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12 14 2022 Council Agenda The Township of Oro-Medonte Council Meeting Agenda Electronic Hybrid Meeting -+ Wednesday, December 14 2022 s f Y, / �T htp 8:30 a.m. Closed Session Iy�YJ �it?tPi Open Session Immediately Following Proud Heritage,Exciting Future Closed Session 11:00 a.m. - Notre Dame Public School Performance of Seasonal Songs Effective Monday, March 28, 2022, all Township facilities are open to the Public for Customer Service (all meetings to remain virtual) with safety measures in place including social distancing and discretionary masks/face coverings. Residents and business owners are encouraged to continue to utilize online and telephone services for Township related business; and staff continue to be available to provide assistance by telephone or email. 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. Protocols have been established to advise how to participate in the public portions of these meetings. Please visit the following links for additional information: • Request for 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 in advance of the meeting date in accordance with the Township's 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 186 Council Meeting Agenda - December 14, 2022 The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa [Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee] nations, collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri- Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Indigenous history and culture that has thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. 2. Adoption of Agenda: a) Motion to Adopt the Agenda. 3. Disclosure of Pecuniary Interest: 4. Closed Session Items: a) Motion to go In Closed Session. b) Motion to Rise and Report. c) Robin Dunn, CAO re: Education or Training of Members; Solicitor-client privilege (Municipal Law-Authorities under Municipal Act). d) Robin Dunn, CAO re: Personal matters about an identifiable individual (Municipal Services Corporation). 5. Minutes of Council and Committees: 6 - 22 a) Minutes of Council meeting held on Wednesday, November 9, 2022. 23 - 27 b) Minutes of Inaugural meeting of Council held on Wednesday, December 7, 2022. 6. Recognition of Achievements: 28 a) Correspondence dated November 22, 2022 from John Milton, CAO, Ontario Recreation Facilities Inc., (ORFA) re: Grace Beaman, Facility Labourer, 2022 Award Recipient of Doug Poulin Certificate of Achievement. Page 2 of 186 Council Meeting Agenda - December 14, 2022 7. Public Meetings: None. 8. Deputations/Presentations: None. 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. Refer to Procedural By-Law No. 2017-165 for additional information. 11. Reports of Municipal Officers for Action: 29 a) Robin Dunn, CAO re: Bill 23, More Homes Built Faster Act, 2022. 30 - 32 b) ES2022-9, Robin Dunn, CAO re: Municipal Services Corporation (MSC) Board of Director Appointments. 33 - 42 c) CS2022-24, Vanessa Cooper, Executive Assistant, Mayor and Council & CAO re: 2023 Conference Schedule for Council Members. 43 - 45 d) FES2022-5, Hugh Murray, Director, Fire & Emergency Services/Fire Chief re: Fire Dispatch Services Agreement [Refer to Item 18e)]. 46 - 47 e) FES2022-6, Hugh Murray, Director, Fire & Emergency Services/Fire Chief re: 9-1-1 C.E.R.B. Services Agreement [Refer to Item 18d)]. 48 - 128 f) CS2022-25, Yvonne Aubichon, Clerk; Janette Teeter, Deputy Clerk re: 2022- 2026 Term of Council, Appointment Opportunities to Township Committees/Task Forces and Agency/Board Representation. 129 - 132 g) CS2022-26, Yvonne Aubichon, Clerk re: Procedural By-Law Update. 12. Reports of Municipal Officers for Information Only: None. 13. Reports of Members of Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. Provides an opportunity for the Township's representatives at the County of Simcoe, and the Council members appointed as the Township's representatives at the Township's Partners and Agencies, to deliver updates Page 3 of 186 Council Meeting Agenda - December 14, 2022 on the activities of the County of Simcoe and the Township's Partners and Agencies. 14. Announcements: 15. Consent Agenda: 133 a) Announcements of Interest to the Public: 1. Township of Oro-Medonte, Holiday Office Closure, Friday, December 23, 2022 @ 12:30 p.m. to Monday, January 2, 2023; Offices to re- open on Tuesday, January 3, 2023. 134 - 139 b) Minutes of Lake Simcoe Region Conservation Authority meeting held on September 23, 2022. Staff Recommendation: Receive for Information Only. 140 - 147 c) Nottawasaga Valley Conservation Authority re: Minutes of September 23, 2022 meeting and Highlights of November 25, 2022 meeting. Staff Recommendation: Receive for Information Only. 148 - 150 d) Minutes of Barrie Public Library Board meeting held on October 27, 2022. Staff Recommendation: Receive for Information Only. 151 e) Correspondence dated November 8, 2022 from Melissa Robertson, Director of Corporate Services and Operational Services, Orillia Public Library re: Township of Oro-Medonte Statistics: October 2022. Staff Recommendation: Receive for Information Only. 152 f) Correspondence dated November 14, 2022 from Doug Ford, Premier of Ontario re: Letter of Congratulations. Staff Recommendation: Receive for Information Only. 16. Communications/Petitions: 153 - 154 a) Correspondence dated October 29, 2022 from Eric Harkonen, Founder/President, Vetta Nordic Spa re: Request for Amendment to Noise By-law - To Be Deferred to the January 25, 2023 Council Meeting per Applicant's Request. 155 - 158 b) Correspondence dated November 14, 2022 from Melissa Carruthers, Risk Management Official/Risk Mgmt. Inspector, Severn Sound Environmental Association (SSEA); and Bill Thompson, Manager, Watershed Plans and Strategies, Lake Simcoe Region Conservation Authority (LSRCA) re: Amendments to South Georgian Bay Lake Simcoe Source Protection Plan, Notification of Consultation Pursuant to Section 34(2) and 34(3) of the Clean Water Act 2006 and Ontario Regulation 287/07, Written Comments Due by Monday, December 19, 2022. 17. Notice of Motions: None. Page 4 of 186 Council Meeting Agenda - December 14, 2022 18. By-Laws: 159 - 160 a) 2022-100- A By-law to Constitute and Appoint a Development Services Committee and to Repeal By-law 2021-051. 161 - 162 b) 2022-103: Being a By-Law to Appoint an Alternate Member (Bi-Annually) to the Council of the County of Simcoe during an absence of the Mayor or Deputy Mayor and to repeal By-Law No. 2019-014. 163 - 165 c) 2022-104: A By-law to Adopt an Emergency Management Program and to meet other Requirements under the Emergency Management and Civil Protection Act and to repeal By-Law No. 2020-083. 166 - 178 d) 2022-105: Being a By-law to Authorize the Execution of an Agreement for 9- 1-1 Central Emergency Reporting Bureau (C.E.R.B.) Services between the Township of Oro-Medonte and the City of Orillia and to Repeal By-Law No. 2021-097. 179 - 185 e) 2022-106: Being a By-law to Authorize the Execution of an Agreement for Fire Dispatch Services between the Township of Oro-Medonte and the City of Orillia and to Repeal By-Law No. 2021-09. 19. Closed Session Items (Unfinished Items): 20. Confirmation By-Law: 186 a) 2022-107: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, December 14, 2022. 21. Adjournment: a) Motion to Adjourn. Page 5 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. The Township of Oro-Medonte Council Meeting Minutes T°,�nsh�p°f te Electronic Hybrid Meeting Proud Heritage,Exciting Future Wednesday, November 9, 2022 9:02 a.m. 2018-2022 Council Present: Mayor H.S. Hughes Deputy Mayor Ralph Hough Councillor Ian Veitch Councillor Tammy DeSousa Councillor Cathy Keane Councillor Shawn Scott Councillor Randy Greenlaw Ak Staff Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Andria Present: Leigh, Deputy CAO/Director, Development Services; Michelle Jakobi, Director, Environmental Services; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Hugh Murray, Director, Fire & Emergency Services/Fire Chief; Tamara Obee, Director, Human Resources; Catherine McCarroll, Intermediate Planner; Jennifer Whitley, Communications/Economic Development Advisor; Vanessa Cooper, Executive Assistant, Mayor & Council and CAO; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Jason Scharapenko, Information Technology Technician (IT) All Council and staff participated via Zoom platform. 1. Call to Order - Moment of Reflection: Mayor H.S. Hughes assumed the Chair at the above noted time and called the meeting to order. mw At the request of the Chair, the Deputy CAO/Director, Development Services read the Land Acknowledgement as follows: The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa [Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee] nations, collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. Page 1 of 17 Page 6 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri-Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Indigenous history and culture that has thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. 2. Adoption of Agenda: a) Motion to Adopt the Agenda. Motion No. C221109-1 Moved by Scott, Seconded by Keane Be it resolved that the agenda for the Council meeting of Wednesday, November 9, 2022 be received and adopted. Carried. AO%6, 3. Disclosure of Pecuniary Interest: None declared. 4. Closed Session Items: a) Motion to go In Closed Session. Motion No. C221109-2 is Moved by Veitch, Seconded by DeSousa Be it resolved that we do now go in Closed Session at 9.04 a.m. to discuss • Solicitor-client privilege (Development Charges); • Labour relations/employee negotiations (Staffing Update). Carried. Page 2 of 17 Page 7 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. b) Motion to Rise and Report. Motion No. C221109-3 Moved by Greenlaw, Seconded by Scott Be it resolved that we do now Rise at 9:18 a.m. and Report on the Closed Session Items 4 c) Robin Dunn, CAO re: Solicitor-client privilege (Development Charges); d) Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing Update). Carried. d) Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing Update). The following staff were present: Robin Dunn, Chief Administrative Officer; Andria Leigh, Deputy CAO/Director, Development Services; Janette Teeter, Deputy Clerk. Motion No. C221109-4 'INe N Moved by Keane, Seconded by Greenlaw Be it resolved that the confidential verbal information presented by Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing Update) be received. or-qq% %aw"4% — Carried. c) Robin Dunn, CAO re: Solicitor-client privilege (Development Charges). The following staff were present: Robin Dunn, Chief Administrative Officer; Andria Leigh, Deputy CAO/Director, Development Services; Nelly Morrow, Director, Finance/Chief Financial Officer; Janette Teeter, Deputy Clerk; John Mascarin, Aird & Berlis LLP. Motion No. C221109-5 1% 'W Moved by DeSousa, Seconded by Veitch Be it resolved that the confidential correspondence dated November 2, 2022 from John Mascarin, Aird & Berlis LLP and presented by Robin Dunn, CAO; and John Mascarin, Aird & Berlis LLP re: Solicitor-client privilege (Development Charges) be received. Carried. John Mascarin, Aird & Berlis LLP provided verbal comments in Open Session. Page 3 of 17 Page 8 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. 