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11 25 2020 Council Agenda The Township of Oro-Medonte Council Meeting Agenda Electronic Meeting Wednesday, November 25, 2020 10:00 a.m. - Open Session Closed Session will Commence at the End of Open Session Items Effective Tuesday, March 17, 2020 at 8:30 a.m., all Township of Oro-Medonte facilities including the Administration Centre were closed to the public. Effective Tuesday, October 13, 2020 at 8:30 a.m., the Administration Centre was reopened to receive the public by Appointment only. 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: Page 1 of 228 Council Meeting Agenda -November 25, 2020 2. Adoption of Agenda: 6 a) Motion to Adopt the Agenda. \[Addenda\] 3. Disclosure of Pecuniary Interest: 4. Closed Session Items: a) Motion to go In Closed Session. b) Motion to Rise and Report. c) Robin Dunn, CAO re: A position, plan, procedure, criteria or instruction to be applied to any negotiations related to the municipality (Partnership Instruction). 5. Minutes of Council and Committees: 7 - 20a) Minutes of Council meeting held on Thursday, November 12, 2020. 21 - 55 b) Minutes of Heritage Committee meeting held on Monday, November 16, 2020. 6. Recognition of Achievements: None. 7. Public Meetings: None. 8. Deputations/Presentations: 56 - 115 a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planning & Development Approval - Process Review dated November 2020. 116 - 125 b) 11:00 a.m. Inspector Veronica Eaton, Detachment Commander, Orillia, Ontario Provincial Police (OPP) re: Presentation of Third (3rd) Quarter Statistic Update. 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; Page 2 of 228 Council Meeting Agenda -November 25, 2020 Each speaker shall be required to identify the agenda item they are speaking to and provide their name and address, which may become part of the public record; A speaker shall be limited to 2 minutes per agenda item; No response shall be provided to any question posed during Open Forum; No discussion, debate or decisions will occur during Open Forum; Each speaker is permitted to speak only once per agenda item; A speaker may provide comment on one agenda item and then shall step aside to enable another to provide comment on an agenda item; No speaker shall speak to a second agenda item until other individuals have had an opportunity to speak once; Speakers providing comment on the same agenda item, shall be requested to limit their comments so as to provide additional information and not repeat the same information provided by a previous speaker; Comments made during Open Forum will not form part of the minutes of the meeting; The following matters will not be permitted during Open Forum: o Comments/complaints against Members of Council or Township staff; o Matters beyond the jurisdiction of Council or the Township; o Closed Session agenda items, including current or pending litigation, or Insurance claims and/or pending claims by or against the Township; o Comments with respect to Minutes of Council and Committees; o Comments that are contrary to the Municipal Freedom of Information and Protection of Privacy Act; o Comments with respect to any applications which have proceeded through a Public Meeting in accordance with the Planning Act, with the exception of comment related to a 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: 126 - 134 a) CS20200-29, Vanessa Cooper, Executive Assistant, CAO, Mayor and Council re: 2021 Conference Schedule for Council Members. 135 b) Robin Dunn, CAO, correspondence received November 14, 2020 from The Rural Ontario Municipal Association re: 2021 ROMA Conference, Provincial Delegation Deadline, November 30, 2020. 136 - 159 c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Composition Review. Page 3 of 228 Council Meeting Agenda -November 25, 2020 12. Reports of Municipal Officers for Information Only: 160 - 170 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: 171 a) Announcements of Interest to the Public: 1. Township of Oro-Medonte, Notice, re: Booking An Appointment. 172 - 174 b) Correspondence from Simcoe Muskoka District Health Unit (SMDHU) re: Simcoe Muskoka Opioid Strategy, Issue 2, November 2020. Staff Recommendation: Receive for Information Only. 175 - 176 c) Correspondence from Simcoe Muskoka District Health Unit (SMDHU) re: 2019-2020 Annual Community Report. Staff Recommendation: Receive for Information Only. 15. Communications/Petitions: 177 - 223 a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley re: Consent Application 2018-B-01 Revised (James Kelman-Finlay, Shannon Geniole and Donald Geniole), 392 Line 10 South \[October 7, 2020 Development Services Committee decision\], Request for Consideration for Amendment of Notice of Decision Conditions d) and g) \[Deferred at November 12, 2020 Council meeting\]. 16. Notice of Motions: None. 17. By-Laws: 224 - 227 a) 2020-123: A By-law to authorize the Sale of Surplus Land described as (a portion of) Part 1, Plan 51R-11344 now described as Part 1, Part of the West Part of Lot 6, Concession 14, Plan 51R-42669, (Geographic Township of Medonte), now in the Township of Oro-Medonte, County of Simcoe. 18. Closed Session Items (Unfinished Items): Page 4 of 228 Council Meeting Agenda -November 25, 2020 19. Confirmation By-Law: 228 a) 2020-124: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, November 25, 2020. 20. Adjournment: a) Motion to Adjourn. Page 5 of 228 2.a) Motion to Adopt the Agenda. From: Carol Anderson <knotmovin@outlook.com> Sent: Tuesday, November 24, 2020 2:05 PM To: Agenda comment < Agendacomment@oro-medonte.ca> Subject: Boundary Review This email originated from outside of Oro-Medonte's email system.Please use proper judgment and caution when opening attachments, clicking links, or responding to this email. Please accept this email as our households commentary on the agenda item noted above: Boundary adjustments or review that involve any additional expenditure either for the study or the implementation of any changes would not be welcome news. I hope that council will consider that the broader public in Oro-Medonte are all ready concerned with property taxes and especially those related to the township itself. Further we are especially concerned that given the current situation and economic environment to award a sole source contract for $31,000 plus does not appear to be the conscientious thing to do. I am sure that there is more than one qualified company that could bid on this (should it be required). We question that if this is purely a decision based on population split between wards then perhaps it is something that can be analyzed inhouse. Yours truly Ron and Carol Anderson 16 Breach Cres. Page 6 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 7 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 8 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 9 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 10 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 11 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 12 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 13 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 14 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 15 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 16 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 17 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 18 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 19 of 228 5.a) Minutes of Council meeting held on Thursday, November 12, 2020. Page 20 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Page 21 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Page 22 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Page 23 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Page 24 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Page 25 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... H ERITAGE D ESIGNATION R EPORT O LD T OWN H ALL 833 L INE 7 N ORTH T OWNSHIP OF O RO-M EDONTE PREPARED FOR THE T OWNSHIP OF O RO-M EDONTE BY S U M URDOCH H ISTORICAL C ONSULTING B ARRIE, ON 705.737.7600 SUMURDOC @ SYMPATICO.CA O CTOBER 2020 Page 26 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... S UMMARY Based on the findings of this Heritage Designation Report, it is concluded that the property known as the Old Town Hall at 833 Line 7 North in the Township of Oro-Medonte (part Lot 15, Concession 8, Oro Township; Parts 2 and 3, RP51R35964) is a suitable candidate for designation under s. 29 of the Ontario Heritage Act, municipal designation of individual property. The property contains a township hall erected in 1868/modified in 1929, and a cenotaph erected in 1921. Page 27 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... C ONTENTS S UMMARY 1.0 R EPORT O BJECTIVE AND M ETHODOLOGY 2.0 S UBJECT P ROPERTY 3.0 E VALUATION C RITERIA 4.0 H ISTORICAL OR A SSOCIATIVE V ALUE 4.1 O RO T OWNSHIP M UNICIPAL C HRONOLOGY 4.2 N EED FOR A T OWNSHIP H ALL 4.3 C HRONOLOGY OF L OT 15, C ONCESSION 8, O RO T OWNSHIP 4.4 J EREMIAH W HYBREW 4.5 R ELOCATION AND R ENOVATION 4.6 E XPANSION OF S ITE 4.7 C OMMUNITY U SE 4.7.1 O RO A GRICULTURAL F AIR 4.7.2 C ENOTAPH 4.7.3 O THER P UBLIC U SES 4.8 A NALYSIS OF H ISTORICAL OR A SSOCIATIVE V ALUE 5.0 D ESIGN OR P HYSICAL V ALUE 5.1 F ORM AND M ASSING 5.2 R OOF 5.3 W INDOW O PENINGS 5.4 M ASONRY 5.5 F OUNDATION 5.6 E NTRANCE H ALL 5.7 I NTERIOR 5.7.1 D ESCRIPTION 5.7.2 M URALS 5.7.3 V AULTS 5.8 A NALYSIS OF D ESIGN OR P HYSICAL V ALUE 6.0 C ONTEXTUAL V ALUE 6.1 D ESCRIPTION 6.2 A NALYSIS OF C ONTEXTUAL V ALUE 7.0 C ONCLUSION 8.0 D RAFT S TATEMENT OF C ULTURAL H ERITAGE V ALUE OR I NTEREST S OURCES E NDNOTES OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 3 Page 28 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... H ERITAGE D ESIGNATION R EPORT O LD T OWN H ALL 833 L INE 7 N ORTH, T OWNSHIP OF O RO-M EDONTE P ART L OT 15, C ONCESSION 8, O RO T OWNSHIP; P ARTS 2 AND 3, RP51R35964, T OWNSHIP OF O RO- M EDONTE 1.0 R EPORT O BJECTIVE AND M ETHODOLOGY The Township of Oro-Medonte is considering the property at 833 Line 7 North (part Lot 15, Concession 8, Oro Township; Parts 2 and 3, RP51R35964) as a candidate for designation under section 29 of the On with a cultural heritage evaluation of the property for designating purposes. The findings and recommendations of this Report are based on information provided by the Township, documentary research, a review of the Abstract of Title for the property (not including related documents), and a site visit on September 9, 2020. In depth documentary research was not possible due to the ongoing Covid-19 pandemic resulting in the temporary closure of Simcoe County Archives and other repositories. The Archives could hold Oro Township records that predate the collection held by the Oro-Medonte Township office (1914; 1962 to current) and that may reference the subject property. This Report does not include the identification of any archaeological resources or areas of archaeological potential. That fieldwork can only be undertaken by an archaeologist licensed under the OHA. 2.0 S UBJECT P ROPERTY The property at 833 Line 7 North is an approximate half acre parcel of land purchased in 1868 for use as a public meeting location or town hall. It is within the southwest corner of Lot 15, Concession 8, Oro Township. This is a rural and sparsely populated area. The property contains the township hall constructed in 1868 (relocated and modified in 1929 and subsequent); a cenotaph erected in 1921; and a modern municipal services garage. The front façade of the township hall faces west to Line 7 North. The current primary use of the site is the Oro-Medonte Township environmental services administration office and facility. Abutting and adjacent to the property on separate parcels of land are outbuildings, sheds, a grandstand, and other structures whose use is traditionally affiliated with the township hall. At the request of the Township, these lands are not included in this evaluation. OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 4 Page 29 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Figure 1: Property Site Map The property being considered for designation under the Ontario Heritage Act is indicated in red. (Prepared by Township of Oro-Medonte) OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 5 Page 30 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... 3.0 E VALUATION C RITERIA Ontario Regulation 9/06 sets the minimum standard for criteria to be applied by municipalities when determining the cultural heritage value or interest of a property being considered for designation under s. 29 of the OHA. One or more of the criterion in the categories of Design or Physical Value, Historical or Associative Value, and Contextual Value must be met for the property to be designated. These categories were applied in the compilation of this Report. 4.0 H ISTORICAL OR A SSOCIATIVE V ALUE 4.1 O RO T OWNSHIP M UNICIPAL C HRONOLOGY A route for the Penetanguishene Road (Simcoe Road 93), which separates the historic Vespra and Oro townships, and Flos and Medonte townships, was first examined by a surveyor in 1808. The road was surveyed with flanking lots in 1811. In 1819, lots were made available for European settlement along both sides of the road and a government sponsored settlement for Blacks was created along the second range of Oro. The balance of Oro Township was surveyed in 1819-1820 and opened for settlement in 1820. Administratively, Oro began under the jurisdiction of the Home District, which included most of southcentral Ontario. It initially was administered by provincially appointed commissioners. The first mention of the creation of the County of Simcoe was An Act for the better division of this province proclaimed on January 1, 1800. In 1821, this Act was repealed and several townships were named to be within the County of Simcoe. From the start, Simcoe was to include Oro. According to Andrew F. Hunter in his 1909 publication, A History of Simcoe County: The practice of electing wardens in Upper Canada, was thus a very old one. It was introduced into this Province at the very beginning of its history, an Act having been passed by the First Legislature of Upper Canada at its second session in 1793 (chap. 2), to elect township officers, viz., two town wardens, two assessors, two or more highway overseers, a township clerk, a collector and a poundkeeper. The inhabitants of each township were to assemble at the town meeting once a year, on the first Monday in January, and elect the officers for the year. Two justices of the peace were to issue their warrant for assembling the inhabitants, and the officers thus elected were to make their returns to the magistrates. In this County, there was organized local government of the kind just mentioned (so far as the writer has been able to learn) by the inhabitants of the following townships: West 1 Gwillimbury and Tecumseth; Essa, 1835; Oro, 1835, Vespra, 1837; and Innisfil, 1841. OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 6 Page 31 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... On January 5, 1835, the first semblance of an Oro Township municipal council was organized. 2 The Story of Oro explains, In 1836, three Commissioners were provincially appointed to administer the Township: James White, Donald Grant, and Daniel Cameron. Simcoe District was officially severed from Home District on January 11, 1843. At that date, representatives from Oro began to report to the Simcoe District (later County) Council. In 1849, An Act to provide, by one general law, for the erection of Municipal Corporations, and the establishment of Regulations of Police, in and for the several Counties, Cities, Towns, Townships and Villages in Upper Canada, effective 1 January 1850, was passed. As a result, in 1850 the first municipal Council for the United Townships of Oro and South Orillia was elected. In 1851, Oro and South Orillia separated. 4.2 N EED FOR A T OWNSHIP H ALL 3 The early Oro Township Council meetings were held in taverns, such as that of John Galbraith, 4 and in houses such as those of Donald Grant and Thomas Balderson. The need for was identified from the start, but this may not have been conceived as a permanent venue for Council meetings. According to a history of School Section 8, Oro Township (Mitchell Square): Even as early as 1837, the township officials felt there was a need for a schoolhouse in nd , 1837, at the home of Donald Gr put up for the purpose of holding public meetings, also for the purpose of holding public worship and as a township school- There are no records to show that this motion was carried through, however, we do know that shortly after this, prior to 1840, a school was built on the N.E. corner of lot 13, One report from the Ontario Archives states that a log school was built in 1842 teacher th5 on March 6, 1843. In December 1858, a bylaw was passed dividing Oro Township into five wards with one councillor elected from each ward. A reeve was appointment from among the councillors to represent Oro at Simcoe County Council. In 1866, a bylaw provided for the nomination of home of John Harrison, Lot 14, Conc OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 7 Page 32 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... With the population of Oro increasing and the roster of township officials expanding (now including a clerk-treasurer, collector, assessor, pound keepers, fence viewers, two constables, a road surveyor, pathmaster, and others), by 1868 the need for a public meeting hall was pressing. At the March 2, 1868 meeting of Oro Council it was resolved to call a meeting of the ratepayers th to vote on Whether a site for a Town Hall shall be selected on the West Half of Lot 15, in the 8 th Conc., Oro, on Cross-road 15 and 16, or on the East corner of the West Half of Lot 12, in the 7 Conc., on Cross- (Figure 2). The meeting a th the 7 Donald Grant was offering the parcel of land within Lot 12, Concession 7, Oro Township, on the Barrie Road. The second parcel being considered, part of the west half of Lot 15, Concession 8, Oro Township, was chosen as the township hall site. This is now known as 833 Line 7 North. Figure 2: Call for a Public Meeting of the Ratepayers to be held March 18, 1868 (The Story of Oro, p.95) OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 8 Page 33 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... 4.3 C HRONOLOGY OF L OT 15, C ONCESSION 8, O RO T OWNSHIP The Crown Patent for the 200 acres of Lot 15, Concession 8, Oro Township, was issued to the 6 Canada Company on October 12, 1841. On January 26, 1854, Canada Company sold the 200 acres to Gilbert Bell of Oro Township for £127.10. Andrew F. Hunter identifies Gilbert Bell as among the settler families from Islay, Argyleshire, Scotland: northern parts of the township, because the land was dry and the forest easier to clear. But they soon found out their mistake, and removed to more fertile ground southward. Bell, they having taken up lot 7, con. 8. His three sons, Gilbert, Duncan and Malcolm 7 which the Township Hall was built at a later date. In March 1854, Gilbert Bell sold two parcels of land within Lot 15, Concession 8. To Duncan Bell ;to Malcolm Bell of Oro he sold 66 On March 27, 1857, Duncan Bell sold the Trustees of S.S. 8, a half-acre lot. It was 2 chains (1 chain = 66 feet) north of the southwest corner of Lot 15, extending 2 chains north, with a depth of 2 chains and 50 links (1 link = 7.92 inches). The history of S.S. 8 notes: According to County Registry Office records, on March 10, 1857, the trustees of School Section #8 bought from Duncan Bell, part of the S.W. corner of lot 15, concession 8. This would be where the Oro Town Hall now \[1967\] stands. There is no record of a school having been built on this site, but we have been told by pupils who attended the school, that about the year 1857, a schoolhouse was erected on the N.E. corner of lot 8 15, concession 8 on what is known as the Smith Campbell farm. In May 1868, the S.S. 8 Trustees sold the half acre for $25 to the Corporation of the Township of Oro. This is the original and relocated site of the township hall erected in 1868 and moved in 1929. Figure 3: 1871 map of Oro Township indicating the southwest corner of Lot 15, Concession 8. OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 9 Page 34 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... It was not until May 2, 1872, that the S.S. 8 Trustees acquired for a token price, a half-acre at the northeast corner of the east half of Lot 15, Concession 8. If the history of S.S. 8 is correct that a school was standing at that northeast may have made legal a previous agreement for the purchase of the northeast half acre. 4.4 J EREMIAH W HYBREW According to The Story of OroOn April 8, 1868 tenders were called and Jeremiah Whybrew agre 9 plaster the inside for $40.00 was accepted. Jeremiah Whybrew was born in England about 1832. He was enumerated in the 1861 personal census for Oro Township as age 30, a carpenter. In the household were his wife Hannah, 28, born in England, and their children James, 6; John, 4; and Charles, 1. The children were born in Canada. In 1861, they lived in a one storey, single family, log dwelling. The 1866-67 and 1872- 73 directories for Oro list Jeremiah Whybrew as the owner of land within Lot 8, Concession 9, Oro. He died on January 6, 1878, a carpenter, age 45. 4.5 R ELOCATION AND R ENOVATION The Story of Oro states: relocate the hall. Lloyd Scott contracted to put in the basement, move and brick the hall for the sum of 10 The 1929 relocation was slightly east within the same half acre. This was done to increase the distance between the west (front) façade and Line 7 North. 4.6 E XPANSION OF S ITE Since the original purchase of land in 1868, Oro Township has acquired additional acreage within Lot 15, Concession 8. It has erected, demolished, replaced, and relocated several sheds and outbuildings on those properties, some in collaboration with the Oro Agricultural Society. Although these lands are integral to the traditional public use of the area, they are not included in the proposal for designating the township hall and cenotaph property. According to The Story of Oro: home. In October the council approached Mr. Eugene Simon to purchase a parcel of land on the S.E. cr. Lot 20, Conc. 7. A new Township Hall was built and officially opened on November -Medonte Township Hall. 4.7 C OMMUNITY U SE 4.7.1 O RO A GRICULTURAL F AIR Apart from its municipal administration function, this site has a long standing association with the Oro Agricultural Society and its annual Fair. The Society was founded in 1852 and the first 11 It was hosted in other locations until 1869, when the township hall site became its permanent home. In 1948, the OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 10 Page 35 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Oro School Fair joined the Oro Fair event. A grandstand, racetrack, and outbuildings on the property abutting the township hall land are used for exhibitions and school activities. A plaque at the entrance to the township hall was dedicated to the Oro Agricultural Society in 2002 (Figure 4). Figure 4: Plaque commemorating the Oro Agricultural Society, 2020 Figure 5: West and south facades of township hall showing the cenotaph, undated. The entrance hall/vestibule has been added but there are no rear additions (The Story of Oro, p.147) OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 11 Page 36 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... 4.7.2 C ENOTAPH The cenotaph on the property was unveiled on September 15, 1921, to commemorate the twenty eight residents of Oro Township who lost their lives in service during the First World War (1914-1918). It was fabricated and installed by Oro Township and the for $3,000. The contractor was J.F. Murphy of Barrie Marble Works in Barrie. The grey granite monument is topped with a bronze maple leaf in a laurel wreath, with Canada and the years 1914 and 1918 inscribed. The dedication reads: These brave men of Oro Township died for humanity in the Great War. In 1947, the names of those who died in service during the Second World War (1939-1945) were added. Afghanistan war victims are also listed. Figure 6: Cenotaph, 2020 The cenotaph plot has been landscaped and is maintained by the Oro-Medonte Horticultural Society. It is the venue for the th annual November 11 Remembrance Day ceremony. This event traditionally was organized by a local branch of the W Institute with financial support from the Township. 