PDFformat to an email. If the attachmentstotal size is 10mb or more
please send an email, and include a Dropbox link for attachments. Please ensure that
the name of the proponent, and name of project is included in the email. The email will
be responded to along with a date and time stamp according to the email address
submitted to.
Proposals timestamped after 3:00p.m. (15:00 hours) are lateand shall be deemed
non-compliant and shall be returned to the Proponent.
AllProposals shallbe irrevocable andshall remainopen for acceptance,at the prices
quoted, for up to ninety (90) calendar days from the closing date and time. In
submitting a Proposal, each Proponentagrees that,notwithstanding anything to the
contrary, the Township may notify the successful Proponent at any time within the
ninety (90) calendar days that its Proposal has been accepted.
Proposal Schedule
Release of RFPMonday, August 17, 2020
Last day for questions, errors or Monday, August 24, 2020
omissions from proponents
Deadline for Final Addenda Wednesday, August 26, 2020
RFP Closing Wednesday,September 2, 2020
Evaluation of Proposals Upon Closing of RFP submission
Proponent Presentations/ Interviews Week of September 7, 2020
Report to Council re:RTO7 sign design Week of September 23, 2020
standards
Award of Contract Week of September 23, 2020
Project Commencement End of September 2020
Project Briefings Ongoing
Final Strategy Week of December 14,2020
(This timetable may be changed by the Township at any time)
Note: Although every attempt will be made to meet all the dates, the Township
reserves the right to modify any or all dates, and closing time at its sole discretion.
2. Competition Intended
It is the Township’s intentthat this Requestfor Proposal (RFP) permit competition. It
shall be the Proponents responsibility to advise the Economic Development &
Communications Coordinator, in writing if any language, requirement, specification,
etc., or any combination thereof, inadvertently restricts or limits the requirements
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statedin this RFP to a singlesource.Such notification must be received no later than
seven (7) calendar days prior to the date set for RFP closing date and time.
3. Inquiries
All inquiries concerning this Proposal,including specifications, process and resultsare
to be directed in writing (e-mail) through:
Corporate Services;Jennifer Whitley, Economic Development &
Communications Coordinator jwhitley@oro-medonte.ca
Inquiriesshall not be directedto any other Townshipemployee.Noclarification
requests will be accepted by telephone.
Atranscript of thequestions and answers will be made available, via the method
authorized for advertising the RFP, on or before the date as listed in this document.
Questions or clarification will be answered individually in writing in a transcript, but
response(s) to any question that modified the scope of this document will be issued as
an Addendum and circulated via the method authorized for advertising the RFP.
4. Addendum/Addenda
Addendum/Addenda if required will be issued by the Township and shall hereby form
part and parcel of the Contract Documents. Failure to acknowledge
Addendum/Addenda issued mayresult in a non-compliantsubmission. All
Addendum/Addenda should be issued to the Proponents forty-eight (48) hours prior to
the Closing date and time via the method of RFP listing. It is the responsibility of the
Proponent to ensure they have received all Addendum/Addenda that have been
issued.
The Townshipof Oro-Medonte will assume no responsibility for oral instructions
or suggestions.
Prior to submitting their Proposal, Proponents should check the Township’s website
(www.oro-medonte.ca) to verify they have received all Addenda.
5. Site Meeting
Asite meeting will not be required as part of the proposal process.
6. Mandatory Proposal Requirements
Failure to adhereto the following Mandatory ProposalRequirements shall result in the
Proposal being declared a non-compliant Proposal:
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i. Proposals shall be received via Email, as set out in theRFP,by the Ownerprior to
the stated Closing date and time;
ii. Proposals shall be submitted completeandin the original Form of Proposal, as
supplied, without any unauthorized alterations, additions, deletions or qualifying
statements made to or provided with the Form of Proposal.
iii. The Form of Proposalshall be ‘original’ with an ‘original’ signature(s) that is signed
in the spaces provided by a duly authorized official of the Proponent;
iv. TheProponent shall attend all mandatory site meetings, if applicable; and
v. The Proponent shall be previously qualified, under a related pre-qualification
process, if applicable.
If the Proposal is a joint submission of two (2) or more Proponents, a single Proposal is
to be coordinated and submitted by one (1) Proponent, who shall be identified as the
“Lead Proponent” and shall take full responsibility for all associated Proponents.
Signatures on behalf of a non-incorporated body or by individuals shall be witnessed.
In the case of an incorporated company, the corporate seal shall be affixed to the Form
of Proposal adjacent to the authorized signature.
7. Checking of Proposals
Proposals openedare checked by Corporate Services to ensure that:
i. the required Bid security is provided and properly executed, if applicable;
ii. all Proposals submitted comply with the Mandatory Proposals Requirements;
iii.allarithmeticextension calculationsarecorrect;
iv. where there is an obvious error in extensions, additions or computations, the
Township shall be entitled to correct such errors based on the unit prices supplied,
and the corrected total shall be considered as representing the intention of the
Proponent, and shall be used as the basis for comparison of Bids. For greater
certainty, any failure by a Proponent to insert a unit price where required shall be
deemed to be a $ “0” value;
v. all items as specified have been bid on;
vi. all strikeouts, erasures or overwrites are initialed by an authorized person;
vii. no claims or litigation proceedings have been instituted by the Proponent against
the Township, or in turn by the Townshipagainst the Proponent; and
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viii.alladdenda have been acknowledged on the Form of Proposal in the space
provided.
In any of the above circumstances where there are obvious or patent errors such as
misplaced decimals, the Owner shall consider the intent of the Proponent.
8. Late Submission
Proposals received after the closing date and time will not be considered during the
selection process and will be returned unopened to the respective Proponent.
9. Proposal Opening
Proponents are advised there will not be a public opening for thisRequest for
Proposal. Proposals received, by the date &time of closing, will be opened
administratively by respective members of the Corporation and/or the Evaluation
Team, at a time subsequent to theclosing.
10. Amendment of Proposals
Proponents who have submitted a Proposal may amend it up to the Closing Date and
Time by submitting a replacement Proposal. Amended Proposals must be sealed and
submitted in accordance with all other requirements included in this document. The
amended Proposal will clearly be marked “Amended” and should clearly indicate that it
replaces any other submitted version. In the case of a discrepancy, the Township will
deem the last Proposal received prior to the Closing Time, to be the valid Proposal.
11. Right to Accept or Reject Proposal
The Corporation of the Township of Oro-Medonte reservesthe right to accept any
Proposal,in wholeor in part, that it feelsmost fully meets the selection criteria,
providing Oro-Medonte Council has approved the use of the RTO7 sign design
standards. Therefore, the lowest cost Proposal, or any Proposal may not necessarily
be accepted as per The Township of Oro-Medonte’s Purchasing and Tendering
Procedures By-law 2004-112, as amended. Township staff shall evaluate all Proposals
received by the Closing Date and make evaluations and recommendations for
acceptance.
The Proponent is advised that the scope of works as required by this RFP may be
changed at the discretion of the Township as may be necessary due to budgeting
constraints or in the best interest of the Township. Should the Township exercise this
option, the unit prices bid shall prevail with no additional claims to be considered by
the Township.
12. Proposal Evaluation
An Evaluation Committee will evaluate eachof the Proposals received in accordance
with the evaluation criteria as set out in the RFP Document. The Committee reserves
the right to enter into further discussions in order to obtain information that will allow
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theCommittee toreacha decision witha Proponent, and to waive irregularities and
omissions if, in doing so, the best interest of The Township will be served.
13. Evaluation Criteria
It is the responsibility of the proponents to provide sufficient information in the
Proposal to exhibit required abilities. Proponents are cautioned that organization of
their response, as well as thoroughness is critical to the evaluation process. All
required information should be furnished and presented in an organized,
comprehensive and easy to follow manner. Selection of a Proposal will be based on,
but not solely limited to, the following criteria and weighting:
ItemEvaluation Criteria Points
1 Qualityand Completeness of Proposal 15
Company Background and Relevant
2 25
Experience & Examples
3 Budget 20
Work Plan,Methodologies, Timelines
4 20
5 Client References 20
Total Available Points 100
Proposals will be assessed on the basis of information provided by the Proponent at
the time of submission and shall take into account subsequent interviews with the
Proponent as may be required.
Proposals may be considered for an interview. Note: Only teams that have completed
work of a similar nature for municipalities, since January, 2015 will be considered.
Proposals will be evaluated on the basis of the following criteria. Each of the criteria
will be scored 1 through 5 with 5, being the best score. The criteria is assigned a
weighting factor that represents the significance relative to other criteria. The scores
for the criteria will be multiplied by the weighting factor assigned and the results will be
totaled out of 100.
Criteria:
Note: Refer to the Form of Proposal for specifics relating to content requirements of
the Proposal.
1. Quality and Completeness of Proposal: 1 2 3 4 5 /15
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Priority Factor: 3X
2. Company Background and Relevant Experience 1 2 3 4 5 /25
& Examples:
Priority Factor: 5X
3. Budget: 1 2 3 4 5 /20
Priority Factor: 4X
4. Work Plan, Methodologiesand Timelines: 1 2 3 4 5 /20
Priority Factor: 4X
5. Client References: 1 2 3 4 5 /20
Priority Factor: 4X
Total Score ______________________ out of 100
Proposal evaluation results are the property of the Township. The Township intends
not to disclose evaluation results, under any circumstances, either before, during, or
after the RFP process. An award of an Agreement, if any, shall be based on the
evaluation results. By responding to this RFP, Proponents agree to accept the
recommendations of the Evaluation Committee as final and binding.
14. Negotiations
The Township may award the contract on the basis of the proposals received, without
discussion. Each proposal should therefore contain the Proponent’s best terms and
complete detailed information.
The Township reserves the right to enter in to negotiations with any selected
Proponent(s). If the Township and the selected Proponent(s) cannot negotiate a
successful agreement, the Township may terminate the negotiations and begin
negotiations with the next selected Proponent(s). This process will continue until an
agreement has been executed or all of the Proponent(s) have been rejected. No
Proponent shall have rights against the Township arising from negotiations.
15. Presentation & Interview
The Township reserves the right to interview any or all of the Proponents thatsubmit a
Proposal to provide the EvaluationCommittee with additional insight into the
Proponent’s ability to meet the requirements as requested in the RFP. If required, the
interviews would be conducted by representatives of the Evaluation Committee at the
and shall follow this general format:
a. Introductionof Proponent’s ProjectTeam (5 minutes)
b. ProponentPresentation of the Proposal (15 minutes)
c. Questions from Evaluation Committee (15 minutes)
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d. Questions from Proponents (5 minutes)
Proponents will be notified of the final format for interviews/presentations in advance.
Interviews will take place via a scheduled Zoom Meeting.
16. Award Determination
Consideration for award shall onlybe undertakenin relation to Proponents who are
determined by the Township to have satisfied all the requirements.
The Evaluation Committee hereby reserves the right, privilege, entitlement and
absolutediscretion,andforany reasonwhatsoeverto:
i. Recommend acceptance of a Proposal which is not the lowest Proposal
submission, or recommend rejection of a Proposal that is the lowest Proposal even
if it isthe only Proposal received;
ii. Recommend acceptance oftheProposal deemedmost favourable to address the
scope of work.
iii.Recommend acceptance or rejection ofany and all Proposals, whether in whole or
in part;
iv. Recommend acceptance or rejection ofany unbalanced, irregular, or informal
Proposals; or
v. Recommend rejection of any Proponent who is involved in litigation with the
Township.
The Evaluation Committeereserves the right to consider, during the evaluation of
Proposals:
vi. Informationprovided inthe Proposal itself;
vii.Informationprovided inresponse toenquiries ofcredit, experience and industry
referencesset outin the Proposal;
viii. Information received in response to enquiries made by the Owner of third parties
apart from those disclosed in the Proposal in relation to the reputation, reliability,
experience and capabilities of the Proponent;
ix. The manner in which theProponentprovides services to others;
x. The experience and qualification of the Proponent’s senior management, and
project management;
xi. The compliance of the Proponent with the Owner’s requirements and specifications;
or
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xii.The Proponent acknowledges that the Ownermay rely upon the criteria, which the
Owner deems relevant; eventhough such criteria may not have been disclosed to
the Proponent. By submitting a Proposal, the Proponent acknowledges the
Owner’s rights under this section and absolutely waives any right, or cause of
action against the Owner, by reason of the Owner’s failure to accept the Proposal
submitted by the Proponent, whether such right or cause of action arises in Project,
negligence, or otherwise.
17. Execution of Award
The Successful Proponent, if any, shall sign the Contract in triplicate (3), within seven
(7) calendardays ofwritten notificationof acceptance.
The following completed documents, as listed, shall be submitted prior to or at the time
of signing:
a) Agreement signed and sealed in triplicate;
b) Contract Security, if applicable;
c) current Insurance Certificate;
d) a currentcopy ofthe Workplace Safety and Insurance Board Certificate of
Clearance;
e) Payment Information, if applicable;
f) AODA Declaration Form and;
g) Any other documentation requested within this RFP.
18. Order of Precedence
The SuccessfulProponentunderstands that the Contract shall consist of the following
documents, ranked in order of priority, from highest to lowest:
a. The duly signed Agreement preceding the Schedules;
b. Township’s Change Orders (including any purchase orders issued for these
Change Orders);
c. the Schedules of the Agreement;
d. any addenda to the RFP;
e. the RFP Document;
f. any modifications to the Proposal acceptable to the Township, in its sole discretion;
and
g. the Proposal submitted by the Proponent.
The Contractshall constitute the entire agreement between the parties pertaining to
the subject matter of this RFP and shall supersede all prior agreements,
understandings, negotiations and discussions, oral or written, between the parties or
any documentation that may otherwise accompany the Work. Any conflict or
inconsistency between the components of the Contract shall be resolved, to the
extent of any conflict or inconsistency, in accordance with the order of authority
stated above.
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The Township reserves the right to include additionalterms and conditions during the
process of Contract negotiations. These terms and conditions shallbewithin the
scope of the originalRFPand Contract documents and will be limited to cost,
clarification, definition and administrative and legal requirements.
19. Alternative Dispute Resolution.
(a)Ifrequestedin writing by either the Townshipor the Proponent,the Townshipand the
Proponent shall attempt to resolve any disputebetween themarisingout of or in
connection with this Contract by entering into structured non-binding negotiations
with the assistance of a mediator on a without prejudice basis. The mediator shall be
appointed by agreement of the parties. If a dispute cannot be settled within a period
of ninety (90) calendar days with the mediator, the dispute shall be referred toand
finally resolved by arbitration under the rules of the province having jurisdiction or by
an arbitrator appointed by the agreement of the parties.
(b) No person shallbe appointed to act as mediatoror arbitrator who is in any way
interested, financially or otherwise,in theconduct of the work on the project or in the
business or other affairs of either the Township or the Proponent.
(c) The award of the arbitrator, including an award for costs if applicable, shall be final
and binding upon the parties.
(d) The provisions of the Arbitration Act, 1991, S.O. 1991, Chapter 17, as amended shall
apply.
20. Contract Additions & Deletions
The Township reserves the right to add and/or delete any item(s) from the Contract.
Deletions will not resultin any penaltyin any form.
21. ProponentQualifications
Qualified Proponents are those which:
havesufficient facilities andresources to meet the Township’s needs;
will provide all of the Township’s Key Service Requirements;
demonstrate reasonable flexibility and willingness to work with the Township as a
business partner;
have experience with clients requiring services of a similar scope and complexity
as theTownship of Oro-Medonte and provide contact details for these clients.
22. Proponent's Statement of Understanding
Itis understood that Proponents have carefully examined all of the Contract Documents
and have carefully examined the Work to be performed under the Contract if awarded.
The Proponent also understands and accepts the said Contract Documents, and for the
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prices set forth inthe Proposal to be firm forthe length of the project.
23. Term of Contract
The term of contract willbecome effective upon award to the successful Proponent(s)
and shall remain in effect for the entire period of the work.
24. Irrevocability of Proposals
Bysubmissionofaclearand detailedwrittennotice,theProponentmay amendor
withdraw its Proposal prior to the closing time. Upon closing time, all Proposals become
irrevocable. By submission of a Proposal, the Proponent agrees thatshould its Proposal
be deemed successful the Proponent will enter into a Contract with the Township.
25. Errors and Omissions
Nooral interpretation shall be effective to modify any provisions of the Contract
Documents. Any modification or clarification shall be by written Addendum. The
Addendum(s) shall form part of the Contract Documents.
26. Proponents Expenses
Proponents are solely responsible for their own expenses in preparing a Proposal and
for subsequent negotiations with the Township, if any. If the Township elects to reject all
Proposals, the Township will not be liable to any Proponent for any claims, whether for
costs or damages incurred by the Proponent in preparing the Proposal, loss of
anticipatedprofit in connection with any final Contract, or any other matter whatsoever.
27. Changes to Proposal Wording
The Proponent will notchange the wording of its Proposal after closingand no words
or comments will be added to the Proposal unless requested by the Townshipfor
purposesofclarification.
28. Price Components
All prices will be quoted in Canadian Funds.
Prices must be expressed in accordance with the unit of measure specified in the
document.
Prices documented shall be net prices including transportation and delivery charges fully
prepaid by the Proponent to any specified destination within the limits of the Township,
unless a breakdown is requested on the Schedule I Budget.
The Township reserves the right tocorrect patent computational or other mathematical
errors evident on the face of the bid; however, unit prices will not be adjusted.
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29. Freedom ofInformation
All Proposals submitted to the Owner become the property of the Owner and as such,
are subject to the Municipal Freedom of Information and Protection of Privacy Act
(“MFIPPA”).
All correspondence, documentationand informationprovided to staff of the Township by
any Proponent in connection with, or arising out of this RFP, and the submission of any
Proposal will become the property of the Township and as such is subject to MFIPPA,
and may be released, pursuant to the Act. The Proponent’s name at a minimum shall be
made public upon request.
In-line with MFIPPA, Proponents are advised to identify in their Proposal material, any
scientific, technical, commercial, proprietary or similar confidential information, the
disclosure of which could cause them injury. Any information in the Proponent’s
submissions that is not specifically identified as confidential will be treated as public
information. All correspondence, documentation and information provided to the
Evaluation Committee may be reproduced for the purposes of evaluating the
Proponent’s submissionsto this RFP.
30. Bribery/Fraud
Should any prospective Proponents or any of their agents give or offer any gratuity or to
attempt to bribe any employee of the Owner, or to commit fraud, the Owner shall be at
liberty to cancel the prospective Proponent’s Proposal and to rely upon the Bid Security
submitted for compensation, if applicable.
31. Cancellation
i. In the event the Successful Proponentdoes not comply with the specifications, terms
and conditions, and scope of work, at any time throughout the duration of the
Contract, the Contract shall be cancelled in accordance with the terms contained
herein.
ii. The Owner upon non-performance of Contract terms may cancel the Contract;
however, indoing so, theOwner doesnot waive itsright torely uponany obligations
or commitments agreed to by the Proponent as part of their Proposal. The Proponent
remains liablefor thedifference between thenextacceptable Proposalof goods
and/or service Proposal prices.
iii. Wherethere is a question of non-performance, payment in whole or in part may be
withheld at the discretion of the Owner. This action shall not prevent the Owner from
taking early payment discounts otherwise applicable.