10. Reports of Municipal Officers for Action: b) F12022-16, Nelly Morrow, Director, Finance/Chief Financial Officer re: Development Charges By-law Amendment [Refer to Item 17a]. Gary Scandlan and Byron Tan, Watson & Associates Economists Ltd. were present. Motion No. C221109-6 Moved by Veitch, Seconded by Scott Be it resolved 'At 1. That F12022-16, Nelly Morrow, Director, Finance/Chief Financial Officer re: Development Charges By-law Amendment be received and adopted. 2. That Council defer the amendment to the Township of Oro-Medonte Development Charges By-law 2022-090 being put forward for adoption today, pending further information. 3. That staff report back to Council in 2023 with updated information, post-enactment of Ontario Bill 23 and its regulations. 4. That draft by-law 2022-090 be withdrawn. Carried. hX Technical difficulties were experienced during Item 7a). Council recessed and reconvened when the system was functioning. 7. Public Meetings: , '% a) Notice of Receipt of a Complete Application; Notice of Particulars and Public Access; Notice of Public Meeting for Proposed Amendment to the Zoning By-law of the Township of Oro-Medonte, Concession 5, East Part Lot 12, Reference Plan 51 R1859; PT Part 1, 4824 Line 5 North, 2022-ZBA-12 (Beleskey) [Refer to Items 10c), 17b) and 17c)]. Mayor H.S. Hughes called the meeting to order and explained the public meeting is being held in accordance with the provisions of the Planning Act to obtain public comments with respect to the proposed application by Ron and Linda Beleskey. The following correspondence was received: Township of Oro-Medonte, Manager, Development Engineering dated October 17, 2022; Township of Oro-Medonte, Operations Division dated October 18, 2022; Severn Sound Environmental Association dated October 20, 2022. Danielle Waters, Planner explained the purpose and effect of the proposed application. A PowerPoint presentation was presented. Page 4 of 17 Page 9 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. The applicant was not present. Staff confirmed that no additional public registrations were received. Staff confirmed that no additional correspondence from the public were received during this meeting. There being no further comments or questions, the meeting adjourned. 8. Deputations/Presentations: A&* a) Deputation by Krista LaRiviere, on behalf of Women of Simcoe County Say No re: Request for Support of Bill 5, Stopping Harassment and Abuse by Local Leaders Act, 2022. Motion No. C221109-7 Moved by Scott, Seconded by DeSousa Be it resolved 1. That the correspondence dated October 18, 2022 and PowerPoint presentation by Krista LaRiviere, on behalf of Women of Ontario Say No re: Request for Support of Bill 5, Stopping Harassment and Abuse by Local Leaders Act, 2022 be received. 2. That consolidated Procedural By-Law No. 2017-165, Section 14.8 o) be waived. 3. That the Council of the Township of Oro-Medonte supports the request to forward a letter of support accordingly under the Mayor's signature. Unanimously Carried. b) Presentation by Richard Steiginga, Baker Tilly LLP re: Draft Financial Statements, Comparative Analysis, December 31, 2021 [Refer to Item 10a)]. Motion No. C221109-8 Is Moved by Keane, Seconded by Veitch Be it resolved that the presentation by Richard Steiginga, Baker Tilly LLP re: Draft Financial Statements, Comparative Analysis, December 31, 2021 be received and considered in conjunction with Item 10a). Carried. 9. Open Forum: None. Page 5 of 17 Page 10 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. 5. Minutes of Council and Committees: a) Minutes of Council meeting held on Wednesday, September 28, 2022. b) Minutes of Special Council meeting held on Tuesday, October 11 , 2022. c) Minutes of Heritage Committee meeting held on Monday, October 3, 2022. Motion No. C221109-9 Moved by Hough, Seconded by DeSousa Be it resolved that the draft a) Minutes of the Council meeting held on Wednesday, September 28, 2022; and b) Minutes of Special Council meeting held on Tuesday, October 11, 2022 be received and adopted as printed and circulated; and that the draft c) Minutes of Heritage Committee meeting held on Monday, October 3, 2022 be received. Carried. Motion No. C221109-10 Moved by Veitch, Seconded by Scott Be it resolved Imik 1%6 1. That, per Motion No. HC221003-3 of the October 3, 2022 Heritage Committee meeting, the Township establish a program for the ongoing assessment and maintenance of all Township owned Plaques, Monuments, and Cairns. 2. That the funding for the maintenance program be established and approved through the Township's annual budget process. Carried. Page 6 of 17 Page 11 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. Motion No. C221109-11 Moved by Greenlaw, Seconded by Keane Be it resolved 1. That, per Motion No. HC221003-4 of the October 3, 2022 Heritage Committee meeting, the request to place a memorial marker and/or tombstone on Moon Family Private Cemetery be considered following the approval of a Township standard for cemetery signage. 2. That the applicant be advised of Council's decision under the Intermediate Planner's signature. Carried. Motion No. C221109-12 Moved by Hough, Seconded by Veitch dA�%k Be it resolved that, per Motion No HC221003-6 of the October 3, 2022 Heritage Committee meeting, the Heritage Map be posted to the Township website as a working document to be updated by staff as required. Carried. Motion No. C221109-13 Moved by Keane, Seconded by Hough Be it resolved 1 . That, per Motion No. HC221003-8 of the October 3, 2022 Heritage Committee meeting, the Township staff and Heritage Committee establish a standard for all cemetery signage for consistency. 2. That the matter be referred to the 2023-2024 budget deliberations. Carried. Motion No. C221109-14 Moved by DeSousa, Seconded by Greenlaw Be it resolved that, per Motion No. HC221003-14 of the October 3, 2022 Heritage Committee meeting, staff prepare a submission on the Oro African Church based on past news releases. Carried. 6. Recognition of Achievements: None. Page 7 of 17 Page 12 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. 10.Reports of Municipal Officers for Action: a) F12022-17, Nelly Morrow, Director, Finance/Chief Financial Officer re: 2021 Draft Consolidated Financial Statements [Refer to Item 8b)]. Motion No. C221109-15 Moved by Hough, Seconded by Greenlaw Be it resolved 1 . That F12022-17, Nelly Morrow, Director, Finance/Chief Financial Officer re: 2021 Draft Consolidated Financial Statements be received and adopted. 2. That Council approve the draft consolidated financial statements of the Corporation of the Township of Oro-Medonte for the fiscal year ended December 31, 2021. 3. That Staff proceed to publish the final audited consolidated financial statements for the fiscal year ended December 31 , 2021, upon receiving the Independent Auditors' Report. ,%I, Carried. c) DS2022-128, Danielle Waters, Planner re: 2022-ZBA-12 Ron and Linda Beleskey, Temporary Use By-law, Garden Suite (Granny Flat), 4824 Line 5 North [Refer to Items 17b) and c)]. Motion No. C221109-16 Moved by DeSousa, Seconded by Hough Be it resolved 1. That DS2022-128, Danielle Waters, Planner re: 2022-ZBA-12 Ron and Linda Beleskey, Temporary Use By-law, Garden Suite (Granny Flat), 4824 Line 5 North be received and adopted. 2. That Zoning By-law Amendment Application 2022-ZBA-12 and Temporary Use By-law 2022-094 by Ron and Linda Beleskey, specifically to permit a Garden Suite for the lands known as 4824 Line 5 North for a period of up to twenty (20) years, be approved. 3. That the appropriate draft by-laws to adopt a Temporary Use By-law and to execute an agreement for the lands known as 4824 Line 5 North, Township of Oro-Medonte, for the purposes of a Garden Suite for a period of up to twenty (20) years be brought forward for Council's consideration. 4. That the applicant be advised of Council's decision under the Director, Development Services' signature. Carried. Page 8 of 17 Page 13 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. d) CS2022-023, Jennifer Whitley, Economic Development/Communications Advisor re: Wayfinding Sign Fabrication & Installation Award — Part B CS-T-2022-001. Motion No. C221109-17 Moved by Scott, Seconded by Keane Be it resolved 1. That CS2022-023, Jennifer Whitley, Economic Development/ Communications Advisor re. Wayfinding Sign Fabrication & Installation Award — Part B CS-T-2022-001 be received and adopted. 2. That Tender CS-T- 2022-001 Wayfinding Signs Fabrication & Installation Award - Part B be awarded to Spectra Advertising, up to the total amount of$85,000 inclusive of HST, based on available funding. 3. That the Advisor, Economic Development & Communications be authorized to execute the appropriate agreements on behalf of the Township. 4. That the bidders be thanked and notified under the Advisor, Economic Development & Communications' signature. Carried. Motion No. C221109-18 Moved by DeSousa, Seconded by Hough Be it resolved that Rule 14.19a), as per the consolidated Procedural By-law No. 2017-165 be suspended in order to allow the meeting to proceed past the 4 hour adjournment requirement, if necessary. Carried. e) OCS2022-28, Shawn Binns, Director, Operations and Community Services re. Hawkestone Community Hall Update. Motion No. C221109-19 ALLN Moved by Greenlaw, Seconded by Hough Be it resolved 1. That OCS2022-28, Shawn Binns, Director, Operations and Community Services re. Hawkestone Community Hall Update be received and adopted. 2. That staff proceed as outlined in OCS2022-28. Defeated. Recorded Vote Requested by Councillor Scott Councillor Scott Nay Councillor Veitch Nay Councillor DeSousa Nay Councillor Greenlaw Yea Deputy Mayor Hough Nay Councillor Keane Nay Mayor H.S. Hughes Nay Page 9 of 17 Page 14 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. Motion No. C221109-20 Moved by Veitch, Seconded by Scott Be it resolved 1. That OCS2022-28, Shawn Binns, Director, Operations and Community Services re: Hawkestone Community Hall Update be received. 2. That, in the short term, the Hawkestone Hall be temporarily closed for further consultation with the Hawkestone Community and the review of the Community Hall Model and the policy recommendations as part of the Parks and Recreation Master Plan. Carried. Recorded Vote Requested by Councillor Scott Councillor Scott Yea Councillor Veitch Yea Councillor DeSousa Yea Councillor Greenlaw Yea Deputy Mayor Hough Yea Councillor Keane Yea Mayor H.S. Hughes Yea Item 10f) was considered at this time. Refer to Motions No. C221109-25 and C221109-26. 