4.7.3 O THER P UBLIC U SES a township office was built elsewhere in 1956) has accommodated several organizations, including the Oro Agricultural Society, Oro Horticultural Society, and Fair Board. Local schools used it for track meets. It is often an electoral voting polling station, Oro Parks and Recreation classroom, a studio tour stop, and has hosted similar private and public uses. OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 12 Page 37 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Figure 7: Unveiling of cenotaph. Barrie Examiner, September 22, 1921 OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 13 Page 38 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... 4.8 A NALYSIS OF H ISTORICAL OR A SSOCIATIVE V ALUE Ontario Regulation 9/06 The property has historical value or associative value because it, i.has direct associations with a theme, event, belief, person, activity, organization or institution that is significant to a community, ii. yields, or has the potential to yield, information that contributes to an understanding of a community or culture, or iii. demonstrates or reflects the work or ideas of an architect, artist, builder, designer or theorist who is significant to a community. Since 1868, this property has held a direct association with the Municipality of Oro Township and has served as a public gathering place. Since 1869, it has hosted the annual Oro Agricultural Society Fair in celebration of the important agricultural activity in the area. Since 1921, the cenotaph has memorialized those from Oro Township who lost their lives in service to Canada. The 1868 portion of the township hall is an example of the work of local resident and th carpenter Jeremiah Whybrew. The 20 century modifications of a basement, masonry work, and west entrance hall may be the work of Lloyd Scott. The 1921 cenotaph is an example of the work of J.F. Murphy of Barrie Marble Works. 5.0 D ESIGN OR P HYSICAL V ALUE 5.1 F ORM AND M ASSING The main part of the township hall was built in 1868 as a one storey, frame structure with a th rectangular plan and medium pitched gable roof. This is typical of mid to late 19 century, rural, public buildings such as halls, schoolhouses, and some churches. It was relocated slightly east in 1929. The local history tradition is that the west entrance hall, basement, and existing brick veneer were added in 1929. This could not be confirmed by the available documentation. Two th rear (east additions) date from the mid to late 20 century for use as washrooms and storage. 5.2 R OOF The 1868 section of this structure has a medium pitched, gable roof with pediment style ends. The entrance hall has a matching, lesser sized roof. The cladding of the roof and eaves is not original. The chimney has been rebuilt in the original east end location. The west pediment contains a triangular shaped -8 and 9 suggest that this was original and the wording changed in 1929. The flat roofs of the east additions were replaced with peaked roofs in 2009. OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 14 Page 39 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Figures 8 and 9: The photograph above shows the massing, plan, wall cladding, and rubblestone foundation of the 1868 frame structure. The window openings have multipane sashes (12x12?). The placement is nearer to Line 7 North. The absence of the cenotaph suggests the image dates to before 1921 and thus before the building was relocated in 1929. Of note is a triangular insert in the west gable similar in shape to that in place in 2020 (Right) -. Figure 10: Below: West and south facades, 2020. This is at the relocated site with the west entrance hall, two east additions, brick veneer, and a concrete foundation with window openings. OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 15 Page 40 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Figure 11: Left: West façade and entrance hall, 2020 Figure 12: Centre: South façade, 2020, showing entrance hall on left (west) and two modern additions on east. The window frames, sashes, and sills are replacements in the original openings. The roof cladding is modern. The chimney has been rebuilt in the original location. Figure 13: Below: South and east facades, showing two additions, 2020 OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 16 Page 41 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Figure 14: Left: East façade, including the two additions, 2020 Figure 15: Centre: East and north facades, 2020 Figure 16: Below: North facade, 2020. Note the natural contour and slope of the site resulted in smaller size basement windows on the north than on the south. OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 17 Page 42 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... 5.3 W INDOW O PENINGS Typical of early rural public halls, schoolhouses, and some churches, there are three large window openings, symmetrically placed on each of the north and south facades. Their size maximized the interior sunlight in an era before the availability of artificial (gas or electric) lighting. The window sashes, frames, and sills are replacements. 5.4 M ASONRY The Story of Oro .H. Rodgers to relocate the hall. Lloyd Scott contracted to put in the basement, move and brick the hall for the sum of No source is given for this information and it is not clear if the two actions of Rodgers submitting the plans and Scott putting in the basement, etc. are the same date. The masonry is a variegated red/black colour type of brick with deep vertical texturing. It is veneer, laid in stretcher bond with sand coloured mortar. At the soffit as a frieze, as flat lintels above each window opening, above the foundation perimeter, and elsewhere, matching bricks are laid vertically at right angles to the wall massing as a decorative feature. The masonry work may be contemporary to the 1929 relocation of the building but this type of brick was popular into the 1980s. 5.5 F OUNDATION The original foundation appears in Figure 8 to be rubblestone. The west interior wall of the vault in the west end of the basement has red brick above a concrete base (Figure 23). This may suggest that there were three foundations: rubblestone which was lost when the structure was moved in 1929; red brick in 1929; and concrete if and when the basement was deepened. The exterior of the existing foundation appears to be concrete (or concrete parging). It contains several, grade level window openings with larger dimension openings on the south façade. 5.6 E NTRANCE H ALL The 1868 entrance was a doorcase on the west façade, placed near grade. The current configuration is a glass doorcase near grade on the west façade that gives access to an enclosed entrance hall or vestibule. The enclosed hall contains a four step, centre stairway rising to a landing and vintage, possibly 1929, doorcase. This centre stairway is flanked on the north and south by stairways to the basement. It is evident by the height of the centre stairway that the 1868 structure has been raised, possibly twice in its history. OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 18 Page 43 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... th Figure 17: Above Left: West side of 20 century doorcase inside entrance hall, 2020. Note the transom area above the door is only visible on the interior (east) side perhaps due to a lower ceiling on the west. th Figure 18: Above Right: Interior (east side) of the 20 century doorcase, 2020. Note the vertical boards in the transom area above the doors. The long bolt lock mounted vertically on the upper left section of the door on right is contemporary to the door. Figures 19, 20: Right: The drop bolt at the floor and the pressed metal doorknob and plate (shown right) are contemporary to the doorcase. OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 19 Page 44 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Figure 21: Above Left: Basement room side of door into the vault near northeast corner of main structure, 2020 Figure 22: Above Right: Inside face of door into same vault, 2020 Figure 23: Left: Inside of vault midway of west wall of basement. Note the part brick and part concrete wall suggesting the structure was raised twice. Figure 24: Above: nameplate above main room side of west vault door, 2020 OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 20 Page 45 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Figure 25: Oro Township Council of 1897-1900 at a meeting inside the township hall. Note the wainscoting. (The Story of Oro, p. 86) 5.7 I NTERIOR 5.7.1 D ESCRIPTION The main interior is one open space with a raised platform stage at the east end. The perimeter walls have a one third height, tongue and groove board wainscoting with upper plaster (or wallboard) walls. A photograph of the Oro Township Council meeting in the township hall in 1897-1900 (Figure 25) shows the wainscoting. The doors and window openings have moulded th wood casings (trim surrounds). The floor is a replacement, 20 century, hardwood strip flooring type. 57.2 M URALS Painted on the interior perimeter walls are sepia coloured murals depicting historic scenes in Oro Township. These were painted by artists Paul Lapp and Deborah Stringer in March 1993, directly onto the walls above the wainscoting. Most images depicted are from historic photographs. 5.7.3 V AULTS The basement has two walk-in vaults, near the northeast corner of the main structure and midway of the west façade of the main structure (beneath the west stairway). Each have locking security doors and interiors retrofitted with modern shelving. A cast nameplate J. & J. Taylor L4) is above the west vault door. It may be that the doors were OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 21 Page 46 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... recycled and installed to provide secured entry into custom built interiors and that these were never complete vaults manufactured by Taylor Safe Works. The Ontario Society for Industrial Archaeology describes the Taylor Safe property at 139-145 12 Front Street East in Toronto. The J. & J. Taylor Safe Works was also known as the Toronto Safe Works. The company began in 1855 as a foundry that made machine and large castings, materials for the building trade to be used as decorative and structural elements in buildings, boats, and safes. Their safes were fire and theft proof, which gave them a near- monopoly in the safe-making business. The safes were bulky and heavy. The factory expanded in 1867 and again in 1877 to occupy most of the east end of the block. Another addition was made in 1883. The company had its own wharf just west of the foot of Frederick Street and the slip ran up to the Esplanade. This was an advantage to the company for shipping in both directions as the distance between the wharf and factory was only one block at most. When the first railways were built by the Grand Trunk, the convenient alternative to shipping by water. In 1900, the company was reorganized. In the 1920s, the railways required more space and the city granted their demands. Building of the huge railway viaduct began in 1925 and went on for three years. Some of the land required was the south side of the Taylor property, forcing the company to close down in 1924. They never relocated. Some of their safes were still in use in the 1950s and 1960s. In 1959, the Taylor Safe Company was acquired by the safe manufacturing company Chubb- Mosler and became part of manufacturing operations in Brampton under the name Chubb- Mosler and Taylor Safes. 5.8 A NALYSIS OF D ESIGN OR P HYSICAL V ALUE Ontario Regulation 9/06 The property has design value or physical value because it, i. is a rare, unique, representative or early example of a style, type, expression, material or construction method, ii. displays a high degree of craftsmanship or artistic merit, or iii. demonstrates a high degree of technical or scientific achievement. The 1868 township hall is a representative example of public halls built in rural Ontario in the th second half of the 19 century. When built, the one storey, frame structure with its rectangular plan and medium pitched gable roof was typical of the style, type, and construction method used for public buildings (schools, halls, and some churches). The symmetrical placement and OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 22 Page 47 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... large dimensions of the window openings on the north and south facades of the main structure is a construction method typical of public use structures built before the availability of artificial (gas or electric) lighting. The addition of the west entrance hall, likely in 1929, and other modifications is an expression of how this 1868 structure has adapted and evolved to accommodate continuing public use. The J. & J. Taylor Limited Toronto Canadacast nameplate about the west vault door has artifact value. Although a commendable decorative effort, no cultural heritage value or interest was found in the 1993 wall murals depicting local historic scenes. The 1921 granite cenotaph by J.F. Taylor of Barrie Marble Works has a high degree of craftsmanship and artistic merit. 6.0 C ONTEXTUAL V ALUE 6.1 D ESCRIPTION Initially severed from a farm acreage for use as a schoolhouse site, the original half acre is th typical of the size allotted for 19 century public structures in a rural setting. This size was sufficient for the building, outdoor toilets, stables, and sheds. The township hall was moved in 1929 to slightly east of its original location but remains within this original parcel of land. The location in conjunction with the abutting and adjacent properties has been visited by generations of Oro Township residents and visitors. 6.2 A NALYSIS OF C ONTEXTUAL V ALUE Ontario Regulation 9/06 The property has contextual value because it, i. is important in defining, maintaining or supporting the character of an area, ii. is physically, functionally, visually or historically linked to its surroundings, or iii. is a landmark. This property is physically, visually, and historically linked to its surroundings. The township hall site has been in public use since 1868. The community has interacted with the cenotaph since 1921 for annual Remembrance Day ceremonies. These and other public uses make the property with its township hall and cenotaph a local landmark. 7.0 C ONCLUSION Based on the findings of this Report, it is concluded that the property at 833 Line 7 North (part OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 23 Page 48 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Lot 15, Concession 8, Oro Township; Parts 2 and 3, RP51R35964) that contains the Old Town Hall and cenotaph is a suitable candidate for designation under s.29 of the Ontario Heritage Act. 8.0 D RAFT S TATEMENT OF C ULTURAL H ERITAGE V ALUE OR I NTEREST S TATEMENT OF C ULTURAL H ERITAGE V ALUE OR I NTEREST The property known municipally as 833 Line 7 North (part Lot 15, Concession 8, Oro Township; Parts 2 and 3, RP51R35964) holds cultural heritage value or interest to Oro-Medonte Township. Regarding its historical or associative value, since 1868, this property has held a direct association with the Municipality of Oro Township and has served as a public gathering place. Since 1869, it has hosted the annual Oro Agricultural Society Fair in celebration of the important agricultural activity in the area. Since 1921, the cenotaph has memorialized those from Oro Township who lost their lives in service to Canada. The 1868 portion of the township hall is an th example of the work of local resident and carpenter Jeremiah Whybrew. The 20 century modifications of a basement, masonry work, and west entrance hall may be the work of Lloyd Scott. The 1921 cenotaph is an example of the work of J.F. Murphy of Barrie Marble Works. The design or physical value of the property is found in the 1868 township hall as a th representative example of public halls built in rural Ontario in the second half of the 19 century. When built, the one storey, frame structure with its rectangular plan and medium pitched gable roof was typical of the style, type, and construction method used for public buildings (schoolhouse, halls, and some churches). The symmetrical placement and large dimensions of the window openings on the north and south facades of the main structure is a construction method typical of public use structures built before the availability of artificial (gas or electric) lighting. The addition of the west entrance hall, likely in 1929, and other modifications is an expression of how this 1868 structure has adapted and evolved to accommodate continuing door has artifact value. The 1921 granite cenotaph by J.F. Taylor of Barrie Marble Works has a high degree of craftsmanship and artistic merit. Contextually, this property is physically, visually, and historically linked to its surroundings. The township hall site has been in public use since 1868. The community has interacted with the cenotaph since 1921 for annual Remembrance Day ceremonies. These and other public uses make the property with its township hall and cenotaph a local landmark. D ESCRIPTION OF H ERITAGE A TTRIBUTES The cultural heritage value or interest of the property is found in the principal heritage attributes of the 1868/1929 township hall and the 1921 cenotaph. The following elements of the 1868/1929 township hall building are important to the cultural heritage value or interest of this property: OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 24 Page 49 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... one storey massing and rectangular plan of the main 1868 structure (not including the east additions) medium pitched gable roof with pediment style ends of the main 1868 structure (not including the replacement cladding of the roof and modified eaves) location of a brick chimney at the east end of the main 1868 structure triangular shaped, wood sign with lettering -roof pediment placement and dimensions of the three, symmetrically placed window openings on each of the north and south facades of the 1868 main structure (not including the replacement window frames, sashes, or sills) form and massing of the west entrance hall, as lesser but matching the main 1868 structure (not including the exterior doorcase, window openings, interior stairways, flooring, or moulding/trim) interior doorcase inside the west entrance hall, including the pair of casement doors each with 12-pane upper section glazing and single, wood, lower panels; an upper transom area; vintage hardware (pressed metal door knob and plate, upper and lower locking bolts, original hinges); wood door frame; wood threshold sill; and moulded wood casings (trim on all sides) & J Taylor Limited Toronto Canadacast nameplate over the door into the west vault orientation of the front façade to Line 7 North The following elements of the 1921 cenotaph are important to the cultural heritage value or interest of this property: the single column, 1921 granite monument resting on a stone base all applied and inscribed decoration, notably the bronze maple leaf in a laurel wreath, and dedications OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 25 Page 50 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... S OURCES Abstract of Title but not the related documents for Lot 15, Concession 8, Oro Township. Onland Land Registry Office database. Ancestry.ca Personal census for Oro Township, 1861. Barrie Examiner newspaper index online. Barrie Public Library. References to 1914; 1962 to current, Council Minutes searched by Oro-Medonte Township staff member Catherine McLean H. Belden & Co. Illustrated Historical Atlas of County of Simcoe, Ont. 1881. Reprint edition, 1975. Hunter, Andrew F. A History of Simcoe County, 1909. Reprint edition, 1948. W.H. Irwin, Editor and Compiler. Gazetteer and Directory of the County of Simcoe for 1872-3. McEvoy & Co. Publishers. Gazetteer and Directory of the County of Simcoe for 1866-7. Oro Township. The Story of Oro, Second Edition 1987. Oro Township School Board, A History of Oro Schools 1836 to 1966. E NDNOTES 1 Andrew F. Hunter, A History of Simcoe County, Vol. I, p.257. 2 Oro Township, The Story of Oro, p.87 3 The Story of Oro, p.87. The 1866 directory for Oro Township lists John Galbraith as an innkeeper and owner on Lot 10, Concession 9, Oro. 4 H. Belden & Co., Illustrated Historical Atlas of County of Simcoe, Ont. 1881, p.xiv. 5 Oro Township School Board, A History of Oro Schools 1836 to 1966, pps.33-35. 6 Founded by John Galt, the Canada Company was a private British land development company incorporated by Royal Charter on August 19, 1826. It was formed in response to criticism of how the clergy and Crown land reserves were being managed in Upper Canada. Its primary mandate was to aid in the colonization of a large part of Upper Canada. In 1827, the Company acquired these reserves for £341,000 from the Province of Upper Canada. OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 26 Page 51 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... 7 A History of Simcoe County, Vol. lI, p.153. 8 A History of Oro Schools 1836 to 1966, pps.33-35. 9 The Story of Oro, p.95. 10 The Story of Oro, p.95. 11 The Story of Oro, p.139. 12 Toronto Historical Association online. OLD TOWN HALL HERITAGE DESIGNATION REPORT OCTOBER 2020 - 27 Page 52 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Page 53 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Page 54 of 228 5.b) Minutes of Heritage Committee meeting held on Monday, November 16, ... Page 55 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... ONSULTING LACKLINE BC A Higher Standard Process Review Medonte - Final Planning & Development Approval The Corporation of the Township of Oro November 2020Version: Page 56 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 35 14263539 Page Contents System Selection and ImplementationLEAN Principles Peer Study Facts Key Performance IndicatorsApplication Volume Forecast Appendix A Appendix B Appendix C Appendix D Appendix E ContextExecutive SummaryCurrent StateOpportunitiesPeer AnalysisAppendix Page 57 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 3 | Page ent activity has - te an additional growth of or - ity the Township is currently experiencing, to population. The number of private dwellings increased Perform a comparator analysis to understand other practices the Township should consider adopting.P&D process. - year period. The Provincial forecasts estima - - COVID - This is likely to maintain or increase the level of development activ 19. - Examine and conduct a thorough assessment of service delivery model, and use of technology.Identify Key Performance Indicators (KPIs) to measure progress as part of the Townships annual reporting. Context Background complete the work.According to Statistics Canada, between 2011 and 2016, there was a 5% increase in Orofrom 7,475 in 2011 to 9,013 in 2016, representing a 21% increase over the same five24% in population over the next 10 years. accommodate population growth. These forecasts are prebeen steady despite COVID Scope The scope of this review includes four main aspects:Objective Page 58 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 4 | Page 19, the Township made - Use of technology/systemsLevel of automationLEAN principles Activity ownerEffort for every activityApplication type We applied several lenses to analyzing the process that formed the basis of our opportunities, such as:------Due to COVIDadjustments to their previous process activities. Our assessment takes these changes into consideration. Context We use a process framework as a basis for our review We then met with representatives of the Township, to refine and tailor the process so that (see right). Page 59 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... / EXECUTIVE SUMMARY Page 60 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 6 Total | 567 2025 Page Zoning Bylaw 554 2024 575 2023 Zoning Certificate 521 2022 Forecast figures 2025)Site Plan - 548 2021 PAC 638 2020 Sub-division 531 2019 478 2018 Application Volume (2015 Official Plan 737 2017 Minor Variance 624 2016 Consent 533 2015 - 800 700 600 500 400 300 200 100 2019) - see Appendix E for 19, there is uncertainty - year linear forecast predicts the volume per application - The forecast suggests the average annual growth rate between 2020 and 2025 will be one percent. By 2025 the total application volume will reach 567. Executive Summary: Forecast Application Volume The average annual growth rate (2015of application volume is three percent While the number of applications per year fluctuates, the composition is fairly consistent. Using the historical data, a linear forecast* suggests the volume will be above 2019 volume levels However, given COVIDabout the future. Volume could be much higher or lower. As such, in addition to this linear forecast, we also include a forecast that takes into account an upper and lower level volume at a 95% confidence level more details.