32. Insurance
The successful Proponent shall maintain and pay for Commercial General Liability
Insurance with an insurer acceptable to the Owner. The coverage shall include premises
and all operations liability to be performed by the Proponent. This insurance coverage
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shall be subject to limits of not less than Two Million Dollars ($2,000,000.00) inclusive
per occurrence for bodily injury, death and damage topropertyincludingloss ofuse
thereof for any one occurrence.
i. The CGL policyshall include The Corporation of the Township of Oro-
Medonteas an additional insured inrespect to all operations performed by
or on behalf of the Successful Proponent.
ii. The Successful Proponentshall be entirely responsible for the cost of any
deductible, which is maintained in any insurance document.
iii.The Insurance Policy shall not be altered, cancelled or allowed to expire or lapse,
withoutthirty(30) dayspriorwrittennotice totheOwner.
In addition, Professional LiabilityInsurance is required, in an amount of not less than
Two Million Dollars ($2,000,000) inclusive per claim. All required insurance would be
endorsed to provide the Township within 30 days advance written notice of cancellation
or material change. The Service provider will provide the Township with evidence of the
required insurance, in the form of a completed Certificate ofInsurance, immediately
following execution and delivery of the Contract.
Where applicable the successful Proponent shall carry standard automobile and non-
owned automobile liability insurance and shall protect themselves against all liability
arising out of the use of owned or leasedvehicles, used by the Successful Proponent, its
employees or agents. The limits of the liability for both owned and non-owned vehicles
shall not be less than Two Million Dollars ($2,000.000.00) per occurrence.
33. Workplace Safetyand Insurance Board (WSIB)
The successful Proponent shall be requiredto supply a Certificate from the Workplace
Safety and Insurance Board prior to the start of the Contract and thereafter upon request
during the life of the Contract indicating that all of the assessments the successful
Proponent or any sub-consultant is liable to pay under the Worker's Safety Insurance
Board Act or successor legislation have been paid and they are in good standing with
the Board.
Effective January1, 2013, Bill 119 legislates that all Consultants, Contractors and Sub-
Contractors, categorized under Class G: Construction,shallhave aWSIBaccount and
clearance coverage prior to commencing any Contract.
Alternatively, if the Successful Proponent is an Independent Operator and is not
categorized under Class G: Construction, the Successful Proponent must submit a
letter from the WSIB, confirming that s/he has Independent Operator Status under the
WSIBAct.Ifthe Successful Proponent does not have Independent Operator Status, the
Successful Proponent shall;
I. Completean Independent Operator Status Questionnaire upon being awarded the
Contract; and,
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II. fund all costsassociated with any appeal ofadetermination by WSIB that the
proponent/contractor is not an Independent Operator; and,
III. provide proof of Employer’s Liability Insurancein an amount not less than two
million dollars ($2,000,000) per occurrence (provided either by WSIBor the
successful Proponent’s insurance provider).
The Successful Proponent acknowledges and agrees that the Township is not hiring an
employee(s) to perform the work associated with this RFP. As such, the Township
reserves the right to terminate all Contracts associated with this RFP if all appeals have
been exhausted and the Successful Proponent is determined by WSIB or court or
tribunal of competent jurisdiction to be an employee.
34. Regulation Compliance and Legislation
The Successful Proponent shall ensure all services and products provided in respect to
this Contract are in accordance with and under authorization of all applicable authorities,
Municipal, Provincial and Federal legislation, including but not limited to:
the Occupational Health and SafetyAct and its regulations;
the Workplace Safety & Insurance Act and itsregulations;
the Municipal Actand its regulations;
35. Laws ofOntario
Any Contract resulting from this Request for Proposal will be governed by and will be
construed and interpreted in accordance with the laws of the Province of Ontario.
36. Indemnification
The Successful Proponent shall indemnifyand save harmless the Owner, its Agentsand
employees from and against any and all liability whatsoever for losses, liens, charges,
claims,demands,payments,suits,actions, recoveries and judgments (including legal
fees and expenses) of everynature and description broughtor recovered against either
the Owner, its Agents and employees, or the Successful Proponent by reason of a
negligent act, error or omission of the Successful Proponent, its Agents, employee or
licensees in providing the services, including, without limiting the generality of the
forgoing, loss or damage to property, injury or the death of any persons, alleged
copyright, patent or other intellectual property rights infringement or interference,
defective design or damage to the environment.
37. Force Majeure
Neitherparty shall be responsible for any delay or failure to perform its obligations under
the Contract where such delay or failure is due to fire, flood, explosion, war, embargo,
Governmental action,Actof Public Authority, Act of God, or toany other cause beyond its
control, except labour disruption.
In the event Force Majeure occurs, the party who is delayed or fails to preform shall give
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prompt noticeto the other party and shall take all reasonable steps toeliminate the
cause.
Should the Force Majeure event last for longer than 30 calendar days, the Owner may
terminate this Contract by notice to the successful Proponent without further liability,
expenseorcost of any kind.
38. Severability
Should any term or portion of this Contract be found to be invalid or unenforceable, the
remainder shall continue to be valid and enforceable.
39. Termination of Contract
The Owner may terminate this contractat any time without penalty upon giving written
notice to the Proponent, if, in the sole opinion of the Owner, the Proponent is unable to
deliver the service as required, the Proponent’s performance of the service is
persistently faulty or below the required standard, or, the Proponent becomes insolvent
or commits an act of bankruptcy.
40. Termination by Notice
The Owner may terminate this contract at any time upon notice to the Proponent,
whereupon the Owner shall only be liable for any Proponents fees and expenses for
satisfactorily completed work up tothe date of the termination and not thereafter.
41. Termination for Cause
The Ownerreservesthe right in itssole discretion to terminate this contract, in whole or in
part, at any time, without penalty, expense or further liability of any kind:
a. Atanytime, uponnotice to the Proponent, for a major breach of the terms of this
Contract by the Proponent;
b.Atanytime,uponnoticetotheProponent,following thefailureoftheProponent
to satisfactorily remedy, repair or replace any defector or deficiency in the
Proponent’sperformanceoftheContract, afterhavingbeengivennotice todo
so by the Owner;
c. At any time if the Proponent makes an assignment for the benefit of its creditors,
aproposal ofcompromise with itscreditors, a declarationof its voluntary
bankruptcy or insolvency, a placing or its cessation or winding up of its business,
inwholeorinpart;
d.Atany time ifa Force Majeureeventpreventing performanceof the Contractby
either party continues for longer than thirty (30) consecutive days; or
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e. Asotherwise provided in this Contract.
The Owner’s rights of termination shall be in addition toany other rights or remedies it
may have in law, in equity or under this Contract.
42. Suspension of Work
TheOwner may inits sole discretion atany time upon noticeto the Proponent in writing
suspend the performance of the Work, in whole or in part, for a specified or unspecified
time.
Uponreceiving notice of the suspension, the Proponent shall immediately suspend all
operations concerning that identified portion of the Work except such Work as is
necessary in the opinion of the Owner to care for, preserveandprotect the Work.
Duringthe period ofsuspension, the Proponentshall only beentitled to be reimbursed
for its reasonable, proper and actual expenses in caring for, preserving and protecting
the Work.
Should the period of suspension of the Work, in whole or in part, last longer than thirty
(30) calendar days orsuch longer period as the parties may agree upon inwriting, either
party to the contract may consider the contract to be terminated by mutual agreement
without further liability.
43. Suspension in Future
Inthe event the Proponent fails to provide quality service, equipment or personnel, as
determined by the Owner in its Sole discretion, the Proponent may be deemed ineligible
for similarwork infuture competitionsfor contractsissued by the Owner.
44. Failure to Comply with Owner Decisions
Ifthe Proponent fails to comply with any decision or direction of the Owner made
pursuant to the Contract, the Owner may, upon notice to the Proponent, employ such
methods as the Ownerdeems advisable to do that which the Proponent failed to do, at
the Proponent’s cost and expense.
The Proponent shall be liable for and shall upon demand pay to the Owner an amount
equal to the aggregate ofall costs,expensesand damages including the cost of any
methods the Owner employed by reason of the Proponent’s failure to comply as above.
45. Evaluation of Performance
At project completion, the Township will conduct an evaluation of the Proponents overall
performance with input from the Township’s Inspectors or consultants if applicable. This
evaluation will be reviewed with the Proponent and recommendations will be put forward
as to the Successful Proponent’s overall suitability of future Township of Oro-Medonte
work. It must also be noted that while overall performance is being evaluated, the
Township reserves the right to suspend a Proponent for extreme or repeated inadequate
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grades on any issues related to health and safety, specifically items public safety and
traffic control, compliance with all WSIB provisions, maintenance of employee safety
standards, compliance Ministry of Labour regulations. The evaluation shall be placed on
file and a copy will be provided to the Proponent. This information may be made
available to persons requesting Owner references for the Contract.
The Proponent hereby authorizes the maintenance and release of this information.
46. Time is of the Essence
The Owner shall have the rightto cancel at any time anyproject or any part of any
project resulting from this RFP in respect to the goods, materials, articles, equipment,
work or services, covered thereby, not delivered or performed by the specified time in
the written document, without incurring any liability whatsoever in respect hereto. “Time
is of the essence”.
47. Safety Standards
Itis the responsibility of the Successful Proponent to Work in a safe andorderly manner
so as not to constitute any safety hazards.
48. Non-Waiver
Nocondoning, excusing or overlooking by the Owner of any default, breach or non-
observance by the Successful Proponent at any time or times in respect of anyprovision
herein contained shall operate as a waiver of the Owner's right hereunder in respect of
any continuing or subsequent default, breach or non-observance or so as to defeat or
affect in any way the rights of the Owner herein in respect of any such continuing or
subsequent default or breach, and no waiver shall be inferred from or implied by
anything done or omitted by the Owner save only an express waiver in writing. Any
Work completed by the Owner required by this agreement to be done by the Successful
Proponent shall not relieve the Successful Proponent of his/her obligations to do that
Work.
49. Non-Assignment
The Successful Proponent may not assign this Contract nor any Work to be performed
under this Contract or any part hereof without the prior written consent of the Owner.
Such written consent however shall not under any circumstances relieve the Successful
Proponent of his/herliabilities and obligations under this Contract and shall be within the
sole and unfettered discretion of the Owner.
50. Emergency Telephone Number
Prior to commencing, the Work, the SuccessfulProponent shallprovidethe Owner with
the name(s) and telephone number(s) of his/her representative(s) who can be contacted
on a 24-hour basis in case of an emergency during the term of the Contract.
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51. Personal Property SecurityAct
TheSuccessfulProponent warrantsthatthegoods/inventory/equipment being supplied
to the Owner, are free and clear of all liens, charges, encumbrances, mortgages,
hypothecations, copyright, patents or any third-party statutory claims.
52. Confidentiality of Information
Proponents receiving this RFP maynot use, disclose, orduplicate it for any purpose
other than to prepare a response.Proponents shall keep the Township data confidential
and shall not disclose its content to any other party, other than to those internal
employees or agents responsible for
preparing a submission, without the prior written
approval of theTownship.Receiptof thisRFPdoesnot entitletheProponentto
associate its services with the Township in any way, nor represents in any way that the
Township has employed or endorsed the Proponent’s services. Any such association or
endorsement being contemplated by the Proponent must receive the prior written
approval of the Township.
The Township will not disclose or share a Proponent's responseto this RFP with other
Proponents or other organizations.
The submission ofa Proposal indicates acceptance by theProponent of all of the
conditions contained in this Request for Proposal unless clearly and specifically noted in
the Proposal submitted and confirmed in the formal Contract between the Township and
the Successful Proponent. Deviations from the Request for Proposal must be clearly
identified in the written submission. Proposals are subject to a formal Contract being
negotiated, prepared and executed. The Township reserves the right to negotiate the
terms and conditions of the Contract.
53. Conflictsof Interest
Proponents(s) shall disclose, in their submission, all perceived, potential, and actual
Conflicts of Interest. For the purposes of this RFP, “Conflict ofInterest” includes:
any situation or circumstances where, in relation to this RFP and/or the Contract,
the Proponent(s) other commitments, relationships or financial interests could or
could be perceived to exercise an improper influence over the objective, unbiased
and impartial exercise of independent judgment by any personnel of the Evaluation
Committee or the Township;
any situation or circumstances where any person(s) employed by the Township in
any capacity;
has a direct or indirect financial interest in the award of the Contract to any
Proposal(s);
is currently employed by, or is asub-contractor or aconsultant to a
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Proponent(s);
is negotiating or has an arrangement concerning future employment or
contracting with any Proponent(s);
has an ownership interest in,or is an officer or director of, any
Proponent(s).
Ifa Proponent(s) discovers, at anytime, any perceived, potential, or actual Conflicts of
Interest, the Proponent(s) shall promptly disclose the Conflict ofInterestbysendinga
writtenstatement clearlyidentifying the conflict to the CAO’s Office (Corporate &
Strategic Initiatives).
Failure of any Proponent(s) to comply with this section may result in the disqualification
of the Proponent(s) and the rejection of its submission.
Without limiting the generality of the Township’s rights, theTownship may, in its sole
discretion:
exclude any Proponents(s)and its submission on the grounds of Conflict of
Interest;
waive anyand all perceived, potentialoractual Conflicts of Interest upon such
terms and conditions as the Township, in its sole discretion, requires to satisfy
itself that theConflict of Interesthasbeen appropriately managed, mitigated
and minimized.
In the event any Proponent(s)is found tobe in a potential Conflict of Interestduringthe
term of the Contract, the Proponent shall disclose the said conflict immediately. The
Township reserves the right to request any Proponent(s) cure the conflict to the
Township’s complete satisfaction. Failure to cure the conflict shall result in
disentitlement to any compensation under this Contract.
54. Township Not Employer
The Proponent agreesthatThe Corporation of the Township of Oro-Medonte is not to be
understood as the employer to any Successful Proponent nor to such Successful
Proponent’s personnel or staff for any work, services, or supply of any products or
is understoodthat the
materials that may be awarded as a result of this RFP. It
Successful Proponent will act as an independent contractor.
55. Purchasing and Tendering Procedures By-Law 2004-112, By-Law 2012-216
Itis the responsibility of all Proponents tobecome familiar with and comply with The
Township of Oro-Medonte Purchasing and Tendering Procedures By-law. The
Township’s Purchasing and Tendering Procedures By-law can be found on Township’s
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website: www.oro-medonte.ca
56. Working Language
The working language of the Township of Oro-Medonte is English and all responses to
this Request for Proposal must be English.
57. Intellectual Property
All information and data, in any form,together with all designs or materials capable of
intellectualproperty protection, prepared, developed or created by the Proponent, its
employees or agents during the performance of and/or pursuant to
thisworkshall
automatically become the property of the Township. Proponents and their employees
and agents each agree to sign whatever documentation may be necessary togivefull
force and effect to this paragraph.
58. Accessibility
In accordancewith Ontario Regulation 429/07, Accessibility Standards for Customer
Service Section 6,every providerofgoods and services shall ensure that everyperson
who deals with members of the public or participates in the developing of the service
provider’s policies, practices and procedures governing the provision of goods and
services to members of the public, shall be trained on the following:
1. How to interact and communicate with persons with various types of disability
2. How to interact with persons with disabilities who use assistive devices or require
the assistance of a guide animal, or a support person
3. How to use assistive device equipment that is available on the premises thatmay
help inthe provision of accessible goods or services
4. What todo if a person with a particular type ofdisability is having difficulty
accessing the provider's goods or services
5. Information on the policies, practices and procedures governing the provision of
goods and services to peoplewith disabilities.
Contractedemployees, third party employees, agents and others thatprovide servicesto
the public on behalf of the Township of Oro-Medonte must meet the requirements of
OntarioRegulation 429/07with regard to training under the Accessibility for Ontarians
with Disabilities Act (AODA).
A document describing your training policy or procedure, a sample copy of training and
details of training dates and attendees may be required to be submitted to the Township
prior to the commencement of any work.
59. Payment Terms
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As a condition of the funding being provided by RTO7 with respect to the Initiative
RTO7 will be remitting payment(s) directly to the vendor on behalf of the Township. The
vendor further acknowledges that RTO7 may withhold payments under the Initiative if
\[The Township\] ordering the goods and/or services herein has failed to fulfill its
obligations under the Initiative. The Township hereby confirms it will fulfill its obligations
in a timely manner to complete the project.
Contract Payments
1. Progress Payments
Monthly statements are to be prepared based on the progress in completion of
each component.
2. Progress Reports
Progress report timelines shall be discussed, they will need to be submitted by the
Consultant in a format acceptable to the Township and include, but are not limited
to the following information:
i.Work progress in the form of a Gantt Chart showing the baseline
schedule and the percentage completion to date of each task/activity and
the overall percentage progress of the Contract;
ii. Areas where progress are on or ahead of schedule and areas where
progress are behind schedule;
iii. Measures taken/proposed to be taken, where necessary, to bring the
work progress back on schedule;
iv. Any claims for extension of time due to unforeseen circumstances or
extra payment due to changes in contractual obligations during the
previous payment period; and
v. Payments may be deferred, at the Township’s option, until the progress
reports are submitted to the Township (payment is Net 30 days)
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PartIIIFormofProposal
FormofProposal
Township of Oro-Medonte
148 Line 7 South, Oro-Medonte, ON L0L 2E0
RFP#: CS 2020-04
Wayfinding Strategy
Documents to Be Enclosed with This Form of Proposal
Complete Contents of Proposal
Proponents Information Form Signed & Sealed
Schedule II - List of References
Conflict of Interest Form
AODA Declaration
Budget
Upon Award
W.S.I.B Certificate (upon award)
Certificate of Insurance (upon award)
Other information to be included
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Proponents Information Form
Proponents must complete this form and include with their Submission.
Please ensure all information is legible.
1. Company Name
2.
Proponent’s Main Contact
Individual
3.
Address (include postal address)
4. Office Phone #
5. Toll Free #
6.
Cellular #
7. Pager #
8. Fax #
9.
e-mail address
10. Website
11. HST Account #
12.
Will you accept payment by
YES:NO:
Visa?
Acknowledgement of Receipt of Addenda
This will acknowledge receipt of the following addenda and, that the pricing
quoted includes the provision set out in such addenda
Addendum #Date Received
#
#
Check here if no Addendum received.
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Conflict ofInterest
Prior tocompleting this portion of the Form of Proposal, Proponents(s) should refer
to the definition of Conflict of Interest set out in the RFP.
Check the box that applies:
TheProponent(s)declaresthatthere isnot anactualorpotentialConflictof
Interest relating tothe preparation of its Proposal and/or the Proponent(s) do not
foresee an actual or potential Conflict of Interest in performing the services required
under the Contract.
TheProponent(s)declares thatthere is an actual orpotential Conflict of
Interestrelatingtothe preparationofits Proposal, and/or the Proponent(s) foresees
an actual or potential Conflict of Interest in performing the services required under the
Contract.
If the Proponent(s) declares an actual or potential Conflict of Interest by marking the
box above, the Proponent(s) must set out below details of the actual or potential
Conflict ofInterest:
The Proponent(s)agrees that, upon request, the Proponent(s) shall provide the
Township with additional information on the Conflict of Interest.
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To The Corporation of the Township of Oro-Medonte, hereafter called the
"Owner":
I/Wethe
undersigned declare:
1. That I/We represent that no person, firmor organization, other than the
Proponent, has any interest in this Proposal or in the proposed Contract for which
said Proposal is made.
2. That I/We declare that there is no perceived, potential, and/or actual Conflicts of
Interestrelating to the preparation of this Proposal and/or I/We do not foresee an
actual or potential Conflict of Interest in performing the services required under
the Contract, unless otherwise declared.
3. That this Proposal is made without any connections, knowledge, comparisonof
figures or arrangements with any other company, firm or person making a
Proposal for the same Work and is in all respects fair and without collusion or
fraud.