11.Reports of Municipal Officers for Information Only: a) CS2022-22, Vanessa Cooper, Executive Assistant, Mayor & Council and CAO re: Corporate Projects Status Update — July, August, September, October, 2022. b) ES2022-08, Michelle Jakobi, Director, Environmental Services re: Municipal Services Corporation (MSC) Update. Motion No. C221109-21 Moved by Hough, Seconded by Keane Be it resolved that the reports, as listed under Item #11, Reports of Municipal Officers for Information Only, be received: a) CS2022-22, Vanessa Cooper, Executive Assistant, Mayor & Council and CAO re: Corporate Projects Status Update — July, August, September, October, 2022. b) ES2022-08, Michelle Jakobi, Director, Environmental Services re: Municipal Services Corporation (MSC) Update. Carried. Page 10 of 17 Page 15 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. 12.Reports of Members of Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. The following member of Council provided updates: Deputy Mayor Hough. 13.Announcements: None. 14.Consent Agenda: a) Announcements of Interest to the Public: 1 . Township of Oro-Medonte Remembrance Day Notice, Friday, November 11 , 2022. b) Minutes of Barrie Public Library Board meetings held on June 23 and September 22, 2022. Staff Recommendation: Receive for Information Only. c) Minutes of Orillia Public Library Board meeting held on Wednesday, September 28, 2022. VOL Staff Recommendation: Receive for Information Only. d) Correspondence from Severn Sound Environmental Association (SSEA) re: 2022 3rd Quarter (July 1 - September 30) Report/Update; Joint Municipal Service Board (JMSB) September 26, 2022 Minutes; Board Meeting Highlights, October 27, 2022, Q3 Meeting. Staff Recommendation: Receive for Information Only. e) Correspondence dated October 25, 2022 from Minister Steve Clark, Ministry of Municipal Affairs and Housing (MMAH) re: More Homes Built Faster: Ontario's Housing Supply Action Plan 2022-2023. Staff Recommendation: Receive for Information Only. f) Correspondence received November 2, 2022 from Tourism Industry Association of Ontario re: Tourism Relief Fund. Staff Recommendation: Receive and Staff Proceed Appropriately in Accordance with Deadline. Page 11 of 17 Page 16 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. Motion No. C221109-22 Moved by DeSousa, Seconded by Scott Be it resolved that the staff recommendations with respect to the items listed under "Consent Agenda Correspondence" be adopted as printed: a) Announcements of Interest to the Public: 1 . Township of Oro-Medonte Remembrance Day Notice, Friday, November 11, 2022. b) Minutes of Barrie Public Library Board meetings held on June 23 and September 22, 2022. Received for Information Only. c) Minutes of Orillia Public Library Board meeting held on Wednesday, September 28, 2022. Received for Information Only. d) Correspondence from Severn Sound Environmental Association (SSEA) re: 2022 3rd Quarter (July 1 - September 30) Report/Update; Joint Municipal Service Board (JMSB) September 26, 2022 Minutes; Board Meeting Highlights, October 27, 2022, Q3 Meeting. Received for Information Only. e) Correspondence dated October 25, 2022 from Minister Steve Clark, Ministry of Municipal Affairs and Housing (MMAH) re: More Homes Built Faster: Ontario's Housing Supply Action Plan 2022-2023. Received for Information Only, f) Correspondence received November 2, 2022 from Tourism Industry Association of Ontario re: Tourism Relief Fund. Received and Staff Proceed Appropriately in Accordance with Deadline. Carried. Page 12 of 17 Page 17 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. 15.Communications/Petitions: a) Correspondence dated October 11, 2022 from Brenda Lucas re: Request for Relief of Fees, Zoning By-law Amendment Application 2022-ZBA-01. Motion No. C221109-23 Moved by Scott, Seconded by DeSousa Be it resolved 1. That the correspondence dated October 11, 2022 from Brenda Lucas re: Request for Relief of Fees, Zoning By-law Amendment Application 2022-ZBA-01 be received. 2. That the Request for Relief of Fees, Zoning By-law Amendment Application 2022-ZBA- 01 be approved in the amount of $1,500. 3. That the applicant be advised of Council's decision under the Director, Development Services' signature. N6, Nk Carried. b) Correspondence dated November 1, 2022 from Mikhaela Beerman re: Request for Recount, Ward 6 Councillor, 2022 Municipal Election. Motion No. C221109-24 Moved by Scott, Seconded by Hough Be it resolved 1. That the correspondence dated November 1, 2022 from Mikhaela Beerman re: Request for Recount, Ward 6 Councillor, 2022 Municipal Election be received. 2. That the request from Mikhaela Beerman for a Recount of Ward 6 Councillor of the 2022 Municipal Election be approved. 3. That the applicant be advised of Council's decision under the Clerk's signature. '% -IW Carried. Recorded Vote Requested by Councillor DeSousa Councillor DeSousa Yea Councillor Greenlaw Yea Deputy Mayor Hough Yea Councillor Keane Yea Councillor Scott Yea Councillor Veitch Nay Mayor H.S. Hughes Yea Page 13 of 17 Page 18 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. 16.Notice of Motions: None. 10.Reports of Municipal Officers for Action: f) DS2022-134, Catherine McCarroll, Intermediate Planner re: Consent Application 2022-13- 31 by Amanda & Michael Barker 750 Mount St. Louis Road East [deferred at November 2, 2022 Development Services Committee] [to be distributed]. Council consented to allow Kim Bishop, agent on behalf of the applicant, to provide additional information. Motion No. C221109-25 Moved by Hough, Seconded by Veitch Ad:1L11 Be it resolved that DS2022-134, Catherine McCarroll, Intermediate Planner re: Consent Application 2022-B-31 by Amanda & Michael Barker 750 Mount St. Louis Road East, upon receiving additional information provided by the agent on behalf of the applicant, be brought back for further review. Carried. Motion No. C221109-26 Moved by Hough, Seconded by Veitch Be it resolved - 1. That DS2022-134, Catherine McCarroll, Intermediate Planner re: Consent Application 2022-B-31 by Amanda & Michael Barker 750 Mount St. Louis Road East be received. 2. That Consent Application 2022-B-31 by Amanda & Michael Barker, to permit a boundary adjustment having a lot frontage of 45.0 metres (147.6 feet), an irregular lot depth and an area of approximately 0.65 hectares (1.6 acres) to be added to the north west corner of the property located at 4728 Line 10 North, be approved subject to the following conditions: The conditions for Consent Application 2022-B-31 are as follows: a. That the severed lands with an area of approximately 0.65 hectares (1.6 acres) be merged in title with the abutting property to the north east, described as Concession 10 East Part Lot 11 (Medonte), municipally known as 4728 Line 10 North, and that the provisions of Sections 50(3) and 50(5) of the Planning Act apply to any subsequent conveyance of, or other transaction involving, the identical subject parcel of land. Therefore, once the subject parcel of land has been conveyed to the owner of the abutting parcel, the subject parcel and the said abutting parcel shall merge in title and become one parcel of land. A Solicitor's written undertaking shall be provided to the Secretary-Treasurer indicating that the necessary steps will be taken to: 1) implement Page 14 of 17 Page 19 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. the conveyance and merger; 2) consolidate the severed and benefitting parcels to one Property Identification Number; and 3) alter the benefitting parcel, if it was created pursuant to Sections 50 or 53 of the Planning Act, so that it is not the identical parcel of land. b. That the Applicant transfer to The Corporation of the Township of Oro-Medonte ("Township"), in fee simple, free and clear of all liens and encumbrances, a 3.0 metre road widening along the entire frontage of the severed and retained lands adjacent to Mount St. Louis Road East to the Township. The Applicant's solicitor shall prepare and submit a draft of the proposed 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 encumbrances. Further, the Applicant's solicitor shall be 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 3.0 metre widening with Mount St. Louis 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 Applicant. c. That all municipal taxes be paid to the Township of Oro-Medonte. d. That one copy of a Registered Reference Plan of the severed lands prepared by an Ontario Land Surveyor be submitted to the Committee Secretary-Treasurer which conforms substantially with the application as submitted. A draft copy of the reference plan shall be provided to the Secretary-Treasurer for review and approval prior to registration on title. e. That the applicant's solicitor prepare and submit a copy of the proposed conveyance for the parcel severed, for review by the Municipality and for use for the issuance of the certificate of consent. f. That the Certificate of Consent be issued utilizing Form 4, Section 53(42) of the Planning Act R.S.O. 1990, to merge the parcels. g. That the conditions of consent imposed by the Committee be fulfilled within two years from the date of the giving of the notice of decision (Approval shall lapse where the conditions have not been fulfilled within two years 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. 3. That the applicant be advised of Council's decision under the Secretary-Treasurer's signature. Carried. Page 15 of 17 Page 20 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. 17.By-Laws: a) 2022-090: Being a By-law of the Township of Oro-Medonte to Amend By-law 2019-100 Respecting Development Charges —Withdrawn per Item 10b), Motion No. C221109-6. b) 2022-094: A By-law to allow a Temporary Use for a Garden Suite by Ron and Linda Beleskey on lands described as follows: Concession 5 East Part Lot 12 RP 51 R1859; Part 1, Township of Oro-Medonte, County of Simcoe, (Municipally known as 4824 Line 5 North), under Section 34 and 39 of the Planning Act, R.S.O. 1990, c.P.13, as amended, Roll # 4346-020-002-08100. c) 2022-095: A By-law to Authorize the Execution of a Temporary Use By-Law Agreement (Garden Suite) Between the Township of Oro-Medonte and Ron and Linda Beleskey on lands described as follows: Concession 5 East Part Lot 12 RP 51 R1859; Part 1 , Township of Oro-Medonte, County of Simcoe, (Municipally known as 4824 Line 5 North), under Section 34 and 39 of the Planning Act, R.S.O. 1990, c.P.13, as amended, Roll # 4346-020-002-08100. Motion No. C221109-27 Moved by Keane, Seconded by DeSousa Be it resolved that By-Law Nos. 2022-094 and 2022-095 AWNPW-qqw Wh ANEVIROMINN"- b) 2022-094: A By-law to allow a Temporary Use for a Garden Suite by Ron and Linda Beleskey on lands described as follows: Concession 5 East Part Lot 12 RP 51 R1859; Part 1 , Township of Oro-Medonte, County of Simcoe, (Municipally known as 4824 Line 5 North), under Section 34 and 39 of the Planning Act, R.S.O. 1990, c.P.13, as amended, Roll # 4346-020-002-08100. c) 2022-095: A By-law to Authorize the Execution of a Temporary Use By-Law Agreement (Garden Suite) Between the Township of Oro-Medonte and Ron and Linda Beleskey on lands described as follows: Concession 5 East Part Lot 12 RP 51 R1859; Part 1, Township of Oro-Medonte, County of Simcoe, (Municipally known as 4824 Line 5 North), under Section 34 and 39 of the Planning Act, R.S.O. 1990, c.P.13, as amended, Roll # 4346-020-002-08100. be read a first, second and third time, passed, be engrossed by the Deputy Clerk, signed and sealed by the Mayor. Carried. 