*The rolling fivetype and therefore it is a different slope than the three percent historic average. Page 61 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 8 7 21 38% 1,055 | Approval Page 5 28 18% 1,488 Review Application 4 22 250 18% Application Submission - 3 18 290 Pre 17% Addressable Effort Application Planning and Development Approval Process 8920 23% Total 3,083 0 Per application, on average Number of process activitiesTotal phase effort (mins)Total process activities supported by technologySupported by technology (%) addressable - Conducting technical reviewsManager assigning planner to application Creating presentation for Council/Committee Writing reports and making recommendations ---- Executive Summary: Process Overview While the Township has a system, Baker, the majority of activities are manual On average, less than 25% of all process activities are supported by a system (e.g. ArcGIS, Baker, Bluebeam).* There are several opportunities in this report that will improve the The opportunities will impact 26% of P&D total effort Opportunities that impact addressable effort will help reduce the current amount of effort it takes to deliver those activities. From an activity perspective, it will impact 60% of activities. This includes activities that are common across all applications, regardless of type as well as unique activities. Examples of nonactivities include:*Does not include productivity tools (e.g. MS Office)**This equates to 0.86 of a Full Time Equivalent (FTE) Page 62 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 8 | Page ng technology collaboration use of technology. The Township uses few tools for This causes inefficiencies in sharing documentation or coordinating activities. other Township departments is manual with little Collaboration between customers, Planning, and - - service capabilities - for customers accessible for first time customers. customers because it is too difficult. There are little self This increases staff work volume to answer customer queries or may discourage potential service capabilities and information is not easily are manual both customers and staff. delays in the process timeline. The majority of the process activities This requires more staff effort and may cause With less than 25% of process activities using technology, there is a high reliance on individuals Executive Summary: Key Observations The Planning department relies heavily on staff to perform activities. COVIDand increasing automation. Below are key observations from our process review Page 63 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 99 | 10 Baker Page replacing the include when Replacement Baker system Functionality to Process analysis 6 assigning - utilization Resources activities to improve staff Re and research Peer analysis 12 process activities Process Changes Streamlining 39 Opportunities interviews Stakeholder 5 Service own - Providing Self more on their customers with resources to do Job DRAFT FOR DISCUSSION 6 shadowing manual technology AutomationAutomating activities using day - to - consultation with review of existing sitting with staff to using publicly available conducting a peer analysis. Job shadowing observe how they conduct their dayactivities.Stakeholder interviews management, staff and select developers.PeersResearch information on other P&D practices.Process analysis process, documentation and data. Executive Summary: Recommendations The opportunities in this report are from several sources In addition, we have drawn in from our previous experiences and knowledge conducting service reviews where applicable.There is a total of 39 opportunities for the Township to consider implementing. The Opportunity section includes more details of each Page 64 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 10 | 656 1210 39* Total Page 52669 28 Efficiency Improvement 1361 11 Service Improvement service - AutomationSelfProcess ChangesResourcesBaker ReplacementTotal * We recommend that the Township consider the above in conjunction with the recommendations from the Service Level Review as we believe there will be synergies. In addition, the Township will need to consider the resource requirements and priorities. The table below provides a breakdown of the opportunities by benefit category service - work such as double entry of information - the primary benefit is a result in more counting we categorize the opportunities - the primary benefit is improving the quality of Service Improvement:the service that customers receive. For example, selfcapabilities, easier access to information, notification of application status.Efficiency Improvement:efficient operations and process activities. For example, eliminating manual activities, reducing re(paper to system).For instance, electronic file sharing with external and internal stakeholder improves the service, but the main benefit and larger impact is on efficiency. Executive Summary: Benefits of Recommendations The are several benefits to implementing the recommendations The benefits fit into two categories:Each of the 39 opportunities fall into one of the two benefit categories While some opportunity will deliver both a service and efficiency improvement, to avoid doubleusing the main benefit. For a full list of the opportunities and description of the benefits, see the Recommendations section of this Report Page 65 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 11 | Page 18 months - 12 <12 months - site and reduce the need - Application Consultation (PAC) - person meetings to reduce the - parties (e.g. Conservation Authority, MTO, etc.), timelines, fees, checklist of submission, "how - Implement a web/mobile enabled solution to share documents securely with internal and external stakeholders.Expand the Township's online payment capabilities to accept different payment options (e.g. online credit card Select and implement a digital signature solution (e.g. DocuSign).Implement more robust tools (e.g. laptop and present using a projector) for inProvide equipment (e.g. tablets to enter info and take photos) for conducting work on Provide better online information for customers. The information should include: process steps including those Implement an online scheduling tool (e.g. MS Bookings) that is accessible to internal and external stakeholders Set guidelines to determine the difference between general inquiries and a Pre Executive Summary: Implementation Plan (1 of 3)Below we provide the Township with a list of opportunities that we recommend they implement over the next 18 monthsRecommendationA1 A2 payments).A3 A4 need for printing. A5 to visit the office.S1 by thirdand tutorials.S2 error checking and online submission. S3 to streamline the meeting booking process.P1 questions. Page 66 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 12 | Page 18 months - 12 <12 months 4pm) that customers can book an - friendly by eliminating the back and forth between the - transit. based framework to delegate approval authority for certain applications (or circumstances). The - - Create a risk Decentralize the initial check for 'application completeness' process to all Planners.Assign the responsibility for the entire notice document process (create, review and mail) to the DS Assistant to Block timeslots on a set frequency (e.g. once a week, Thursdays 2Eliminate storing applications and documents in multiple formats/locations. Revise records management Streamline the payments process to be more customerCreate a standard list of Subject Matter Expertise (SME) involvement per application type (and potentially other Establish minimum PAC submission requirements and a standard agenda. Distribute the information to all Provide the customer with status updates at every major process milestone.For more complex applications, establish guidelines for customers to submit a letter from a Registered Planner Executive Summary: Implementation Plan (2 of 3)RecommendationP2 appointment to ask general questions or a consultation.P3 practices as required.P4 customer, Finance and Planning.P5 criteria). P6 attendees in advance of the PAC meeting.P7 P8 P9 acknowledging the application is complete to the best of their knowledge. P10 framework should consider a number of factors (e.g. occupancy size, complexity, risk level).R1 R2 reduce the time in Page 67 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 13 | Page 18 months - 12 ve there will be lie ndation. We sourcing options e.g. mplementation plans and the Township will need to re mme d i n, <12 months party expertise. - the Baker Replacement program by conducting project planning and assigning resources.Create a conservation authority Memorandum of Understanding (MoU) renegotiation strategy by engaging -- Reallocate responsibility of ordering CSR green sign to DS Assistant.Reallocate responsibility of checking entrance permit requirement to DS Assistant.Reallocate responsibility of checking connection fee to DS Assistant.Pilot the adoption of a rotation model, where staff specialize for a certain period on specific applications. Executive Summary: Implementation Plan (3 of 3)RecommendationR3 R4 R5R6 We recommend that the Township begin working on the following two initiatives as they will require longer time to implement.Initiate Initiate and collaborating with neighbouring municipalities (within the scope of the MoU).recommend that the Township consider the above in conjunction with the recommendations from the Service Level Review as we besynergies regarding service improvements, specifically the use of technology and improvements to customer service. In additioconsider the resource requirements and priorities. Once the priorities are set, we recommend that the Township further validate the supporting assumptions, develop more detailecreate capital projects to implement those opportunities deemed appropriate. The Township should consider (where appropriate)backfill resources and/or use external third Page 68 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... / CURRENT STATE Page 69 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 15 | 531 2019 Page PAC 478 2018 2019) -Sub-divisionTotal 737 2017 Official PlanZoning Bylaw 624 2016 Application Volume (2015 Minor VarianceZoning Certificate 533 2015 ConsentSite Plan - 800 700 600 500 400 300 200 100 year period. - 2019) of application volume is - ins and emails directly to Planning - service capabilities is likely a contributing factor to - calls, walk year linear forecast predicts the volume per application - Appendix E includes a linear forecast* that suggests the volume will be above 2019 volume levels for the next five years.Both zoning certificates and minor variance applications have less process activities and take less effort (staff time to process the application), relative to other application types. The degree of selfthe inquiries volume. Current State: Historic Application Volume The average annual growth rate (2015three percent While the number of applications per year fluctuates, the composition is fairly consistent. The majority of applications Planning processed are zoning certificates and minor variance as the chart depicts In fact, they make up 86% of the total over the five In 2019, the Planning department received 5,000 calls**transfer to the Planning department.*The rolling fivetype **Figures do not include Page 70 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 21 10 1+ 16 142 | week(s) Zoning Certificate Page 59 48 1+ year - 1,940 Subdivision 52 41 7+ 2,527 weeks Consent 46 35 7+ 11 2,392 weeks Minor Variance 63 52 1+ 1,925 year** Site Plan process activities remain constant, the number of - 63 52 3+ 1,925 months Zoning Bylaw 58 47 1+ year 1,865 Official Plan There are 11 activities that all application types have in common While the phase and subactivities and effort varies depending on the application type, to accommodate application nuances. Total ActivitiesUnique ActivitiesCommon ActivitiesEffort (mins)*Average Duration 4 21 90% 1,055 Application Approval division. 5 - 28 64% 1,488 Application Review 6 22 250 82% party efforts. It is indicative effort of the Planning staff. - Application Submission 5 18 290 72% App - PreConsultation Process - Current State: Process Overview practices The majority of activities and effort are in the Application Review phase. This is consistent regardless of the application type. The PAC is not a mandatory phase for all applications, but the Township requires it for larger, complex projects such as plans of subThe majority of process activities (on average, 77% of all activities across time and effort of the activity. This is an important characteristic as some process changes, while desirable, may be difficult to implement because the control is with another stakeholder e.g. customers, or third parties such as conservation authority. *Does not include SME, customer or third**For larger, complex commercial applications. Residential and less complex Site Plans take 7+ weeks on average. PhaseSubActivitiesEffort (mins)*control of activities Page 71 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 18 300 17 18181818 | 290 290 290 290 16 Page 250 The 14 12 200 division). They are optional 10 - 150 8 # of Activities Effort (mins) 6 100 4 50 2 15 15 15 111 0 0 Consent Site Plan Consent Site Plan Official Plan Sub-division Official Plan Sub-division Zoning Bylaw Zoning Bylaw Minor Variance Minor Variance Zoning Certificate Zoning Certificate Application Consultation (PAC) meetings for any application in - 20% of 9% (official plan amendment, zoning bylaw amendment and plans of sub are supported by a system Description The Township requires formal Pre Planning Act for other applications (e.g. larger, complex applications such as commercial site plans). The objective is to identify the requirements and materials to assist the customer in their submission. Customers may also make general inquiries regarding any planning and development matters (e.g. what applications are needed). 72%17%Phase one activities represent of total P&D process activities Application Consultation representing approximately party efforts. It is indicative - - Phase 4 App. Approval App. Review Phase 3 total minutes phase activities common activityunique activities Phase 2 18 0117 290 the total P&D process effortOn average, the longest activity takes 60 mins, the shortest is five mins, and the average activity time is 17 mins. App. Submission App. - Phase 1 Phase One: Pre PhaseActivitiesEffort**Does not include SME, customer or thirdeffort of the Planning staff PreConsult Page 72 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 18 e | cal r errors fo hni Page site check of th - fillable PDF forms. - 19 as staff cannot conduct an initial on - in, call or email to make general inquiries at any time. This may - fillable PDFs. This requires staff to manually transcribe the information, creating - up to staff. This is more time consuming when external stakeholders are involved. - Application Consultation - The volume of PACs relative is relatively low. In 2019 there were 17.There is little information on the Township's website regarding the process. Some information is on the forms, along with tecinstructions, and may therefore not be as easy to understand to some customers.Customers have the option of contacting the Township via walkcause interruptions for staff and impact the progress of other applications.A PAC is optional for some applications and there are no clear distinctions as to when a customer should engage Planning withgeneral inquiries or schedule a meeting. rework. The number of incomplete applications has increased with COVIDapplication package. In addition, there are no mandatory fields or submissions on any of the forms, increasing the likelihoodand omissions. Neither are there controls in place for the applications given that they are nonScheduling is manual using emailing/walking Observations (1 of 2) Process - Phase One: Pre SubGeneralReceive Customer InquiriesProvide PAC Package to CustomerSchedule Initial Meeting Page 73 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 19 | of ion o tion ng an icamat use he ati Page n t work for staff and is inefficient use of storage. - time collaboration, this adds effort to send the document for review, receive comments and make changes. - Application Consultation - 19. - Planning store information in multiple areas and formats: physical version, scan and store on the shared local drive, and creentry for an application on Baker. This creates reWord/Excel) and uses paper. The Planning desk does not have the payment device and therefore customers must walk to the Finance department to pay. That said, the Township is now providing online payment (via PayPal) as a temporary solution due tCOVIDThe Planning Manager assigns files to Planners. The Manager considers workload and complexity of file when assigning files. However, there is often a backlog of unassigned applications due to the work volume and this creates a delay in starting applprocessing. In many cases, Planners require input from SMEs. However, the Township does not have a standard list of SME involvement. Thiscan lead to inconsistencies and potentially ineffective delivery of P&D services.The Township prints most of the collateral for PAC meetings. This means there is rework after the meetings to enter the inforinto systems (e.g. Baker) as well as document the changes.PACs do not have minimum submission requirements or deadlines to help guide customers. PAC meetings do not have a standard meeting agenda, documentation or notification to attendees. This leads to ineffective meetings and in some cases inefficient staff time. Following the PAC, the Planner drafts a letter (using a Word template) summarizing the discussion and provides an applicationchecklist to the customer. In some cases, the Planner will also circulate the letters to the SMEs to verify their comments. Iabsence of real Observations (2 of 2) Process - Phase One: Pre SubReceive PAC and Conduct Meeting Provide Application Package to Customer Page 74 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 250 20 20 | 2020 235 235 18 Page 200 200 15 1515 14 165 165 150 11 10 # of Activities Effort (mins) 100 110 5 70 50 0 0 Consent Consent Site Plan Site Plan Official Plan Sub-division Official Plan Sub-division Zoning Bylaw Zoning Bylaw Minor Variance Minor Variance Zoning Certificate Zoning Certificate 25% of 8% of activities are within are supported by a system Description The Application Submission phase is when the customer has decided to pursue an application and officially submit the package to the Township. For the Township, the objective of this phase is to ensure that the application package is submitted in a complete manner and includes all the required collateral (e.g. drawings, technical studies) to conduct a review. 82%18%Phase two activities represent of total P&D process activities representing approximately party efforts. It is indicative - Phase 4 App. Approval App. Review Phase 3 total minutes phase activities common activityunique activities Phase 2 22 0715 250 the total P&D process effortOn average, the longest activity takes 30 mins, the shortest is five mins, and the average activity time is 12 mins. App. Submission App. - Phase 1 Phase Two: Application Submission PhaseActivitiesEffort**Does not include SME, customer or thirdeffort of the Planning staff PreConsult Page 75 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... o 21 r y t igh, | rack s ake p t s h ces Page this gap has widened with person or electronically. The Township does not have a - 19 due to less consultation. This delays the process for customers as they must gather and submit additional - As mentioned previously, there are typically gaps in the application package that customers submit COVIDinformation/documents.The Planner circulates the application package to all applicable SMEs via email or courier. There is no shared drive (with accontrol) for SMEs. This creates additional work and time delays.The Baker system does not have any workflow notification functionality. Staff must follow up with other staff members and keeof current activities. This can cause delays and can be time consuming.For certain application types, a dedicated Planner conducts an initial check for application completeness. When work volume ithis can cause bottlenecks and delays in the process.Once the Township receives an application, the DS Assistant records it in an Excel spreadsheet for the Manager to assign to aPlanner. Based on staff workload and complexity of application, the Manager will assign it to a Planner. There is no Planner specialization model based on application type. The customer must submit any missing or additional documents either incustomer portal or other means to share/upload collateral. This may cause delays if staff are waiting for documents to begin distributing (to SMEs) and reviewing.In most cases (except for zoning bylaw amendment applications), the Township is not able to provide customers with an easy wacheck the status of their application. This can impact customer service and lead to an increase of customer inquiries.Planners creates the notice document using Word templates and then gives it to the DS Assistant to distribute and mail. The Bsystem does not have functionality to automate this activity making it time intensive. Observations Process - Phase Two: Application Submission SubReceive Application and DocumentsCheck for CompletenessReceive Missing/ Additional DocumentsNotify Customer of Application StatusPrepare Notice Document Page 76 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 25 22 | 1,400 1,445 23 Page 1,370 20 1,295 1,295 1,295 1,295 1,200 20 19191919 1,000 15 800 Effort (mins) # of Activities 10 600 400 5 5 200 43 0 0 Consent Consent Site Plan Site Plan Official Plan Sub-division Official Plan Sub-division Zoning Bylaw Zoning Bylaw Minor Variance Minor Variance Zoning Certificate Zoning Certificate 31% 48% of activities are within are supported by a system Description engineering, environmental, policy, operations, etc.), and to create a recommendation for Council/ Committee to consider as they make their decision (approve or not). 