4. I/We represent that no member of the Council, and no officer or employee of the
Owner, is, or has become interested, directly or indirectly, as a contracting party,
partner, stockholder, surety or otherwise howsoever in or on the performance of
the said Proposal, or in the supplies, Work or business in connection with the said
Proposal, or in any portion of the profits thereof, or of any supplies to be used
therein, or in any monies to be derived there from.
5. That the several matters stated in the said Proposal are in all respects true
accurate and complete.
6. That I/We do hereby propose and offer to enter into an agreement to supply and
deliver all materials mentioned and described or implied therein including in
every case freight, duty, currency exchange, H.S.T. in effect on the date of the
acceptance of Proposal, and all other charges on the provisions therein set forth
and to accept in full payment therefore, in accordance with the prices and terms
set forth in the Proposal herein.
7. That additions oralterations toor deductionsfrom the said Proposal, if any, shall
be made in accordance with thepricesstated in Provisional Items of the
Schedule of Unit prices in strict conformity with the requirements of the Proposal
and all unused monies in Provisional Items shall be deducted from the final cost
of the Work and any quantities exceeding those shown shall be added.
8. That this Proposal is irrevocable and opento acceptance untilthe formal Proposal
is executed by the awarded Proponent for the said Work or Ninety (90) Calendar
Days, and prices for as long as stated elsewhere in the document, whichever
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event first occurs and thatthe Owner may atany time within that period without
notice, accept this Proposal whether any other Proposal has been previously
accepted or not.
9. That if the Proposal is accepted, I/We agree that the Contract shall constitute the
entire agreement between the parties and shall supersede all prior agreements,
understandings, negotiations and discussions, oral or written, between the
Proponent and the Owner or any documentation that may otherwise accompany
the Work. Any conflict or inconsistency between the components of the Contract
shall be resolved, to the extent of any conflict or inconsistency, in accordance
with the order of authority stated in Order of Precedence in this RFP.
10.That if the Proposal is accepted, I/We agree to furnish all documentation, security
and certifications as required by the Proposal and to execute the agreement in
triplicate within seven (7) calendar days after notification of award. If I/We fail
to do so, the Owner may accept the next highest ranked or any Proposal or to
advertise for new Proposals, or to carry out completion of the works in any other
way they deem best and I/We also agree to pay to the Owner the difference
between this Proposal and any greater sum which the Owner may expend or
incur by reason of such default or failure or by reason of such action as aforesaid
on their part, including the cost of any advertisement for new Proposals, and
shall indemnify and save harmless the Owner and their officers from all loss,
damage, cost, charges and expense which they may suffer or be put to by
reason of any such default or failure on my/our part.
11.That I/We agree to save the Owner, its agents,or employees, harmless from
liability of anykind for the use of any composition, secret process, invention,
article or appliance furnished or used in the performance of theProposal of
which the Proponent is not the patentee, assignee, or licensee.
12. I/We hereby accept and agree that the Total Proposed Price (including HST) as
stated in the Form of Proposal will form an integral part of this contract.
13. TheProponent hereby accepts and agrees that the Addenda referred to in this
document form an integral part of this contract.
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The undersigned affirms that he/sheis duly authorized to execute this Proposal.
Proponent's Signature and Seal:
(Ihaveauthority tobind the
company) Position:
Witness: (If not
under seal)
Position:
(IfCorporate Sealis notavailable, documentationshall bewitnessed)
Datedatthe
(City/Township)
This day of 2020.
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Schedule I – Budget
Wayfinding Strategy
The Total Proposed Pricing shall beall inclusive, including but notlimited to, mileage,
disbursements, andtravel time. Please include a breakdown of costs.
Description Price
Wayfinding Strategy
$
Subtotal $
HST $
Total Proposed Pricing $
The Total Proposed Price (excluding HST):
Dollars
($ ),
in lawful money of Canada.
Inserted price inwords take precedence over numeric
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Schedule II - List of References
The Proponent shall provide below three (3) separate references other than the
Township, havingpurchased a similar size and design of goods and/or services as
specified herein for a previous 5 (five) year period fromthe issuance of this
document.
Project Name:
Companyfor whomthe workwas completed:
On theprojectdid yourfirm act as:
Prime Consultant Sub Consultant
Valueof your portion of the project?Date of Completion of this project?
ContactName atthe owner’s facility:Contact’s Email Address:
Telephone Number with Area Code: Fax Number withArea Code:
Project Name:
Companyfor whom the work was completed:
n the project did your firm act as:
Prime Consultant Sub Consultant
Valueof your portion of the project?Date of Completion of this project?
Contact Name at the owner’s facility: Contact’s Email Address:
Telephone Number with Area Code: Fax Number withArea Code:
Project Name:
Companyfor whomthe workwas completed:
On theprojectdid yourfirm act as:
Prime Consultant Sub Consultant
Valueof your portion of the project?Date of Completion of this project?
Contact Name at the owner’s facility: Contact’s Email Address:
Telephone Number with Area Code: Fax Number withArea Code:
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ReferenceReleaseForm
I(authorized signatory for the Proponent)
authorizethe Township to contactthe personand/or organization listed on the List of
References,for the purposeof obtaininginformation relatingto theProponent and
Project.
The Township reservesthe right to call references if in its sole discretion finds a need
to do so.TheTownshipreserves theright to checkotherreferencesotherthan listed
herein.
If the Township is unable to obtain a satisfactory reference or if the reference does
not respond to the reference call or if the reference chooses not to comment, the
reference will be deemed unsatisfactory.
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PartIVAgreement
Draft –Amended Upon Award
Terms and Conditions of Professional Services Agreement (Short Form)
This Agreement made this dayof 2020.
Between
TheCorporationoftheTownshipofOro-Medontehereinafter calledthe“Owner”,
And
hereinafter called the “Proponent”
Whereas the Owner hasawarded to the Proponent the Proposal for;
Wayfinding Strategy
Accordingto the terms and conditions herein referred to, the Proponent having put
in a Proposal therefore, a copy of which is hereto annexed, which Proposal was
accepted by the “Owner” on the;
day of 2020.
Scope of Work
1. The Corporation of the Township of Oro-Medonte (“Township”) hereby retains the
Consultant/Contractor to providethe Services as specified below and in the
Township’s Request for Proposal document (“RFP”) under the general guidance
and direction of the Township:
The Proponent shall provide the Township withdetails for the WayfindingStrategy
as detailed inthe Project Terms of Reference Sections 4 through 6of RFP # CS
2020-04.
2. TheProponent agreesto supply,atits sole cost and expense, all staff, equipment
and technical assistance necessary to perform the Services as stipulated herein.
Contract Documents and Order of Precedence
1. The Professional Services Agreement (“Agreement”) shall consist of the RFP,
the Proponent’s Proposal and these Terms and Conditions. In the event of
conflicts or inconsistencies between these documents, the terms of these Terms
and Conditions shall prevail over the RFP and the Proposal, and the terms of
the RFP shall prevail over the Proposal.
Fees andDisbursements
1. Invoice are to be made out to RTO7/Township of Oro-Medonte and be approved
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by Oro-Medonte prior to payment byRTO7. RTO7 will pay the Proponent as full
payment and compensation for the Services an amount not to exceed the upset
limit of the Total Proposed Pricing. Including all disbursements but excluding the
harmonized sales tax. No payment in excess of this amount shall be made
without the Township’s prior written authorization.
2. DuringthetermoftheAgreement, the pricesquoted by the Proponentare not
subject to change without the prior writtenconsent of the Township & RTO7 and
the Proponent shall not be entitled to any increases in the upset limit or to the
prices for any of the individual items.
3. Provided that the Consultant isnot in default of its obligations under the
Agreement, and provided that the RTO7 does not dispute the invoice submitted by
the Consultant, RTO7 shall pay each invoice submitted within thirty (30) days of
receipt. The Consultant shall not be entitled to any interest upon any payments
made beyond the 30-day period.
Workplace Safety and Insurance Board (WSIB)
1. The Consultant must be in good standingwith the Workplace Safety and Insurance
Board and shall furnish the Township with satisfactoryevidence, in the form of a
valid WSIB Clearance Certificate, prior to commencement of the Services under the
Agreement, upon presentation of a final invoice and at any other time during the
Agreement at the Township’s request.
2. The Consultant shall maintainits WSIBInsuranceor pay such assessments as will
protect the Consultant and the Township from claims under Workplace Safety and
Insurance Act, and, from any other claims for damage from personal injury,
including death, which may arise from the Consultant’s performance under the
Agreement.
3. In theevent that the Consultantis not required by law to be registered with WSIB,
confirmation of employer’s liability insurance in the amount of $2 million
($2,000,000.00) is required. Such coverage shall be confirmed by a Certificate of
Insurance.
Compliance with Laws
1. TheConsultant acknowledges that itisaware of the provisions of the Occupational
Health and Safety Act (Ontario), the Environmental Protection Act, the Human
Rights Code, the Pay Equity Act (Ontario), and any other applicable Federal,
Provincial, and/or Municipal statutes, regulations, policies and guidelines
thereunder and agrees to comply with, and cause to be complied with, the
provisions thereof as such statutes, regulations, policies and guidelines may be
amended or replaced from time to time.
2. The Consultant shall do, shall cause to be done, shall refrain from doing, and/or
shall prohibit from being done, any act or thing as directed by the Township if, at
any time, the Township considers that any situation or condition is unsafe,
damaging to the environment or contrary to the provisions of any applicable
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statutes, regulations, policies or guidelines.
Records and Audit
1. The Township shall have the right to audit all books and records (in whatever
form they may be kept, whether written, electronic or other) relating or pertaining
to the Agreement (including any and all documents and other materials, in
whatever form they may be kept, which support or underlie those books and
records), kept by or under the control of the Consultant, including, but not limited
to those kept by the Consultant, its employees, agents, assigns, successors and
subcontractors. The Consultant shall maintain such books and records, together
with such supporting or underlying documents and materials, for the duration of
this contract or agreement and for at least two years following the completion of
the Agreement, including any and all renewals thereof. The books and records,
together with the supporting or underlying documents and materials shall be
made available, upon request, to the Township, through its employees, agents,
representatives, contractors or other designees, during normal business hours at
the Consultant's office or place of business. In the event that no such location is
available, then the books and records, together with the supporting or underlying
documents and records, shall be made available for audit at atime and location
in the Township of Oro-Medonte, Ontario, which is convenient for the Township.
Use of Work
1. Notwithstanding any otherprovisions of the Agreement, the Township shall have
the right to take possession of, and use, any completed or partially completed
portions of the work.
2. The Township shall retain exclusive ownership in all components and
deliverables created solely under this Agreement and shall own any copyright
and patent directly related to and developed solely pursuant to this Agreement.
Quality Control and Quality Assurance
1. TheConsultantwarrants thatit shallperform theServiceswith therequisite
degree of skill and competence to satisfy the Township’s requirements as
stipulated in the Agreement.
2. The Township reserves the rightto monitor the performance of the Consultant
and to issue directives to the Consultant to remedy any condition which the
Township considers to be detrimental to provision of the Services, which the
Consultant shall be required to carry out within the timeframe stipulated by the
Township.
3. At any time during the course of the Agreement, the Township maydirect the
Consultant to immediately remove a staff member and replace them with
another staff member acceptable to the Township.
Changes and Alterations and Additional Services
1. The Consultant shall not change or deviatefromthe scope of Services without
the prior written consent of the Township.In the event that the Consultant
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undertakes a change or deviation in the scope of Serviceswithout theprior
written consent of the Township, it shall not be entitled toany additional
payments.
Assignments and Subcontracts
1. It is understood and agreed that the Consultant will be an independent contractor
and that the employees or agents of the Consultant will perform all services
offered. Subcontracting agreements made by the Consultant will not release the
Consultant from any obligation to the Township with respect to the performance
of its obligations under the Agreement.
2. The Township must grant prior written approval for any assignments and all sub-
contracts which may be granted on such terms, as the Township deems
advisable. The Township’s consent to any assignment or subcontract shall not
release the Consultant from its duties and obligations under the Agreement.
Damages and Set Off
1. If the Township shouldsuffer damagebecause of any wrongful act or neglect of
the Consultant or of anyone for whom the Consultant is responsible in law, then
the Township shall be reimbursed by the Consultant for such damage.
2. Serviceswhich have not been performed tothe Township’s satisfaction in
accordance with the Agreement, whether the result of poor workmanship or
through carelessness or other acts or omissions of the Consultant or any of its
subcontractors, shall be promptly rectified in accordance with the Agreement at
the Consultant’s expense.
3. In theevent thatany portion of the Services is not performed in accordance with
the Agreementor is not satisfactory to theTownship, the Township may retain,
as a holdback, an amount equal to the Township’s estimated cost to perform the
Services in a satisfactory manner, until the Services have been completed to the
satisfaction of the Township.
4. In addition to the rights set forth above,theTownship shall have the right
to set-off againstthe monies due or which may become due to the
Consultantunder the Agreement, any amounts owing by the Consultant to
the Township.
Suspension or Termination
1. The Township may, at any time by notice in writing tothe Consultant, suspend or
terminate the Services, or any portion thereof. Upon receipt of such notice, the
Consultant shall perform no further Services and shall not be entitled to any
payment for additional work beyond that date, nor for lost profits or any
consequential damages as a result of the termination.
2. In addition to the above, if the Consultant should become bankrupt or insolvent,
or if a receiver is appointed because of itsinsolvency, or if the Consultant
transfers, assigns or otherwise disposes of its interest in the Agreement or any
part thereof without the prior written authority of the Township, the Agreement
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shall terminateas of the date ofthe any such event and the Township shall pay
for the Services rendered and disbursements incurred by the Consultant to the
date of termination.
3. Upon termination of the Agreement, alldocumentation relating to the Project shall
be deliveredto the Townshipincluding all work product, drawings, paper and
electronic files, and the Consultant shall not be entitled to payment until it has
provided the Township with all such documentation.
4. Allduties andobligations ofthe Consultant withrespecttoServices provided
up to and including the date of termination shall survive termination of the
Agreement.
Indemnification
1. The Consultant shallindemnify and saveharmless theTownship, its
directors, officers, council members, partners, agents and employees from
and against all claims, demands, actions, losses,expenses, suits,
proceedings, costs or damages of every nature and kind whatsoever which
the Township, its directors, officers, council members, partners, agents and
employees may suffer as a result of the acts, error or omissions of the
Consultant, its employees, officers, subcontractors or agents in the
performance of the Agreement, including, but not limited to any suits or
proceedings (including by any government agency) arising as a result of any
violation or alleged violation of any statutes or regulations, policies and
guidelines thereunder, and any legal costs associated therewith.
Insurance
1. Withoutrestricting the generality of the section on Indemnification, the
Consultant shall obtain, maintain, pay for and provide evidence of the
following insurance coverage, taken out with insurance companies
licensed to transact business in the Province of Ontario and not otherwise
excluded by the Township’s Director, Finance/Treasurer/Deputy CAO:
a) CommercialGeneralLiability Insurance
Commercial General Liability (“CGL”) Insurance shall include as an
additional insured, the Township of Oro-Medonte, with limits of not less than
two million dollars ($2,000,000.00) inclusive per occurrence for bodily and
personal injury, death and damage to property including loss of use hereof.
b) Automobile LiabilityInsurance
Automobile Liability Insurance in respect to owned andnon-owned vehicles
shall have limits of not less than two million dollars ($2,000,000.00) inclusive
per occurrence and shall protectagainst all liability arising out of the use of
owned or leasedvehicles, used by the Consultant, itsemployees or agents.
c) Professional LiabilityInsurance
ProfessionalLiability Insurance shall have limits of not less than two
million ($2,000,000.00) inclusive per claim, covering services or activities
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that are professional in nature and thereby excluded under the CGL
policy.
The form of all insurance to be provided herein, shall in all respects be satisfactory
to the Township’s Director, Finance/Treasurer/Deputy CAOand shallbe
maintained continuously from either the commencement of the services or the
signing of the Agreement,whichever issooner. The policiesshall beendorsed to
provide theTownship withnot lessthan thirty (30) days written notice in advance
of cancellation, change or amendment restricting coverage.
Confidential Data
1. The Consultant shall not divulge anyspecific information as confidential,
communicated to or acquired by it, or disclosed by the Township in the
course of carrying out the Services provided for herein. No such information
shall be used by the Consultant on any other project without the approval in
writing of the Township.
Claims and Disputes
1. Should the Consultant wish to claim additional compensation arising outof a
change to the scope of Services or forany other reason, it shall provide the
Township with written notice of this claim within five (5) business days of
becoming aware of the claim, failing which, it shall not be entitledto any
compensation for such claim. In the event of any claims or disputes between the
parties, the Consultant will continue to perform the Services without interruption,
if so directed by the Township, pending the resolution of the claim/dispute.
General Requirements
1. Time shall be of the essence ofthe Agreement.
2. Any notice given pursuant to the Agreementmay be delivered by facsimile
transmission, electronic mail or mailed by prepaid registered mail to the
addresses designated by the respective parties. If delivered, the notice is
effective on the date of delivery, and if mailed, the notice is effective on the fifth
(5th) business day following the day of mailing.
3. The Agreement shall ensure to the benefit of, and be binding upon, the
Township, the Consultant, their heirs, executors, administrators, successors and
permitted assigns.
4. The Agreement constitutes the complete and exclusive statement of the
agreement between the parties, which supersedes all proposals, agreements,
arrangement or understandings, oral or written, and all other communications
between the parties, relating to the subject matter of the Agreement, except as
referenced in, and made part of, the Agreement.
5. The Agreement may be modified only by a written amendment signed
authorized representatives of both parties.
6. The Agreement shall be governed by, and construed in accordance with, the
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laws of the Province of Ontario.
Inwitness whereof theparties heretohave hereuntoset their handand seals on the
above date.
Proponent
Signed, Sealed and
Delivered in the ) By:
presence of (if practical); )
) Position:
)(IhaveauthoritytobindtheCompany)
)
)Witness:
) (If not under Seal)
)
) Owner
)
) Per:
Witness ) H.S. Hughes,Mayor
)
)
) Per:
) Yvonne Aubichon, Clerk
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Part VAppendices
Accessibility for Ontarians with Disabilities (AODA)
Contract Change Orders
Letter ofCredit
Noticeof“No Proposal”
Submission Label
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Accessibilityfor Ontarians with Disabilities (AODA)
The Accessibility for Ontarians withDisabilities Act, 2005andRegulationsunder this
enactedto improve accessibilityfor personswith disabilities. This legislation
Act were
applies to public sector organizationssuch as theCorporation of the Township of
Oro-Medonte as well as to
private companies andorganizations that provide goods
andservicesonbehalfoftheTownship.
TheTownshipofOro-Medonteiscommittedtoensuringlegislative complianceand
providing persons with disabilities consistent opportunity and access to Township
goods, services, and facilities. Accordingly, the Township hasadoptedpolicies,
procedures, and practices that address integration, independence, dignity,andequal
opportunity.
The Accessibility Standards for Customer Service Regulation (O. Reg. 429/07) was
developed to ensure that all customers can accessgoodsandservices and that their
individual disability needs are met while accessinganorganization’s goodsand
services. This Regulation requires that obligated organizations ensure thatevery
person who deals with members of the public or other third parties on their behalf,
whether as an employee, agent, volunteer, or otherwise, receives training. The
Regulation outlines the required training components. All public sector and private
organizations were required to comply withthis Regulation by January 1,2012.