18.Closed Session Items (Unfinished Items): None. Page 16 of 17 Page 21 of 186 5.a) Minutes of Council meeting held on Wednesday, November 9, 2022. Council Meeting Minutes — Wednesday, November 9, 2022. 19.Confirmation By-Law: a) 2022-099: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, November 9, 2022. Motion No. C221109-28 Moved by Veitch, Seconded by Scott Be it resolved that By-Law No. 2022-099: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, November 9, 2022 be read a first, second and third time, passed, be engrossed by the Deputy Clerk, signed and sealed by the Mayor. Carried. 20.Adjournment: a) Motion to Adjourn. Motion No. C221109-29 Moved by Greenlaw, Seconded by Keane VOL Be it resolved that we do now adjourn at 2:58 p.m. Carried. Mayor, H.S. Hughes � Deputy Clerk, Janette Teeter Page 17 of 17 Page 22 of 186 5.b) Minutes of Inaugural meeting of Council held on Wednesday, December... The Township of Oro-Medonte Inaugural Meeting Minutes Council Chambers Al Triaptishop Of Livestream is Available on Township (Y/W— YouTube Proud Hrrirr{gr, Excising Fmidre Wednesday, December 7, 2022 7:04 p.m. 2022 - 2026 Term of Office Present: Mayor Randy Greenlaw Councillor Lori Hutcheson Councillor John Bard Councillor David Clark Councillor Peter Lavoie Councillor Richard Schell Councillor Robert Young Staff Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Present: Michelle Jakobi, Director, Environmental Services; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Hugh Murray, Director, Fire & Emergency Services/Fire Chief; Tamara Obee, Director, Human Resources; Nelly Morrow, Director, Finance/Chief Financial Officer; Derek Witlib, Acting Director, Development Services; Jennifer Whitley, Communications/Economic Development Advisor; Vanessa Cooper, Executive Assistant, Mayor & Council and CAO; Sheila Spring, Records Management Clerk; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Jason Scharapenko, Information Technology Technician (IT) 1. Call to Order Clerk — Yvonne Aubichon. 2. Procession of 2022-2026 Council Elect Bagpiper— Luke Cuppage. Colour Party — Captain Paul Daoust & Lieutenant Paul Herbst. 3. Land Acknowledgement Mayor Elect — Randy Greenlaw. The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron-Wendat. Page 1 of 5 Page 23 of 186 5.b) Minutes of Inaugural meeting of Council held on Wednesday, December... Inaugural Council — December 7, 2022 The Anishnaabek include the Odawa [Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee] nations, collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri-Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Indigenous history and culture that has thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. 4. National Anthem - Composer, Calixa Lavallee Singing of O Canada — Vanessa Cooper. 5. Introductory Remarks Chief Administrative Officer— Robin Dunn. 6. Declaration of Office & Oath of Allegiance Clerk— Yvonne Aubichon. Placing the Chain of Office — Chad Greenlaw. 7. Inaugural address Mayor— Randy Greenlaw. 8. Remarks by Members of Council Councillor Ward One — Lori Hutcheson. Councillor Ward Two — John Bard. Councillor Ward Three — David Clark. Councillor Ward Four— Peter Lavoie. Councillor Ward Five — Richard Schell. Councillor Ward Six — Robert Young. 9. Remarks and Greetings from Dignitaries Doug Shipley, MP — Barrie-Springwater-Oro-Medonte — Erinn Dickins — Representative. Doug Downey, MPP — Barrie-Springwater-Oro-Medonte — Hale Mahon — Representative. Adam Chambers, MP — Simcoe North — via Video. Jill Dunlop, MPP — Simcoe North — Hannah Jones — Representative. Page 2 of 5 Page 24 of 186 5.b) Minutes of Inaugural meeting of Council held on Wednesday, December... Inaugural Council — December 7, 2022 County of Simcoe — Trevor Wilcox — Representative. Don Mclsaac — Mayor— City of Orillia. Basil Clarke — Mayor— Township of Ramara. Ted Walker— Mayor— Township of Tay. Inspector Coyer Yateman, Detachment Commander, Orillia Detachment, Ontario Provincial Police. 10.Special Thanks Mayor— Randy Greenlaw. 11.Recess followed by Council Business Mayor— Randy Greenlaw. Council recessed at 8:10 p.m. and resumed at 8:46 p.m. 12.Agenda Approval Motion No. C221207-1 Moved by Lavoie, Seconded by Hutcheson Be it resolved that the agenda of Wednesday, December 7, 2022 be received and adopted. Carried. 13.Disclosure of Pecuniary Interest: None. 14.Reports of Municipal Officers for Action The following draft motion was put to the floor but was executed as per Motion No. C221207-2 Moved by Young, Seconded by Clark Be it resolved that the Deputy Mayor position for The Corporation of the Township of Oro- Medonte be approved for two, two year terms to be served by two separate appointees for: - 2022-2024; and - 2025-2026. And that the draft by-law be amended accordingly. Page 3 of 5 Page 25 of 186 5.b) Minutes of Inaugural meeting of Council held on Wednesday, December... Inaugural Council — December 7, 2022 Motion No. C221207-2 Moved by Clark, Seconded by Young Be it resolved that Peter Lavoie be appointed as Deputy Mayor for The Corporation of the Township of Oro-Medonte for the two-year term of 2022-2024. Be it resolved that Lori Hutcheson be appointed as Deputy Mayor for The Corporation of the Township of Oro-Medonte for the two-year term of 2025-2026. Carried. Motion No. C221207-3 Moved by Bard, Seconded by Lavoie Be it resolved that the ballots for the appointment of Deputy Mayor for the Township of Oro- Medonte, 2022-2026 Term of Council, be destroyed. Carried. 15.By-Laws Motion No. C221207-4 Moved by Bard, Seconded by Clark Be it resolved that By-Law No. 2022-101: a) 2022-101: Being a By-Law to Appoint a Deputy Mayor to the Council of The Corporation of the Township of Oro-Medonte, as amended, be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 16.Confirmation By-Law Motion No. C221207-5 Moved by Hutcheson, Seconded by Lavoie Be it resolved that By-Law No. 2022-102: Being a by-law to confirm the proceedings of the Inaugural meeting of Council held on Wednesday, December 7, 2022 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. Page 4 of 5 Page 26 of 186 5.b) Minutes of Inaugural meeting of Council held on Wednesday, December... Inaugural Council — December 7, 2022 17.Adjournment Motion No. C221207-6 Moved by Bard, Seconded by Schell Be it resolved that we do now adjourn at 9.34 p.m. Carried. Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 5 of 5 Page 27 of 186 6.a) Correspondence dated November 22, 2022 from John Milton, CAO, Ontar... From: John Milton <imiltona-orfa.com> Date: November 22, 2022 at 10.50.24 AM EST To: Cc: Subject: ORFA - 2022 Award Recipient (Grace Beaman) Hello Grace, Hope all is well. On behalf of the Ontario Recreation Facilities Association Inc. (ORFA), please accept our congratulations on being selected as the recipient of the ORFA Doug Poulin Certificate of Achievement for having the highest Basic Arena Refrigeration exam score in 2022. It is ORFA's intention to recognize you and all 2022 award recipients as part of the upcoming December 7, 2022 annual general meeting. The 2022 AGM will be conducted as a virtual event and it is our intent to post a suitable shared image of you as we congratulate you as an award recipient. Please reach out at your earliest opportunity to confirm both receipt of this communication and attach an image that you are allowing us to use as part of the awards event. Should you have questions or comments, please don't hesitate to reach me directly at a milton(a)orfa.com or (416) 426-7063. Again, congratulations Grace on your achievement and recognition. John John Milton, Chief Administrative Officer Direct 416-426-7063 I imilton(a�orfa.com 1 Y47 190 1"1 2015 o,rfa ,5 k�^e�+m-�®owr+ E�d"QCwn'Tru�aYr'�xt1.917 CELEBRATING 75 YEARS qdmp ONTARIO RECREATION FACILITIES ASSOCIATION INC. 1 Concorde Gate, Suite 102, Toronto, ON M3C 3N6 416-426-7062 1 infoa-orfa.com I www.orfa.com M Note:The information in this email is intended for the addressee(s)named,and is confidential.Any other distribution,disclosure or copying is strictly prohibited. If you have received this communication in error, please reply by email to the sender and delete or destroy all copies of this message. "While every effort has been made to ensure the completeness and utility of our follow up to your request,there is no warranty,express or implied,that the end recipient will achieve the desired end.The Ontario Recreation Facilities Association Inc. (ORFA)disclaims any liability for loss,whether direct or consequential,flowing from the use of the precedents and other information contained in this communication". Page 28 of 186 11 .a) Robin Dunn, CAO re: Bill 23, More Homes Built Faster Act, 2022. _ Verbal Matters 1 � (Section 13.3 of Township's Township of Procedural By-Law No. 2017-165) Proud Heritage,Exciting Future Name: Robin Dunn, CAO Item Number/Name: FT1a) re: Bill 23, More Homes Built Faster Act. Meeting Date: Wednesday, December 14, 2022 Motion No.: Type of Meeting: ❑ Council X❑ Special Council ❑ Development Services Committee ❑ Accessibility Advisory Committee ❑ Heritage Committee ❑ Human Resources Committee Verbal update by the CAO for direction from Council to report back regarding Bill 23, More Homes Built Faster Act. Bill 23, More Homes Built Faster Act received Royal Assent on November 28, 2022. Page 29 of 186 11 .b) ES2022-9, Robin Dunn, CAO re: Municipal Services Corporation (MSC)... Township of Report t.f Proud Heritage, Exciting Future Report No. To: Prepared By: ES2022-09 Council Robin Dunn, CAO Meeting Date: Subject: Motion # December 14, 2022 Municipal Services Roll #: Corporation (MSC) Board of R.M.S. File #: Director Appointments Recommendation(s): Requires Action For Information Only It is recommended: 1 . That Report No. ES2022-09, Municipal Services Corporation (MSC) Board of Director Appointments be received. 2. That Council appoint the following three (3) independent directors for the MSC Hold Co. & Operating Co.: 3. That Council reappoint the Township of Oro-Medonte CAO to the MSC Hold Co.& Operating Co. as the Chief Executive Officer (CEO). 4. That Council appoint the Township Director, Environment Services to the MSC Operating Co. as the Chief Operating Officer (COO). 