64%14%Phase three activities represent of total P&D process activities representing approximately party efforts. It is indicative - Phase 4 App. Approval total minutes App. Review Phase 3 phase activities common activityunique activities Phase 2 28 0028 1,488 of the total P&D process effortOn average, the longest activity takes 420 mins, the shortest is two mins, and the average activity time is 53 mins. App. Submission App. - Phase 1 Phase Three: Application Review PhaseActivitiesEffort**Does not include SME, customer or thirdeffort of the Planning staff PreConsult Page 77 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 23 wo s n (t | . t the uman p has s ca Thi ortes f h e there ces ng Page hil party to perform the engineering reviews. The Townshi - name them. This is a time consuming process and adds effort to the process. - making. - site photos is manual, using a mobile phone/digital camera. Once staff return, they connect the device, impor - The Planner circulates the application package to all applicable SMEs via email or courier. There is no shared drive (with accontrol) for SMEs. This creates additional work and time delays.If an application requires a Conservation Authority (CA) technical review, staff send the application to the applicable CA. Wis a Memorandum of Understanding (MoU) between the Township and the CA it does not include any service levels for completing the work. The Planning department indicates that it can take between one to five months. This creates delays, uncertainty andimpact customer service. For zoning certificates only, customers must visit the CA directly and make a payment. For all other applications, the Plannidepartment (via cheque) pays the CA on behalf of the customer. From a customer service perspective, this can create confusiondifferent payment models). The Planner conducts a policy review to ensure an application is compliant, capturing their analysis in a recommendations repThe Planners do not share the report with any SMEs prior to submitting it to Council/Committee meeting. This potentially causdelays or errors (e.g. does not reflect SME input). The process for onimages, save them locally, and reThe Planning department will use either their internal engineer or a thirda retainer with them. This helps reduce delays and provides the Township with expertise/additional capabilities.All SME send their comments/technical reviews to Planning separately. This step is time intensive and creates a higher risk oerror. The Planner then creates a recommendation report using standard Word templates, streamlining and standardizing the process.can cause delays in decision Observations Process - Phase Three: Application Review SubCirculate Application for ReviewReview Application for ComplianceCollate Comments and Complete ReportHold Public Meeting (Council/ Committee) Page 78 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 14 24 1,000 14 | 995 12 Page 860 800 10 off on agreements, it - 600 8 888 6 # of Activities Effort (mins) 66 400 4 4 200 2 140 115 115 110 15 00 ConsentConsent Site PlanSite Plan Official PlanOfficial Plan Sub-divisionSub-division Zoning BylawZoning Bylaw Minor VarianceMinor Variance Zoning CertificateZoning Certificate 24% 34% of activities are within are supported by a system Description The Application Approval phase is preparing and carrying out the formalities involved in officially approving an application. This involves a number of activities such as obtaining signatures and signingalso involves activities that require amending documents, policies and bylaws, official records, and GIS maps. 90%38%Phase four activities represent of total P&D process activities representing approximately party, LAPT related efforts. It is Phase 4 - App. Approval total minutes App. Review Phase 3 phase activities common activityunique activities Phase 2 21 0219 1,055 of the total P&D process effortOn average, the longest activity takes 60 mins, the shortest is five mins, and the average activity time is 50 mins. App. Submission App. - Phase 1 Phase Four: Application Approval PhaseActivitiesEffort**Does not include SME, customer, thirdindicative effort of the Planning staff PreConsult Page 79 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... - 25 | ows s e oll th Page tices and rac days to appeal the - year mark approaches. - Planning distributes the document to stakeholders notifying them of the decision. Stakeholders have up to 20decision. The Local Planning Appeal Tribunal (LPAT) will review any appeals. Planning creates a package (including all the necessary documentation) for the hearing. This is a time consuming task; anecdotally, this may take up to two days. The distribution ofIn some cases, customers receive a refund. Planning creates an invoice requesting a refund, Finance processes the request andprovides a receipt to Planning, who send a copy to the customer. This process requires effort from Finance and Planning and imanual. For consent applications only, customers have up to one year to complete the conditions outlined in the approval. A Planner fup with the customer to identify if they intend to fulfil the conditions. From a customer service perspective, this is good pshould continue as the one Observations ) Process - Phase Four: Application Approval SubPrepare Decision DocumentsRefund Deposits (if applicable)Fulfill Consent Conditions (if applicable Page 80 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... / OPPORTUNITIES Page 81 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 27 | 656 121039 Total Page 122 10 15 lementing term Long imp rtunities that can provide 235 ort term being within the 10 term ppo Medium term. Sh - 3371 14 term Short Opportunities Composition service - AutomationSelfProcess ChangesResourcesBaker ReplacementTotal themes across five There are 39 opportunities removed opportunities applicability, We assessed validate the list duplication and of Job Peer LEAN analysisProcess analysis principles Research interviews shadowing Stakeholder Opportunities: Overview Based on a number of inputs and our process analysis, we identified a total of 39 opportunities for the Township to consider Each opportunity in this section includes benefits, as well as suggested time of implementation: short, medium and longnext 12 months, medium term between 12 and 18 months and long term between 18 and 36 months.Note: some opportunities may overlap with the Baker Replacement functionalities. The intent is to provide the Township with oimmediate benefits rather than waiting for 18 to 36 months. Page 82 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 28 | Page Timing Short termShort termShort termMedium termMedium termLong term - up documents in real - down perspective of a property - Eliminate the need for sending the application package to individuals via emailAbility to collaborate on documentsOffer better customer service Eliminate several activities from the payments processOffer better customer service Streamline the process and eliminate several activities (e.g. print > sign > scan > send)Ability to edit and marktimeEnvironmentally friendly solution to replace printingEnable remote working capabilities Eliminate several activities from the photo uploading processEnable remote working capabilities Provide a top Benefits site and reduce the need to visit the office. - person meetings to reduce the need for printing. - Recommendation Implement a web/mobile enabled solution to share documents securely with internal and external stakeholders.Expand the Township's online payment capabilities to accept different payment options (e.g. online credit card payments).Select and implement a digital signature solution (e.g. DocuSign).Implement more robust tools (e.g. laptop and present using a projector) for inProvide equipment (e.g. tablets to enter info and take photos) for conducting work onUse drones to conduct site visits. Opportunities: Automation The following are opportunities the Township should consider implementing over the next three years#A1A2A3A4A5A6 Page 83 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 29 | Page Timing Short termShort termShort termLong termLong term friendly - work through elimination of - Offer better customer service Make the process more userEliminate some inquiries from the public Reduce staff disruptions when workingEliminate retranscription Streamline the process and eliminate several activities (e.g. print > fill > scan > send)Offer better customer service Streamline the process by reducing the need to email/walk to staff to discuss schedulingOffer more information regarding available development ready land to the publicEliminate some inquiries from the public Offer better customer service through greater transparency regarding application progressEliminate some inquiries from the public Benefits - ready land available. - parties (e.g. Conservation - Service - going application and the ability to view status of application. ready land).- - Recommendation Provide better online information for customers. The information should include: process steps including those by thirdAuthority, MTO, etc.), timelines, fees, checklist of submission, "howand tutorials.fillable and include mandatory fields, error checking and online submission. Implement an online scheduling tool (e.g. MS Bookings) that is accessible to internal and external stakeholders to streamline the meeting booking process.Provide economic development related details that relate to Planning and Development on the Township's website (e.g. growth vision of the Township, developmentIntroduce new capabilities to the Township's public maps (GIS tool) to allow for a list of onIn addition, provide capabilities to show development Opportunities: Self The following are opportunities the Township should consider implementing over the next three years#S1S2S3S4S5 Page 84 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 30 | Page Timing Short termShort termShort termShort termShort termShort term work through elimination of - Eliminate some inquiries from the public Reduce staff disruptions when workingMore structured approach to answering general inquiriesOffer better customer service through scheduled, dedicated time for inquiriesEliminate some inquiries from the public Reduce staff disruptions when workingEliminate remultiple storing meansStreamline the process and eliminate activitiesOffer better customer service Eliminate several payments process activitiesStandardize the process by making it consistent and reducing time identifying SMEsMore efficient use of staff and SME timeAbility for staff and SMEs to prepare in advance of PAC meetings Benefits 4pm) that - friendly by - Application Consultation (PAC) questions. - establish minimum submission requirements with deadlines for customerscreate agendas for PAC meetings that include more details (e.g. questions)distribute agenda and documents to participants ahead of PAC meeting Recommendation Set guidelines to determine the difference between general inquiries and a PreBlock timeslots on a set frequency (e.g. once a week, Thursdays 2customers can book an appointment to ask general questions or a consultation.Eliminate storing applications and documents in multiple formats/locations. Revise records management practices as required.Streamline the payments process to be more customereliminating the back and forth between the customer, Finance and Planning.Create a standard list of Subject Matter Expertise (SME) involvement per application type (and potentially other criteria). Revise elements of the PAC process to incorporate the following elements:--- Opportunities: Process Changes (1 of 2)The following are opportunities the Township should consider implementing over the next three years#P1P2P3P4P5P6 Page 85 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 31 | Page Timing Short termMedium termMedium termMedium termLong termLong term stop - Offer better customer service (transparency)Eliminate some inquiries from the public Greater consistency and accountability on applicationsIncreased likelihood of complete applicationsReduce delays due to incomplete applicationsStreamline the process by reducing delays between application review completion and Council/Committee approvalBetter customer service through transparency on process and timelines, as well as oneshop for completing applicationsReduce delays in process due to conservation authority technical reviewsOffer better customer service for a more transparent development project lifecycleEliminate future inquiries from the public Benefits from including aspects of planning, engineering and building. - based framework to delegate approval authority for certain - defining a service level e.g. maximum timeline for processing an applicationrevising the payment process eliminating the need for the customer to visit the CA --- Recommendation Provide the customer with status updates at every major process milestone.For more complex applications, establish guidelines for customers to submit a letter from a Registered Planner acknowledging the application is complete to the best of their knowledge. Create a riskapplications (or circumstances). The framework should consider a number of factors (e.g. occupancy size, complexity, risk level).Work with other municipalities to collectively renegotiate the Memorandum of Understanding (MoU) with the Conservation Authority (CA), focusing on specific changes:with customer on the entire lifecycle of the development process application to build Opportunities: Process Changes (2 of 2)The following are opportunities the Township should consider implementing over the next three years#P7P8P9P10P11P12 Page 86 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 32 | Page Timing Short termMedium termMedium termMedium termMedium termMedium term -- term staff succession planning - Avoid bottlenecksPromote greater consistency and accountability of applicationStreamline the process by reducing the number of resources involved and time intransitStreamline the process by reducing the number of resources involved and time intransitPromote staff professional development and longAchieve efficiencies through specializationProvide planners the ability to broader exposure through rotation program Benefits transit. - on the job, Recommendation Decentralize the initial check for 'application completeness' process to all Planners.Assign the responsibility for the entire notice document process (create, review and mail) to the DS Assistant to reduce the time inReallocate responsibility of ordering CSR green sign to DS Assistant.Reallocate responsibility of checking entrance permit requirement to DS Assistant.Reallocate responsibility of checking connection fee to DS Assistant.Pilot the adoption of a rotation model, where staff specialize for a certain period on specific applications. Opportunities: Resources The following are opportunities the Township should consider implementing over the next three years#*R1R2R3R4R5R6*These recommendations may require additional training as well as course. Page 87 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 33 | Page Timing Long termLong termLong termLong termLong termLong term submissions and - work through elimination of - service - Streamline the process and eliminate staff involvement in receiving applicationOffer better customer service through 24/7 selfEliminate remultiple storing meansStreamline the process and eliminate staff involvement in receiving applicationEliminate the need for sending the application package to individuals via emailAbility to collaborate on documentsPerspective on current workload to estimate timelines More efficient resource management Eliminate staff effort and streamline the process for creating standard lettersAvoid delays due to remissed documents past submission Benefits generate and populate - such functionality will auto Recommendation A portal for customers to submit/upload applications and supporting documents, check application status, make payments and add/view comments/questions. Ability to store (or attach) relevant application documents and link it to an application file.Ability to allow Planners to share application files and documents securely with other internal and external stakeholders OR integrate with other web/mobile enabled solutions that share documents (see automation). Ability to have an overview of applications through a dashboard, that views applications unassigned and currently in progress, for management's internal use.Ability to create standard letters using "mail merge" functionality replacing any Word templates letters.Ability to set mandatory submission information and documents. Opportunities: Baker Replacement (1 of 2)The following are opportunities the Township should consider implementing over the next three years#B1B2B3B4B5B6 Page 88 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 34 | Page Timing Long termLong termLong termLong term checking submitted - time editing and marking up - Eliminate staff effort in notifying stakeholders to complete an activityEliminate staff effort and streamline the process in crossdocuments against requirements Eliminate staff effort and streamline the process in identifying SMEsCreate greater consistency in list of SMEsEnable remote working capabilities Eliminate several activities from the photo uploading processEnable realdocuments when remote Benefits - populate a list of SMEs based on the application - identify drawing submission types. - Recommendation Ability for workflow capability to track activities and send notifications to internal staff (reminders to complete an activity) or customers regarding application progress.Ability to automatically match the submission document (e.g. drawings) against the requirements of an application to eliminate the manual check. In the long term, consider Artificial Intelligence (AI) and Machine Learning (ML) to autoAbility to automatically pretype and documents submitted by the customer.Ability to access the system on all devices (including mobile and tablets) with capabilities for uploading photos, accessing files, making comments in realtime and caching to update when connectivity is established. Opportunities: Baker Replacement (2 of 2)The following are opportunities the Township should consider implementing over the next three years#B7B8B9B10 Page 89 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... / PEER ANALYSIS Page 90 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 36 | Page making process for - 19? Are there any changes - service capabilities do you offer to the public as it relates to planning and development - Is the Planning and Development Approvals process formal, defined and documented? If What kind of details and information regarding the process is made available to the public/online What selfDoes your staff create recommendation reports as part of the decisionAre there any delegated authorities that Council/Planning Committee has appointed/set to your What changes have you made to your process because of COVIDPlease provide a breakdown of your Planning and Development department staff roles and FTE Q1. documented, please provide a copy with your response or provide a link to find on your website.Q2. (e.g. process steps, timelines)? If information is available on the website, please provide a link to find on your website.Q3. services (e.g. online submissions, payment, application status tracking)?Q4. Council/development services committee? If so, how much detail is included? Please provide a sample where possible.Q5. Planning and Development department regarding application approvals? Please provide details and position to whom they are delegated.Q6. that you will continue to keep?Q7. count. Status ParticipatedParticipatedParticipatedParticipatedDid not participateDid not participateDid not participate Municipality MidlandNew TecumsethOrangevilleOrilliaCollingwoodKing TownshipSpringwater Peer Analysis: Overview We launched a peer study in October 2020 and invited peers to respond to a questionnaire The survey questions are on the right.The objective was to understand how the issues and matters the Township faces. The survey achieved a participation rate of 60% as the table below summarizes. The consecutive two pages summarize the key findings. Page 91 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 37 26 | 7.31 3.96% 10,51926,705188.16559.69$1,579$60.99 $41,914 Average Page 21 7.25 35.34 5.01% 11,15330,225301.46$1,355$50.91 $42,437 Median 85 Max 13.00 5.85% 14,27534,242587.08$2,936 1936.26$62,972$105.79 2 Min 1.70 $236 7,37515.6135.54$7.57 0.37% 16,894 $21,369 85 7.00 OM* 35.83 5.01% 11,53021,035587.08$1,071$50.91 $21,369 ))/FTE 22 MetricsGeneral Information HouseholdsPopulationLand Size (kmPopulation DensityPlanning FTEsP&D Expenses ($k)Total Operating Expenses ($k)Ratios Land Size (kmP&D Expenses as a % of Total Operating Expenses**P&D Expense/Capita Medonte - service capabilities. - (all Planners, excluding Management and Admin.) When comparing land size to FTE ratio, the Township ranks highest amongst the peer group. From an expense perspective, the Township is the median, both from a percentage of total operating expense, as well as per capita. This is an A major contributing factor to the effectiveness of the Department is the use of technology and customer self Peer Analysis: Oro This can contribute to work volume, however minimal as the amount of field work for Planning staff is fairly low.As per the table on the right, the Township is slightly below the median and average when comparing Planning FTEs Source: FIR 2019, *2018*Applications/Planner **Operating Expense is after adjustments and excludes amortization Page 92 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 38 | work Page - d. That said, te a greater Medonte ll as any key - nt/service o we ons, minor - nclude information ng the re onsultations. Some ia GIS mapping), to s i making the search t, offer videoconferencing capabilities for c Medonte - lot control exemption, model home, and assumptions bylaw. - service. Furthermore, GIS mapping can be utilized to make developme similar to Oro - service capabilities to customers - service capabilities to include digital payments and tracking application status (v - Medonte. Notably, the peers delegate applications including site plan approval applicati - - division agreements, and part - Medonte, many of the peers provide digital capabilities such as online application submissions. However, while Or -- - Peers provide greater details regarding the process online on their websites Some of the peers provide digital pamphlets for each application type that provides details regarding the process. The detailsuch as key process steps, average timelines and durations, fees and charges, stakeholders involved, submission checklist, asfactors to consider (e.g. external parties involved). Such information is accessible on their websites and is at the forefroneasy for the customer. In addition, some use graphics to make illustrations easier to read and interpret. Peers delegate authority to management and staff to approve a wider variety of applications While Orovariety of applications compared to Orovariance agreements, consent agreements, and deeming applications complete for official plan, zoning bylaw and plans of subdivision/condominium, municipal subSimilar to Orooffers PDF forms online, they are noninvolved with transcribing information. In addition, peers of the peers have plans to expand their selfallow for seamless digital service delivery and greater selfready land readily accessible to the public.The P&D Approvals process is not widely documented and defined Similar to Orosome of the peers have plans to formalize their process in the future. Peer Analysis: Insights The following are insights from peer responses: Page 93 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... / APPENDIX Page 94 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 40 | 82 6.50 7796$675 3.7% 35.54 Water 19059 536.23$35.40 Spring $18,285 Page 2 $236 0.4% 28.5813.00$7.57 1427531128 Orillia 1089.15$62,972 4 4.00 3.2% 15.61 1115330225 $1,355$44.82 1936.26$42,437 Orangeville 38 7.25 New 5.8% 1319134242 274.21124.88$2,936$85.74 $50,185 Tecumseh Peers 21 1.70 7375$658 2.4% 35.34 16894 478.04$38.96 $27,785 Midland 33 King 8736 5.8% 73.5510.25 24512 333.25$2,284$93.16 $39,200 Township 4 8.00 7375 5.1% 33.78 23789 704.23$2,517 $49,451$105.79 Collingwood - 84 7.00 Oro 5.0% 35.83 1153021035 587.08$1,071$50.91 $21,369 Medonte* Summary of Peer Characteristics (1/2) (all Planners, excluding Management and Admin.) ))/FTE 22 Characteristic Appendix A Peer Study Households PopulationLand Size (kmPop. DensityP&D FTEsP&D Expenses ($k)Total Operating Expenses ($k)Land Size (kmP&D Expense as a % of Total Operating Expenses**P&D Expense/Capita Source: FIR 2019, *2018**Applications/Planner **Operating Expense is after adjustments and excludes amortization Page 95 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 41 6.50 | Not Water study Spring in peer Did not Page participate Available 5.001.000.002.001.001.00 13.00 Orillia 3.500.001.001.001.000.504.00 Orangeville 8.001.002.002.002.001.007.25 New Tecumseh Peers 3.001.001.001.000.000.001.70 Midland 10.25 Did King Township study 8.00 Not Available not participate in peer Collingwood 7.001.001.001.003.001.007.00 - time = .5 - Oro Medonte* Summary of Peer Characteristics (2/2) Characteristic Director/GMManagerSr. PlannerPlannerAdmin/Assistant Appendix A Peer Study Total Planning FTEsFIR Planning FTEs Source: FTE data is from a peer questionnaire (October 2020)FIR FTEs data is from FIR 2019, *FIR 2018Note: For FIR data, seasonal staff = .25 of an FTE, part Page 96 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 42 | Page ent opportunities and submissions - vem service capabilities - PAC Planning can use the data to establish service expectationsInsights into areas of improvements, strengths and weaknessesIndication of process efficiencyInsights into customer behaviour (preferred channel) and work volumeThe efficiency of the Planning