The Integrated AccessibilityStandardsRegulation (O. Reg. 191/11) includes
requirements for information and communication, employment, transportation and
the design of public spaces in the built environment, as well as general accessibility
requirements. Public sector organizations andprivate businesses mustcomplywith
this Regulation. Commencing in 2014,organizations must ensure thattraining is
provided on the requirements of this Regulation and theOntario Human Rights Code
as it pertains to personswith disabilitiesto all employees, volunteers and those who
provide goods,services or facilities on behalf of the organization.
The Township of Oro-Medonte and all agentsand contractorsmust comply with
the OADA and its Regulations. Failureto complywith the Act may result in
administrative penalties pursuant to Parts IV and V of the Act.
The Township may request that agents and contractors provide records of training
and confirmation of compliance with theActandits Regulations.Links are provided
below to assist with compliance. Your co-operation and support are essential to
increasing accessibility for persons with disabilities.
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AODA Declaration Form
I, theundersigned, insubmittingtheAccessibility Compliance Form(thereinafter
“form”) to the Township of Oro-Medonte dohereby makethefollowing statements
that I certify to be true and complete in every respect. I certify, on behalf of
(Corporate Name of Proponent, thereinafter
“Proponent”) That
1. I haveread andunderstand the contents of this form;
2.Iunderstandthat ifthis formis foundnot tobe trueand completein every
respect, the Corporation of the Township of Oro-Medonte has the authority to
discontinue the services oftheProponent;
3. I am authorized by the Proponent to sign this formand to submit the form on
behalf ofthe Proponent;
4. I acknowledge that as a vendor ofthe Corporation of the Township of Oro-
Medonte that I/we are required to comply with the Accessibility for Ontarians
with Disabilities Act, 2005 and all Regulations under this Act, as amended
from time to time;
5. I declarethat I/wehave reviewed, understand and will meet all accessibility
Acts and Regulations, as amended from time to time;
6. I declarethat I/wewill undertake to ensure that all employees, agents, sub-
contractors, and volunteers hired by the Proponent in completion of our work
will also comply with accessibility legislation.
Proponent's Signature:
(I have authority to bind the company)
Position:
Dated thisday of 2020.
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Contract Change Order Sample
CONTRACT CHANGE ORDER NO.
DESCRIPTION: ____________________ PURCHASE ORDER No.: _________________
REQUESTED BY: ___________________ DEPARTMENT: _________________________
The following description of work(s) and/or material(s), associated cost(s) have been approved and agreed upon by
both signing parties;
The authorized changes, as stated, are subject to all provisions of the contact:
1. Revised Contract Price $
2. HST $
3. Sub Total Extra’s $
With a completion and/or delivery date of _________________ / ___________________ weeks.
Made this ___________________ day of _______________________________20__________.
Original Contract Price: $
THE ABOVE MENTIONED CONTRACT IS HEREBY AMENDED BY SUM OF:
With a completion and/ or delivery date:
The Corporation of the Township of Oro-Medonte Consultant/Supplier
PER:_____________________________ PER:
POSITION: _______________________ POSITION:
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Instructions for Use for Change Orders(if applicable)
1. This form is to be used for all changes in the work that involve changes in price
including any such changes covered by Certificates of Equality.
2. All additional or extrawork andchanges in the work must be authorized by
the Owner. Cases may arise when instructions on changes must begiven to
the Contractor right away to avoid damage or expensive delay.If the change is
of a minor nature, the Resident Engineer or Inspector may proceed but should
inform the Owner's Project Manager without delay. If the proposed change is
more costly or if there is doubt about its desirability, it should be cleared with the
Project Manager by telephone. Whenever possible, the price should be agreed
upon prior to thecommencementof the work.
3. Achange in the amount of a unit price iteminthe Schedule of ItemsandPrices
as a result of the measured quantity differing from the estimated quantitydoes
not require the issuance of a change order specificallyforthat item. The
change in amount will be coveredbythe last (Final Measurement) change order
issued for the contract, as explained in para. 11 below.
4. Extra work carried out on the direction of the Owner requires the issuanceof a
change order. The change order must identifythe work and shallgive the
quantities, prices and amounts involved.
5. Whenwork isto be performedon a cost-plus or unit-price basis and the exact
cost will not be known until the work has been completed, the change order
should be headed "COST-PLUS"or "UNIT PRICES", as the case may be, and
the estimated cost should be shown. The estimated cost is NOTto be included
under "Total Additions" or "Total Deductions", nor is the "Balance of Contingency
Allowance" or the Contract Price to be changed. When the work covered by
the change order has been completed, a further change order is to be prepared
giving the final cost. It will be given a n
ew numberand this number will be
followed by the original number suffixed by "a"; e.g., if the change order giving
the estimated cost is No. 7 and if when work has been completed 11 change
orders have been issued, the change order showing the completed cost will be
numbered 12.7a.
6. Change orders should be set out clearly.If the reason for the issuance of a
change order is not clear from the change order itself, one copy of an explanation
should be sent to the Owner with the change order. Change orders must state the
quantities or estimated quantities involved and must state how the price or
priceswere arrived at. Quotations obtained from the Contractor or sub-
contractors should give adequate breakdowns, and mark-up percentages must
be in accordance with the Contract (see Section of the General Conditions
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headed"Valuation of Variations.").
7. Only related changes are to be included in the same change order. Unrelated
items should be covered by separate change orders.
8. Change orders should be submitted promptly to the Owner for approval during
the period of construction and should not be accumulated in batches or have their
submission delayed to the end of the job.
9. The Consulting Engineer should give careful consideration to the matter of
whether an extension of the Time forCompletionshouldbegivenonaccountof
a change order. His recommendation shouldbegivento the Engineer when
forwarding the change order to approval. If itisdifficult or impossible to decide
at the date of issuance of the change orderwhat would be a reasonable
extension to give,thisshould be stated andthematter should be discussed with
the Engineer at a suitable date.
10. Additional or extra work willbe paid for out of the Contingency Allowance without
immediately changing the ContractPrice. Only when the Contingency
allowance has been used up or when the Final Measurement change order is
prepared will the Contract Price be changed.
11. On contracts that include unit price items, the last change order issued
should be headed "Order No.? (FINAL MEASUREMENT)."Thedescription will
be "adjust quantities and amounts of all unit price items in the Schedule of Items
andPrices in accordance withthe final measurement". The amount of the
change order will be the net addition or deduction due to the final
measurement, and the Contract Price will be shown in the bottom right-hand
corner of the form as "Final" instead of "revised to date".
12. Attached to each copy of the change order should be a copy of the detailed final
measurement set out item by item as in the Schedule of Items and Prices showing
the estimated quantities, unit prices, amounts, final quantities, final amounts,
adjustments inquantitiesand amounts and the net total of all other change orders
approved. This is to be typed on the Owner's "FINAL MEASUREMENT" forms.
13. The Owner will require the original and one copy of the change order. Sufficient
additional copies should be submitted to fulfil the requirements of the Consulting
Engineer and the Contractor. All copies shall be signed by the Contractor and
the Consulting Engineer before being submitted to the Agency. When the
change order has been approved, all but the original and one copy will be
returned to the Consulting Engineer for distribution.
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Proposal Irregularities
Item Irregularity Response
1 Late Proposals
Automatic rejection, not read publicly and
returned unopened to Proponent
2 Amount on deposit cheque incorrect Automatic rejection
4
Allrequired sectionsof Proposal Automatic rejection unless, in the
documents not completed consensual opinion The Finance
Department, Director in charge of RFP
solicitation, Clerk or Treasurer, the
incomplete nature is trivial or insignificant
anddoesnot affect the total price.
6 Automatic rejection
Incomplete, illegible or obscure bids
or Proposals which contain
additionsnotcalledfor
7 Erasures, alterations, or strike-out May be rejected, unless such changes
errorsor irregularities of any kind clearly exhibit the Proponent’s intent, as
such two (2) business days shall be given
to rectify
8 Failure to attend mandatory site visitAutomatic rejection
9 Proposals received on documents Automatic rejection
other than those provided in RFP or
requested
10 Pricing or signature pages missing Automatic rejection
11 Part Proposals (all itemsnot bid) Acceptable unless complete Proposal has
been specified in the request.
12 Automatic rejection
Documents in which all necessary
Addenda, which have financial
implication, have not been
acknowledged
13Documents in which all necessary Two(2) businessdays to acknowledge
Addenda, which have informational
content, have not been
acknowledged
14 Proposals received on documents Automatic rejection
other than those provided in the
Form of Proposal by the
Township of Oro-Medonte
16 Failure to insert theProponent’s Automatic rejection
business name in the spaces
providedin the Form of Proposal
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17Automatic rejection
Failure to include signature of the
person authorized to bind the
Proponent in the space provided in
the Form of Proposal
18Automatic rejection
Conditions placed by the Tenderer
on the Total Contract Price
19 Qualified Proposals (Proposals Automatic rejection unless, in the
qualified or restricted by the consensual opinion of The Finance
attached statement) Department, Director in charge of Proposal
solicitation, Clerk or Treasurer or
designates, the qualification or restriction is
trivial or not significant and does not affect
the total price.
20 RFP clearly states that anaward Proposals may be rejected except when the
maybemadeforindividualitems.RFPclearlystatesthatanawardmaybe
made for individual items (contracts such as
equipment rental or some material contracts
which are in effect several individual
contracts combined).
21 Corporate seal or signature missing; Two (2) business days torectify
signatory’s authority to bind the
Corporation or signature missing
22 Automatic rejection
Corporate seal and signature
missing;authority to signature
missing
23 Proposals Containing Minor Two (2) business days to correct and initial
Obvious Clerical Errors errors
24
Proposals Containing Minor Two (2) business days to correct and initial
Mathematical Errors errors. The Township of Oro-Medonte
reserves the right to waive initialing and
accept Proposal.
25 Un-initialed changes tothe request Two (2) business days to correct and initial
documents which areminor(i.e.; the errors. The Township of Oro-Medonte
Proponent's address is amended by reserves the right to waive initialing and
overwriting but not initialed) accept Proposal
26
Alternate items bid in whole or in Availablefor further consideration unless
partspecifiedotherwise in request
27
Unit prices in the schedule of prices 1. Two (2) business days to
have been changed but not initialed correct initial errors. The
Township ofOro-Medonte
reserves the rightto waive
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28 Other mathematical errors which Two (2) business days to initial corrections.
are not consistent with the unit Unit prices will govern.
prices
29Automatic rejection
Pages requiring completion of
informationby vendor are missing
Note: The above list of irregularities should not be considered all-inclusive. The
requisitioning department will review minor irregularities not listed and shall have
authority to waive other irregularities or grant two (2) business days to initial such
irregularities, which they jointly consider to be minor.
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Background Documents and Resources (available on Township website or upon
request)
RTO7 Wayfinding Signage Plan – Standards & Specifications
Township of Oro-Medonte Craighurst Gateway Signage Designs
Township of Oro-Medonte Colour Guide and Branding Guidelines
Available GIS mapping of current signage locations in communities
Township Infastructure Maps -Amenities and Future Developments
Page 59 of 59
Page 149 of 246
12.a) Robin Dunn, CAO re: Update on COVID-19 Actions.
Page 150 of 246
12.a) Robin Dunn, CAO re: Update on COVID-19 Actions.
Page 151 of 246
12.a) Robin Dunn, CAO re: Update on COVID-19 Actions.
Page 152 of 246
14.a) Announcements of Interest to the Public: Notice of Full Bridge Clo...
MTO Contract 2019-2012 Hwy 11, Oro Line 5 Underpass, Oro Line 9 Underpass, Grouse
Creek Culvert, Non-Structural Culverts
RE: Notice of Full Bridge Closures at Oro-Medonte Line 5 and Line 9, Hwy 11
Underpass
Clearwater Structures Inc. is writing to advise residents of the upcoming full road closures of
Oro-Medonte Line 5 at the Hwy 11 bridge, as well as Oro-Medonte Line 9 at the Hwy 11 bridge
for bridge construction.
Oro-Medonte Line 5 bridge over Hwy 11 will be closed at Line 5 South and Line 5 North, access
to dwellings and businesses will be granted to local traffic only. Crossing of the bridge will be
prohibited due to construction operations. The closure will begin March 16, 2020 and be in
effect until November 20, 2020. Overpass bridges at Oro Line 3, 7 and 11 are fully open and can
be used as alternates.
Oro-Medonte Line 9 bridge over Hwy 11 will be closed at Line 9 South and Line 9 North, access
to dwellings and businesses will be granted to local traffic only. Crossing of the bridge will be
prohibited due to construction operations. The closure will begin March 16, 2020 and be in
effect until November 20, 2020. Overpass bridges at Oro Line 3, 7 and 11 are fully open and can
be used as alternates.
Head Office 397 Frankcom Street, Ajax, Ontario, L1S 1R4
Tel: 905-686-5203 Fax: 905-686-4763
Page 153 of 246
14.a) Announcements of Interest to the Public: Notice of Full Bridge Clo...
Page 154 of 246
14.a) Announcements of Interest to the Public: Notice of Full Bridge Clo...
Page 155 of 246
14.b) Nottawasaga Valley Conservation Authority, Minutes of August 28, 2...
Nottawasaga Valley Conservation Authority
05-20-BOD
MINUTES
August 28, 2020
9:00 a.m. -12:00 p.m.
Virtual Meeting Via WebEx
Present:
Councillor Keith White, ChairEssa (Township)
Councillor Gail LittleAmaranth (Township)
Councillor Mariane Mcleod, Vice-Chair Collingwood (Town)
Mayor Don AllenSpringwater (Township)
Councillor Margaret MercerMelancthon (Township)
Deputy Mayor Bob MeadowsAdjala-Tosorontio (Township)
Councillor George Watson, Past Chair Wasaga Beach (Town)
Councillor Thom PatersonClearview (Township)
Councillor Andrea MatrosovsBlue Mountains (Town)
Councillor Ralph ManketlowMono (Town)
Councillor Dane NielsenGrey Highlands (Municipality)
Councillor Donna JebbNew Tecumseth (Town)
Councillor Shirley BoxemMulmur (Township)
Councillor Gary HarveyBarrie (City)
Councillor Rob NicolInnisfil (Town)Arrived 10:19 a.m.
Councillor Cathy KeaneOro-Medonte (Township)
Councillor Walter BenottoShelburne (Town)
Councillor Raj SandhuBradford West Gwillimbury (Town)
Guests:
Paul Neals, Orion Environmental Solutions
Staff:
Doug Hevenor, Chief Administrative Officer; Chris Hibberd, Director Watershed
Management Services; Byron Wesson, Director Conservation Services; Sheryl
Flannagan, Director Corporate Services; Lee Bull, Manager, Planning Services;
Mark Hartley, Senior Engineer; Haleigh Ferguson, Executive
Administrator/Recorder
1.CALL TO ORDER
Chair white called the meeting to order at 9:03 a.m.
Page 156 of 246
14.b) Nottawasaga Valley Conservation Authority, Minutes of August 28, 2...
2.DECLARATION OF PECUNIARY AND CONFLICT OF INTEREST
None declared.
3.MOTION TO ADOPT AGENDA
RES:40-20
Moved by: Cllr. Gail Little Seconded by: Mayor Don Allen
RESOLVED THAT:the agenda for the Board of Directors Meeting #05-20-
BOD dated August 28, 2020 be approved.
Carried;
4.ANNOUNCEMENTS
Councillor Jebb congratulated Fred Dobbs, Manager Stewardship Services for
his article in the Municipal World’s magazine forhis hard work on the
Tottenham Beaton Creek habitat restoration project.
5.PRESENTATIONS
There wereno presentations for this meeting.
6.DEPUTATIONS
Paul Neals, Orion Environmental Solutions will conduct a deputation on behalf
of Hamount Investments regarding review fees for Block 24, Plan 51M-923,
located in the Town of Wasaga Beach.
RES:41-20
Moved by: Cllr. Margaret Mercer Seconded by: Deputy Mayor Bob Meadows
RESOLVED THAT: the Board of Directors receive the deputation as presented
from Paul Neals, Orion Environmental Solutions regarding review fees for
Block 24, Plan 51M-923, located in the Town of Wasaga Beach.
Carried;
7.DELEGATIONS
There wereno delegations for this meeting.
8.HEARINGS
There wereno hearings for this meeting.
Page 157 of 246
14.b) Nottawasaga Valley Conservation Authority, Minutes of August 28, 2...
9.DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION
Board Members are requested to identify items from the Consent List that
they wish to have considered for separate discussion.
10.ADOPTION OF CONSENT LIST AND IDENTIFICATION OF ITEMS
REQUIRING SEPARATE DISCUSSION
RES: 42-20
Moved by: Cllr. George Watson Seconded by:Cllr. Thom Paterson
RESOLVED THAT:agenda item numbers C-1, C-2, C-3, and C-4 were
identified as requiring separate discussion, be referred for discussion under
Agenda Item #9; and
FURTHER THAT:all Consent List Agenda Items not referred for separate
discussion be adopted as submitted to the board and staff be authorized to
take all necessary action required to give effect to same; and
FURTHER THAT:any items in the consent list not referred for separate
discussion, and for which conflict has been declared, are deemed not to have
been voted on or discussed by the individual making the declaration.
Carried;
11.CONSENT LIST
a.Adoption of Minutes
i.Approved by Consent.
RESOLVED THAT:the minutes of the Board of Directors Meeting 04-20-BOD
dated June 26, 2020 be approved.
b.Correspondence
i.Email Correspondence dated July 8, 2020 written by Jeff Yurek, Minister of
the Environment, Conservation and Parks regarding Environmental
Assessment Modernization.
ii.Email Correspondence dated July 30, 2020 written by Nadim Jrab, Greenbelt
Foundation regarding Positively Green Grant Announcement.
c.Staff Reports
i.Staff Report No. 21-05-20-BOD from Director Corporate Services regarding
2020 Second Quarter Budget Report.
Page 158 of 246
14.b) Nottawasaga Valley Conservation Authority, Minutes of August 28, 2...
RES: 43-20
Moved by: Cllr. Dane Nielsen Seconded by: Cllr. Donna Jebb
RESOLVED THAT:the Board of Directors receive Staff Report No. 21-05-20-
BOD regarding the 2020second quarter financials; and
FURTHER THAT:staff continue to monitor budget activities.
Carried;
ii.Staff Report No. 22-05-20-BOD from Director Corporate Services regarding
NVCA Asset Management Plan.
RES: 44-20
Moved by: Cllr. Shirley Boxem Seconded by: Cllr. Gail Little
RESOLVED THAT:the updated 2020 NVCA Asset Management Plan be
approved.
Carried;
iii.Staff Report No. 23-05-20-BOD from Director Corporate Services regarding
2021 Preliminary Budget Guidelines.
RES: 45-20
Moved by: Cllr. Gary Harvey Seconded by: Cllr. Walter Benotto
RESOLVED THAT:Staff Report No. 23-05-20-BOD regarding guidelines for
the development of the 2021 NVCA draft budget be approved; and
FURTHER THAT:staff be directed to prepare a draft 2021 budget for
consideration by the Board of Directors.
Carried;
iv.Staff Report No. 24-05-20-BOD from Director Conservation Services
regarding NVCA 2020-2030 Land Securement Strategy.
RES: 46-20
Moved by: Cllr. Raj Sandhu Seconded by: Cllr. Thom Paterson
RESOLVED THAT:The NVCA’s 2020-2030 Land Securement Strategy be
approved as presented.
Carried;
v.Staff Report No. 25-05-20-BOD from Director Conservation Services
regarding NVCA Hunting Permit Fees for NVCA Lands.