5. And that, Council direct staff to electronically distribute an Expression of Interest to existing and former Council members for the remaining Municipal Member representative on the MSC Hold Co. 6. And further that, staff collect the responses for discussion and consideration by Council for appointment of the Municipal Member representative for the MSC Hold Co. director position at the January 11 , 2023 meeting of Council. Environmental Services December 14, 2022 Report No. ES2022-09 Pagel of 3 Page 30 of 186 11 .b) ES2022-9, Robin Dunn, CAO re: Municipal Services Corporation (MSC)... Background: On November 14, 2018 Council endorsed Staff Report ES2018-10 (Board of Director Skills Criteria, Motion No. C181114-10). Unfortunately, due to the Municipal declaration of an emergency associated with the global COVID-19 pandemic, associated redirection of tasks and budget adjustments, the implementation of a Municipal Services Corporation including the appointment of the Board of Directors was placed on hold. On November 9, 2022, Report ES2022-08 was presented to Council in an effort to summarize the work completed to-date towards operation of the Incorporated Municipal Services Corporation (MSC) for the provision of Environmental Services. This report also included specific discussion of the MSC Board of Directors, status of recruitment and confirmed that Independent Directors and the Municipal Representatives were expected to be appointed at the December 14t" meeting of Council. Analysis: As outlined in Report ES2022-08, on September 15, 2022 a Board of Directors Recruitment Advertisement was posted on the Township website and in local newspapers with a closing date of October 7, 2022. At advertisement closing, seven (7) expression of interests were received in accordance with the advertisement criteria. The CAO & Director, Environmental Services individually met with the seven (7) applicants on October 28, 2022 to better understand their interest, background and understanding of a Municipal Services Corporation and answer any inquiries related to the provision of Environmental Services. In order to ensure consistency in the application and appointment of all the Board of Directors, staff will electronically distribute a request for Expressions of Interest to existing and former Council members for the remaining municipal member representative on the MSC Hold Co. Pending direction from Council, the distribution of the call for interest will be circulated to members of the last two terms of Council (i.e. 2014-2018 and 2018-2022), with notification written Expressions of Interest are to be received before Noon December 30, 2022. Financial / Legal Implications / Risk Management: Staff continue to work with KPMG LLP, Baker Tilly KDN LLP and Aird & Berlis to ensure the appropriate financial and legal framework is in place and consistent with the classification of a government business enterprise (GBE) to support the operational ization of the MSC. Environmental Services December 14, 2022 Report No. ES2022-09 Page 2 of 3 Page 31 of 186 11 .b) ES2022-9, Robin Dunn, CAO re: Municipal Services Corporation (MSC)... Policies/Legislation: Municipal Act Ontario Regulation 599/06 Ontario Business Corporations Act Corporate Strategic Goals: Prepare for our Future Foster Safe and Inclusive Community Living & Business Growth Modernize Township Services Support our Workforce Consultations: Director, Environmental Services Aird & Berlis, LLP- John Mascarin & Graham Topa Attachments: None Conclusion: The selection of the MSC Board of Directors, as completed through Council appointment, is a fundamental step towards operationalization of the MSC. The remaining appointment by Council of the Municipal Member of the MSC Hold Co. will finalize the MSC Board composition and is anticipated to be concluded at the January 11 , 2023 meeting of Council. Respectfully submitted: Robin Dunn, CAO Approvals: Date: Robin Dunn, December 07, 2022 CAO Environmental Services December 14, 2022 Report No. ES2022-09 Page 3 of 3 Page 32 of 186 11 .c) CS2022-24, Vanessa Cooper, Executive Assistant, Mayor and Council ... Township of R 0 Report Proud Heritage, Exciting Future Report No. To: Prepared By: CS2022-24 Council Vanessa Cooper, Executive Assistant, Mayor and Council & CAO Meeting Date: Subject: Motion # December 14, 2022 2023 Conference Schedule for Council Members Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1 . That Report No. CS2022-24 be received; 2. That be authorized to attend ROMA (Rural Ontario Municipal Association) Conference Toronto ON January 22-24, 2023; 3. That be authorized to attend OGRA (Ontario Good Roads Association) Conference Toronto ON April 16-April 19, 2023; 4. That be authorized to attend OSUM (Ontario Small Urban Municipalities) Brant County ON April 24- April 26, 2023 5. That be authorized to attend AMO (Association of Municipalities of Ontario) London ON August 20- August 23, 2023; 6. That be authorized to attend FCM (Federation of Canadian Municipalities) Toronto ON- May 25- May 28, 2023; 7. And That the Executive Assistant, Mayor and Council & CAO make the necessary arrangements accordingly. Background: Each year, members of Council may, by resolution of Council, attend conferences that educate and inform municipal representatives on items such as amendments to existing legislation, new legislation, policies and procedures related to municipal government, as well as providing Council members with the opportunity to connect with and share ideas with other municipal partners. Corporate Services December 14, 2022 Report No. CS2022-24 Pagel of 3 Page 33 of 186 11 .c) CS2022-24, Vanessa Cooper, Executive Assistant, Mayor and Council ... Conference registration fees and other associated costs are deducted from the Constituent Support and Professional Development (CSPD) budget allocation, as per the Remuneration and Expenses for Members of Council By-law 2020-010 attached as Appendix A. Councillors may elect to attend and use their (CSPD) allocation for the costs associated with the conference. Per diems would require a resolution of Council. Analysis: Conferences are back to in-person forums as opposed to the virtual platforms offered during the pandemic. Fees related to conference registration for ROMA and OGRA are outlined in Appendix B. Fees for the other conferences are still to be determined. Food and accommodation costs are in addition to conference registration fees. Below is a list of Conferences for 2023: • ROMA (Rural Ontario Municipal Association) Toronto ON- January 22-24, 2023 https://www.roma.on.ca/ ; • OGRA (Ontario Good Roads Association) Toronto ON- April 16-19, 2023 https://goodroads.ca/ ; • OSUM (Ontario Small Urban Municipalities) Brant County ON —April 24-26, 2023 Registration costs to be determined https://www.osum.ca/ ; • AMO (Association of Municipalities of Ontario) London ON- August 20-23, 2023 - registration costs to be determined .https://www.amo.on.ca/ ; • FCM (Federation of Canadian Municipalities) Toronto ON- May 25-28, 2023 - registration costs to be determined https://fcm.ca/en . Financial / Legal Implications / Risk Management: By-Law 2020-010 Remuneration and Expenses for Members of Council Section 5.5 Attendance at conferences, conventions and seminars as authorized by resolution of Council. Conference fees will be deducted from Councillor's remuneration allotment. Policies/Legislation: Remuneration and Expenses for Council Members By-law 2020-010 Corporate Strategic Goals: Prepare for our Future Corporate Services December 14, 2022 Report No. CS2022-24 Page 2 of 3 Page 34 of 186 11 .c) CS2022-24, Vanessa Cooper, Executive Assistant, Mayor and Council ... Consultations: Clerk Attachments: Appendix A: Remuneration and Expenses for Council Members By-law 2020-010 Appendix B: ROMA and OGRA Registration Costs Conclusion: In conclusion, staff respectfully present the proposed 2023 conference schedule, related approval process and allocation of associated costs for Council's information. Respectfully submitted: Vanessa Cooper Executive Assistant, Mayor and Council & CAO Approval: Date: Donna Hewitt, Director Corporate Services November 28, 2022 Robin Dunn, CAO December 7, 2022 Corporate Services December 14, 2022 Report No. CS2022-24 Page 3 of 3 Page 35 of 186 rt 11 .c) CS2022-24, Vanessa Cooper, Executive Assistant, Mayor and Council ... The Corporation of the Township of Oro-Medonte By-law No.2020-010 A By-law to Provide for Remuneration and Expenses for Members of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups, and Expenses for Employees, and to Repeal By-law Nos.2019-005 and 2019.099 (Remuneration and Expenses By-law) Whereas Section 283(1) of the Municipal Act,2001, 5.0.2001, c.25,as amended, provides that a municipality may pay any part of the remuneration and expenses of the members of any local board of the municipality and of the officers and employees of the local board. And Whereas Section 283(2)of the Municipal Act,2001, S.O.2001, c.25, as amended, provides that, despite any Act,a municipality may only pay the expenses of the members of its council or of a local board of the municipality and of the officers and employees of the municipality or local board if the expenses are of those persons in their capacity as members, officers or employees and'rf, (a)the expenses are actually incurred;or (b)the expenses are, in lieu of the expenses actually incurred,a rjasonable estimate, in the opinion of the council or local board,of the actual expenses That would be incurred. I h And Whereas Section 283(7) of the Municipal Act,2009, S.0 .20c.25,as amended, provides that,on or after December 1,2003,a council I review a by-law C under subsection(5)at a public meeting at least once during the four-year period corresponding to the term of office of its members after a regular election. And Whereas Council deems it expedient to pass a By-law to provide for the remuneration and expenses of Members.of Council and Council's Appointees to Local Boards and Committees/Technical Support Groups and for expenses for employees; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That Schedules"A", "B"and"C"attached hereto form part of this By-law. 2. That By-Law Nos. 2019-005 and 2019-099 are hereby repealed. 3. This by-law shall take effect on January 1,2020. By-law read a First,Second and Third time,and Passed this 13tt' day of March, 2020. The Corporation of the Township of Ora-Medonte Mayor,H.S. ghes Deo'sity Clerk,Janette Teeter Page 36 of 186 11 .c) CS2O22-24, Vanessa Cooper, Executive Assistant, Mayor and Council ... r Schedule"A" to By-law No.2020.010 Remuneration of Council Members 1. The annual remuneration for Members of Council for 2020 shall be: Mayor $48,819 Deputy Mayor $32,299 Councillors $26,310 2. That the annual remuneration for Members of Council shall be the cost of living adjustment provided to bargaining unit excluded staff for the current year, 3. Members of Council shall receive, in addition to their annual remuneration,per diem payments as follows: $ 80.00 for each half day or evening meeting • $ 160.00 for each full day meeting Where a Member of Council attends multiple meetings on the same day,which are eligible for per diem payments,the Member of Council shall be entitled to a single per diem not to exceed the full day meeting per,diem identified above. 