department to deliver servicesMeasure the cost effectiveness of Planning servicesMeasure the effectiveness of Ability to gain insights into reasons for reTo better manage service expectations (customers)Use as an input into renegotiations with CATo better manage service expectations (customers) Rationale in, - submissions per application - KPI Duration of application by typeCustomer satisfaction surveyPercentage of process activities supported by automationNumber of customer inquiries by channel (e.g. walkemail, phone)Effort to complete an applicationTotal cost for Planning per CapitaConversion of PAC (optional) to applicationsPercentage of incomplete application at initial submissionNumber of rePercentage of applications that require Conservation Authority (CA) involvementDuration of CA reviewDuration of internal technical reviews making. - Appendix B Key Performance Indicators (1/2)We have identified several Key Performance Indicators (KPIs) that the Township may consider adopting KPIs give management the ability to track and measure performance of the services it delivers to gain better insight on improdecision PhaseGeneralPre Application ConsultationApplication SubmissionApplication Review Page 97 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 43 | Page Insights to idle time for decision can help inform criteria for delegating authority Measure the effectiveness of Planning services and support the Township provides to customersInsights into reasons for appealed decision to identify mitigation strategies and build into the process where applicable Rationale KPI Number of days between report completion and Council/Committee meetingPercentage of applications approvedPercentage of applications involving LPAT/appealed decision Appendix B Key Performance Indicators (2/2)PhaseApplication Approval Page 98 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 44 | Page 24 weeks - 8 weeks8 weeks12 weeks --- Duration 6688 weeks12 weeks12 Approach System Selection and Implementation Phase RequirementsProcureSelectDiscoverDesignImplement party - alone): an ERP solution that provides functionality to many - Solution type (ERP suite versus standdepartments will require greater coordination and may delay the speed at which it can implement Resources: Staff have day jobs, selecting and implementing a new system is not necessary a core competency. The Township may need to backfill resources and/or use external thirdexpertise to manage the process and key aspects such as helping to define requirements, manage the procurement/selection phases and provide project management services for the implementation. Customization: the degree of customization of the software can also impact the overall timeline as the vendor will need to define the changes, make the changes and test it before it is ready for implementing.Approach to data migration: there are two options a) to migrate historical data to the new system. This can be time intensive and may cause data quality issues. Or b) to start fresh without any data migration and archive the previous systems data. Appendix C System Selection and Implementation Replacing a business system can take around a year to implement There are many factors that can influence the timeline below we outline a few that we find contribute the most to the overall timeline:To the right we provide an overview of the common phases an organization will take to select and implement a new system. Page 99 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 45 | Page ll indicate wi and knowledge Unused Talent at occur in a process. th helps in the process Excess Processing udgement and they are e j Doing work that is not valued or Underutilizing staff talents, skills Motion Waiting or work activity to occur employees in the system Unnecessary movement of Waiting for the next process Inventory than needed and wastage Overproduction purchasing, storage, spoilage Excess inventory cost through the customer or doing it sooner Doing more than what is needed by Defects or fixing error Transportation Automation identifies tasks that computers could perform, typically these are information processing tasks that do not requirgoverned by a set of clearly defined business rules. Flow is the smooth movement of a work product through a process. Times when work cannot flow, by design or process failures,Waste are activities that do not add value in the eyes of the customer. The chart below highlights the common types of waste Time spent doing something of the work product in a system incorrectly, inspecting for errors Appendix D LEAN Principles LEAN is an approach to process improvement that focuses on three areas: waste, flow and automation Waste from unnecessary movement Page 100 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 46 | Total 567 2025 Page 554 2024 Zoning Bylaw 575 2023 Zoning Certificate 521 Forecast figures* 2022 Site Plan 548 2021 2025) - PAC 638 2020 Sub-division 531 2019 Application Volume (2015 Official Plan 478 2018 737 2017 Minor Variance 624 2016 Consent year linear forecast predicts the volume per application - 533 2015 - Appendix E Application Volume Forecast (1/2)*The rolling fivetype and is therefore a different slope than the three percent historic average. 800 700 600 500 400 300 200 100 Page 101 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 47 | 728 512 295 2025 Page 733 518 303 2024 737 524 311 Upper Confidence Bound 2023 742 530 319 2022 2025) - 747 537 327 2021 638 638 638 638 2020 Lower Confidence Bound 531 2019 478 2018 Application Volume (2015 Forecast 737 2017 624 2016 Applications 533 2015 - 800 700 600 500 400 300 200 100 Appendix E Application Volume Forecast (2/2)Using historical data, we are able to provide the Township with a forecast of future total application volume This forecast has a 95% confidence level. Page 102 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... Page 103 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... Page 104 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... Page 105 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... Page 106 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... Page 107 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... Page 108 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... Page 109 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... Page 110 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... Page 111 of 228 8.a) 10:00 a.m. John Naas, Blackline Consulting, Presentation re: Planni... 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MOTOR VEHICLE CAUSAL FACTORS Q3 July, August & September | 2019 vs. 2020 Orillia Detachment | Oro-Medonte Township hƩźƌƌźğ 5ĻƷğĭŷƒĻƓƷ hƩźƌƌźğ 5ĻƷğĭŷƒĻƓƷ і ЋЉЊВ ЋЉЋЉ /ŷğƓŭĻ Quarter 3 - MVC's WǒƌǤΏ{ĻƦƷĻƒĬĻƩ ЋЉЊВ ǝƭ ЋЉЋЉ ЋЉЊВ Non-Fatal Personal Injury 61 78 27.87% Property Damage 397 298 -24.94% Fatal Injury 1 1 0.00% hƩźƌƌźğ 5ĻƷğĭŷƒĻƓƷ ЋЉЊВ vǒğƩƷĻƩ ЌΏ a/γƭ Top 4 Primary Factors | July-September 2019 CğƷğƌ bƚƓΏCğƷğƌ tĻƩƭƚƓğƌ LƓƆǒƩǤ tĻƩƭƚƓğƌ 5ğƒğŭĻ Speed- excessive 1 9 Inattentive driver Unknown 61 9 Lost control Inattentive driver 57 7 Failed to yield right of way Failed to yield right of way 51 6 Improper turn Following too closely 40 hƩźƌƌźğ 5ĻƷğĭŷƒĻƓƷ ЋЉЋЉ vǒğƩƷĻƩ Ќ Ώ a/γƭ Top 4 Primary Factors |July-September 2020 CğƷğƌ bƚƓΏCğƷğƌ tĻƩƭƚƓğƌ LƓƆǒƩǤ tĻƩƭƚƓğƌ 5ğƒğŭĻ 1 12 Failed to yield Inattentive driver Unknown 54 10 Failed to yield right of way Inattentive driver 43 6 Speed- Too Fast for conditions Following too closely 34 6 Lost control Animal- Wild or Domestic 23 TH DATA SOURCED: OCTOBER 27, 2020 | ECRS 1 Page 124 of 228 8.b) 11:00 a.m. Inspector Veronica Eaton, Detachment Commander, Orillia,... MOTOR VEHICLE CAUSAL FACTORS Q3 July, August & September | 2019 vs. 2020 Orillia Detachment | Oro-Medonte Township hƩƚΏaĻķƚƓƷĻ ƚǞƓƭŷźƦ 2020 Oro-Medonte Township 2020 Oro-Medonte Township Quarter 3 Quarter 3 - Top 4 Non-Fatal Injury Non-Fatal Injury 3 3 Failed to yield right of way Failed to yield right of way 3 3 Ability Impaired Alcohol Ability Impaired Alcohol 1 Speed- excessive Property Damage 1 8 Disobeyed traffic control Inattentive driver 1 6 Improper turn Animal- Wild or Domestic 1 5 Lost control Other 1 4 Speed- too fast for conditions Speed- too fast for conditions 1 Animal- Wild or Domestic Property Damage 8 Inattentive driver 6 Animal- Wild or Domestic 5 Other 4 Speed- too fast for conditions 3 Failed to yield right of way 2 Ability Impaired Alcohol 2 Following too closely 2 Lost control Medical/Physical Disability for 2 Driver 2 Unknown 1 Ability Impaired Drugs 1 Improper passing 1 Improper turn 1 Speed- excessive TH DATA SOURCED: OCTOBER 27, 2020 | ECRS 2 Page 125 of 228 11.a) CS20200-29, Vanessa Cooper, Executive Assistant, CAO, Mayor and Co... Page 126 of 228 11.a) CS20200-29, Vanessa Cooper, Executive Assistant, CAO, Mayor and Co... Page 127 of 228 11.a) CS20200-29, Vanessa Cooper, Executive Assistant, CAO, Mayor and Co... Page 128 of 228 11.a) CS20200-29, Vanessa Cooper, Executive Assistant, CAO, Mayor and Co... Page 129 of 228 11.a) CS20200-29, Vanessa Cooper, Executive Assistant, CAO, Mayor and Co... Page 130 of 228 11.a) CS20200-29, Vanessa Cooper, Executive Assistant, CAO, Mayor and Co... Page 131 of 228 11.a) CS20200-29, Vanessa Cooper, Executive Assistant, CAO, Mayor and Co... Page 132 of 228 11.a) CS20200-29, Vanessa Cooper, Executive Assistant, CAO, Mayor and Co... Page 133 of 228 11.a) CS20200-29, Vanessa Cooper, Executive Assistant, CAO, Mayor and Co... Page 134 of 228 11.b) Robin Dunn, CAO, correspondence received November 14, 2020 from Th... Page 135 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Report Report No.To:Prepared By: CS2020-24CouncilYvonne Aubichon Meeting Date:Subject:Motion # November 25, 2020_____________________ Ward Boundary and Council Roll #:R.M.S. File #: Composition Review Recommendation(s):Requires ActionFor Information Only X It is recommended: 1.That Report No. CS2020-24be received and adopted. 2.And that staff be directed to proceed with an RFP for a consultant to conduct a comprehensive Ward Boundary/Council compositionreview. Background: On November 9, 2016 award boundaryreport (Report CS2016-15(Appendix A))was brought forth for Council’s considerationand the following motion was passedby Council: Motion No. C161109-30 Be it resolved 1.That Report No. CS2016-15, Doug Irwin, Director, Legislative Services/Clerk re: Township of Oro-Medonte, Ward Boundary Review be received. 2.ThatGiven the current distribution of the eligible electors is relatively similar among the existing five wards, that a Ward Boundary Review not be undertaken for the 2018 Municipal Election. 3.That staff report back to Council following the 2018 Municipal Election with respect to a Ward Boundary Review that focuses on representation by population in preparation for the 2022 Municipal Election. 4.And that a budget allocation be identified in the 2019 budget for Council’s consideration. Carried. Corporate Services DepartmentNovember 25, 2020 Report No. CS2020-24Page 1of 8 Page 136 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Prior to the CS2016-15 Report,the previousreport to Council regarding a ward boundary review was in 2005, whichfocused on the number of electors per Ward. At that time, Council recommended that the existing Ward boundaries be retained for the 2006 Municipal Election. The current ward boundaries have been in place since the Township of Oro-Medonte’s amalgamation in 1994. The industry standard for a ward boundary review is following three consecutive elections. While the 2016 report noted inquiries on representation balance after the 2014 election, staff are not aware of any inquires of this nature following the 2018 election. However there were concerns expressed by constituents regarding representation prior to the 2018 election. Ward Boundaries/Council Composition-Municipal Act, S.O., 2001, as amended Section 222 of the Municipal Act (the Act) authorizes Council "to divide or re-divide the municipality into wards or to dissolve the existing wards", however,there are no regulations prescribed and no explicit requirement in the Act for a municipality to conduct a review of its ward boundaries at any particular time or by any particular process. Council Composition is inherent with a Ward Boundary Review. Section 217 of the Municipal Act also authorizes a local municipality to change the composition of its councilsubject to the following rules: 1. There shall be a minimum of five members, one of whom shall be the head of council. 2. The members of council shall be elected in accordance with the Municipal Elections Act, 1996. 3. The head of council shall be elected by general vote. 4. The members, other than the head of council, shall be elected by general vote or wards or by any combination of general vote and wards. 5. The representation of a local municipality on the council of an upper-tier municipality shall not be affected by the by-law ofthe local municipality under this section. Provincial Updates Since 2016 report: In 2019, the Ontario government undertook a review of regional government including Simcoe County to help ensure that the upper-and lower-tier municipalities in these geographic areas are efficient and accountable to their residents and businesses. The mandate of the advisory body and the two special advisors was to provide expert advice to the Minister of Municipal Affairs and Housing and to make recommendations to the government on opportunities to improve regional governance and service delivery. While the province did not make any sweeping changes or force municipalities to amalgamate, the province did offer funding to help municipalities look at better ways to deliver services to residents. The actual recommendations in the report from the special advisors has never been released. This message of finding efficiencies and reducing the cost of government has been repeated several times by the province.A ward boundary review may tie in with the Provincial message regarding opportunities to Corporate Services DepartmentNovember 25, 2020 Report No. CS2020-24Page 2of 8 Page 137 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... improve regional government and service delivery and the subsequent message to municipalities regarding finding efficiencies and reducing the cost of government. County Governance Overview: For many years there have been discussions at the County of Simcoe regarding governance and County Council composition. On December 4, 2019, County Council ratified the Governance Committee recommendations directing staff to report on modifying Countycouncil compositions and the creation of directly elected sub-regional County Councillors under a conceptual structure. Staff have reported and County Council has considered the matter several times, including reducing the size of County Council and using weighted voting. County Council consideredthe matter on September 8, 2020 at a special meetingand the matter was again referred back to staff for further review andat the time of this report it was anticipated that afurther recommendation would be forthcoming for County Council’s consideration in early January 2021. Ward Boundary By-lawProcess/Timeframe: Council must pass a by-law to establish new wards within 15 days of a ward boundary bylaw being passed. The municipality is required to give public notice that the by-law has been passed specifying the last date for filling a notice of appeal to the Local Planning Appeal Tribunal. The Minister or any other person or agency may appeal to the LPAT within 45 days after the ward boundary by-law has been passed by filing a notice of appeal setting out the objections to the by-law and the reasons in support of the objections. In order for any new ward boundaries to take effect for the 2022 Municipal Election, the by-law to establish new ward boundaries must be in full force and effect before January 1, 2022. In order to allow for the required notice, appeal period and the hearing of any potential appeals, the review would have to be completed and the by-law passed atleast by June 2021. This time frame may be greater given the backlog of work at the LPAT due to the declared pandemic emergency. Section 222(8) of the Act provides that a by-law to establish ward boundaries comes into force for the next regular electionif the by-law is passed before January 1 of a regular election year and no notices of appeal are filed, or if any notices of appeal are withdrawn prior to January 1 of the election year, or if notices of appeal are filed and the LPAT issues an order to affirm or amend the by-law before January 1 of the election year. In all other cases, except when a bylaw is repealed by the Tribunal, the by-law comes into force for the second regular election after the by-law is passed (2026). Analysis: Ward boundaries ideally should include similarpopulations, to achieve “effective representation” or “voter parity”; i.e. each councilor should represent a similar number of constituents. According to industry standards for urban areas the variance should range within +/-10 % to 15% of the average ward population and in rural areas the maximum variance should be +/-25% of the average ward population. Corporate Services DepartmentNovember 25, 2020 Report No. CS2020-24Page 3of 8 Page 138 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Should Council deem that a ward boundary adjustment(s)is\\are necessary, the following considerations would be undertaken; ward history, protection of communities of interest, natural and man-made barriers as ward boundary dividers, recognition of density (ward with a few people over a large geographic area equals ward with large population in a small geographic area), areas of growth/decline, ward boundaries that accommodate growth/shifts in population for at least 3 Municipal Elections would all be considerations of the review. Increase in Growth estimates per ward: The Provincial Projectionsinthe County of Simcoe’s 2019 Growth Plan, estimates the overall population growth for Oro-Medonte to be 27,000 by 2031. This reflects an increase of 5,964 based on the 2016 census population of 21,036. and the attached map (Appendix B) is evidence of someof theprojected growthplan noted above. Table I and Diagram 1 reflect the estimated growth per ward from 2016 to November 6, 2020.The population estimatesbelow are based on the number of new Single-Family Dwellings (SFD)/Multi-Residential unit development per ward, multiplied by the average household size of 3 Persons Per Unit (PPU) (2016 Census). The 3 PPU ratio is also consistent with the ratio used by Hemson Consulting Ltd. in the 2016County of Simcoe Development Charges Study and by Watson and Associates Economists Ltd. in the 2019 Township of Oro-Medonte Development Charges Background Study. It is important to note, that while the number of development units will not change per ward, the population may change depending on the PPU ratio used. Table I Ward UnitsPopulation % Growth per (SFD/Multi-res)increaseWard #130691249.3% #215747125.7% #3501508.2% #4511538.3% #5501488.1% Total6141834100% Corporate Services DepartmentNovember 25, 2020 Report No. CS2020-24Page 4of 8 Page 139 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Diagram 1 Proportion of Growth by Ward 8.1% Ward 1 8.3% Ward 2 8.2% 49.7% Ward 3 Ward 4 25.7% Ward 5 Table II below reflectsthe number ofeligible electors per ward fromthe 2018 electionand the variance from theaverage electors/ward (industry standard of +/- 25%) electors per ward. Table II WardElectors Average Variance - 2018electors/ Electors vs. Avg. wardElectors% Variance #1508936151474140.74 #234513615-16495.44 #331423615-47386.90 #431573615-45887.31 #532403615-37589.61 Total 18,079 Diagram 2 2018 Electors -% variation from Ward Average 150 100 % 50 0 Ward 1Ward 2Ward 3Ward 4Ward 5 2018 Electors by Ward ElectorsAvg. # Electors/Ward-25%+25% Corporate Services DepartmentNovember 25, 2020 Report No. CS2020-24Page 5of 8 Page 140 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Based on the industry standard the average number of electors per ward should be 3,615the red line in this graph represents the average number of electors, the green line represents the -25% elector variance per ward and the purple line represents the +25% variance. It is evident that Ward 1 was well outside the +25% percent variance for the 2018 election. This variancewill continue to increase, given the growth noted above in Table I. Review Process: Should Council decide to proceed witha ward boundary review a consultant would be required to conduct research, develop and execute a work plan that includes public consultation. In the current COVID-19 pandemic climate, in-person consultation would likely be limited, but there are several virtual tools that could be used to receive public comments (i.e. virtual Town Halls, online surveys,etc.). Due to the uncertainty with the pandemic recovery, this consultation period may take longer to be done effectively. Findings and recommendations would be reported to Council. In addition, the consultant would be an expert witness, if necessary, in the event of one or more appeals to the LPAT of any new by-law to revise ward boundaries. The consultant’s specific responsibilities would include the following: • Undertaking a ward boundary review that will withstand legal scrutiny and possible appeals to the LPAT; • Developing a ward boundary and Council composition review work plan and public engagement strategy; Undertaking the required research (public policy, population, projected growth etc.) to inform the ward boundary review process; • Implementing a public engagement and consultation strategy with residents, communities, key stakeholders and members of Council to elicit input onward boundary and Council composition options; and •Developing ward boundary and Council composition options and a recommended option for Council’s consideration. Estimated Costs: Staff have consulted with other area municipalities that are currently undertakinga review and the consultant estimates range from $33,000 to $65,000. Due to the changeoverin staff in both the Clerk’sand Finance Departments,the allocation of funds outlined in the November 2016 motion, were not applied tothe 2019 or 2020 budget for a ward boundary review. Therefore,should Council proceed with a ward boundary review, funding allocations would be required in the 2021 budget. Several municipalities; such as, the Township’s of Bradford West Gwillimbury and Ramara in Simcoe County have already received direction to proceed with an RFP for a consultant to conduct a ward boundary and/or council composition review, staff are currently discussingthe possibility of a piggy back clause with these municipalities in hopes of optimizing the potential forbest pricing. As noted above, should Council wish to conduct a ward boundary/council composition review, prior to the 2022 election, funding allocationswould be requiredin the 2021 budget. Corporate Services DepartmentNovember 25, 2020 Report No. CS2020-24Page 6of 8 Page 141 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Options: Option #1: Direct staff to proceed with an RFP for a consultant to conduct a comprehensive Ward Boundary/Council compositionreview. Pros: Opportunity for greater equality in representation Better alignmentwith industry standardswith respect to ward boundary reviews; and Potential for efficiencies and reduction of government costs as per Provincial message to municipalities. Cons: 2021 Budgetary impact Realignment of Corporate priorities to oversee project completion Option #2: Defer the Ward Boundary/Council Composition review and direct staff to report back following the 2022 election. Pros: Lessons learned from County Governance structure and changes undertaken by other area municipalitieswould be known at a later time Potentiallylower costs followingthe 2022election versus prior to (supply and demand) Cons: Continued inequityin representation until the 2026 election given the greater than average growth increase in Ward 1 in comparison to the other four Wards. It should be noted, that,regardless of the option directed by Council,therelikelywill be constituents who support the concept of a Ward Boundary/Council Composition Review and the resulting changes while there will likely be otherswho will be adverse to the changes and would prefer the review not occur. Financial/Legal Implications/Risk Management: Due to the change in staff in both the Clerk’s and Finance Departments, the budget allocation wasnot identified in the 2019 or 2020 budget; therefore, should Council approval staff’s recommendations that a Ward Boundary Review/Council Compositionis necessary, funds would need to beallocated to the 2021 budget. Policies/Legislation: Municipal Act S.O. 2001, as amended Municipal Elections Act 1996 Corporate Services DepartmentNovember 25, 2020 Report No. CS2020-24Page 7of 8 Page 142 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Corporate Strategic Goals: Balanced Growth Consultations: Township of Oro-Medonte (Andria Leigh,David Yaukand Janette Teeter) County of Simcoe Township of Bradford West Gwillimbury Township of Ramara Attachments: Appendix A –CS2016-15 Ward Boundary Review Appendix B–Map (Residential Permits2016 to November 6, 2020) Conclusion: Notwithstanding the benefits of undertaking this review, staff are cognizant that there may be public in favor and public opposed to this initiative. Given thecontinued development/growth anticipated inWard 1 in comparisontothe other four municipal wards, the 2018 ward elector variance, which is alreadyoutside the industry standard of +/-25%,will likely increase. As well, in light ofthe currentfocus on municipal service delivery and governance reviews,staff recommend that Council direct staff to proceed with an RFP for a consultant to conduct a comprehensive Ward Boundary/Council Composition Review. Respectfully submitted: Yvonne Aubichon, ClerkNovember 18, 2020 Approvals:Date Donna Hewitt, November 18, 2020 Director, Corporate Services Robin Dunn, CAONovember 20, 2020 Corporate Services DepartmentNovember 25, 2020 Report No. CS2020-24Page 8of 8 Page 143 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Report Report No. To:Prepared By: CS2016-15CouncilDoug Irwin, Director, Legislative Services/Clerk Janette Teeter, Deputy Clerk Meeting Date: Subject:Motion # November 9, 2016Township of Oro-Medonte, _____________________ Ward BoundaryReview Roll #: R.M.S. File #: Recommendation(s):Requires ActionFor Information Only X It is recommended: 1.That Report No. CS2016-15be received and adopted. 