Approved by Consent.
RESOLVED THAT:the 2021 NVCA Hunting Permit fee schedule be approved
as presented.
Page 159 of 246
14.b) Nottawasaga Valley Conservation Authority, Minutes of August 28, 2...
vi.Staff Report No. 26-05-20-BOD from Senior Engineer and Water Resource
Engineer regarding 2020 Tottenham Dam Safety Review.
Approved by Consent.
RESOLVED THAT:the Board of Directors receive Staff Report No. 26-05-20-
BOD regarding the Tottenham Dam Safety Review (2020).
vii.Staff Report No. 27-05-20-BOD from Communications Coordinator regarding
Communications Report -June 13, 2020 -August 13, 2020.
Approved by Consent.
RESOLVED THAT:Staff Report No. 27-05-20-BOD regarding NVCA
Communications –June 13, 2020 –August 13, 2020, be received.
12.NOTICE OF MOTION
a.Councillor Jebbhas put forth the following motion to amend the
Administrative By-laws:
RES: 47-20
Moved by: Cllr. Donna Jebb Seconded by: Cllr. George Watson
RESOLVED THAT:that an executive committee is to be made of three
members including the Chair, Vice-Chair andPast-Chair/2nd Vice-Chair; and
FURTHER THAT:executive committee duties shall include but not limited to
the annual review of the NVCA's CAO.
Defeated;
13.OTHER BUSINESS
Chair White mentioned to all Board members thatif requested,the NVCA’s
executive team would be happy to make a deputation to their individual
council’s regarding the NVCA’s 2021 budget.
14.IN-CAMERA
No discussion was requiredand therefore the Board did not go into in-camera
session.
15.OUT OF IN-CAMERA
RES: 48-20
Moved by: Cllr. Cathy Keane Seconded by: Cllr. Rob Nicol
Page 160 of 246
14.b) Nottawasaga Valley Conservation Authority, Minutes of August 28, 2...
RESOLVED THAT:the Board of Directors receive Staff Report No. 28-05-20-
BOD regarding the appeal of the Huntingwood Trails Plan of Subdivision
application and Zoning by-law Amendment application to the Local Planning
Appeal Tribunal \[LPAT\]; and
FURTHER THAT:the Board directs staff to engage legal counsel (Sarah
Hahn of Barriston Law) to represent the NVCA along with staff at the Case
Management Conference on July 31, 2020 to request ‘Party’ status.
Carried;
16.ADJOURN
RES: 49-50
Moved by: Cllr. Donna Jebb Seconded by: Cllr. Raj Sandhu
RESOLVED THAT:this meeting adjourn at 11:13 a.m.to meet again on
September 25, 2020 or at the call of the Chair.
Carried;
Page 161 of 246
14.b) Nottawasaga Valley Conservation Authority, Minutes of August 28, 2...
NVCA Board Meeting Highlights September 25, 2020
Next Meeting: October 23, 2020, location to be determined
For the full meeting agenda including documents and reports, visit nvca.on.ca/about/boardofdirectors
The September 25, 2020 board meeting was
NVCA 2021 Draft Budget
held electronically through WebEx, and
streamed on YouTube for public viewing due to
Sheryl Flannarector, Corporate
COVID-19 restrictions.
Draft
2021 Budget in this board meeting.
Our next scheduled board meeting will be held
on October 23, 2020.
program overview, which highlights the work
Staff recognition
that each program area does for the watershed.
Two staff members were recognized for their
In the August 2020 board meeting, staff was
work and contribution to the NVCA.
directed to develop a draft budget with a
$38,000 increase to municipal levy. Through
Peter Alm has been with NVCA
looking at three-year trends, eliminating one
teamfor the last five years. His technical
full-time position through attrition/retirement,
knowledge of the watershed and past files has
finding savings through expenditures, and
been has benefited the engineering team
increasing potential revenues, staff are pleased
greatly.
to present a budget with an increase of
$35,768 to the general levy, below the
Spencer MacDonald started with the Lands and
approved guideline.
Operations program 5 years ago. He came to
NVCA staff projects a deficit of $100,000 for
NVCA with experience in organic farming,
2020. However, the Toronto and Region
repairing small-engine, and land maintenance.
Conservation Authority has successfully applied
Currently, he helps with land maintenance,
for the Federal gAt
supports the forestry program and is the lead
this time, staff is working with auditors to see if
for the maple syrup program
NVCA would also qualify. If the application is
successful, the $100,000 deficit for 2020 will be
NVCA 2021- 2025 Business Plan
eliminated.
2025 Business Plan was
circulated to Board of Directors to review.
Once approved for circulation, the draft budget
Board members will provide comments by
will be circulated to municipalities to review,
October 14, 2020.
with the final vote to approve the budget in the
December board meeting (December 11,
To view the Draft 2021 2025 Business Plan,
2020).
please refer to page 80 of the September Board
Some highlights of the budget include:
meeting agenda.
COVID-19 pandemic has caused financial
troubles around the world, and will be
impacting NVCA for a number of years going
forward.
th
8195 8 Line, Utopia, ON, L0M 1T0 705-424-1479 admin@nvca.on.ca
www.nvca.on.ca
Page 162 of 246
14.b) Nottawasaga Valley Conservation Authority, Minutes of August 28, 2...
Provincial transfer payments from the
Ministry of Natural Resources and Forestry
remains at $97,307 almost 50% less than
2018 amounts.
Decrease in user fees due to cancellation or
deferral of programs such as Arbor Day,
education programs and weddings.
Areas where savings were found include
decrease in office supply expenses, only
increasing cost of living (no step increases),
reduction of casual education staff and
retirement of staff.
Some capital projects from 2020 were
deferred to 2021 due to COVID-19. These
include the dyke safety review for the Pretty
River Dyke, a new truck to replace the
current 2011 one and new servers.
The cost for services per watershed resident
for 2021 remains at $12.62.
Links
2021 Draft Budget
2021 Program Overview
Review Fee Appeal - Hamount
Investments Ltd
In the August 2020 NVCA Board Meeting, Paul
Neals from Orion Environmental Solutions
addressed the board on behalf of Hamount
Investments to seek relief from the fee of
$13,000.
For the September 2020 Board meeting, NVCA
staff provided a report outlining the details of
the deputation. Upon review, NVCA board
members approved staff to refund a $500
overpayment and to request remaining fees as
.
Upcoming events
There are no upcoming events.
th
8195 8 Line, Utopia, ON, L0M 1T0 705-424-1479 admin@nvca.on.ca
www.nvca.on.ca
Page 163 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Nottawasaga Valley
Conservation Authority
September 28, 2020
The Township of Oro-Medonte
c/o Yvonne Aubichon, Clerk
148 Line 7 South
Oro-Medonte, Ontario
L0L 2E0
Dear Mayor Hughes & Council:
Please find the 2021 NottawasagaValley Conservation Authority (NVCA) Draft Budget Booklet at
https://www.nvca.on.ca/Shared%20Documents/NVCA%202021%20DRAFT%20budget.pdf.This draft
budget was received and approved for circulation and input for the 30 day review period, at the
September 25, 2020 NVCA Board meeting. Please forward any comments to the undersigned by
November 27, 2020.
The NVCA is also pleased to introduce the budget companion, the 2021Program Overview provides
simple, understandable information about how our budget is allocated, what our goals and objectives
are both for the current year and future year, along what has been achieved by our team. It can be
found at https://www.nvca.on.ca/Shared%20Documents/2021%20Program%20Overview.pdf
The NVCA worked very diligently to address the impacts of COVID-19 without adversely impacting our
member municipalities. The Township of Oro-Medonte’sproposed 2021 levy contribution is $190,499.82
an increase of $2,577.57over 2020. The capital asset levy will be $10,435.68. This represents a total of
$200,935.50contribution for 2021.
Please contact Haleigh Ferguson at 705-424-1479 ext. 272 or hferguson@nvca.on.caif your council
would like to schedule a deputation or a meeting with staff to discuss this draft budget. We believe the
2021 draft budget represents a wise investment for the long term health of our environment and our
local economy.
Yours truly,
Doug Hevenor
Chief Administration Officer
Copies: Robin Dunn, CAO
NVCA Board Member, Cllr. Cathy Keane
Mark DesLauriers, Chief Financial Officer/Treasurer
Nottawasaga Valley Conservation Authority
th
8195 8Line, Utopia, ON L0M 1T0
T: 705-424-1479F: 705-424-2115
A member of Conservation Ontario
Page 164 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
NOTTAWASAGA VALLEY
CONSERVATION AUTHORITY
2021 DRAFT
BUDGET
1
Page 165 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Table of
Contents
3
OUR VISION
6
2020 DRAFT
3 BUDGET
OUR MISSION
7
4 REVENUES
A NEW DIRECTION
8
4 EXPENSES
OUR WATERSHED
9
5 ASSET
BUDGET PROCESSMANAGEMENT
5 10
BUDGET VOTERESERVES
2
Page 166 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
OUR VISIONOUR MISSION
A sustainable watershed that is resilient
3
Page 167 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
A NEW DIRECTION
More Homes, More Choice Act
OUR WATERSHED
4
Page 168 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Budget ProcessBudget Vote
the Conservation Authorities Act
Board of Directors approves
STEP
circulation of draft budget
September 25, 2020
01
Budget to Municipal
STEP
partners October 2, 2020
02
Municipal review period
STEP
until November 27, 2020
03
Board of Directors weighted
STEP
vote December 11, 2020
04
5
Page 169 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
6
$ Increase
2021 Draft Operating Levy
2020 Operating Levy
2021 CVA Apportionment Percentage
2020 CVA Apportionment Percentage
Draft Budget
Municipality
202 Summary of Municipal Levy Contribution
Page 170 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Revenues
51%
Levy
50%
0%
Special Benefit Projects
0%
0%
Municipal Contributions
0%
1%
Municipal Project - RMO
2021
1%
2%
2020
Federal Funding
0%
2%
Provincial Funding
2%
4%
Grants written by NVCA
6%
28%
Revenue Generated by Authority
30%
1%
Operational Reserves
1%
10%
Contributions
9%
Page 171 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Expenses
51%
Wages and Benefits
50%
0%
Transfer to Reserves
0%
0%
Advertising
0%
2021
1%
Travel & Vehicle
1%
2020
2%
Interest & Bank
0%
2%
Training/Memberships/Dues
2%
4%
Office/Project Supply & Material Costs
6%
28%
Occupancy Costs/Utilities
30%
1%
Professional & Consulting Fees
1%
8
Page 172 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Asset Management
Capital Asset Levy
2021 CVA 2020 2021 Capital
Apportionment Capital Levy Levy
%Contribution
9
Page 173 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Reserves
Funding for Asset
Management Plan
2021 Total Cost:
$264,574
Capital Reserves:
Asset Levy:
10
Page 174 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Nottawasaga Valley Conservation Authority
Proposed 2021 Budget
Consolidated
BUDGETBUDGET$
20202021CHANGE
REVENUE:
j
(((
(
j(
(
(
(
(
(
(
EXPENSES:
Waes and Interro(
(
enses
e Equi
(
Equi
Trans
Le
(
(
Tele(
Page 175 of 246
11
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Nottawasaga Valley Conservation Authority
Proposed 2021 Budget
Consolidated
BUDGETBUDGET$
20202021CHANGE
(
(
12
Page 176 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Nottawasaga Valley Conservation Authority
Page 177 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Nottawasaga
Valley
Conservation
Authority
2021 Program
Overview
Page 178 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Table of
Contents
NVCA PROFILE 4
FUNDING CONSERVATION 4
WATERSHED SCIENCE 6
Watershed Monitoring 7
EDUCATION 8
RESTORATION SERVICES 9
Forestry Services 9
Watershed Stewardship and Restoration 10
FLOOD MANAGEMENT 11
PLANNING & DEVELOPMENT 12
CONSERVATION LANDS 13
CORPORATE SERVICES 14
Corporate Communications 14
Geographic Information Systems & Information Management 15
Financial Management 16
Governance 17
Human Resources Management 18
Page 179 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
OUR MISSION
OUR VISION
Working together to deliver
A sustainable watershed
innovative, integrated
that is resilient to the
watershed management that
effects of climate change,
is responsive to the
urban growth and other
environmental, economic
stressors and provides for
and social sustainability of
safe, healthy and
the Nottawasaga Valley
prosperous people and
watershed.
communities.
WHAT WE VALUE
An abundance of clean water, clean air and fertile soils that provide for healthy people
and ecosystems.
Natural heritage systems and the ecosystem services they provide, particularly as they
support resilience to the effects of a changing climate.
Distinctive landforms and waterways including the Georgian Bay coastline, Niagara
Escarpment, Minesing Wetlands and others that give our watershed a unique sense of
place.
Quality recreational opportunities that our hills, forests, meadows, wetlands, waterways
and coastline provide for residents and tourists alike.
A wealth of resources within the capacity of our watershed to provide for thriving
communities, successful economies and sustainable agriculture, now and in the future.
Page 180 of 246
3
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
NVCA Profile
2021 represents th
our watershed. Since 1960, we have continued to work with our
municipal partners to provide programs and services that bring to life
our vision of a vibrant watershed supporting healthy environments,
communities and lifestyles. In 2021, we continue on this course of action
as we work to manage and protect our watershed. It is important to note
that the pandemic has and will continue to impact the organization,
programs and services and ultimately may impact our goals.
The NVCA employs approximately 50 full-time, part-time, contract and
seasonal staff across numerous professional fields. Our employees
uphold our mandate under the seven service areas listed below and
detailed in the pages that follow.
WATERSHED PLANNING &
SCIENCE DEVELOPMENT
$464K $1.39M
4.0 FTEs 11.9 FTEs
EDUCATION CONSERVATION
LANDS
$185K
2.0 FTEs
$523K
4.8 FTEs
RESTORATION CORPORATE
SERVICES SERVICES
$947K $1.2M
4.2 FTEs 10.7 FTEs
FLOOD
MANAGEMENT
$318K
2.5 FTEs
4
Page 181 of 246
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
FUNDING CONSERVATION
21 budget is $4,949,422, which includes a total levy contribution of $2,564,825. This
corresponds to $12.62 per watershed resident, which is the same as 2020. The budget includes
almost $500K in leveraged funding. When combined with fee for service revenues, 49
budget is funded through non-levy sources of funding. While the average CA levy supporting
operations was $16.42/capita in 2018, NVCA remains at only $12.62/capita.
While this builds a strong case for support, it is not enough to improve the health of our watershed;
improve water quality; protect from flooding; provide open spaces and trails that are accessible for
people to use; and connect and restore forests wetlands and habitats. These services are required
for communities to build resilience to climate change, and most importantly, attracting and retaining
the talent and economic opportunities that this watershed desires.
Cost/
Program Name
$1.12 Resident
Watershed
Science
Drinking Source Water
$0
Protection
$1.98
$0.15 $1.12
Watershed Monitoring
Planning &
Education
Development
$0.15
Education
$0.35
Forestry Services
Watershed Stewardship &
$12.62
$0.86
Restoration
per watershed
resident
$1.21
$1.08
$1.69
Flood Management
Restoration
Conservation
Services
Lands
$0.49
Corporate Communications
GIS & Information
$1.32
Management
$1.60
Financial Management
$5.39 $1.08
$1.56
Corporate Flood
Governance
ServicesManagement
$0.42
Human Resources
$1.69
Conservation Lands
$1.98
Planning & Development
Sustaining the watershed is not our work alone. It is what we do together with municipalities, our
neighbours, universities and colleges, donors, local and regional agencies, and the many other
partners we work with. We need to celebrate our successes but we also need to increase the
scope, scale and intensity of our joint efforts to create a place we can be proud of and celebrate
one we can call home. For life.
Page 182 of 246
5
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
WATERSHED SCIENCE
$464K / 4.0 FTEs
The goal of the Watershed Science program is to manage water and ecological monitoring and to
ensure that the organization has adequate and accurate scientific information to support both
internal and external partners. This program also works to reduce the risks associated with drinking
water to ensure that there is safe, clean and adequate supply of water. It also includes Risk
Management Official duties as prescribed by agreements with municipalities.
Drinking Water Source Protection
The Source Water Protection Program ensures a sustainable and safe source of clean drinking
water to residents within the South Georgian Bay-Lake Simcoe Source Protection Region. NVCA
does this by meeting our legislative requirements within the Clean Water Act and ensuring policies
in the Source Protection Plan are implemented. This program also includes Risk Management
Official duties as prescribed by agreements with municipalities.
2020 Achievements 2021 Focus
Initiated review and amendments to the Undertake the development of Risk
source protection plan, as directed by Management Plans for the nine delegated
Ministerial Order. municipalities.
Undertook the development of Risk Review planning applications under
Management Official work for the nine Section 59 of the Clean Water Act to
delegated municipalities. ensure compliance with the South
Georgian Bay Lake Simcoe Source
Completed jurisdictional review of Dense
Protection Plan.
Non Aqueous Phase Liquids and the
Application of Road Salt. Complete amendments to the source
protection plan to include new drinking
Development of guidance material to
water systems, as required by Regulation
support septic inspections.
205 of the Safe Drinking Water Act.
Reviewed policy considerations for
Service Pressures
Significant Groundwater Recharge Areas.
This source water protection program
Completed amendments to the source
(not including Risk Management) has
protection plan to include new drinking
always been fully funded by the Province
water systems, as required by Regulation
and there is uncertainty about continued
205 of the Safe Drinking Water Act.
funding.
Page 183 of 246
6
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Watershed Monitoring
The Watershed Monitoring program monitors the natural resources in the Nottawasaga Valley
Watershed including the status of fish and benthic macroinvertebrate populations found in rivers and
streams. These programs aim to identify emerging issues and document environmental trends to
support science-based adaptive management.
2020 Achievements 2021 Focus
On-going development of the integrated Finish the integrated watershed
watershed monitoring data monitoring data management platform.
management platform.
Integrate interactive analyzed
Updated the watershed science watershed science data into the
component of the website. website.
Completed a Watershed Monitoring Continue to update wetland inventories.
Strategy.
Initiate the development of a
Completed a broad desktop assessment watershed-scale Natural Heritage
of evaluated wetlands and unevaluated System.
wetlands on a watershed/subwatershed
Complete a natural capital asset
basis.
inventory.
Completed the report documenting
Update key hydrological feature
NVCA wetland mapping history
mapping.
including protocol for future update
Service Pressures
efforts.
There are challenges around
Completed natural heritage discussion
predictability and certainty of project-
paper outlining future direction for this
specific funding agreements with
program component.
municipal, provincial and other
partners.
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14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
EDUCATION
$185K / 2.0 FTEs
The Environmental Education program educates the members of the watershed on the
interconnectedness of human and natural infrastructure. The education team works to communicate
the importance of the collective work as a conservation authority as it relates to ecosystem
resilience, biodiversity, and water quality. The goal is to raise awareness, share knowledge, create
understanding and inspire action that leads to real and lasting change.
2020 Achievements
Service Pressures
Unfortunately, due to the COVID-19
Geographic expanse of watershed
pandemic, our Education program shut
service area has resource implications.
down in mid-March and is not
anticipated to restart until late-fall.
School board funding uncertainties
through the pandemic and teacher job
2021 Focus
action.
Determine how to best continue
Developing and sharing quality outdoor
delivering educational programs during
educational opportunities remotely
pandemic isolation.
through various appropriate platforms
Once possible, deliver educational
during the pandemic emergency
programs for school groups on-site and
Maintain qualified part-time/casual staff
through outreach for students
to improve the transition back to
in kindergarten to grade 12.
teaching when pandemic emergency is
Run another successful Camp Tiffin, and
over.
offering off-site camp programming.