4. The per diem stipulated in Section 3 shall exclude the following: 4.1 Attendance pt regularly scheduled Council/Council Committee Meetings,as defined in Regular Meeting Schedule of the Procedural By law 4.1.1 Regularly scheduled Council/Council Committee Meetings include: 1) Cn' ` it Meetings ii) De opment Services C 4.2 Attendance at a function for the purpose of presenting Congratulatory Certificates on behalf of the Township;and 4.3 Attendance at special functions/events where the Township has purchased a ticket for the Member,such as Awards Dinners,etc. 5. The per diem stipulated in Section 3 shall apply to the following: 5.1 Attendance at Special meetings of Council,as defined in the Procedural By-law; 5.2 Attendance at Orientation Sessions as defined as education and training as organized by the Corporation for the purpose of on barding new members of Council subsequent to swearing of oaths or by resolution of Council; 5.3 Attendance at Public Meetings/Public Information Sessions, as defined in the Procedural By-law,when such meetings are conducted as a separate meeting on a designated day; 5.4 Attendance at meetings of Committees, local boards,or special Ad-Hoc committees to which the Member of Council has been appointed by resolution of . Council, unless specified otherwise in a resolution of Council. No per diem or mileage shall be provided where the appointed member receives compensation from the external body. 5.4.1 Committees and local boards include: i) Joint Accessibility Advisory Committee ii) Heritage Committee iii) Human Resources Committee iv) Barrie Area Physician Recruitment v) County Council Alternate vi) Lake Simcoe Region Conservation Authority vii) Lake Simcoe Region Airport Ail) Nottawasaga Valley Conservation Authority Page 37 of 186 r� 11 .c) CS2022-24, Vanessa Cooper, Executive Assistant, Mayor and Council ... ix) Orillfa&Area Physician Recruitment x) Orillia Chamber of Commerce A) Oro-Medonte Chamber of Commerce xii) Severn Sound Environmental Association xiii)Sustainable Sevem Sound xiv)Top Aggregate Producing Municipalities of Ontario xv) Orillia Public Library Board 5.5 Attendance at conferences,conventions and seminars as authorized by resolution of Council; 5.6 Attendance by the Mayor,and/or his/her designate(s) including the Mayor in his/her capacity as ex-officlo,and/or his/her designate(s), in an ex-off icio capacity and Members of Council,at meetings required for a specific purpose relative to municipal business and at business functions as representatives of the Municipality, as authorized by resolution of Council. I C Page 38 of 186 11 .c) CS2022-24, Vanessa Cooper, Executive Assistant, Mayor and Council ... Schedule"B" to By-law No.2020-010 Remuneration of Public Members of Local Boards&Committees 1. The Public Members of the: • Heritage Committee • Property Standards Committee; shall receive per diem payments as follows: •$ 80.00 for each half day or evening meeting; •$ 160.00 for each full day meeting. 2.- The Public Members of the: • Fence-Viewers shall receive per diem payments as follows: •$ 80.00. 3. The per diem stipulated in Sections 1 and 2 of this Schedule shall apply to the following: k ;i 3.1. Attendance at meetings of the local board or oo smittee; 3.2. Attendance at conferences,conventions and s' mars as authorized by resolution of Council; C3.3. Attendance at meetings required for a specific purpose relative to municipal business and authorized by resolution of Council. 4. The above per dlems, including per-kilometer payments,shall be paid on a semi- annual basis, upon submission of a statement approved by the respective Senior Manager. Page 39 of 186 11 .c) CS2O22-24, Vanessa Cooper, Executive Assistant, Mayor and Council ... Schedule"C" to By-law No.2020-010 Expenses for Members of Council, Council's Appointees to Local Boards and Committees/Technical Support Groups and Employees 1. Per Kilometer Payments 1.1 Effective January 1,2020,the municipality shall compensate Members of Council, Council's Appointees to Local Boards&Committees/Technical Support Groups and Employees at the Township approved per kilometer rate for the use of non township owned vehicles. 1.1.1 That the per kilometer rate will be adjusted on January 1st each year to the Canada Revenue Agency(CRA) rate for Ontario. 1.2 Members of Council shall receive a per-kilometer payment as outlined further in this section: 1.2.1 Members of Council shall receive a per-kilometer payment for travel from their residence a d back to attend meetings,conferences, conventions and seminars stipulated in Section 3 of Schedule"C", upon submission of Meeting and Mileage Expense Statements. 1.3 Per kilometer payments as defined in this section will be charged against the tllvidual Council Members'annual Constituent Support and Professional Development(CSPD)allocation as outlined in Section 4 of Schedule"C". 1.4 bers of local boards&committees shall receive a per-kilometer ment for travel from their residence and back to attend meetings, conferences,conventions and seminars stipulated in Section 3 of Schedule C "B"• 1.5 Township employees shall receive a per-kilometer payment for each kilometer driven in a non-township owned vehicle while on Township business. 2. Luncheon&Dinner Meetings 2.1 The municipality shall be responsible for the cost of Council or Committee luncheon/dinner meetings when such meetings are called by Council or the Committee concerned. 2.2 Council members and Senior Staff shall have the discretion to Invite visitors for lunch or dinner in connection with Township business and such expense shall be borne by the Township. 3. Conferences, Conventions, Seminars and Meetings Attendance at conferences,conventions,seminars and meetings for Members of Council shall be pre-authorized by Council resolution or in accordance with Township policy. 3.1 The following expenses shall be paid upon submission of receipts: 1) Hotel/Motel accommodation -actual cost ii) Parking -actual cost iii) Registration -actual cost iv) Meals and incidental expenses -actual cost 3.2 Costs associated with conferences, conventions, seminars and meetings will be charged against the individual Council Members'annual Constituent Support and Professional Development(CSPD) allowance as outlined in Section 4 of Schedule C. Page 40 of 186 11 .c) CS2022-24, Vanessa Cooper, Executive Assistant, Mayor and Council ... 4. Council Expense Allocation: The approved annual budget will include an annual allowance of$6,600 for the Mayor and$5,600 for each Member of Council to cover rthe cost of Constituent Support and Professional Development(CSPD) expenses. 4.1 Eligible expenses include but are not limited to: i) Conferences and seminars as defined in Section 3 of Schedule"C" ii) Promotional material related to Township Business iii) Monthly internet plan iv) Subscriptions related to Township Business or municipalities in general v) Parking related expenses save and except parking fines. vf) Expenses related to Constituent&ward meetings vii) Social Events and Banquets viii) Mileage Reimbursement as defined in Section 1 of Schedule"C". 4.2 Ineligible expenses include but are not limited to: i) Additional accommodation for days outside of a formal Conference and/or seminar ii) Alcohol and alcoholic beverages iii) Companion registration fees and expenses at Conferences iv) Personal entertainment(e.g.sight-seeing, concerts, sporting events,etc.) v) Personal services(e.g.shoe shine,valet service,spa treatments, etc.) A) Personal vehicle costs beyond mileage(e.g. maintenance, repair, etc.) vii)Traffic and parking fines 4.3 Corporate promotional items:Township pins,flags and other Township promotion items may be made available from time to time to Council Members,for distribution to the public and service clubs.The associated costs will be charged against the individual Council Members'annual CSPD allowance. 4.4 Expenses shall be paid upon submission of the Expense Statements withil C receipts on a monthly basis. 4.5 A recap of expenses relating to the annual allowance will be prepared quarterly,distributed to Members for information and posted on the Township website annually. 4.6 Costs exceeding the annual CSPD allowance shall be borne by the individual Council Member except where authorized by Council Resolution. 5. Expense Statements 5.1 Statements for expenses shall be submitted in a form determined by the Township. 6. Mobile Devices 6.1 The municipality shall be responsible for the issuance of Mobile devices and related monthly plan costs in accordance with the current information technology mobile device policy.While engaged in Municipal business, Council Members shall arrange an appropriate out of country mobile device plan in order to avoid excessive roaming charges. Page 41 of 186 11 .c) CS2022-24, Vanessa Cooper, Executive Assistant, Mayor and Council ... 2023 Conference Registration Fees ROMA (Rural Ontario Municipal Association) Registration Type Member Cost Early Bird Regular Before After Nov 18, 2022 Nov 18, 2022 Full Conference $565.00 $615.00 Sunday $205.00 $250.00 Monday $310.00 $400.00 Tuesday $205.00 $250.00 *Onsite Registration Full Conference $670.00 Sunday- *Onsite $300.00 Monday- *Onsite $450.00 Tuesday- *Onsite $300.00 *Onsite- purchasing registration onsite, at the conference OGRA (Ontario Good Roads Association) Member Cost Registration Type Early Bird Regular After Before Feb Feb 17, 2023 17, 2023 A Full Registration $825.00 $875.00 B Monday Only $470.00 $500.00 C Tuesday Only $470.00 $500.00 D Half Day Wednesday 1 $235.00 1 $255.00 Page 42 of 186 11 .d) FES2022-5, Hugh Murray, Director, Fire & Emergency Services/Fire C... Township of Report r 0 Proud Heritage, Exciting Future Report No. To: Prepared By: FES 2022 - 05 Council Hugh Murray Meeting Date: Subject: Motion # December 9, 2020 Fire Dispatch Services Roll #: Agreement R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report FES 2022- 05 be received and adopted. 2. That the Clerk and Mayor be authorized to sign the agreement. 3. That the Clerk bring forward the appropriate by-law for Council's consideration. 