2.That a Ward Boundary Review be initiated immediatelyfor the Township of Oro- Medonte. 3.That the provisions of Purchasing By-law No. 2004-112 be waived to sole source the services of Watson & Associates Economists Ltd., in association with Dr. Robert J. Williams to conduct a Ward Boundary Review. 4.That Watson & Associates Economists Ltd., in association with Dr. Robert J. Williams be engaged to conduct a Ward Boundary Review at the quoted fee of $31,000.00, including disbursements, excluding HST. 5.That the Ward Boundary Review project be funded from the Budget Stabilization Reserve. 6.That the Mayor and Clerk be authorized to execute the appropriate contract to conduct a Ward Boundary Review. 7.And That the Director, LegislativeServices/Clerk adviseWatson & Associates Economists Ltd., in association with Dr. Robert J. Williams accordingly. Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 1of 15 Page 144 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Background: The purpose of this report is to present Council with information with respect to Ward Boundary reviewsandstatistical information in orderto make a decision for the 2018 Municipal Election. The current 7-memberCouncil system was established and came into effect in 1994 as a result of the restructuring of the County of Simcoe incorporating “The Corporation of the Township of Oro-Medonte”. The restructuring which occurred as a result of amalgamation implemented awardsystem, consisting of 5 wards. Council’s composition was established as 7 members, with the Mayor and Deputy Mayor being elected at largeand 1 Councillor being elected from each of the 5 wards.By virtue of their positions, the Mayor and Deputy Mayor serve as the Township’s representatives on the County of Simcoe Council. Attachment 1 is a map showingthe Township’s current Ward structure. The last report to Council with respect to a WardBoundary review was in 2005 for the 2006 Municipal Election. The report focused on the number of electorsper Ward, and recommended that the existing Ward boundaries be retained for the 2006 Municipal Election. Prior to and since the 2014 Municipal Election, staff have received someinquiries with respect to confirmation of whether the wards and representation were balanced. In Ontario, municipal electoral arrangements are set out in theMunicipal Actand the Municipal Elections Act(MEA). The Municipal Act providesthat a municipality maydivideor redivide the municipality into wards or dissolvethe exiting wards. However, it does not provide any regulations as to the guiding criteria for reviewing wards within a municipality. There is no mandatory requirement for a municipality to review wards once created. The criteria/terms of reference aregenerally based upon prior OMB decisions, judicial decisions of the Supreme Court and other ward boundary review practices of other municipalities. Provided for Council’s information are the following sections of the Municipal Actthat set out the criteria as it relates to the Composition of Council and the Establishment of Wards. Composition of council of local municipality 217. (1)Without limiting sections 9, 10 and 11, those sections authorize a local municipality to change the composition of its council subject to the following rules: 1. There shall be a minimum of five members, one of whom shall be the head of council. 2. The members of council shall be elected in accordance with the Municipal Elections Act, 1996. Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 2of 15 Page 145 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... 3. The head of council shall be elected by general vote. 4. The members, other than the head of council, shall be elected by general vote or wards or by any combination of general vote and wards. 5. The representation of a local municipality on the council of an upper-tier municipality shall not be affected by the by-law of the local municipality under this section. (2)R EPEALED: Coming into force (3)A by-law described in this section does not come into force until the day the new council is organized, (a) after the first regular election following the passing of the by-law; or (b) if the by-law is passed in the year of a regular election before voting day, after the second regular election following the passing of the by-law. Election (4)The regular election held immediately before the coming into force of a by-law described in this section shall be conducted as if the by-law was already in force. Term unaffected (5)Nothing in this section authorizes a change in the term of office of a member of council. Establishment of wards 222. (1)Without limiting sections 9, 10 and 11, those sections authorize a municipality to divide or redividethe municipality into wards or to dissolve the existing wards. Conflict (2)In the event of a conflict between a by-law described in subsection (1) and any provision of this Act, other than this section or section 223, any provision of any other Act or a regulation made under any other Act, the by-law prevails. Notice (3)Within 15 days after a by-law described in subsection (1) is passed, the municipality shall give notice of the passing of the by-law to the public specifying the last date for filing a notice of appeal under subsection (4). Appeal (4)Within 45 days after a by-law described in subsection (1) is passed, the Minister or any other person or agency may appeal to the Ontario Municipal Board by filing a notice of appeal with the municipality setting out the objections to the by-law and the reasons in support of the objections. Notices forwarded to Board (5)Within 15 days after the last day for filing a notice of appeal under subsection (4), the municipality shall forward any notices of appeal to the Ontario Municipal Board. Other material (6)The municipality shall provide any other information or material that the Board requires in connection with the appeal. Board decision (7)The Board shall hear the appeal and may, despite any Act, make an order affirming, amending or repealing the by-law. Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 3of 15 Page 146 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Coming into force of by-law (8)A by-law of a municipality described in this section comes into force on the day the new council of the municipality is organized following, (a) the first regular election after the by-law is passed if the by-law is passed before January 1 in the year of the regular election and, (i) no notices of appeal are filed, (ii) notices of appeal are filed and are all withdrawn before January 1 in the year of the election, or (iii) notices of appeal are filed and the Board issues an order to affirm or amend the by-law before January 1 in the year of the election; or (b) the second regular election after the by-law is passed, in all other cases except where the by-law is repealed by the Board. Election (9)Despite subsection (8), where a by-law comes into force on the day the new council of a municipality is organized following a regular election, that election shall be conducted as if the by-law was already in force. Notice to assessment corporation (9.1)When a by-law described in this section is passed, the clerk of the municipality shall notify the assessment corporation, (a) before January 1 in the year of the first regular election after the by-law is passed, if clause (8) (a) applies; (b) before January 1 in the year of the second regular election after the by-law is passed, if clause (8) (b) applies. Regulations (10)The Minister may prescribe criteria for the purpose of subsection (2). Analysis: One of the criteria for ward boundary determination thatthe Ontario Municipal Board hasused is the total electors divided by the number of wards to find an average, then create wards to make them as equal as possible.In most instances nowadays, the total population is used and not the total electors. While there isno statutory guidance and no formal criteria for ward boundary determination, equal representation is to be considered. The following guidelines may be considered for developing ward boundaries: representation by population protection of communities of interest recognition of natural or man-made barriers or dividersas boundaries recognition of density (ward with a few people over a large geographic area equals ward with large population in a small geographic area) recognition of areas of growth/decline ward boundaries that accommodate growth/shifts in population for at least 3 Municipal Elections(3 terms at 4 years per term = 12 years) Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 4of 15 Page 147 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... The process to conduct a ward boundary review will be lengthy and include numerous components,including,but not limited to: review of present ward boundaries develop options/alternatives for Council consideration public consultation sessions allowancefor appeal process, if required Council wouldreview the information and recommendations and wouldmake the final decision regarding adoption of a by-lawthat would establish updated ward boundaries. Once aby-law establishing ward boundaries is adopted, the municipality must provide notice of its passing within 15 days and the by-law can be appealed to the OMB. The entire process, including possible appeals to the OMB, may take up to a year and any review must be completed by no later than December 31, 2017 in order to be in place for the 2018 Municipal Election. In September, staff attended the Simcoe County Clerks and Treasurers Association Ward Boundary workshop presented by Dr. Robert J. Williams, Ph.D., Public Affairs Consultant specializing in municipal electoral systems. Dr. Williams holds a Ph.D. in Political Science and is a Professor Emeritus of Political Science, University of Waterloo. He has extensive experience dealing with ward boundary reviews and has undertaken reviews for the City of Kitchener, City of Markham, Town of Milton, Town of New Tecumseth, Town of Oakville, Town of Whitchurch-Stouffville and The City of Windsor and worked in conjunction with Watson and Associates on reviews for Pelham, Barrie, Bradford West Gwillimbury, Clearview, Gravenhurst and currently for the Township of Severnand the Town of Georgina. Dr. Williams has been an advisor to Municipal Clerks on ward boundary matters and has also testified as an expert witness before the OMB. This combined with the many studies/reviews he has undertaken, has provided him with experience in this area of ward boundary reviews. Dr. Williamsposes the following questionswhen considering whethera ward boundary review is appropriate: Does the current Council representation system match the reality of the community (e.g., a decade or more after an amalgamation)? Is the electoral system aligned with the size, diversity and complexity of the municipality? o Are there “voices” routinely silenced by the electoral system? o Is the community small enough, coherent enough for an at large system? Has your population changed by more than ten percent since the present ward boundaries were set? Does the population of at least one of the wards varyby more than 25% from the average population of all wards? Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 5of 15 Page 148 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... In Dr. Williams’ presentation to the Simcoe County Clerks and Treasurers he argued that: Municipalities represent the entire population, that is residents and non-residents as well as ineligible electors (those under 18 years old, not a Canadian citizen or those prohibited from voting under the MEA) should be considered; Everyone across the municipality should be treated the same; The system may not look like it is broken but it is beneficial to deal with it before there is an unacceptable distortion; Wards should be coherent and contiguous in shape; Wards should recognize settlement patterns, traditional neighbourhoods and communities while at the same time not fragmenting such groupings. Electors and Population The difference between electors and population is described below. Per the Municipal Elections Act: 17. (2)A person is entitled to be an elector at an election held in a local municipality if, on voting day, he or she, (a) resides in the local municipality or is the owner or tenant of land there, or the spouse of such owner or tenant; (b) is a Canadiancitizen; (c) is at least 18 years old; and (d) is not prohibited from voting under subsection (3) or otherwise by law. Electors may either be resident or non-resident in the municipality. Population encompasses all residents within the municipality, regardless of age or citizenship. The Statistics Canada website identifies the following with respect to population: The census enumerates the entire Canadian population, which consists of Canadian citizens (by birth and by naturalization), landed immigrants and non- permanent residents and their families living with them in Canada. Non-permanent residents are persons whohold a work or student permit, or who claim refugee status. The census also counts Canadian citizens and landed immigrants who are temporarily outside the country on Census Day. This includes federal and provincial government employees working outside Canada, Canadian embassy staff posted to other countries, members of the Canadian Forces stationed abroad, all Canadian crew members of merchant vessels and their families. Because people outside the country are enumerated, the Census of Canada is considered a modified de jure census. Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 6of 15 Page 149 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... While it is the qualified electors(resident and non-resident)who cast the votes to elect the members of Council, the elected members of Council represent the overall population of the Township. The population consists ofresidents,including those who are not qualified electors, and non-resident electors and their families who use the property within the Township. The following information includes references to both electors and population. A Ward Boundary Review wouldconsider the overall population. Time shareContracts The Municipal Elections Act contains the following definitions: “owner or tenant”, in relation to an election, means a person who is the owner or tenant shown on the assessment roll of land assessed under the Assessment Act and a non-residential tenant of land assessed under the Assessment Act, whether or not the tenant is shown on the assessment roll, but does not include an owner or tenant of land who is entitled to use the land under a time share contract unless the person is entitled to use the land, (a) on voting day, or (b) for a period of six weeks or more during the calendar year in which voting day of the election is held;\[emphasis added\] “time share contract” means a contract by which a person acquires the right to use a property for residential purposes, (a) for a period of time each year, or other interval, and (b) as part of a plan that provides for the use of the property to circulate among persons participating in the plan; Accordingly, it has been the Township’s practice,since at least 2003, to not include the persons in time share contracts on the Voters’ List. If an individual in a time share contract meets the above referenced criteria for an owner or tenant, they may complete the prescribed form to be added to the Voters’ List. Based on recent population information provided by the Municipal Property Assessment Corporation (MPAC), there are approximately 2,080 individuals associated with the Horseshoe Valley Time shares. Accordingly, these individuals are not included on the Voters’ List. Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 7of 15 Page 150 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Establishment of Wards –1994 When the wards were established at amalgamation, records indicate the following: Deviation from Percentage of Deviation from WardElectors Median Electors20% 30%+10%+51% 014,891 18%-2%-10% 022,906 14%-6%-30% 032,277 19%-1%-6% 043,036 19%-1 %-4% 053,117 100% Total16,227 Median per 3,245 Ward It was noted that the Horseshoe Valley Timeshares accounted for 1,528electors, thus reducing the Ward 1 elector number to 3,363. If the Horseshoe Valley Timeshares are not included, the Deviation from Median is +4%. Historical Elector Information At the time of amalgamation, the current ward configuration was adopted and represented approximately 16,227 electors. The below chart provides historical elector information for the 2003 to 2014 Municipal Elections. 200620102014 20032006 WardConfirmed ConfirmedConfirmed ElectorsElectors ElectorsElectorsElectors 4,5334,1594,3364,612 014,274 3,5373,2993,2583,347 023,611 3,2692,9913,0513,122 032,839 3,3533,0713,0903,115 043,393 3,5513,2153,2403,254 053,595 18,24316,73516,97517,450 Total17,712 Median per 3,5423,6493,3473,3953,490 Ward The above chart contains two sets of numbers for 2006. Prior to 2006, the Voters’ Lists and number of electors includedindividuals with confirmed citizenship and unconfirmed citizenship. Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 8of 15 Page 151 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Pursuant to the Municipal Elections Act, an elector is required to be a Canadian citizen. Accordingly, starting in 2006 the Voters’ Lists only contains those electors who are deemed to meet the criteria of an elector as defined in the Municipal Elections Act. This change resulted in the number of electorsbeing reduced by 1,508 individualsin 2006. 2014 Elector Information The below chart outlines the number of eligible electors, per ward, as of Nomination Day, 2014: Deviation from ElectorPercentage of Deviation from Ward Median CountElectors20% 26%+ 6 %+ 32 % 014,612 19%-1 %-4 % 023,347 18%-2 %-11 % 033,122 18%-2 %-11 % 043,115 19%-1 %-7 % 053,254 100% Total17,450 Median per 3,490 Ward There is approximately a difference of 1,500 between the highest and the lowest eligible electors per ward, which approximates an 8% difference. Comparison of Elector Information The following chart shows a comparison of the 1994 and 2014 number of electors. 2014 1994 Percentage WardConfirmedDifference ElectorsDifference Electors 4,612-279-6% 014,891 3,347+441+15% 022,906 3,122+845+37% 032,277 3,115+79+3% 043,036 3,254+137+4 % 053,117 17,450+1,223 Total16,227 Median per 3,2453,490+ 245+ 8% Ward Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 9of 15 Page 152 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Comparison of Population The following chart shows the Township population in 1996 and 2011. Percentage 19962011Difference Difference 16,69820,0783,380+ 20 % Current MPAC Information Following the presentation at the Simcoe Country Clerks and Treasurers Association meeting, staff requested a report from MPAC that provided the population of each of the Township’s current wards. The received information is summarized in the below chart. MPAC has confirmed that the numbers for Ward 1, include approximately 2,080 individuals who are associated with Time share contracts. Per the Township’s practice, these individuals would not be included in the Voters’ List, but would have the ability to be added to the Voters’ List if they meet the criteria under the Municipal Elections Act. 4346 -Oro-Medonte Township 13-Sep-2016 Total Total Deviation Non-Population Population from Median Ward Resident Residentwith without Time without Time NumberPersons PersonsTime share share share contractscontractscontracts 6,959+ 54% 014,1414,8989,039 -10% 026223,4454,0674,067 -16% 034103,3563,7663,766 -17% 046063,1383,7443,744 -11% 051,0013,0014,0024,002 Municipality Total6,78017,83824,61822,538 Median per Ward--------4,9244,508 Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 10of 15 Page 153 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Itemsfor Consideration It is important to note that Option 1 and 2 are two different sets of information. Option 1 is based on population. Option 2 is based on eligible electors as of Nomination Day 2014. The current ward boundaries were established in 1994 based on electors. The population of the Township has increased by more than20% since amalgamation in 1994, and the creation of the current ward boundaries. Undertaking a Ward Boundary Review based on population willprovide an opportunity for equitable representation of all members of the public, whether they are eligible electors or not. Option 1–Proceed with a Ward BoundaryReview Township of Severn advised, in reviewing the process for a consultant to conduct a ward boundary review on their behalf, Severn staff contacted a large list of Clerk’s within the County of Simcoe (and beyond) for information on consultants. An overwhelming response was received to contact Dr. Robert J. Williams as he is the lead on this type of project. Dr. Williams works in conjunction with Watson & Associates Economists Ltd. Watson & Associates Economists Ltd. would be available to provide GIS mapping, and development research etc. Watson & Associates undertook the Township of Oro- Medonte’sDevelopment Charges Studies in 2009 and 2014, and would be familiar with the Township. Should the Township undertake a Ward Boundary Review, Watson & Associates has advised that they would be the lead on the assignment, working in association with Dr. Williams. Watson & Associates has provided a quote of $31,000.00, including disbursements, excluding HST, to undertake a Ward Boundary Review for the Township. Given the timelines in which a Ward Boundary Review must be completed and a by-law enacted to be in force for the 2018 Municipal Election, Dr. Williams experience, and the Township’s previous engagements with Watson & Associates, staff recommend that the provisions of the Township’s Purchasing By-law No. 2004-112 be waived to enable the sole sourcing of a Ward Boundary Review. Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 11of 15 Page 154 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Recommendation for Option 1 1.That a WardBoundary Review be initiated immediately for the Township of Oro- Medonte. 2.That the provisions of Purchasing By-law No. 2004-112 be waived to sole source the services of Watson & Associates Economists Ltd., in association with Dr. Robert J. Williams to conduct a Ward Boundary Review. 