Sharing the educational building with
Build upon past public programs to
other departments limits current service
evolve new educational programs to
capacity.
stay progressive with popular culture
and needed environmental awareness.
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7
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
RESTORATION SERVICES
The goal of Restoration Services is to manage natural heritage systems in the watershed by
identifying and implementing restoration programs.
Forestry Services
$351K / 1.2 FTEs
The Forestry Services program contributes to watershed and community health by implementing
best forest management practices, including managing forested land and expanding forest cover.
Well managed forests protect, enhance and restore land by helping to achieve water quality targets
mitigate floods and build resilience to climate change. The NVCA is now the only agency providing
this service to watershed residents.
Assist landowners in managing over 405
2020 Achievements
hectares (over 1,000 acres) of forest to
Planted 107,850 trees on 27 properties
maintain forest health.
across the watershed creating 134 acres
Hold the 31st Annual Arbour Day Tree
of new forest.
Sales, helping landowners to create
Received financial contributions (outside
their own forests.
of levy) from provincial and municipal
Begin securing agreements for the 2022
governments, Forests Ontario,
tree planting.
corporations and private landowners
totaling $272,222.
Service Pressures
Managed over 1,000 acres of forest;
Rapid urbanization and competing land
worked with 40 landowners to develop
use impact available land for
their Managed Forest Plans.
tree planting.
2021 Focus
Uncertainty around funding from
partners and provincial government.
Plant approximately 130,000 trees on
properties throughout the watershed.
Ash mortality due to the expansion of
the Emerald Ash Borer will impact forest
Create more than 170 acres of new
cover in the watershed.
forest cover.
8
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14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Watershed Stewardship and Restoration
$596K / 3.0 FTEs
Restoration program aims to restore river and wetland habitat
and support agricultural and urban water quality improvement projects. This enhances the ecological
health of the watershed and provides enhanced economic and recreational opportunities.
2020 Achievements
2021 Focus
Provided water quality and habitat
Implement new water quality and habitat
improvement incorporating landowners
improvement projects through delivery
and volunteers, through delivery Healthy
of Healthy Waters Grant Incentive
Waters Grant Incentive Program.
Program.
Continued to maintain canoe route and
Improve trout habitat and water quality
improve fish habitat in the Mad River.
in the Upper Nottawasaga River and
Improved habitat for trout/northern
Sheldon Creek by stabilizing 300 m of
brook lamprey and enhanced water
erosive stream bank, installing 300 m of
quality in the upper Nottawasaga River
woody instream habitat and 1,000 m of
by stabilizing 300 m of erosive stream
livestock exclusion fencing and creating
2
bank, installing 300 m of woody instream
2,000m of restored floodplain habitat.
habitat and 1,000 m of livestock
Develop new high priority dam removal
2
exclusion fencing and creating 2,000m
project to take advantage of the water
of restored floodplain habitat. This work
quality and fisheries benefits.
was completed with a wide range of
Collect background data and develop a
funding partners.
trout habitat and water quality
Improved trout habitat and water quality
improvement plan for the Pine River.
in Black Ash Creek and reduced flooding
Investigate opportunities for developing
potential by removing the Petun Dam
a phosphorus offsetting program to
and restoring 130 m of healthy, dynamic
address urbanization pressures in
natural stream channel and escarpment
subwatersheds.
valley
Created 0.5 ha floodplain wetland on Service Pressures
Beeton Creek through installation of a
Accessing funding for project costs as
rock spillway at the Ice Control
3/4 of program budget is through
Structure.
external revenue sources.
Corporate sponsors have stepped
forward to fill the funding gap but
challenges exist with maintaining long-
term support from this sector.
9
9
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14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
FLOOD MANAGEMENT
$318K / 2.5 FTEs
The goals of the Flood Management program are to reduce the risk to people, property and
infrastructure, minimize social disruption due to hazards related to flooding and erosion and to
encourage the use of natural flood management practices. This is a delegated responsibility from the
Province and the NVCA helps maintain the federal-provincial surface water monitoring network.
Figure 1: Cross section profile of a stream
2021 Focus
2020 Achievements
Update the watershed hydrology &
transfer flow regime to the generic
Monitored flood and low water
regulation model.
conditions.
Inspected and operated flood and Prepare and implement Pretty River
erosion control structures, including Dyke Maintenance Plan.
Utopia, New Lowell and Tottenham
Conduct Pretty River dyke safety study.
dams as well as the Pretty River dyke.
Review and begin implementation of
The Tottenham Dam Safety Review was
recommendations from New Lowell and
completed.
Tottenham dam safety studies.
Monitored ice conditions throughout the
Enhance data management for snow
watershed.
data.
On-going maintenance and
Service Pressures
improvements to the NVCA stream and
weather gauges to improve data quality
Increased pressure on staff and
and reliability.
resources to respond to flood events.
Further developed criteria for a
Reduced resources due to provincial
Georgian Bay shoreline flood warning
funding cuts.
statement.
Understanding the impact of sustained
high water levels of Georgian Bay.
Time requirements to build new models
and analyze large volumes of data.
10
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14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
PLANNING & DEVELOPMENT
$1.39M / 11.9 FTEs
Planning and Development Services, which includes engineering, permitting and enforcement,
ensures that development in the watershed progresses in a sustainable manner that will protect
natural heritage features, direct development away from natural hazard lands and protect our water
resources. NVCA follows a planning first principle which ensures that planning permissions are in
place before we consider any further approvals under the Conservation Authorities Act.
Continue to use and provide updates to
2020 Achievements
municipal service
Continued to process applications and
to provide effective and efficient
inquiries under various provincial acts:
service.
Conservation Authorities Act, Planning
Continue to improve review procedures
Act, Niagara Escarpment Planning and
to ensure timely approvals for
Development Act, Aggregate Resource
development applications.
Act, Green Energy Act, Drainage Act,
and Environmental Assessment Act.
Promote storm water management/low
impact development guidance on
Streamlined the engineering technical
municipal plans.
review procedures of applications.
Completed the Emergency Permit Service Pressures
Procedure Guideline.
Program operates on a cost recovery
Finalized two National Disaster basis.
Mitigation Program (NDMP) Risk
Increasing growth, development and
Assessment projects supported through
associated changes in land use in the
Federal and municipal funding,
watershed.
including updated flood lines for the
Continued growth and issues with
Town of Wasaga Beach.
excess fill have resulted in an increase
2021 Focus
in the number of violations.
Update Planning and Regulation
Uncertainty around legislative
Guidelines.
amendments through provincial review
of conservation authority permitting
Finalize the Ecological Offsetting Policy.
processes and how that will impact
Update the development review fees.
service delivery.
Continue looking for opportunities with
municipalities and partners to
11
streamline processes for the review of
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applications.
14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
CONSERVATION LANDS
$523K / 4.8 FTEs
Conservation Lands ensures that valuable greenspace is protected and that recreational
opportunities are provided in safe, well maintained natural settings, so that watershed residents can
enjoy a high quality of life. The NVCA manages 5,260 hectares of conservation land, including the
internationally significant Minesing Wetlands.
2020 Achievements
Safe reopening of NVCA conservation
2021 Focus
areas after temporary closures, including
Ensure continued safe access to NVCA
thorough property and hazard tree
conservation areas and events.
inspections and enforcement during
Maintain property leases with local
closure.
partners and municipalities to provide
Working with local community partners on
agricultural and recreational opportunities
conservation lands projects including the
within the watershed.
completion of the Utopia Conservation
Implement Land Securement Strategy.
Area accessible trail with the Friends of
Utopia Gristmill and Park.
Conduct recreational assessment and
review on at least one NVCA conservation
Surveyed of hunting program participants
area.
and development of recommendations
based on user feedback.
Implement recommendations from the
hunting program review.
Completion of the 2020-2030 Land
Securement Strategy.
Service Pressures
Property monitoring and Phragmites
Opportunities to improve and enhance
control within Minesing Wetlands with
recreational and infrastructure options on
assistance from Nature Conservancy of
our properties are limited due to
Canada.
resources.
Provide interdepartmental support for
Potential liability associated with providing
NVCA programs, including Forestry,
recreational opportunities is increasing.
Stewardship and Flood.
Proximity to large urban centers increases
Collaborating with Friends of the Historic
guest expectations on facilities and
Fort Willow on completion of
conservation areas. Combined with
infrastructure projects and development
increased population density within the
of the Fort Willow Master Plan.
watershed, NVCA faces increasing land
Working with events and groups to safely management challenges and higher
revise or reschedule over 60 bookings and maintenance needs.
events.
Changing climate resulting in noticeable
Securement of funds to enhance impacts on infrastructure and recreational
conservation area signage throughout the opportunities
watershed.
12
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14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
CORPORATE SERVICES
Corporate Services plays a critical supportive role to the Board of Directors and across the
organization, providing finance, human resources, communications and administrative leadership.
This department is an enabling service, supporting the other six service areas in the organization.
Corporate Services consists of the following program areas:
Corporate Communications
$99K / 1.0 FTE
Corporate Communications provides strategic advice and services designed to inform, inspire,
influence and motivate municipal, provincial, federal partners and people of all ages in our
watershed communities, to support the work of NVCA.
2020 Achievements
Continued to grow social media Continue to revamp more sections of
outreach and newsletter subscribers, .
with focus on NVCA programs and
Continue to ensure AODA compliance
events. Created a science section as
with provincial standards.
part of the monthly newsletter.
Service Pressures
Revamped the Regulations section of
Dealing with challenges associated with
the website to help watershed residents
effectively reaching audiences and
changing population across the
permitting process.
watershed while keeping in mind the
Created a monthly internal staff
geographic, demographic and socio-
newsletter in addition to
economic span and diversity of the
Communication Committee minutes.
watershed.
Created graphics, brochures and other
materials to help promote programs.
urban and rural areas.
2021 Focus
Continue to grow social media outreach
and newsletter subscribers.
13
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14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Geographic Information Systems & Information
Management
$268K / 2.7 FTEs
Geographic Information Systems (GIS) and Information
Management is responsible for providing data integrity
while managing a secure, reliable and integrated
information technology environment that aligns our
business and strategic goals.
2020 Achievements
Developed and implemented document
management applications for projects
and enhancement of planning database
IT Infrastructure replacement including
SAN Server and data migration
Migrated NVCA email to Microsoft 365
platform
Supported flood hazard mapping
program through risk assessment
projects
Developed a BETA version of public
facing GIS mapping tools for NVCA data
Service Pressures
and applications
Systems security is a constant threat
that must be balanced with the costs to
2021 Focus
keep the network running smoothly and
Continue development of a Watershed
safely.
Science data management platform
Maintaining larger and more complex
providing viewing, upload and querying
data holdings as the need for program
capabilities linked to the GIS system.
support and analysis continues to
Core data management and update
increase. There has been a significant
schedule including implementing a Meta
increase in provincial, municipal and
Data standard, provincial and municipal
public expectations for information, data
communication, and file services.
analysis tools and predictive modeling.
Implementing a Telephony solution
As technology advances so does the
IT infrastructure replacement as per the
need to bring the organization forward
Asset Management Strategy
with innovative solutions.
Linking workflows and permitting to
spatial data.
14
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14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Photo credit: Trevor Weeks
Financial Management
$325K / 3.9 FTEs
Financial management is responsible for all of our day-to-day financial operations, such as payroll
and accounts payable/receivable. Other areas include budgeting, procurement, risk management,
legal, quarterly and annual financial reporting, records management, reception, and freedom of
information requests/reporting.
Investigate software to improve
2020 Achievements
budgeting processes.
Implemented new Purchase Order
System. Service Pressures
Began implementation of Electronic Budget pressures to minimize the levy
Fund Transfer (EFT system). requirements from member
municipalities while still achieving
Processed Freedom of Information
integrated watershed management
requests.
plan activities.
Continued the paperless initiative to
Financial management requires
reduce our environmental impact.
continued compliance with changing
2021 Focus
external legislation for reporting,
payroll and tax.
Complete implementation EFT system.
15
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14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
15
Governance
$299K / 2.3 FTEs
The Chief Administrative Officer (CAO) provides expert knowledge, strategic advice and
recommendations to the Board of Directors with regard to policy, program and budget decisions. The
CAO also provides operational leadership to staff, guiding and influencing processes, decisions and
implementation, with the goal of advancing our mission. Governance supports Board Member decision
making and leadership by promoting and facilitating the participation of municipal members on the
Board of Directors. Authority staff provide timely professional support, information and
recommendations, through meetings with members of the Board, who guide the NVCA into the future.
Built new partnerships and new
2020 Achievements
business models while continuing to
Efficiently and effectively managed
develop relationships with existing
water resources in the NVCA watershed
partners such as businesses, watershed
for current and future generations
stakeholders, municipalities and
through essential and integrated
provincial and federal governments, to
programs.
ensure the implementation of programs
Updated Administrative Bylaws to allow
and services.
for continued Board meetings during
2021 Focus
pandemic and implemented Board
management software to increase Cultivate partnerships with the private
efficiency of Board. sector, watershed municipalities,
ENGOs and provincial and federal
Ensured the NVCA Board of Directors
governments to ensure the NVCA
acts in the long-term best interests of
continues to implement programs and
the NVCA by providing an overarching
services.
perspective in managing strategic,
structural, cultural, economic and Continue to lead and advocate for
technological changes while ensuring innovative approaches and projects to
that new initiatives are well aligned with support the Integrated Watershed
portfolio and abilities. Management Plan.
Service Pressures
Possible regulatory and mandated
changes to conservation authority
programs and services.
16
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14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
Human Resources Management
$86K / 0.8 FTEs
Responsible for the effective management of people in the organization through the provision
of services such as staff recruitment, health and safety, diversity, inclusion and accessibility,
employee learning and development, benefit and insurance administration and performance
management.
2020 Achievements Service Pressures
Ensured human resources management
best practices were followed through positions as required.
conn
Responding to matters resulting from
municipalities.
Ensured the Health & Safety of our
municipalities and conservation
employees was paramount during the
authorities.
pandemic.
Updated employment policies as
required.
2021 Focus
Respond to unknown/emerging
recruitment needs.
Review and update employment
policies.
18
17
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14.c) Correspondence dated September 28, 2020 from Doug Hevenor, Chief A...
The Nottawasaga Valley Conservation Authority (NVCA) is your public agency
dedicated to the preservation of a healthy environment. As your partner, the NVCA provides the
expertise to help protect our water, our land, our future.
8195 8th Line, Utopia, Ontario L0M 1T0
Follow us on social media
Contact us
Email: admin@nvca.on.ca
nottawasagaca
Phone: 705-424-1479
nottawasagaca
Fax: 705-424-2115
nottawasagaca
Website: nvca.on.ca
17
If you require this document in an alternative format, please contact us at 705-424-1479.
Page 196 of 246
14.d) Correspondence dated September 25, 2020 from Charles Gardner, Medi...
September 25, 2020
Dear Simcoe and Muskoka employers:
In association with significantly increasing rates of COVID-19 in our community as we enter the fall
season, and with the Reopening Ontario after COVID-19frameworkand Stage 3, the following
communication is provided to you in assisting yourbusiness/organization. The Simcoe Muskoka District
Health Unit (SMDHU) strongly encourages Simcoe and Muskoka businesses and organizations to remain
vigilant in their efforts to reduce the spread of COVID-19. As referenced by the Public Health Agency of
Canada, keeping COVID-19 to manageable levels is a shared responsibility to protect our health, social
and economic well-being. We can all take individual and organizational action to slow the spread of
COVID-19 by considering our personal and organizational risks and taking the appropriate precautions.
Based on our local experience to date of factors that may be contributing to COVID-19 spread, the
following recommendations will assist you in continuing your efforts to stop the spread:
Temporary (‘temp’) Staffing Agencies
SMHDU is aware that several employers in a range of sectors use temporary staffing agencies as a means
of adding staff to their businesses and organizations during busier periods in their operational cycle.
Further, some businesses may use such agencies throughout the year. SMDHU strongly recommends
that all employers using temporary staffing agencies ensure that protocols are in place whereby:
-Employers should ensure that all employees, including temporary staffing agency workers, are
screened daily prior to commencing work in your business/organization using the provincial
screening tool(at a minimum). Active screening (where screening is conducted by or reported to
the employer) is preferred as a more protective approach than passive screening (where no
reporting is required). Anyone failing the provincial screening tool should not attend the
workplace; they should self-isolate at home and seek testing. Contact information (name,
address, email, and telephone number) for each employee should be on file and retrievable by
the temporary staffing agency and the business/organization who are using staff.
-Employers should require that the temporary staffing agency screen employees prior to travelling
to the workplace. For all employees, temporary staffing agency workers should also be screened
upon arrival to the workplace (or provide proof of screening). In some instances, temporary
staffing agencies will transport employees in groups, and therefore, employees who fail the
screening should be restricted from travelling.
-When temporary staffing agency staff are provided with group transportation, there should be
appropriate preventive measures in place during transit, including physical distancing (which may
thereby reduce vehicle capacity) and use of face coverings. Further consultation on
requirements can be considered through the Ontario Ministry of Labour, Training and Skills
Development or the local public health unit.
Physical distancing, face coverings, screening and hygiene
In accordance with SMDHU’s instructions on July 15, 2020, the following instructions were provided to all
employers/persons responsible for businesses or organizations within the SMDHU service area:
1.To the fullest extent possible, ensure effective measures are in place to maintain physical
distancing amongst all employees and clients.
Page 197 of 246
14.d) Correspondence dated September 25, 2020 from Charles Gardner, Medi...
a.We would add that lunch rooms and other common areas for staff (i.e. break rooms or
areas where people congregate) have been potential sites of exposure and should be
arranged to ensure distancing is maintained.
2.Unless the nature of work requires the use of a medical mask, to the fullest extent possible,
ensure all individuals wear a non-medical mask (for example, a face covering or a homemade
cloth mask) when physical distancing is challenging or not possible.
a.Indoor areas of a building accessible only to employees and areas that are outside,
whether or not covered (such as restaurant patios) are exempt from these requirements.
However, we would add that an employer can make the determination to institute mask
wearing in these additional settings if they feel it is appropriate, as an additional
precaution. Consultation with the Ontario Ministry of Labour, Training and Skills
Development may be required to ensure compliance with the Ontario Occupational
Health and Safety Act.
3.Implement screening practices for employees and members of the public, including requiring
those who are ill to stay home and be advised to be tested for COVID-19.
a.We would add that active screening (conducted by or reported to the employer) is
preferred over passive screening (not reported). If staff are conducting screening on site,
they would be required to adhere to appropriate precautions - ideally behind a barrier to
protect from droplet and contact spread.
4.Promote excellent hygiene practices including hand hygiene, and cough and sneeze etiquette.
Cohorting
As indicated through a letter dated May 19, 2020,SMDHU wishes to stress the value of cohorting staff, in
particular for large employers. Cohorting or bubbling refers to the act of ensuring that staff that work
together performing similar tasks should remain as a bubble or team during breaks (i.e. lunch), meetings,
or in entering/leaving the building where possible with limiting interaction with others. The act of
cohorting limits contact with employees in the organization outside of the bubble, which in the event of a
positive COVID-19 case within the bubble, limits the potential spread of the virus to more people than
necessary. This is advantageous since the employer limits the number of close contacts that would be
required to isolate (and therefore not be permitted to work) and more importantly, limit a large scale
outbreak in the building.
Should you have any questions about these recommendations or if you are seeking materials and
resources to assist your business, please contact our health connection line at 705-721-7520 or 1-877-
721-7520.