4. And that the City of Orillia's Fire Chief be notified of Council's decision under the Fire Chief's signature. Background: The Township of Oro-Medonte receives its Fire Dispatch services through the City of Orillia, which are located in the City of Orillia Fire Department Communications Centre. Oro-Medonte Fire & Emergency Services are dispatched to calls from the 9-1-1 system from the public for both emergency and non-emergency conditions. The current memorandum of agreement with the City of Orillia expired December 31 , 2022. Analysis: The City of Orillia has provided a new memorandum of agreement to take effect January 1, 2123 until midnight December 31, 2023. Staff have reviewed the agreement and there are some changes in the agreement identifying technology requirements based on upcoming changes with 911 service (NG911). In addition, a rate increase which affects the overall costs. The rate has been adjusted to bring their service in line with other agencies providing this service and to better Fire & Emergency Services December 14, 2022 Report No. FD 2022 -05 Page 1 of 3 Page 43 of 186 11 .d) FES2022-5, Hugh Murray, Director, Fire & Emergency Services/Fire C... reflect actual costs; as well, a population increase based on the most current census is also driving the increase. Financial / Legal Implications / Risk Management: The Township paid $2.12 per capita for dispatching services in 2022 based on the population shown in the current Statistics Canada Community Profile and is updated annually during this agreement. The base rate of $2.12 will change to $2.84 until December 31, 2023. (2016 Statistics Canada population 21 ,036) (2022) Statistics Canada population 23,017) An increase of $20,771 .96, (offset by savings of $4,126.62 - Report FES 2022-06) will be reflected in the 2023 -2024 budget. Policies/Legislation: Municipal Act, S.O. 2001, c. 25 Fire Protection and Prevention Act, S.O. 1997, c4 Corporate Strategic Goals: Financial Stewardship Healthy Community Consultations: Deputy Chief MacNeil City of Orillia Fire Chief Director Finance\CFO Attachments: Memorandum of Agreement between the City of Orillia and the Township of Oro- Medonte. Conclusion: Staff recommend that the agreement be signed and that we continue with the service provided by the City of Orillia for the duration of the agreement. Fire & Emergency Services December 14, 2022 Report No. FD 2022 -05 Page 2 of 3 Page 44 of 186 11 .d) FES2022-5, Hugh Murray, Director, Fire & Emergency Services/Fire C... Respectfully submitted: Hugh Murray Fire Chief Approvals: Date: Robin Dunn, December 09, 2022 CAO Fire & Emergency Services December 14, 2022 Report No. FD 2022 -05 Page 3 of 3 Page 45 of 186 11 .e) FES2022-6, Hugh Murray, Director, Fire & Emergency Services/Fire C... Township of Report r 0 Proud Heritage, Exciting Future Report No. To: Prepared By: FES 2022 - 06 Council Hugh Murray Meeting Date: Subject: Motion # December 14, 2022 9-1-1 C.E.R.B. Services Roll #: Agreement R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report FES 2022- 06 be received and adopted. 2. That the Clerk and Mayor be authorized to sign the agreement. 3. That the Clerk bring forward the appropriate by-law for Council's consideration. 4. And that the City Of Orillia's Fire Chief be notified of Council's decision under the Fire Chief's signature. Background: The Township of Oro-Medonte receives it's 9-1-1 Central Emergency Reporting Bureau (C.E.R.B.) services through the City of Orillia which are located in the City of Orillia Fire Department Communications Centre. The 9-1-1 answering bureau (C.E.R.B.) answers the initial 9-1-1 calls from the public and transfers those emergency calls to the appropriate agency. The current memorandum of agreement with the City of Orillia expired December 31, 2022. Analysis: The City of Orillia has provided a new memorandum of agreement to take effect January 1 , 2023 until midnight December 31 , 2023. Staff have reviewed the agreement, which has not changed from the previous agreement. However, there is a decrease in the per capita rate to be more in line with other 9-1-1 answering bureaus (C.E.R.B.). Fire & Emergency Services December 14, 2022 Report No. FD 2022 -06 Page 1 of 2 Page 46 of 186 11 .e) FES2022-6, Hugh Murray, Director, Fire & Emergency Services/Fire C... Financial / Legal Implications / Risk Management: The Township paid $0.81 per capita for the 9-1-1 service based on the population shown in the current Statistics Canada Community Profile and is updated annually during this agreement. (2016 Statistics Canada population 21 ,036). The base rate of $0.81 will change to $0.561 until December 31 , 2023. (2021 Statistics Canada population 23,017), a decrease for 2023 of $4,126.62, to be reflected in the 2023 -2024 budget. Policies/Legislation: Municipal Act, S.O. 2001, c. 25 Fire Protection and Prevention Act, S.O. 1997, c4 Corporate Strategic Goals: Financial Stewardship Healthy Community Consultations: Deputy Chief MacNeil City of Orillia Fire Chief Director Finance\CFO Attachments: Memorandum of Agreement between the City of Orillia and the Township of Oro-Medonte. Conclusion: Staff recommend that the agreement be signed and that we continue with the service provided by the City of Orillia for the duration of the agreement. Respectfully submitted: Hugh Murray Fire Chief Approvals: Date: Robin Dunn, December 09, 2022 CAO Fire & Emergency Services December 14, 2022 Report No. FD 2022 -06 Page 2 of 2 Page 47 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... I ownship of II Report ; Proud Heritage, Exciting Future Report No. To: Prepared By: CS2022-25 Council Yvonne Aubichon, Clerk/Janette Teeter, Deputy Clerk Meeting Date: Subject: Motion # December 14, 2022 2022-2026 Term of Council, Roll #: Appointment Opportunities to R.M.S. File #: Township Committees/Task Forces and Agency/Board Representation Recommendation(s): Requires Action For Information Only Be it resolved 1. That CS2022-25, Yvonne Aubichon, Clerk and Janette Teeter, Deputy Clerk re: 2022-2026 Term of Council, Appointment Opportunities be received and adopted. 2. That the applicable outside agency/Board be advised of Council's decision accordingly under the Mayor's signature. Be it resolved that be appointed to the Barrie Area Physician Recruitment Committee for the 2022-2026 term of Council. Be it resolved 1. That (2022-2024); and (2025-2026) be appointed as an alternate member to the Council of the County of Simcoe during an absence of the Mayor or Deputy Mayor for the 2022-2026 term of Council. 2. That the appropriate draft by-law be brought forward for Council's consideration. 3. That the County of Simcoe be advised of Council's decision under the Clerk's signature. Be it resolved 1. That the Township Heritage Committee be continued. 2. That be appointed, as Chair, and be appointed, as Co-Chair, to the Heritage Committee for the 2022-2026 term of Council. Corporate Services December 14, 2022 Report No. CS2022-25 Page 1 of 80 Page 48 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Be it resolved 1 . That the Township Human Resources Committee be continued. 2. That be appointed, as Chair, and be appointed, as Co-Chair, to the Human Resources Committee for the 2022-2026 term of Council. Be it resolved 1 . That the Township Internet Connectivity Task Force be continued. 2. That and be appointed to the Internet Connectivity Task Force for the 2022-2026 term of Council. Be it resolved that be appointed to the Joint Accessibility Advisory Committee for the 2022-2026 term of Council. Be it resolved that be appointed to the Lake Simcoe Region Conservation Authority for the 2022-2026 term of Council. Be it resolved that be appointed to the Nottawasaga Valley Conservation Authority for the 2022-2026 term of Council. Be it resolved that be appointed to the Orillia & Area Physician Recruitment Committee for the 2022-2026 term of Council. Be it resolved that be appointed to the Orillia & Lake Country Tourism for the 2022-2026 term of Council. Be it resolved that be appointed to the Orillia District Chamber of Commerce for the 2022-2026 term of Council. Be it resolved that be appointed to the Orillia Public Library Board for the 2022-2026 term of Council. Be it resolved that be appointed to the Oro-Medonte Chamber of Commerce & Tourism for the 2022-2026 term of Council. Be it resolved that be appointed to the Severn Sound Environmental Association for the 2022-2026 term of Council. Corporate Services December 14, 2022 Report No. CS2022-25 Page 2 of 80 Page 49 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Be it resolved that be appointed to the Top Aggregate Producing Municipalities of Ontario for the 2022-2026 term of Council. Be it resolved 1. That the Township Development Services Committee be continued. 2. That the appropriate draft by-law be brought forward for Council's consideration. Be it resolved that the Township Citizen/Senior of the Year Advisory Group be continued. Be it resolved that the Economic Development Roundtable be continued. Background: This report provides background information for a Council decision to appoint Members of Council to Township Committees and outside Boards/Agencies and to continue/dissolve the applicable Township Committees Council deems necessary. Council appoints Members of Council/staff, if applicable, at the beginning of a new term of Council in order for the Township and its representation to ensure business continuity going forward. The Mayor may sit as Ex-Officio, if applicable and may not be limited to, the Heritage Committee, Human Resources Committee and Economic Development Roundtable. Analysis: The following information has been provided, as excerpts from current Township Committee by-laws or from the outside Boards/Agencies, for appointment and business continuity consideration: Barrie Area Physician Recruitment (One (1) Appointee) Currently meeting twice a year with an additional two written report updates. Next meeting is TBD (March-April 2023) Ba r r i e Area PHYSICIAN RECRUITMENT TERMS OF REFERENCE J...2015 Corporate Services December 14, 2022 Report No. CS2022-25 Page 3 of 80 Page 50 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... TERMS OF REFERENCE—Barrie Area Physician Recruitment Task Force TABLE OF CONTENTS TABLE OF CONTENTS 2 SECTION 1 -PURPOSE 3 SECTION 2-GOAL 3 SECTION 3-OBJECTIVES 3 SECTION 4—TASK FORCE 4 SECTION 5-MEMBERSHIP 5 SECTION 6-MEMBER RESPONSIBILITIES 6 SECTION 7—MEETINGS 6 SECTION 8-ACCOUNTABILITY 7 SECTION 9-DECISION MAKING 7 SECTION 10-OFFICERS 7 SECTION 11 —PHYSICIAN RECRUITMENT COORDINATOR 9 SECTION 12—COMMITTEENVORKING GROUP STRUCTURE 9 SECTION 13—SIGNING AUTHORITY 10 SECTION 14-MINUTES 10 SECTION 15—EFFECTIVE DATE 11 -2- Corporate Services December 14, 2022 Report No. CS2022-25 Page 4 of 80 Page 51 of 186 11 .f) CS2O22-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... TERMS OF REFERENCE-Barrie Area Physician Recruitment Task Force SECTION 1 -PURPOSE 1. The purpose of the Barrie Area Physician Recruitment Task Force (the "Task Force") is to bring physicians, healthcare leaders, community leaders and municipal leaders together to develop and implement strategies to train, recruit, and retain physicians for: • The City of Barrie • The Town of Innisfil • The Township of Oro-Medonte • The Township of Springwater • The Royal Victoria Regional Health Centre SECTION 2-GOAL 1 The goal of the Task Force is to have an adequate supply of physicians for all residents in the communities, ultimately removing the area from the Ministry of Health and Long Term Care's List of Areas Designated as"High Need." SECTION 3—OBJECTIVES 1 ACTIONS 1. To develop and implement strategies to recruit family physicians for permanent practice and locum tenens opportunities in the communities served. 2. To support the Family Health Teams and other community based efforts designed to attract family physicians, 3. To develop and implement strategies to recruit specialists for permanent practice opportunities in the communities served within the Royal Victoria Regional Health Centre's catchment area. 4. To develop and implement strategies to encourage medical students and residents to seek training and permanent practice opportunities in the RVH Catchment area. 5. To develop and implement strategies to retain current family physicians and specialists 6. To pursue opportunities for fundraising for physician recruitment,training and retention. 