3.That Watson & Associates Economists Ltd., in association with Dr. Robert J. Williams be engaged to conduct a Ward Boundary Review at the quoted fee of $31,000.00, including disbursements, excluding HST. 4.That the Ward Boundary Review project be funded from the Budget Stabilization Reserve. 5.That the Mayor and Clerk be authorized to executethe appropriate contract to conduct a Ward Boundary Review. 6.And That the Director, LegislativeServices/Clerk adviseWatson & Associates Economists Ltd., in association with Dr. Robert J. Williamsaccordingly. Option 2 –AWard Boundary Review not be undertakenat this time. Recommendation for Option 2 1.Given the current distribution of the eligible electorsis relatively similar among the existing five wards, that a Ward Boundary Review notbe undertakenfor the 2018 Municipal Election. 2.And That staff report back to Council following the 2018 MunicipalElection with respect to aWard Boundary Review that focuses on representation by population in preparation for the 2022 Municipal Election. Financial/Legal Implications/Risk Management: Option 1–As stated in the Analysis, the financial impact to engage Watson & Associates to complete a Ward Boundary Review would be $31,000.00, excluding HST. As a Ward Boundary Review is beyond the routine municipal election expenditures for which the Township contributes annually to a reserve, it is recommended that a Ward Boundary Review be funded from the Budget Stabilization Reserve. Option 2–None identified. Policies/Legislation: Municipal Act, 2001, as amended MunicipalElections Act, as amended Township Policy POL-ADM-10, Provision of Notice Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 12of 15 Page 155 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Corporate Strategic Plan/Values & Goals: The 2015-2018 Strategic Planmissionstates: “To provide the best customer service while meeting the needs of our community today and tomorrow.” The 2015-2018 Strategic Plan identifies our values as: Customers First Creativity and Innovation Honesty, Fairness and Respect Courageous and Responsible Decision-Making Openness Engagement The following Strategic Plan Goals are applicable: Continuous Improvement and Fiscal Responsibility Enhanced Communications & Customer Service Inclusive, Healthy Community Consultations: Municipal Property Assessment Corporation(MPAC) Sharon Goerke, Clerk, Township of Severn Simcoe County Clerks & Treasurers Association Dr. Robert J. Williams, Ph.D., Public Affairs Consultant Erik Karvinen, Senior Project Coordinator, Watson & Associates Economists Ltd. Paul Gravelle, Director, Finance/Treasurer/Deputy CAO Attachments: Attachment 1 –Map showing the Township’s current Ward structure. Conclusion: While staff are not recommending changes to the composition of council, at this time, a Ward Boundary Review may generate discussion and/or a review relating to the composition of Council. The Supreme Court of Canada has acknowledged that “preserving and maintaining public confidence in the integrity of the electoral process ... is an important public value in Canada.” “Our system strives to treat candidates and voters fairly, both in the (para 45), Opitz v. Wrzesnewskyj (25 conduct of elections and in the resolution of election failures.” October 2012). Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 13of 15 Page 156 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... In contemplatingthe questions to considerwhether a Ward Boundary Review is appropriate, the following answers present themselves: It has been 22 years since amalgamation when the existing ward structure was implemented. The municipality is geographically large with multiple settlement areas, resulting in it not being appropriate for an at large system. The population of the Township has changed by more than 20% since amalgamation and the establishment of the existing ward structure. The current population data provided by MPAC identifies that the population of Ward 1, without the Time share contracts included, is 54% above the median population of all wards. Accordingly, staff recommend proceeding with Option 1 as outlined in Report No. CS2016-15. Respectfully submitted: J. Douglas IrwinJanette Teeter Director, LegislativeServices/ClerkDeputy Clerk C.A.O. Approval / Comments: Report CS2016-15 presents staff’s recommendation to proceed with a ward boundary review. The report analysis includes 2014 elector data with an approximate 8% difference between the highest and lowest number of electors per ward, in comparison to an 11% difference in the number of electors as of the 1994 amalgamation. Given that the current distribution of the eligible electors is relatively similar among the existing five (5) wards and considering over the next 4 years significant development/growth isprojected for; Ward 1 (Horseshoe Valley and Braestone), Ward 2 (Warminster) and Ward 3 (Craighurst) that the CAO requests Council consider a potential review of ward boundary’s post the 2018 Municipal Election in preparation for the 2022 Municipal Election and that a budget allocation be identified in the 2019 budget for Council consideration. Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 14of 15 Page 157 of 228 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... Attachment 1 to Report No. CS2016-15 Legislative ServicesNovember 9,2016 Report No. CS2016-15Page 15of 15 Page 158 of 228 Vasey Rd. d. 11.c) CS2020-24, Yvonne Aubichon, Clerk re: Ward Boundary and Council Co... 23 Building Permit Ward 1 P e Ward 2 Ward 3 Ward 4 Ward 5 to 19 400 12 Warminster esho eValleyRd. W. Horse shoe Valley Rd. E. 22 Bass Lake rd.E. LakeS Old Barr ie Rd.W. 11 93 E. 15/16Srd. 11 Lake 20 Simcoe Residential Building Permits 01234Km 2016-2020 Page 159 of 228 12.a) Robin Dunn, CAO re: Update on COVID-19 Actions. Page 160 of 228 12.a) Robin Dunn, CAO re: Update on COVID-19 Actions. Page 161 of 228 12.a) Robin Dunn, CAO re: Update on COVID-19 Actions. Page 162 of 228 12.a) Robin Dunn, CAO re: Update on COVID-19 Actions. Page 163 of 228 12.a) Robin Dunn, CAO re: Update on COVID-19 Actions. Page 164 of 228 12.a) Robin Dunn, CAO re: Update on COVID-19 Actions. Page 165 of 228 12.a) Robin Dunn, CAO re: Update on COVID-19 Actions. Page 166 of 228 12.a) Robin Dunn, CAO re: Update on COVID-19 Actions. Page 167 of 228 12.a) Robin Dunn, CAO re: Update on COVID-19 Actions. Page 168 of 228 12.a) Robin Dunn, CAO re: Update on COVID-19 Actions. Page 169 of 228 12.a) Robin Dunn, CAO re: Update on COVID-19 Actions. Page 170 of 228 14.a) Announcements of Interest to the Public: Township of Oro-Medonte, ... Page 171 of 228 ISSUE 2: NOV 2020 14.b) Correspondence from Simcoe Muskoka District Health Unit (SMDHU) re... The past eight months have been very challenging to us all as COVID-19 has had far reaching impacts on our communities and the work of SMOS. Despite these challenges, SMOS members have continued to move key work plan activities forward, as highlighted below. EMERGENCY MANAGEMENT TREATMENT HARM REDUCTION The Needle Exchange Program and The Simcoe Muskoka Opioid Overdose The use of Suboxone in local emergency provision of Naloxone training and Outbreak Response Plan continues to departments was initiated, along with distribution, including advocacy and be used as a framework by regional the continued provision of education to capacity building with local hospitals stakeholders to prevent, mitigate, primary care providers on the treatment for the distribution of Naloxone through prepare for, respond to, and recover of Opioid Use Disorder. Local physician emergency departments, continues from emergencies related to opioid leads have recently been designated to across our region. overdose outbreaks. The Emergency assist in moving both of these activities Selection of site options for a Management Pillar maintains the Plan forward. supervised consumption site (SCS) and other resources on the in Barrie was completed by the SCS www.preventod.ca website. Selection Advisory Committee in October. Community consultations on those sites has now begun. Page 172 of 228 1 14.b) Correspondence from Simcoe Muskoka District Health Unit (SMDHU) re... STATISTICS CANADA PROJECT COVID-19 In September 2019, Statistics Canada Has the COVID-19 pandemic and the community-based public health prevention agreed to fund the SMOS Statistics measures put in place to help control the pandemic negatively affected the health and well-being of the general population including the sub-population of those who use Canada Data Project. This project will substances? bring together anonymized data from a variety of sources on individuals who This was the question posed as part of a situational assessment conducted by the Simcoe have experienced overdose events and Muskoka District Health Unit between April and July, 2020. The assessment’s final report, references a rapid review fatalities in Simcoe Muskoka. It will recently completed by Public Health Ontario on the Substance Use-Related Harms and provide an analysis of the heath, justice Risk Factors during Periods of Disruption. Together the two reports help to answer the and social and economic circumstances question and to inform mitigation strategies to reduce the unintended negative effects of of confirmed illicit drug overdose deaths the COVID-19 public health measures for people who use substances. in the Simcoe Muskoka area, as well as Unfortunately, based on the findings, some of the unintended negative impacts of the a provincial picture. pandemic and pandemic response on the substance using population include: The project is aiming to achieve the • an increase in substance use in response to stress following outcomes: • a risk of using substances alone due to physical distancing measures • a disruption in the ways that people access their substances • Establishment of a framework • poor quality of substances available for ongoing data sharing and • decreased availability to some treatment and harm reduction services in the community collaboration between agencies on • a reluctance to attend the emergency department in the early stages of the pandemic opioids and other issues of broad Local data corroborates these findings. There were 44 confirmed and probable opioid- interest. related deaths in Simcoe Muskoka in the first five months of 2020, which was 50% • Identification of non-random higher than the comparable average for the previous three years. The City of Barrie characteristics of those most at risk has been disproportionally impacted by this recent increase, with 19 (or 43%) of these of opioid overdose, and increasing deaths, despite accounting for 25% of the Simcoe Muskoka population. Data from understanding of the roots of the the Barrie Police Service also shows a dramatic increase in suspected drug overdose crisis and primary risk factors. deaths attended by police in the first half of 2020 when compared with previous years (approximately twice as many deaths as expected). This increase appears to have started • Development of evidence based prior to the start of the pandemic in March 2020, which is different from the pattern measures intended to reduce observed across Ontario, where the number of opioid deaths have increased since the overdoses and deaths, and start of the pandemic. augmenting existing mitigation Preliminary data for opioid poisoning emergency department (ED) visits in Simcoe activities at the local, regional, Muskoka suggest that visits over the first four months of 2020 were lower than previous provincial and national level. years; whereas, deaths were higher. Opioid poisoning ED visits in May and July were • Development of policies and similar to previous years but June was substantially lower. This pattern of lower opioid programs addressing the root poisoning ED visits and higher deaths was also observed with the overall provincial data causes of the opioid overdose crisis. for the first half of 2020. This is the first project of its kind in A Harm Reduction Task Group was formed in May 2020 with several health and social Ontario. The intention is that this data service providers. The purpose of the task group was to identify and address potential gaps in service for the drug using population in Barrie during COVID-19. The group met will be shared with agencies who wish to three times between May and June 2020 which resulted in the creation of mitigation plans contribute their own local data sources for the service gaps and collaborative partnerships formed to address the ongoing needs to replicate this project in their own areas of this sub-population in Barrie. elsewhere in the province. Page 173 of 228 2 14.b) Correspondence from Simcoe Muskoka District Health Unit (SMDHU) re... DATA & EVALUATION While delayed due to COVID-19, the 2019 SMOS Scorecard and Dashboards have now been completed. This spreadsheet highlights interim outcomes achieved for the second year of the three-year SMOS strategy. The actions initiated and/or completed in 2019 by the SMOS pillars (as reflected in the dashboards) are intended to either directly or indirectly effect positive change in opioid-related use, emergency room visits and deaths, as measured by specific indicators (the scorecard). Highlights include: • There was a substantial spike in opioid-related deaths in Simcoe Muskoka in 2017. The total number and rate of opioid deaths in our area between 2017 and 2019 remained higher than provincial comparators. However, these numbers have not shown a statistically significant increase over the past three calendar years and appear to have stabilized during that time period, though at a very disconcertingly high rate. Of note, these years pre-date the COVID-19 pandemic and any effects that the pandemic has had on opioid-related deaths is not reflected in the current scorecard. • The indicators for opioid-related emergency room visits were stable in 2019 compared with 2018, though again at a much higher rate than 2017 and prior. Of note, the emergency room visit rate for opioids in Simcoe Muskoka is higher than the provincial rate. The indicator for wait times for addictions treatment trended upward in 2019. However, supports for treating opioid addiction and mitigating opioid use risk have improved, as the number of primary care prescribers of opioid agonist therapy continues to increase and Simcoe Muskoka has registered new participants in the Ontario Naloxone Program. PREVENTIONENFORCEMENT We continue to promote the Brain Story Certification program, Opioid-related investigations are on-going, with one element which provides an understanding of the science about how the focused on holding drug traffickers responsible by way of experiences we have in the earliest years of our lives change our criminal charges. brain architecture in lasting ways. Since March 2018, 468 people from various backgrounds in Simcoe Muskoka have participated Good Samaritan Drug Overdose Act training and awareness in the program, including health care workers, justice, education, sessions continue to be offered. The purpose of the Act is to social work and child care workers, and others. The course encourage people to call 911 and stay with the victim until consists of 19 learning modules and is completed at the emergency medical assistance arrives, without fear of arrest. participant’s own pace. The Enforcement Pillar is leading the SMOS/Stats Canada Data In March 2020, the Prevention Pillar met with the Georgian College Centre for Changemaking and Social Innovation to Project. This collaborative project was formed to bring together develop an experiential workshop based on the Alberta Family data on individuals who have experienced overdose events and Wellness Initiative’s (AFWI) This hands-on fatalities. The data generated by the project will help to identify the learning opportunity is highly engaging and will serve as the primary risks and characteristics of those individuals most at risk impetus for agencies across our region to learn more about of opioid use or overdose. Read more about this project on the AFWI and the Brain Story Certification program. For more page 2. information visit: www.albertafamilywellness.org General inquires can be directed to: The Simcoe Muskoka Opioid Strategy (SMOS) is a multi-sector Mia Brown, mia.brown@smdhu.org comprehensive strategy aimed at reducing opioid harms in Simcoe and Program Manager, Substance Use and Injury Prevention Program Muskoka. 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Wbddjoft!hjwfo! tvqqpsujoh!tdippm! ovstft!boe0ps! benjojtufsfe jodmvejoh!sfubjm!dpnnvojuz.xjef! bu!tdippmt ifbmui!boe!xfmm. gbnjmz!ipnf! dpnqmjbodf!boe!uftu!pvucsfblt!sfrvjsjoh! cfjoh!xjui!ovncfs! wjtjupst tipqqjoh!xjui!zpvui!JNT!bdujwbujpo 33-367 8:! pg!tdippmt 97: 5-238 qfejbusjd bevmu 6 4-6:3 41 Qsphsbn!Gpvoebujpot!boe!Gjobodf!,!Ivnbo!Sftpvsdft!EfqbsunfouT Ovncfs!pg!ujnft!Ifbmui!Wjtjut!up!Ovncfs!pg!ujnft!Wjtjut!up!uif!Ovncfs!pg! pvs!Gbdfcppl!qptut!Dpoofdujpo!TNEIV!xfctjuf!ifbmui!voju!nfoujpofe!Tjndpf!Nvtlplb!tubgg!bt!pg! xfsf!tffojorvjsjft)ipnfqbhf*jo!mpdbm!ofxtIfbmuiTUBUT!xfctjufEfd!42-!312: 2-457-8529:-43299-115715211-978415 Gps!npsf!jogpsnbujpo!bcpvu!pvs!qsphsbnt!boe!tfswjdft; Page 176 of 228 U/816/832/8631!!!}!!!UG/!2/988/832/8631!!!}!!!!xxx/tjndpfnvtlplbifbmui/psh 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Page 177 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... 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Page 198 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Report Report No. To: Prepared By: DS2020-128 Development Services Catherine McLean, Committee Planner Meeting Date: Subject: Motion # October 7, 2020 Consent Application _____________________ 2018-B-01 Revised (James Roll #: R.M.S. File #: Kelman-Finlay, Shannon 4346-010-010-01010 D10-54833 Geniole and Donald Geniole) 392 Line 10 South Recommendation(s): Requires Action For Information Only X It is recommended: 1. That Report No. DS2020-128 be received and adopted. 2. That Consent Application 2018-B-01 by James Kelman-Finlay, Shannon Geniole and Donald Geniole, to create one (1) new agricultural lot (hobby farm) on the lands municipally known as 392 Line 10 South, Township of Oro-Medonte, be approved subject to the conditions as outlined in Report DS2020-128. 3. The conditions are as follows: a. by which the applicant acknowledges the requirements and timing of matters that may include: payment of development charges, payment of cash in lieu of parkland, detailed design of a building or septic system, engineered lot grading, and water and sanitary servicing, on either the vacant severed or vacant retained parcel. b. That the applicants apply for and obtain approval of a Minor Variance to permit a minimum lot area of 0.53 hectares (1.3 acres) for a hobby farm on the severed parcel. c. That the applicant apply for and obtain Site Plan Approval from the Director, Development Services and enter into a Site Plan Agreement, registered on-title, with the Township. d. That the Applicants transfer to The Corporation of the County of Simcoe, in fee simple, free and clear of all liens and encumbrances, a 2.0 to 5.0 metres road widening to provide a 15.25 metre right-of-way from the center line along the entire frontage of the severed and retained lands adjacent to County Road 20 (Ridge Road East) to the County. The Development Services October 7, 2020 Report No. DS2020-128 Page 1of 25 Page 199 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Transfer for review by the Township and County, together with his/her opinion letter stating that upon registration of the Transfer, the County will have acquired a good and marketable title thereto, free and clear of all responsible to see to the registration of the Transfer and Application under The Land Titles Act, R.S.O. 1990, as amended, to consolidate the 2.0 to 5.0 metres widening with Ridge Road East as one Property Identifier Number to the satisfaction of the County. All costs associated with the preparation and registration of the Transfer and Consolidation Application, including costs relating to surveying, legal fees, and disbursements, agreements, HST, etc. shall be fully borne by the Applicants. e. That the Applicant transfer to The Corporation of the County of Simcoe fee simple, free and clear of all liens and encumbrances, a daylighting triangle (15 metres x 15 metres) at the corner of County Road 20 (Ridge Road East) and Line 10 South dimensioned to the satisfaction shall prepare and submit a draft of the proposed Transfer for review by the Township and County, together with his/her opinion letter stating that upon registration of the Transfer, the County will have acquired a good and marketable title thereto, free and clear of all liens and encumbrances. Further, the Transfer and Application under The Land Titles Act, R.S.O. 1990, as amended, to consolidate the above noted daylighting triangle with County Road 20 (Ridge Road East) as one Property Identifier Number to the satisfaction of the Township. All costs associated with the preparation and registration of the Transfer and Consolidation Application, including costs relating to surveying, legal fees, and disbursements, agreements, HST, etc. shall be fully borne by the Applicants. f. All fences located within the road widening lands (along County Road 20) must be moved to 0.3 metres inside the new property line, to the satisfaction of the County of Simcoe. g. The two existing access points to the property along County Road 20 must be closed and the boulevard reinstated, to the satisfaction of the County of Simcoe. h. That the Applicant transfer to The Corporation of the Township of Oro- encumbrances, a daylighting triangle (10 metres x 10 metres) at the corner of Line 10 South and the Rail Trail dimensioned to the satisfaction of the Director, Operations and Community Services, to the Township. Transfer for review by the Township, together with his/her opinion letter stating that upon registration of the Transfer, the Township will have acquired a good and marketable title thereto, free and clear of all liens and see to the registration of the Transfer and Application under The Land Titles Act, R.S.O. 1990, as amended, to consolidate the above noted Development Services October 7, 2020 Report No. DS2020-128 Page 2of 25 Page 200 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... daylighting triangle with Line 10 South as one Property Identifier Number to the satisfaction of the Township. All costs associated with the preparation and registration of the Transfer and Consolidation Application, including costs relating to surveying, legal fees, and disbursements, agreements, HST, etc. shall be fully borne by the Applicant. i. That the a portion of the subject lands be rezoned to the Environmental Protection Zone to the satisfaction of the Township of Oro-Medonte and the Lake Simcoe Region Conservation Authority. j. That the applicant pay to the Municipality a fee of $2,000 as a parkland contribution for each residential lot to be created as cash-in-lieu of a parkland contribution pursuant to By-law 2006-50 under the authority of subsection 53(13) of the Planning Act, R.S.O. 1990 c. P. 13. k. That all municipal taxes be paid to the Township of Oro-Medonte. l. That one copy of a Registered Reference Plan of the subject lands prepared by an Ontario Land Surveyor be submitted to the Committee Secretary- Treasurer which conforms substantially with the application as submitted. m. conveyance for the parcel severed, for review by the Municipality and for use for the issuance of the certificate of consent. n. Submissions of deeds in triplicate for the parcel(s) severed, one copy to be retained by the Municipality. o. That the Certificate of Consent be issued utilizing Form 2, under Section 53(42) of the Planning Act R.S.O. 1990, without qualification. p. That the conditions of consent imposed by the Committee be fulfilled within one year from the date of the giving of the notice of decision (Approval shall lapse where the conditions have not been fulfilled within one year of being imposed and/or two years from the date of the certificate if the transaction has not been finalized.). WARNING: Failing to fulfil the conditions within the above-noted statutory periods (Sections 53(41) & 53(43), the Planning Act R.S.O. 1990) shall cause the application to lapse and render this Decision null and void. 4. And that the applicant be advised of the decision under the Secretary- Background: Consent application 2018-B-01 went to Development Services Committee on February request to give them time to address the comments received from the Lake Simcoe Region Conservation Authority (LSRCA). The applicants have since amended their initial proposal for the creation of a new agricultural lot (hobby farm) by way of severance from 0.81 hectares (2.0 acres)to 0.53 hectares (1.3 acres) based on the results of the Natural Heritage Evaluation (NHE) completed by Birks Natural Heritage Consultants dated July 27, 2020. Development Services October 7, 2020 Report No. DS2020-128 Page 3of 25 Page 201 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... The subject lands have a total lot area of approximately 22.26 hectares (55 acres) and are located on the southwest corner of Line 10 South and Ridge Road East. A location map is included as Schedule 1 to this report and an aerial image is included as Schedule 2. Surrounding land uses predominantly consist of agricultural uses to the north and woodlots to the south, east and west. The lands proposed to be severed would have frontages on both Line 10 South and Ridge Road East (County Road 20) as illustrated on the draft survey found on Schedule 5 of this report. The lands are proposed to be severed as follows: Lands to be Severed: Lands to be Retained: Frontage: Approx. 