Sincerely,
ORIGINAL Signed By:
Charles Gardner, MD, CCFP, MHSc, FRCPC
Medical Officer of Health
CG:SR:cm
Page 198 of 246
14.e) Correspondence dated September 28, 2020 from Anita Dubeau, Chair, ...
September 28, 2020
To the municipal councils and the MPPs of Simcoe Muskoka:
I am writing on behalf of the Board of Health for the Simcoe Muskoka District Health
Unit to provide you with a copy of an assessment of the first wave of COVID-19 in the
province of Ontario provided by the Council of Ontario Medical Officers of Health
(linked here). In this report you will find documentation of the many ways in which
local public health units across the province have responded and worked with the
province and with their respective communities to bring the pandemic under control
(including some examples within Simcoe Muskoka).
At this time of COVID-19 resurgence it is particularly important that municipal and
provincial leaders be aware of, and support the public health control measures cited in
this reportin order to enable us to again flattenthe curve and reduce as much illness
and deathas possible, particularly among those most vulnerable to this pandemic (ie.
the elderly, those in long term care facilities, and those with other medical conditions).
It is by bringing the incidence of COVID-19 back down under control that we can best
protect these individuals.
Sincerely,
ORIGINAL Signed By:
Anita Dubeau, Chair
Simcoe Muskoka District Health UnitBoard of Health
AD:CG:cm
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Page 208 of 246
14.h) Correspondence dated September 21, 2020 from the Town of Amhertsbu...
September 21, 2020 VIA EMAIL
The Right Honourable Raymond Cho, Minister for Seniors and Accessibility
th
College Park 5
Flr, 777 Bay St,
Toronto, ON
M7A 1S5
Re: AODA Website Compliance Extension Request
At its meeting of September 14, 2020, Council passed the following for your consideration:
Resolution # 20200914-281
“1. WHEREAS Section 14(4) of O.Reg 191/11 under the Accessibility for Ontarians with
Disabilities Act requires designated public sector organizations to conform to WCAG 2.0 Level
AA by January 1, 2021;
2. AND WHEREAS the municipality remains committed to the provision of accessible goods
and services;
3. AND WHEREAS the municipality provides accommodations to meet any stated accessibility
need, where possible;
4. AND WHEREAS the declared pandemic, COVID-19, has impacted the finances and other
resources of the municipality;
5. AND WHEREAS the Accessibility for Ontarians with Disabilities Act contemplates the need
to consider the technical or economic considerations in the implementation of Accessibility
Standards;
6. BE IT THEREFORE RESOLVED THAT the municipality requests that the Province of
Ontario extend the compliance deadline stated in Section 14(4) of O.Reg 191/11 to require
designated public sector organizations to meet the compliance standards, by a minimum of
one (1) year to at least January 1, 2022; AND,
7. BE IT THEREFORE RESOLVED THAT the municipality requests that the Province of
Ontario consider providing funding support and training resources to meet these compliance
standards.”
Website: www.amherstburg.ca
271 SANDWICH ST. SOUTH, AMHERSTBURG, ONTARIO N9V 2A5
Phone: (519) 736-0012 Fax: (519) 736-5403 TTY: (519)736-9860
Page 209 of 246
14.h) Correspondence dated September 21, 2020 from the Town of Amhertsbu...
The impacts of the pandemic on municipal finances and resources affect the ability of
municipalities to meet the January 1, 2021 deadline for full compliance with WCAG 2.0 Level
AA.
We humbly request the Ontario government consider an extension request, in addition to
financial support and training due to the unprecedented impacts of the global pandemic.
Regards,
Tammy Fowkes
Deputy Clerk, Town of Amherstburg
(519) 736-0012 ext. 2216
tfowkes@amherstburg.ca
cc:
The Right Honourable Doug Ford, Premier of Ontario
The Association of Municipalities of Ontario
All Ontario Municipalities
Website: www.amherstburg.ca
271 SANDWICH ST. SOUTH, AMHERSTBURG, ONTARIO N9V 2A5
Phone: (519) 736-0012 Fax: (519) 736-5403 TTY: (519)736-9860
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14.i) Correspondence dated September 21, 2020 from Town of Amhertsburg r...
September 21, 2020 VIA EMAIL
Hon.Lisa McLeod, Minister of Heritage, Sport, Tourism and Culture Industries
th
6Flr, 438 University Ave,
Toronto, ON
M7A 1N3
Re: Request for Consideration of Amendments to Bill 108 re. The Ontario Heritage Act
At its meeting of September 14, 2020, Council passed the following for your consideration:
Resolution # 20200914-258:
“WHEREAS Royal Assent has been granted to Bill 108 entitled ‘More Homes, More Choice
Act, 2019’ on June 6, 2019; and,
WHEREAS Schedule 11 of Bill 108 contains amendments to the Ontario Heritage Act which
require appeals under the Ontario Heritage Act to be heard by the Local Planning Appeal
Tribunal not the Conservation Review Board; and,
WHEREAS the Conservation Review Board is an adjudicative tribunal that, through the
mandate provided by the Ontario Heritage Act, considers a number of matters such as:
The proposed designation of a property as having cultural heritage value or interest;
Applications for the repeal of a By-law on a specific property;
Applications related to the alteration of a property covered by a By-law; and,
Matters related to archaeological licensing. AND,
WHEREAS Schedule 11 of Bill 108 will come into effect on a date to be proclaimed by the
Lieutenant Governor; and,
WHEREAS the Local Planning Appeal Tribunal are not experts in heritage matters unlike
members of the Conservation Review Board; and,
WHEREAS the Local Planning Appeal Tribunal decisions are binding decisions unlike the
Conservation Review Board non-binding recommendations; and,
WHEREAS the Ontario Heritage Act provides a means for municipalities to protect and
preserve the cultural heritage value or interest of the municipality for generations to come; and,
WHEREAS the Conservation Review Board currently provides reports to municipal council’s
setting out its findings of fact, and its recommendations so that a final decision can be
rendered by municipalities about what is valuable in their community;
WHEREAS the Town of Amherstburg remains committed to the preservation and protection of
property of cultural heritage value or interest;
Website: www.amherstburg.ca
271 SANDWICH ST. SOUTH, AMHERSTBURG, ONTARIO N9V 2A5
Phone: (519) 736-0012 Fax: (519) 736-5403 TTY: (519)736-9860
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14.i) Correspondence dated September 21, 2020 from Town of Amhertsburg r...
NOW THEREFORE BE IT RESOLVED THAT the Town of Amherstburg strongly recommends
that Schedule 11 of Bill 108 be amended to remove the powers provided to the Local Planning
Appeal Tribunal, retaining authority for hearing certain appeals by the Conservation Review
Board; and,
BE IT FURTHER RESOLVED THAT the Town of Amherstburg strongly recommends that
Schedule 11 of Bill 108 be amended to return the authority for final decisions to municipal
council’s as the elected representative of the communities wherein the property and its
features of cultural heritage value exist; and,
BE IT FURTHER RESOLVED THAT a copy of this motion be sent to the Honourable Doug
Ford, Premier of Ontario, Lisa McLeod the Minister of Heritage, Sport, Tourism and Culture
Industries, Andrea Horwath, MPP and Leader of the Official Opposition and the Ontario NDP
Party, MPP John Fraser Interim Leader of the Ontario Liberal Party, Mike Schreiner MPP and
Leader of the Green Party of Ontario, Taras Natyshak MPP Essex County; and,
BE IT FURTHER RESOLVED THAT a copy of this motion be sent to the Association of
Municipalities of Ontario (AMO), all MPP’s in the Province of Ontario, the County of Essex and
all Municipalities in Ontario for their consideration.”
We strongly recommend that the Ontario government consider amendments to Bill 108 to
return the final authority to municipal Council’s to determine what is of cultural heritage value
or interest in their communities with the benefits of the expert and professional advice provided
by the Conservation Review Board.
Regards,
Tammy Fowkes
Deputy Clerk, Town of Amherstburg
(519) 736-0012 ext. 2216
tfowkes@amherstburg.ca
cc:
The Right Hon. Doug Ford, Premier of Ontario
Andrea Horwath, MPP, Leader of the Official Opposition and the Ontario NDP Party
John Fraser, MPP and Interim Leader of the Ontario Liberal Party
Mike Schreiner, MPP and Leader of the Green Party of Ontario
Taras Natyshak, MPP of Essex County
All Ontario Municipalities
Website: www.amherstburg.ca
271 SANDWICH ST. SOUTH, AMHERSTBURG, ONTARIO N9V 2A5
Phone: (519) 736-0012 Fax: (519) 736-5403 TTY: (519)736-9860
Page 212 of 246
14.j) Correspondence received from the Township of Puslinch and the City...
RE: Town of Gore Bay -COVID-19 Funding Support Resolution
Please be advised that Township of Puslinch Council, at its meeting held on September 2, 2020
considered the aforementioned topic and subsequent to discussion, the following was resolved:
Resolution No. 2020-242:Moved by Councillor Bulmer and
Seconded by Councillor Sepulis
That the Consent Agenda item6.15 Town of Gore Bay -COVID-19 Funding Support
Resolution be received; and
That Council direct staff to send support of the City of Oshawa resolution to Hon. Ted
Arnott, Prime Minister Trudeau, Premier Ford, and all Ontario Municipalities.
CARRIED
As per the above resolution, please accept a copy of this correspondence for your information
and consideration.
Sincerely,
Courtenay Hoytfox
Deputy Clerk
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14.j) Correspondence received from the Township of Puslinch and the City...
Corporate Services Department
City Clerk Services
File: A-2100
June 26, 2020
DELIVERED BY EMAIL
The Right Honourable Justin Trudeau, The Honourable Doug Ford,
Prime Minister of Canada Premier of Ontario
Email: justin.trudeau@parl.gc.ca Email: premier@ontario.ca
Re: COVID-19 Funding
Oshawa City Council considered the above matter at its meeting of June 22, 2020 and adopted
the following recommendation:
“Whereas on March 11, 2020, the World Health Organization and the Canadian
Government declared COVID-19 a global pandemic; and,
Whereas on March 12, Ontario ordered schools closed and by March 17, began a more
extensive shut down; and,
Whereas the pandemic has led to the closure of public spaces and the cancellation of
events around the world throughout the country our province and right here within our own
community, causing great stress on the arts sector; and,
Whereas local cultural organizations such as the Oshawa Folk Arts Council representing
over 13 member clubs and organizations, as well as the many local service groups such
as the Oshawa Rotary Club, have all been forced to cancel major events (i.e. Fiesta
Week; Rib Fest; etc.) which historically contribute in large part to the fundraising and
operational financing efforts of these sociocultural entities; and,
Whereas the Government of Canada and the Province of Ontario have committed they
through the Canada Council for the Arts will continue to work with the Government of
Canada, as well as provincial, territorial, and municipal partners, to ensure the strength of
the sector; and,
The Corporation of the City of Oshawa, 50 Centre Street South, Oshawa, Ontario L1H 3Z7
Phone 9054363311 18006674292 Fax 9054365697
www.oshawa.ca
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2
Whereas at present, the Canada Council’s for the arts priorities as are our collective
governing priorities are to ensure the health and safety of people across Canada and
around the world and to work towards the sustainability and recoverability of the arts
sector; and,
Whereas a significant period has past without further indication as to what tools, funding
measures, or financial support our local social cultural, service clubs, and children/youth
minor sporting originations can readily access to help support their operating costs and
programming,
Therefore be it resolved:
1. That the Federal, Provincial, and Regional Government help local municipalities
assist their local social cultural, service clubs, and children/youth minor sporting
originations with clear and definitive relief funding programs directed to help sustain
the afore mention groups through these trying times inflected on them by the
affects of COVID-19; and,
2. That a copy of this resolution be sent to the Prime Minister of Canada, the Premier
of Ontario, all Ontario Municipalities, all Members of Provincial Parliament, all
Members of Parliament and Association of Municipalities of Ontario and Federation
of Canadian Municipalities.”
Oshawa City Council respectfully requests your consideration of the above noted matters.
If you need further assistance concerning this matter, please contact Ron Diskey, Commissioner,
Community Services Department at the address listed on Page 1 or by telephone at 905-436-
3311.
Mary Medeiros
City Clerk
/fb
c. Association of Municipalities of Ontario
Federation of Canadian Municipalities
Members of Parliament and Members of Provincial Parliament
Ontario Municipalities
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14.k) Correspondence dated September 24, 2020 from Jane Sinclair, Genera...
/Use/Disclosure: All information about municipal services is
collected in accordance with the Municipal Act, 2001, under s.8 and for Council’s purposes
under s.239(1) and may be used in Council deliberations, and disclosed in full, including
email, names, opinions and addresses to other persons requesting access to records, or as
part of a public agenda. All information submitted to the County is subject to the Municipal
Freedom of Information Act (MFIPPA). Questions about this notice of collection should be
directed to the Clerk’s Office (705) 726-9300, 1623.
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14.k) Correspondence dated September 24, 2020 from Jane Sinclair, Genera...
Main Line 705 726 9300
County of Simcoe
Toll Free 1 866 893 9300
HealthandEmergencyServices
Fax 705 792 5743
1110 Highway 26,
simcoe.ca
Midhurst, Ontario L9X 1N6
2020 Simcoe County Age-Friendly Municipal Grant Opportunity
Hello,
Although the population across the County is rapidly aging, some local municipalities do not have the
capacity nor resources to implement local aging plans or AFC initiatives. In 2019, Council approved
$50,000 annually to provide AFC Municipal grant funding to member municipalities to help support
local AFC planning and that funding be awarded based on eligibility criteria and available funds each
year.
As Chair of the Simcoe County Age-Friendly Advisory Committee and General Manager of Long Term
Care and Seniors Services for the County of Simcoe, I am happy to inform you that County of Simcoe
municipalities are, once again, able to apply for age-friendly funding through the 2020 Simcoe
County Age- Friendly Municipal Grant program (attached hereto).
This program has been put in place to allow for continued research and planning to identify the diversity
of issues facing older adults in our local communities and to ensure new programs and services are
implemented based on individual feedback and recommendations obtained at a local municipal level in
all eight community dimensions as defined by the World Health Organization.
Background:
In 2018, the County of Simcoe developed a Positive Aging Strategy and Planning Framework based on a
comprehensive needs assessment of older adults in this region. This project was initially funded by the
Ontario Government and has led to the development of many new partnerships and collaborations and
has identified many opportunities to address some of the highest priorities for our seniors. With a
significant seniors population of 65+ representing more than 18% of our population, the County aging
demographic is outpacing both the province and the nation (Ontario 16.7%, Canada 16.9%).
We are pleased to partner in this initiative and look forward to working with you as we build age-
friendly communities across Simcoe County.
Kind Regards,
Jane Sinclair
General Manager
/cst
Cc Christy Tosh, County of Simcoe Age-Friendly Project Lead
John Daly, Director, Legislative Services/Clerk
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2020 Simcoe County Age-Friendly
Municipal Grant Program &
Application Guide
1. Introduction
2020 Simcoe County Age-friendly Grant Program
Research and planning is required to identify the diversity of issues facing older adults in our local
communities and to ensure new programs and services are implemented based on individual
feedback and recommendations obtained at a local municipal level in all eight age-friendly
community dimensions as defined by the World Health Organization.
The Simcoe County Age-Friendly Municipal Grant program was developed to assist local
municipalities of the County of Simcoe to support aging populations through conducting community
needs assessments and undertaking projects that enable seniors to age in place which in turn
facilitates the creation of age-friendly communities.
2. Other Programs & Resources
In an age-friendly community, the policies, services and structures related to the physical and
social environment are designed to help seniors "age actively." In other words, the community
is set up to help older adults live safely, enjoy good health and stay involved.
The creation of age-friendly communities in Simcoe County builds on findings from the
World Health OrganizationAge-friendly Cities and the Simcoe County Positive Aging
Strategy: Older Adults Strengthening our Communities
The County of Simcoe, in collaboration with the Age-Friendly Advisory Committee, has
advanced the age-friendly agenda since 2015 by creating awareness and preparing its
communities for a growing aging population.
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3.Guiding Principles
All municipal applications should demonstrate a commitment to the following guiding principles:
Community Driven - Community solutions are based on local priorities and plans
Catalyst for Action Community activities are catalysts that enable local municipalities and
community partners to enhance and improve services for older adults
Focus on Funding Priorities - Activities are focused on funding and support priorities with clear
outcomes
Flexible - Required actions differ in each community
Coordinated - Activities of local municipalities and community partners are coordinated to
avoid duplication among programs and projects
Sustainable Results Community activities contribute to improving the lives of older adults
over time
4. Grant Program
The County of Simcoe Age-Friendly Municipal Grant program sets out two (2) different categories
(streams) for municipalities to apply. Details of each of these grant categories are outlined below.
STREAM 1: Age-friendly Assessments, Action Plans & Planning
The intent of this funding stream is to support municipalities to develop or update community
assessments or plans in order to enable seniors to age in place and to facilitate the creation of
age-friendly communities. The maximum grant under Stream 1 is $10,000
Under Stream 1, eligible activities must be cost-effective and may include:
Development of a local Age-friendly plan, survey or assessment process
Creation of specific plans that address one or more of the eight age-friendly dimensions
(see Section 6)
Engagement of seniors in planning activities
Adding an age-friendly or seniors lens to existing plans or policies, such as:
Official Community Plans, Integrated Community Sustainability Plans, Health and
Wellness Plans, or community or neighborhood plans
Zoning and other bylaws (subdivision, snow removal, parking, etc.)
Development permit requirements
Emergency response, evacuation and/or emergency social services plans
Design guidelines
Active transportation planning
Food security and food systems planning
Community planning processes related to social determinants of health (e.g.
Affordable housing, homelessness, etc.)
Development of community health plans
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STREAM 2:Age-friendlyProjects
The intent of this funding stream is to support local municipalities to undertake local projects
that enable seniors to lead active, healthy lifestyles, age in place, and facilitate the creation of
age-friendly communities. The maximum grant under Stream 2 is $10,000.
In order to be eligible for Stream 2, eligible applicants are required to have completed an age-
friendly assessment or action plan, or demonstrate that their Official Community Plan,
Integrated Sustainability Community Plan, or an equivalent plan, is inclusive of age-friendly
planning principles.
Under Stream 2, eligible activities must be cost-effective and may include:
Support for persons with dementia
Increased community accessibility (transportation, housing, services)
Provision of recreation and healthy living activities and/or referral and support to link seniors
with recreation and healthy living services
Community gardens and healthy eating
Health literacy and promotion (e.g. COVID, workshops, guides, etc.)
Chronic disease prevention
Injury prevention and community safety (including traffic safety)
Intergenerational projects
Prevention of elder abuse
The 2020 Simcoe County Age-Friendly Municipal Grant program is not intended to be a capital
funding program. However, minor capital expenditures for eligible activities that have a clear and
definable benefit to seniors and that are clearly linked to programming for seniors will be
considered for funding under Stream 2.
Capital costs cannot exceed 40% of the total requested Stream 2 grant (i.e. an application for a
$10,000.00 grant cannot include more than $4,000.00 in capital costs).
5. Eligible Applicants
All local municipalities of the County of Simcoe are eligible to apply for Stream 1 or Stream 2
funding. Local governments can each submit one application. In order to be eligible for Stream 2,
eligible applicants are required to have completed an age-friendly assessment or action plan.
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6. Eligible Projects
Eligible projects are new community planning initiatives (community needs assessment) or
implementation of community projects that are undertaken by an eligible applicant and that
address the guiding principles and funding priorities of the grant program.