65.0 m. (213.3 ft.) on Line Approx. 393. m. (1,289.4 ft.) on Line 10 S. 10 S. Approx. 158.5 m. (520.0 ft.) on Approx. 550.0 m. (1,809.4 ft.) on Ridge Road E. Ridge Road E. Depth: Irregular Irregular Area: Approximately 0.53 ha. (1.3 ac.) Approximately 21.7 ha (53.7 ac.) Use: Proposed hobby farm Continued Residential Analysis: Provincial Policy Statement (PPS) The Provincial Policy Statement 2020 (PPS) came into effect on May 1, 2020 to replace the 2014 PPS. The Provincial Policy Statement provides policy direction on matters of Provincial interest related to land use planning and development. Specifically, Section 1.1.4 Rural Areas and Section 2.1 Natural Heritage are applicable to this application. In rural areas, the PPS permits limited residential development and other rural land uses. Section 2.1 Natural Heritage contains policies concerning the long-term prosperity and protection of natural heritage features. The PPS prohibits development and site alteration in or adjacent to natural heritage features unless the ecological function of the adjacent lands has been evaluated and has been demonstrated that there will be no negative impacts on the natural features or on their ecological functions (Section 2.1.8). The applicant s retained Birks Natural Heritage Consultants who prepared a Natural Heritage Evaluation (NHE) in support of this application. As indicated in the NHE, no impacts to the identified features and functions are expected as a result of the proposed severance. Based on the above, Planning Staff are of the opinion that the application is consistent with the PPS. Development Services October 7, 2020 Report No. DS2020-128 Page 4of 25 Page 202 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... A Place to Grow: Growth Plan for the Greater Golden Horseshoe (2020) A Place to Grow: Growth Plan for the Greater Golden Horseshoe (2020) provides a long-term plan to manage growth and protect the natural environment. Section 2.2.9.3 c) of these policies state that development outside of settlement areas may be permitted on rural lands for: other rural land uses that are not appropriate in settlement areas provided they: I. are compatible with the rural landscape and surrounding local land uses; II. will be sustained by rural service levels; and III. will not adversely affect the protection of agricultural uses and other resource- based uses such as mineral aggregate operations-28). directly speak to the creation of agricultural lots. However, the proposed use of a hobby farm as the main use on the proposed severed lot would be in accordance with the Plan which does not prohibit the creation of such lots. In addition, the Places to Grow policies do not prohibit severances in agricultural and rural areas where such severances are consistent with the Provincial Policy Statement. majority of the property is located within the Environmental Protection Two overlay designation due to the presence of a Significant Woodland. The LSRCA also noted the presence of an unevaluated wetland. Since the proposed severed lands are located outside the natural heritage features, Section 4.2.4 Lands Adjacent to Key Hydrologic Features and Key Natural Heritage Features is now also applicable to this application. Specifically, Section 4.2.4.1 of the Growth Plan states: within 120 metres of a key natural heritage feature within the Natural Heritage System or a key hydrological feature will require a natural heritage evaluation or hydrological evaluation that identifies a vegetation protection zone, which: a. Is of sufficient width to protect the key natural heritage feature or key hydrological feature and its functions from the impacts of the proposed change; b. Is established to achieve and be maintained as natural self-sustaining vegetation; and, c. For key hydrologic features, fish habitat, and significant woodlands, is no less than 30 metres measured from the outside boundary of the key natural heritage feature or key hydrological (p. 43-44). The applicants retained Birks Natural Heritage Consultants who prepared a Natural Heritage Evaluation (NHE) in support of this application. The consultants concluded that no impacts to the identified features and functions are expected as a result of the proposed severance. As a condition of consent, the applicant will be required to obtain site plan approval which would address the 18 metre vegetation protection zone (VPZ) as recommended in the NHE. On the basis of the preceding, Planning Staff is satisfied that the applicants have demonstrated to the satisfaction of the Township and the LSRCA (through their Development Services October 7, 2020 Report No. DS2020-128 Page 5of 25 Page 203 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... comments detailed below in Schedule 7) that the creation of the new lot will not have any negative impacts on the key natural heritage features. Lake Simcoe Protection Plan Portions of the subject lands are regulated by the Lake Simcoe Region Conservation Authority (LSRCA) due to the presence of an unevaluated wetland and significant woodland; however, the proposed severed parcel is not located within the regulated area. The LSRCA was circulated the subject application and provided planning comments dated August 31, 2020 and natural heritage comments dated September 7, 2020 (refer to Schedule 7). In accordance with DP-6.25 of the Lake Simcoe Protection Plan (LSPP), the applicants retained Birks Natural Heritage Consultant who prepared a Natural Heritage Evaluation (NHE) which was peer-reviewed by the LSRCA. The LSRCA provided the following comments with regards to the review of the NHE: Please provide the list of species identified/observed during site visits. The vegetation protection zone (VPZ) must be delineated on the property with farm style fencing (live fence, page-wire, cedar-rail, etc.,) to ensure that this area remains undisturbed and allowed to naturalize. A planting plan for the VPZ is required. It should be developed as per direction in Section 6.2 of the NHE. All recommendations and mitigation measures identified in Section 6.0 of the NHE must be implemented. It is recommended that the severed parcel be subject to site plan control to ensure that future development of this lot is in keeping with the finding and recommendations provided in the NHE. Should the Committee approve the Consent application, a condition is recommended to be included that will require the applicants to successfully apply for and obtain Site Plan Approval from the Director, Development Services and enter into a Site Plan Agreement, registered on-title, with the Township. In terms of the planning review, the LSRCA is satisfied that from a watershed management perspective that the application is consistent with the natural heritage and hazard policies of the PPS, and in conformity with provincial policies and the LSPP. The LSRCA indicated that consistency with Section 3.1 of the PPS has been demonstrated and that Ontario Regulation \[179/06\] applies to the subject site. A permit from LSRCA will not be required prior to any municipal approvals. The LSRCA indicated that they would like a portion of the property to be rezoned to the Environmental Protection Zone to protect the key natural heritage features in perpetuity. Additional clarification is required from the LSRCA regarding the extent of the lands to be rezoned. The rezoning has been recommended as a condition of consent should the application be approved. Development Services October 7, 2020 Report No. DS2020-128 Page 6of 25 Page 204 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Simcoe County Official Plan The subject lands are designated Rural and Greenlands in Schedule 5.1 of the County (see Schedule 6 to this report). As indicated in the letter dated September 23, 2020 from the County of Simcoe (see Schedule 8), County Planning Staff are satisfied that a refinement to the boundary of the Greenlands designation has been justified. According to Section 3.8.21 of the County Official Plan, where a refinement to the Greenlands designation is facilitated without an amendment to this Plan, the land use designation abutting that portion of the Greenlands designation shall apply. In this case, the abutting land use designation is Rural. provided the following are satisfied: a) Lots should be restricted in size in order to conserve other lands in larger blocks for agricultural uses or environmental purposes. Consent lots should be developed to an approximate maximum size of one hectare, except where larger sizes may be suitable because of environmental constraints or design considerations; and b) The number of lots on the grid road system shall be restricted in order to maintain the rural (p. 39). Planning Staff concur with Simcoe County Planning Staff that indicated in their comments that the proposed lot appears to conform with these policies. The County of Simcoe Transportation and Engineering comments are examined in detail in the following Township Official Plan section. Township of Oro-Medonte Official Plan The subject lands are designated Rural and Environmental Protection Two in accordance with Schedule A The Environmental Protection Two overlay designation is associated with the presence of a Significant Woodland which is illustrated in Schedule B Natural Features of the 4). The lands proposed to be severed are located outside the Environmental Protection Two designation. Section C2.3.1 significantly restricts residential severances and this application would Rural planning staff is of the opinion that hobby farm severances can be considered as agricultural severances. Section C2.3 of the Official Plan does not have direct policies that relate to the creation of a lot for agricultural purposes, and therefore the policies found in Section D2.2.1 (New lots by Consent General Criteria) would apply. These criteria and Planning Development Services October 7, 2020 Report No. DS2020-128 Page 7of 25 Page 205 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... D2.2.1 General Criteria Prior to issuing provisional consent for a new lot for any purpose, the Committee of Adjustment shall be satisfied that the lot to be retained and the lot to be severed: a) fronts on and will be directly accessed by a public road that is maintained on a year- round basis; Conforms: The severed and retained lands will have frontages on Line 10 South and Ridge Road East. Line 10 South is a Township road and Ridge Road East is a County Road (#20), which are both maintained year-round. b) does not have direct access to a Provincial Highway or County Road, unless the Province or the County supports the request; Conforms: The severed and retained lands will have frontages on County Road 20 (Ridge Road East); however, access to both properties will be off Line 10 South. T the approval of the application, provided the following conditions are included: 1. The applicant shall transfer to the Corporation of the County of Simcoe A road allowance widening along the entire frontage of the severed and retained lots adjacent to County Road 20 to provide a 15.25 metre right-of- way from the center line of County Road 20. A daylight (sight) triangle measuring 15 metres east-west x 15 metres north-south at the north-east corner of the property adjacent to County Road 20 (Ridge Road East) and Line 10 South. 2. All fences located within the road widening lands must be moved to 0.3 metres inside the new property line. The County of Simcoe Transportation and Engineering Staff also provided the following comments: 1. The County of Simcoe Entrance By-law No. 5544 regulates the construction, alteration or change in the use of any private or public entranceway, gate or other structure or facility that permits access to a County road. The Applicant will not be allowed an entrance onto County Road 20 from the existing and 2. Any two existing access points to the property along County Road 20 must be closed and the boulevard reinstated. 3. The County of Simcoe Setback By-law No. 5604 regulates the location of buildings and other structures within 45 metres of lands adjacent to County Roads. Any new buildings and other structures must be located 15 metres from any requested road allowance widening. Structures include: septic systems and fields, wells, and retaining walls. Development Services October 7, 2020 Report No. DS2020-128 Page 8of 25 Page 206 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... c) will not cause a traffic hazard; Conforms: and have not identified any traffic safety concerns, but have advised that a 10 metre by 10 metre daylight triangle at Line 10 South and the Rail Trail will be required to be transferred by the Owner to the Township. d) has adequate size and frontage for the proposed use in accordance with the Comprehensive Zoning By-law and is compatible with adjacent uses; Comments: The retained parcel will comply with the Zoning By-law's lot frontage and area requirements and the severed lands comply with the minimum lot frontage requirement. The minimum lot size required for agricultural uses and hobby farms in the A/RU Zone is 2.0 hectares (4.9 acres). The applicants have requested a severed lot size of 0.5 hectares (1.3 acres), which satisfies the County of Simcoe's requirement for new lot creation; however, the applicant will require a Minor Variance to recognize the non-complying lot size. Subject to the approval of a minor variance application for lot size, the Consent application would comply with the Zoning By-law and conform to this policy. e) can be serviced with an appropriate water supply and means of sewage disposal; Conforms: The existing dwelling on the retained lands is currently being serviced by a private well and private septic system, which is located far from the proposed severed lands. The Building Division is responsible for matters related to septic systems. The Building Division indicated that the owner should ensure that a class 4 sewage system and building envelope can be accommodated on the severed lands. f) will not have a negative impact on the drainage patterns in the area; Conforms: The Development Engineering Division, which is responsible for matters related to drainage, has no objections to the application. An Engineered Lot Grading Plan may be required at the time of Building Permit application. g) will not restrict the development of the retained lands or other parcels of land, particularly as it relates to the provision of access, if they are designated for development by this Plan; Conforms: The retained lands are designated Rural and Environmental Protection Two overlay and are thus not designated for development beyond the level of their current use. Access to the retained lands will not be restricted as a result of the severance. h) will not have a negative impact on the features and functions of any ecological feature in the area; Conforms: The applicants retained Birks Natural Heritage Consultants who completed a Natural Heritage Evaluation dated July 27, 2020. The results of the NHE were peer- Development Services October 7, 2020 Report No. DS2020-128 Page 9of 25 Page 207 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... reviewed by the LSRCA that indicated in their letter dated August 31, 2020 (see Schedule 7) that they are satisfied from a watershed management perspective that the application is consistent with the natural heritage and hazard policies of the PPS, and in conformity with provincial policies and the LSPP. The LSRCA indicated that the vegetation protection zone (VPZ) must be delineated on the property with farm style fencing (live fence, page-wire, cedar-rail, etc.,) to ensure that this area remains undisturbed and allowed to naturalize. Furthermore, they recommended that the severed parcel be subject to site plan control to ensure that future development of this lot is in keeping with the finding and recommendations provided in the NHE. The requirement for site plan control has been included as a condition of consent should the application be approved. i) will not have a negative impact on the quality and quantity of groundwater available for other uses in the area; Conforms: No groundwater concerns have been identified by the Township and agencies in their review of this application. j) will conform to Section 51 (24) of the Planning Act, as amended. Provisional consent may be granted subject to appropriate conditions of approval for the severed and/or retained lot. Conforms: The Consent application has been reviewed in context to Section 51(24) of the Based on the above, the application would appear to generally conform to the Township of Oro-Medonte Official Plan. Zoning By-law 97-95, as amended The subject lands are zoned Agricultural/Rural (A/RU) -law 97-95 (refer to Schedule 3). The minimum lot size required for agricultural uses and hobby farms in the A/RU Zone is 2.0 hectares (4.9 acres). The minimum lot frontage required for properties zoned A/RU is 45 metres (148 feet). The retained parcel will comply with the Zoning By-law's lot frontage and area requirements and the severed lands comply with the minimum lot frontage requirement. The applicants have requested a severed lot size of 0.5 hectares (1.3 acres) which satisfies the County of Simcoe's requirement for new lot creation; however, the applicant will require a Minor Variance to recognize the non-complying lot size. Financial / Legal Implications / Risk Management: Potential financial and legal implications should the decision of the Committee be appealed to the Ontario Municipal Board and Council chooses to defend the Development Services October 7, 2020 Report No. DS2020-128 Page 10 of 25 Page 208 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Policies/Legislation: Planning Act, R.S.O. 1990, c. P.13 Provincial Policy Statement 2020 A Place to Grow: Growth Plan for the Greater Golden Horseshoe, 2020 Lake Simcoe Protection Plan County of Simcoe Official Plan Township of Oro-Medonte Official Plan Township of Oro-Medonte Zoning By-law No. 97-95, as amended Lake Simcoe Protection Plan Corporate Strategic Goals: Planning Staff is of the opinion that these applications are consistent with the following Strategic Goal of the Township: Balanced Growth: Ensure land use planning policies manage change and promote economic activity attributes. Consultations: Notice of this application was circulated to the public and to various review agencies and Township departments listed below. A Public notice sign was also posted on the subject lands. As of the preparation of this report, no public comments have been received. Agency/department comments received as of the preparation of this report are summarized below. Lake Simcoe Region Conservation Authority See Schedule 7 Simcoe County District School Board no objection Township Development Engineering No objection. An Entrance Permit issued by Operations shall be required, and that an Engineered Lot Grading Plan may be required at the time of Building Permit Application. Township Roads Department We would require a daylight triangle (10m x 10m) th at the 10 and the Rail Trail. Township Building Division Location of current septic system should be identified. Owner should ensure that a class 4 sewage system and building envelope can be accommodated on the severed lands. Bell Canada No concerns or easements required over the lands. Simcoe County See Schedule 8 Development Services October 7, 2020 Report No. DS2020-128 Page 11 of 25 Page 209 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Attachments: Schedule 1: Location Map Schedule 2: Aerial Photo Schedule 3: Zoning Map Schedule 4: Township Official Plan Schedule B - Natural Features Schedule 5: Draft Survey Schedule 6: Simcoe County Official Plan Schedule 5.1 Land Use Schedule 7: Lake Simcoe Region Conservation Authority Comments dated August 31, 2020 & LSRCA Natural Heritage Review dated September 7, 2020 Schedule 8: Simcoe County comments dated September 23, 2020 Conclusion: Planning Staff recommends that Consent Application 2018-B-01 be approved, subject to the identified conditions, on the basis that the application is consistent with the Provincial Policy Statement 2020, the Growth Plan 2020 and conforms to the Official Plans for the Township of Oro-Medonte and the County of Simcoe, meets the requirements of Section 51(24) of the Planning Act and represents good planning. Respectfully submitted: Catherine McLean, Planner Approvals: Date: Derek Witlib, Manager Planning Services October 1, 2020 Andria Leigh, Director Development Services October 1, 2020 Development Services October 7, 2020 Report No. DS2020-128 Page 12 of 25 Page 210 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Schedule 1: Location Map Development Services October 7, 2020 Report No. DS2020-128 Page 13 of 25 Page 211 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Schedule 2: Aerial Photo Development Services October 7, 2020 Report No. DS2020-128 Page 14 of 25 Page 212 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Schedule 3 Zoning Map Development Services October 7, 2020 Report No. DS2020-128 Page 15 of 25 Page 213 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Schedule 4: Township Official Plan Schedule B Natural Features Development Services October 7, 2020 Report No. DS2020-128 Page 16 of 25 Page 214 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Schedule 5: Draft Survey Development Services October 7, 2020 Report No. DS2020-128 Page 17 of 25 Page 215 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Schedule 6: County of Simcoe Land Use Development Services October 7, 2020 Report No. DS2020-128 Page 18 of 25 Page 216 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Schedule 7: Lake Simcoe Region Conservation Authority Comments dated August 31, 2020 & LSRCA Natural Heritage Review dated September 7, 2020 Development Services October 7, 2020 Report No. DS2020-128 Page 19 of 25 Page 217 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Development Services October 7, 2020 Report No. DS2020-128 Page 20 of 25 Page 218 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Development Services October 7, 2020 Report No. DS2020-128 Page 21 of 25 Page 219 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Development Services October 7, 2020 Report No. DS2020-128 Page 22 of 25 Page 220 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Schedule 8: Simcoe County Comments dated September 23, 2020 Development Services October 7, 2020 Report No. DS2020-128 Page 23 of 25 Page 221 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Development Services October 7, 2020 Report No. DS2020-128 Page 24 of 25 Page 222 of 228 15.a) Correspondence dated November 2, 2020 from Shannon Kelman-Finley r... Development Services October 7, 2020 Report No. DS2020-128 Page 25 of 25 Page 223 of 228 17.a) 2020-123: A By-law to authorize the Sale of Surplus Land described... Page 224 of 228 17.a) 2020-123: A By-law to authorize the Sale of Surplus Land described... Page 225 of 228 17.a) 2020-123: A By-law to authorize the Sale of Surplus Land described... Page 226 of 228 17.a) 2020-123: A By-law to authorize the Sale of Surplus Land described... Page 227 of 228 19.a) 2020-124: Being a by-law to confirm the proceedings of the Council... Municipal Act, 2001, S.O. 2001, C. 25, as amended Page 228 of 228