Inaddition, to qualify for funding, projects must:
Be a new project (retroactive funding is not available)
Be capable of being started within the 2020 calendar year
Focus on one or more of the eight age-friendly community dimensions:
Outdoor spaces and buildings Social Participation
Transportation Communication and Information
Civic Participation, Volunteerism and
Housing
Employment
Community Support and Health Services
Respect and social inclusion
7. Eligible & Ineligible Activities & Costs
Eligible costs are direct costs that are approved by the Evaluation Committee, properly
and reasonably incurred, and paid by the applicant to carry out eligible activities. Eligible
costs can only be incurred from the date that the funding from the application submission
is approved until the final report is submitted.
Ineligible Activities & Costs
Any activity that is not outlined above or is not directly connected to activities approved
in the application by the Evaluation Committee is not eligible for grant funding. This
includes:
Development of feasibility studies, business cases, architectural, engineering or
other design drawings for the construction or renovation of facilities providing
services to seniors, including housing and care facilities
Fundraising
Sidewalk, path or trail construction or improvements, or other infrastructure
projects
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8. Grant Maximum
Stream 1 can contribute a maximum of 100% of the cost of eligible activities to a maximum of
$10,000. Stream 2 can contribute a maximum of 100% of the cost of eligible activities to
a maximum of $10,000.
In order to ensure transparency and accountability in the expenditure of public funds, all other
grant contributions for eligible portions of the project must be declared and, depending on the
total value, may decrease the value of the grant
9. Application Requirements & Process
Application Deadline
November 15, 2020. Applicants will be notified of the status of their application within 60 days.
Required Application Contents
Completed Application Form
Local government Council approval indicating support for the current proposed
activities and willingness to provide overall grant management
Detailed budget that indicates the proposed expenditures and aligns with the proposed
activities outlined in the application form. Although additional funding or support is not
required, any other grant funding or in-kind contributions should be identified.
Application Submission Process
Please email by the closing date of November 2, 2020) your completed application to:
Email to: agefriendly@simcoe.ca
Subject: 2020 Simcoe County Municipal Grant program
Christy Tosh
Age-Friendly Community Lead
Health and Emergency Department
County of Simcoe
Phone: (705) 726-9300 ext. 1405 or cell (705) 229-7880
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ReviewofApplications
The County of Simcoe will perform a preliminary review of applications to ensure the required
application elements (identified above) have been submitted and to ensure that basic eligibility
criteria have been met. Only complete application packages will be considered for funding.
Following this, the Evaluation Committee will assess and score all eligible applications based
on the funding priorities. Higher application review scores will be given to applications that:
Demonstrate direct participation of seniors
Include collaboration with partners (e.g. school districts, First Nations or Aboriginal
organizations, seniors, senior-serving organizations, community organizations and
other local governments)
Point values and weighting have been established within each of these scoring criteria. Only
those applications that meet a minimum threshold point value will be considered for funding.
The Evaluation Committee will also consider the location of each application in order to ensure
a balanced representation of projects across Simcoe County.
10. Grant Management & Applicant Responsibilities
Grants are awarded to eligible applicants only and, as such, the applicant is responsible
for completion of the project as approved and for meeting reporting requirements.
Applicants are also responsible for proper fiscal management, including maintaining
acceptable accounting records for the project. The County of Simcoe reserves the right to
audit these records.
Notice of Funding Decision
All applicants will receive written notice of funding decisions, which will include the terms
and conditions of any grant that is awarded. Grants are awarded in two payments: 70% at
the approval of the project and 30% when the project is complete and The County has
received the required final report and a financial summary.
Please note that in cases where revisions are required to an application, or an application has
been approved in principle only, the applicant has 30 days from the date of the written notice of
the status of the application to complete the application requirements. Applications that are not
completed within 30 days may be closed.
Changes to Approved Projects
Approved grants are specific to the project as identified in the application, and grant funds are
not transferable to other projects. Approval from Evaluation Committee will be required for any
significant variation from the approved project.
To propose changes to an approved project, approved applicants are required to submit:
Revised application package, including updated, signed application form, budget and
an updated Council resolution
Written rationale for proposed changes to activities and/or expenditures
The revised application package will then be reviewed by the Evaluation Committee. Applicants are
responsible for any costs above the approved grant.
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Extensions to Project End Date
All approved activities to be started within the 2020 calendar year and all extensions beyond this
date must be requested in writing and be approved by the Evaluation Committee of the County of
Simcoe. Extensions will not exceed six months.
11. Final Report Requirements
Applicants are required to submit an electronic copy of the complete final report, including
the following: Completed Final Report Form
Financial summary
Optional: photos of the project, media clippings, and documents developed or
amended with grant funding.
In accepting funding your municipality
in general publicity and in specific publicity of the project for which funding is given.
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Other Resources and Initiatives
The following are examples that may complement age-friendly community planning and
projects:
Age-Friendly Responses to COVID-19
https://www.aarp.org/livable-communities/network-age-friendly-communities/info-2020/age-friendly-responses-to-
COVID-19.html
How towns, cities and counties in the AARP Network of Age-Friendly States and Communities are serving and
protecting their older residents during the global coronavirus pandemic
Age-Friendly and Dementia Friendly Communities - AARP
https://www.aarp.org/livable-communities/network-age-friendly-communities/info-2016/...
More communities around the world are committing to becoming age-friendly and dementia friendly. As they do so,
there's an increasing interest in how the two types of initiatives work together, and complement rather than compete.
Age-Friendly City - barrie.ca
https://www.barrie.ca/Living/Inclusive-Community/Pages/Age-Friendly-City.aspx
Seniors Advisory Committee. Committee Vision: that Barrie be recognized as a member of the WHO Global Network of
Age-Friendly Cities. In 2014 the City established a Seniors Advisory Committee to provide advice and
recommendations to City Council concerning opportunities to make Barrie a more age-friendly community, and to
enhance and develop programs and services for seniors.
Age-Friendly Community - Oro Medonte
https://www.oro-medonte.ca/community/age-friendly-community
Age-Friendly Community. In a time where Ontarians are living longer, healthier lives and with the adult population
expected to more than double by 2036, the Township of Oro-Medonte is working with the County of Simcoe and the
community to develop the right strategies for an Age-Friendly Community.
Age Friendly Community Plan - Greater Madawaska
www.greatermadawaska.com/residents/seniors/age-friendly-community-plan
In June of 2016 Council approved the Greater Madawaska Age Friendly Community Plan. The Plan was developed
with the help of a Steering Committee comprised of representatives from seniors interest groups and service
organizations from throughout the Municipality.
Age-Friendly Communities - Canada.ca
https://www.canada.ca/.../health-promotion/aging-seniors/friendly-communities.html
Canada's senior population is growing. This makes it more important than ever to support the health and well-being of
older Canadians. This way, seniors can lead healthy and active lives and stay involved in their communities. Making
communities "age-friendly" is believed to be one of the best ways
Age-Friendly Communities Planning Outreach Initiative...
https://agefriendlyontario.ca
An age-friendly community (AFC) is a community where policies, services and physical spaces are designed to enable
people of all ages to live in a secure and accessible physical and social environment.
https://sagelink.ca/afc-communities-ontario
Fill in the community profile template and email to swebster@seniorshealthknowledgenetwork.com to share information
about your community's age-friendly initiative.
https://agefriendlyontario.ca/afc-knowledge-exchange
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These networks include age-friendly leads from many of Ontario's 80+ Age-Friendly Communities. Network
members meet regularly (by teleconference) to share their local age-friendly planning processes, describe innovative
programs and services, and discuss emerging trends or gaps.
http://www.london.ca/residents/Seniors/Age-Friendly/Pages/default.aspx
The Age Friendly London Network is a community-based network with the vision of a diverse, vibrant, caring, and
healthy community, which empowers all individuals to age well and have opportunities to achieve their full potential.
Age Friendly Community - Town of Wasaga Beach
https://www.wasagabeach.com/.../age-friendly-community-for-seniors
Wasaga Beach is one of the fastest growing communities in Canada. According to data from the 2016 Census,
Wasaga Beach now has a population of 20,675.
Age-friendly Peterborough Plan - City of Peterborough
https://www.peterborough.ca/en/city-hall/age-friendly-peterborough-plan.aspx
Our communities are aging. In Peterborough, individuals over the age of 65 account for over 20% of our regional
population. The shift towards an older population will have profound implications for individuals, families, and
communities.
Building an Age-Friendly Simcoe County - Long Term Care
https://www.simcoe.ca/dpt/ltc/age-friendly
About An Age-Friendly Simcoe County. From the World Health Organization (WHO) to our municipal government,
there is a call for an age-friendly society.
Finding the Right Fit: Age-Friendly Community Planning
www.seniors.gov.on.ca/en/resources/AFCP_Eng.pdf · PDF file
FINDING THE RIGHT FIT. Age-
fragmented, with youths, adults and older persons
Muskoka Age-Friendly Communities - District of Muskoka
https://www.muskoka.on.ca/.../Muskoka-Age-Friendly-Communities.aspx
Age-Friendly Community Planning Muskoka Master Aging Plan. The District is developing a Master Aging Plan with
assistance from an Age-Friendly Community grant from the Ontario Government.
Resources | Age Friendly Communities | University of Waterloo
https://uwaterloo.ca/age-friendly-communities/resources
Ontario Seniors' Secretariat: Finding the Right Fit - Age-Friendly Community Planning; Ontario Ministry of
Community and Social Services - Accessibility for Ontarians with Disabilities
Township of Tiny Senior Services - Township of Tiny
https://www.tiny.ca/Pages/Senior-Services.aspx
The Plan outlines Tiny's opportunities to enhance senior services and strategies to build an Age-Friendly Community.
Enjoy lunch, speakers, receive a copy of Tiny's Directory of Senior Services, be a part of Tiny's Senior of the Year
Award Ceremony and learn about local seniors' clubs and senior service providers in North Simcoe.
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Insert legal name of applicant
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14.l) Report dated October 5, 2020 by County of Simcoe, Engineering, Pla...
Lake Simcoe Regional Airport Board
To:
Agenda Section:Matters for Consideration
Division: Engineering, Planning and Environment
Department:Economic Development
Item Number:LSRA -2020-317
Meeting Date:October 5, 2020
Subject:Lake Simcoe Regional Airport Update
Recommendation
That Item LSRA2020-317dated October 5, 2020, regarding the Lake Simcoe Regional
Airport update, be received.
Executive Summary
On January 1, 2020, the County of Simcoe became the majority shareholder of the Lake Simcoe
Regional Airport (LSRA), signaling the County’s commitment to support the region’s economic
asset. Through the LSRA Strategic Plan, which was approved by County Council in 2018, the
Airport has been moving forward on developing its strategic advantage. This Item provides an
update on the current projects and activities proceeding at the LSRA.
Background/Analysis/Options
On January 1, 2020, the County of Simcoe became 90% shareholder of the LSRA with the City of
Barrie retaining 10%. The purchase of the Airport signaled the County’s commitment to supporting
this economic asset and expanding the economic opportunities LSRA can bring to the region as
the Airport is designated as an Economic Employment District as part of the Provincial Growth
Plan. The LSRA presents significantopportunitiesforincreasedeconomic and business
developmentin theregion, creatingnew, highquality jobs for residents.Guided by the LSRA
Strategic Plan,investmentsat the LSRAwillgreatlyincrease the airport’s ability to attract and
retain investment while also contributing to the diversification of industry sectors in Simcoe County
and Ontario.The LSRA is a regional priority and viewed as a crucial piece of infrastructure that
enhances connectivity across Ontario and globally. In this regard, various projects and activities
are proceeding to enhance the LSRA’s competitive advantage and facilitate new investment, noted
below:
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October 5, 2020 Lake Simcoe Regional Airport Board -LSRA2020-317 Page 2
Runway Expansion
As outlined in Item CCW 2020-226, in January 2020the County of Simcoe applied to the
Southwestern Ontario DevelopmentFund(SWODF) on behalf LSRA for the runwaywidening.On
May 26, 2020, the County of Simcoe was notified that the LSRA runway widening had been
awarded the maximum funding of $1.5 million from SWODF. Upon ratification of the grant
agreement, a Request for Tenders was released by the County of Simcoe procurement
department in which Dufferin Construction was awarded the construction contract with a bid of
$5.18 million.
The widening project will be conducted over two phases where the sequence of the construction
has been developed to minimize impact to airport operations as much as practicable. The
construction will take place through a 6-week period, beginning September 28, 2020 and an 8-
week period in the summer of 2021. Overall, this exciting expansion will see the airport’s runway
widened from 100’ to 150’ as well as the installation of a new high-intensity LED runway lighting
system providing enhanced safety and accessibility during inclement weather conditions. The
Airport will also be installing an up to date automated weather observing system (AWOS).
Pandemic
The Airport has been fully operational during the pandemic, as an essential service provider. The
airport had their second busiest June in the history of the airport. The airport provides services to
OPP, with two planes based out of LSRA and other aircraft coming in for business atthe provincial
headquarters located in Orillia. Hydro One has their helicopter headquarters located at the airport.
The airport services Base Borden with many flights per month. A tier 3 Medivac is also operated
out of LSRA.
Airport Restaurant
The Lake Simcoe Regional Airport is thrilled to announce its newest tenant. DaVinci’s Gate will be
thenew restaurateur operating from the completely renovated café in the Airport Terminal Building.
The principals of DaVinci’s Gate are the owners of Craving’s Fine Food Catering and current
operators of the food services at the County of Simcoe Administration Centre. Catering service will
also be available for tenantsof the LSRA. With renovations 90% complete, DaVinci’s Gate hopes
to launch in early October.
De-Icing Service
The Lake Simcoe Regional Airport is working towards expanding its aircraft de-icing services. The
County procurement team is presently working toobtain a de-icingtruck with the intent of offering
a phased-in service over the 2020/2021 de-icing season.
Airport Address
The Lake Simcoe Regional Airport’s location and mailing address is changing from that of its
current “Rural Route” numbering system to site specific numbering system and street names
(Airport Road & Skyview Road). The changes have already been approved by the Township of
Oro-Medonte,Canada Post and the 911 emergency system.These changes are anticipated to be
completed by late October 2020 and notices with corresponding address updates will be sent to all
applicable tenants accordingly. Canada Post has installed a super box which is located at the
Terminal Building;each address will have their own mailbox. The street number signshave also
been installedfor all tenants and buildings.
Plan of Subdivision
A very behind the scenes component, but extremely important item in planning the airport’s growth
and future commercial development is developing a Plan of Subdivision for the airport. The plan
Form Issued: June 2020
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14.l) Report dated October 5, 2020 by County of Simcoe, Engineering, Pla...
October 5, 2020 Lake Simcoe Regional Airport Board -LSRA2020-317 Page 3
will allow tenants/developers to engaged in land leases exceeding 21 years at the Lake Simcoe
Regional Airport which can be registered on title. The long-term lease registration will allow proper
land tenure for such matters as secured financing. In the absence of this process and structure,
financing a building on leased land can be a very challenging endeavor. Currently we have multiple
leases on the airport’s property,which result’s in airport having our tenant's municipal taxes on our
bill. As a result, airport staff have to sort out the appropriate amounts and bill our tenants.The
plan of subdivision will correct this issue.
Additional activities
The airport is installing security cameras in the main terminal to help maintain compliance
as a port of entry.
Runway, taxiway and parking lot painting wascompleted in late summer by County roads
staff.
The LSRASewer and Water system is now managed bythe Ontario Clean Water Agency.
Corporate aviation continues to grow with increasing demand at the LSRA. Staff are actively
engaged in discussions with multiple business opportunities that have development plans in the
near-term. In addition, new companies and jets have recently established at the LSRA, along with
new maintenance, repair and overhaul (MRO) activities. This is expected to further accelerate as
Toronto Pearson reaches capacity, presenting significantopportunitiesforincreasedeconomic and
business developmentin theregion.
Financial and Resource Implications
Funds for the LSRA runway widening will be sourced from the Economic Development reserve.
Funds for other projects noted in this report will be fundedfrom the LSRA operating budget.
Relationship to Corporate Strategic Plan
This Item supports the vision established in the County of Simcoe’s 10-year Strategic Plan
(Strategic Priority: Expand the role of the County in promoting economic development and
tourism).
Reference Documents
Item CCW 2020-226 (June 23, 2020) Lake Simcoe Regional Airport Runway Widening
Project and Southwestern Ontario Development Fund Approval
Attachments
There are no attachments to this Item.
Prepared By Adam Kallio, Economic Development Officer
Nancy Huether, Manager, Economic Development
Form Issued: June 2020
Page 233 of 246
14.l) Report dated October 5, 2020 by County of Simcoe, Engineering, Pla...
October 5, 2020 Lake Simcoe Regional Airport Board -LSRA2020-317 Page 4
ApprovalsDate
David Parks, Director of Planning, Economic Development and September 18, 2020
Tourism
Debbie Korolnek, GeneralManager, Engineering, Planning and September 25, 2020
Environment
Trevor Wilcox, General Manager, Corporate PerformanceSeptember 29, 2020
Mark Aitken, Chief Administrative OfficerSeptember 29, 2020
Form Issued: June 2020
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15.a) Correspondence dated September 29, 2020 from Jovan Markov re: Requ...
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15.a) Correspondence dated September 29, 2020 from Jovan Markov re: Requ...
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15.a) Correspondence dated September 29, 2020 from Jovan Markov re: Requ...
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File Number: Markov ROW Purchase
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15.b) Correspondence dated October 9, 2020 Sarah Huter, Assistant Genera...
Hi Shawn,
Please find attached a letter MSLM has sent to:
Premier Doug Ford
Minister Lisa MacLeod
MPP Jim Wilson
MPP Jill Dunlop
MPP Doug Downey
Mount St. Louis Moonstone/Skyline Horseshoe Resort and Hardwood Ski & Bike requests
a motion/resolution be put forth from Council at the meeting Wednesday Oct 14th to
support our efforts to declare snowsports, skiing and snowboarding, alpine and nordic
are deemed essential in Stage2.
Robert and I will attend council on Oct14th.
Some economic numbers in Oro Medonte:
MSLM - 662 employees/$15mil in revenue/Payroll $4.5mil
HV - 1000 employees/$20mil in revenue/Payroll $8mil
HS&B - 100 employees/$2.5mil in revenue/Payroll $750,000
Please let me know if we can do anything further to assist.
Please accept our deepest gratitude for your lead on this.
*s
Page 238 of 246
15.b) Correspondence dated October 9, 2020 Sarah Huter, Assistant Genera...
Page 239 of 246
15.b) Correspondence dated October 9, 2020 Sarah Huter, Assistant Genera...
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17.a) 2020-106: A By-Law to Amend By-Law, 2018-044, “A By-law of The Cor...
Municipal Act
Municipal Act2001
Municipal Act, 2001
Municipal Act2001
Page 241 of 246
17.a) 2020-106: A By-Law to Amend By-Law, 2018-044, “A By-law of The Cor...
Page 242 of 246
17.b) 2020-108: Being a By-Law to Delegate Authority to the Chief Admini...
Page 243 of 246
17.b) 2020-108: Being a By-Law to Delegate Authority to the Chief Admini...
Page 244 of 246
17.c) 2020-110: A By-law to Amend By-Law No. 2020-028 being a By-Law to ...
Municipal Act, 2001, S.O. 2001, c.25
Page 245 of 246
19.a) 2020-111: Being a by-law to confirm the proceedings of the Council...
Municipal Act, 2001, S.O. 2001, C. 25, as amended
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