7. To promote the efforts of the Task Force and inform key stakeholders of the communities served, through various media, provincial and municipal recruitment issues and initiatives. 8. To advocate to government and government agencies for initiatives that would increase the supply of physicians to the area. -3- Corporate Services December 14, 2022 Report No. CS2022-25 Page 5 of 80 Page 52 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... TERMS OF REFERENCE—Barrie Area Physician Recruitment Task Force SECTION 4—TASK FORCE Role and Function 1. The Task Force shall be responsible for: a. Making decisions on policy affecting the Task Force's initiatives b. Hiring of the Recruitment Coordinator c. Appointing committees or working groups as may be required to accomplish the work of the Task Force Confidentiality and Privacy of Information 2. The Task Force and its members shall respect the confidentiality of all matters discussed at Task Force meetings and any other information and documentation to which one may have access to in the capacity as a Task Force member. Standard of Care 3. Every Task Force member shall: a. Exercise the powers and discharge the duties of the Task Force honestly, in good faith,and in the best interests of the Task Force,and, b. Exercise the degree of care, diligence and skill that a reasonable and prudent person would exercise in comparable circumstances. Conflict of Interest 4. Every Task Force member who has any direct or indirect interest in any contract or arrangement, or proposed contract or arrangement with the Task Force shall disclose his or her interest as follows: a. Declare his or her interest at the first meeting of the Task Force after which he or she became interested or aware of any such interest; b. Request that his or her declaration be recorded in the minutes of the meeting,and, c. Not vote on any resolution or participate in any discussion with respect to the resolution concerning the contract or proposed contract or arrangement. Quorum 5. When items of issue are called to a vote, a quorum shall be a majority of the voting Task Force membership. Vacancies 6. Where a vacancy occurs within the General Members category,the Task Force may nominate a replacement,who shall hold office for the remainder of the term for which his or her predecessor was appointed. -4- Corporate Services December 14, 2022 Report No. CS2022-25 Page 6 of 80 Page 53 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... TERMS OF REFERENCE—Barrie Area Physician Recruitment Task Force SECTION 5-MEMBERSHIP Voting Members: 1. The voting members of the Task Force shall include: Organization Members(representatives appointed by the organization) 2 Royal Victoria Regional Health Centre Representatives, 2 City of Barrie Council Representatives, 1 City of Barrie Economic Development Department Representative, 1 Town/Township Representative(from each Township listed in Section 1), 1 Joint Representative for the area Chambers of Commerce, 1 Barrie Community Family Health Team, 1 Rural Ontario Medical Program(ROMP)Representative-Regional Clinical Director; 1 Federal Member of Parliament Representative, and 1 Provincial Member of Parliament Representative. General Members(representatives appointed by the Task Force) 1 Physician Representative(Specialist), 2 Physician Representatives(Family Medicine), 3 Citizen Volunteer Representative, Ex-Officio Members: 2. The ex-officio(non-voting members)of the Task Force shall include: 1 Administrative Representative of the Rural Ontario Medical Program(ROMP), 1 Physician Recruitment Coordinator Term of Office 3. The term of office for Organization Members shall be permanent unless one of the following situations arises. Written notice of the existence of any of these conditions must be provided to the Task Force for consideration: a. The goal of the Task Force has been reached and it ceases to exist, b. The organization chooses not to continue their membership in the Task Force, or c. The relationship is no longer desired by the Task Force. 4. The term of office for General Members shall be for four years, concurrent with the municipal term of office. -5- Corporate Services December 14, 2022 Report No. CS2022-25 Page 7 of 80 Page 54 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... TERMS OF REFERENCE—Barrie Area Physician Recruitment Task Force Removal from the Task Force 5. A member may, by majority vote, be removed from the Task Force if: a. The member is absent from three or more regular meetings during any calendar year without prior notice, b. The member breaches the provisions regarding conflict of interest or confidentiality and privacy of information; C. The member breaches the provisions regarding the Standard of Care referred to in these Terms of Reference and/or their behaviour is deemed harmful to the welfare or best interests of the Task Force. 6. If the Task Force so determines that a resignation is required, the Administrative Co-Chair shall provide written notice to the representative and request that the parent organization (if applicable) provide a replacement. Remuneration 7. No Task Force member shall receive remuneration in payment for services carried out in that capacity. 8. Task Force members may be reimbursed for all reasonable, out-of-the-ordinary expenses relating to their functions as such. Reimbursement for any such expenses must be approved in advance by the Task Force. SECTION 6-MEMBER RESPONSIBILITIES 1. Individual Task Force members shall: a. Promptly attend meetings, b. Send regrets to the meeting chair or Recruitment Coordinator if unable to attend meetings, c. Prepare for meetings by completing assigned tasks, d. Participate constructively in meetings by listening,questioning, discussing and brainstorming, e. Respect confidentiality, f. Declare any conflict of interest,and g. Make decisions without bias in the best interest of the Task Force SECTION 7—MEETINGS Regular Meetings 1. The Task Force and Committees will meet 5 times per year (January-December). The Task Force may hold its meetings at any place within the communities served as it may from time to time determine. 2. Notice of such regular meetings shall be issued in accordance with these Terms of Reference. Special Meetings -6- Corporate Services December 14, 2022 Report No. CS2022-25 Page 8 of 80 Page 55 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... TERMS OF REFERENCE—Barrie Area Physician Recruitment Task Force 3. At the call of the Chair or at the request of a majority of members, the Task Force may hold special meetings. 4. Notice of such special meetings shall be issued in accordance with the Terms of Reference of the Task force. Notice of Meetings 5. Notice of meetings shall be provided by e-mail or directly by telephone at least twenty-four(24) hours prior to the date and time of the meeting, provided always that a meeting of Members may be held for any purpose on any date and at any time and at any place without notice, if all Members are present in person at the meeting or if all the absent Members shall have signified their assent in writing to such meeting being held. Notice of any meeting or any irregularity in any meeting or in the notice thereof may be waived by any Member. 6. The accidental omission to give notice of any meeting or the non-receipt of any notice by any persons shall not invalidate any resolution passed or any proceedings taken at any meeting. 7. The Task Force may appoint a day or days in any month or months for regular meetings at an hour to be named. If regular meetings are scheduled, no additional notice is required. SECTION 8-ACCOUNTABILITY 1. The Task Force is accountable to its funding sources, which are the organizations listed in Section 1 and ultimately, to the patients and citizens of these communities. SECTION 9-DECISION MAKING 1. Decisions will be reached by a consensus or by a majority vote of quorum when consensus is not able to be reached. All decisions involving the strategic direction of the Task Force or involving the expenditure of funds in an amount greater than $1,000 (where the item is not previously approved within a category in the annual budget)shall require a vote and be duly recorded in the minutes as approved. In a situation where a decision is required immediately and the issue cannot wait to be addressed at the next regularly scheduled meeting, the Executive Committee can, via email or other means of communication, reach a decision based on either consensus or a majority vote. The record of the decision reached shall be recorded and reported on at the next regularly scheduled meeting. SECTION 10-OFFICERS Election and Term 1. The Task Force shall elect three Officers from amongst themselves for the positions of Administrative Co-Chair, Physician Co-Chair, and Treasurer who shall serve for the current term of the Task Force or until he or she is removed from office by resolution of the Task Force. Duties of the Officers 2. The Administrative Co-Chair responsibilities include: a. Chair all meetings of the Task Force,when present in person and able, i. Ensure that decisions are made and actions are noted for follow-up, -7- Corporate Services December 14, 2022 Report No. CS2022-25 Page 9 of 80 Page 56 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... TERMS OF REFERENCE-Barrie Area Physician Recruitment Task Force ii. Ensure a transparent and inclusive discussion;and iii. Call a vote when issues cannot be resolved by consensus b. Provide general supervision of the Recruitment Coordinator and oversight of the affairs of the Task Force, c. Be an official spokesperson for the Task Force to the media and/or other key stakeholders or delegate this responsibility from time to time as deemed fit, d. Perform any other duties, which the Task Force may,from time to time,assign. 3. The Physician Co-Chair responsibilities include: a. Be an official spokesperson for the Task Force to the media and/or other key stakeholders, b. Provide applicable physician related expertise,and c. Perform the duties of the Administrative Co-Chair on an as-needed basis should they be unable to fulfill their duties. d. Perform any other duties, which the Task Force may,from time to time,assign. 4. The Treasurer's responsibilities include: a. Cause to be kept and maintained the financial statements of the Task Force, b. Providing regular budget updates to the Task Force c. The preparation of any required annual reports and funding requests to funding bodies; d. Cause to be prepared and distributed the proposed annual budget on or before the first day of March in each year, e. Provide direction for physician incentive guidelines/policies and fundraising initiatives, f. Perform any other duties, which the Task Force may,from time to time,assign. -8- Corporate Services December 14, 2022 Report No. CS2022-25 Page 10 of 80 Page 57 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... TERMS OF REFERENCE—Barrie Area Physician Recruitment Task Force SECTION 11 —PHYSICIAN RECRUITMENT COORDINATOR Appointment 1. The Task Force,through an associated legal entity, shall hire or contract with a Recruitment Coordinator, and shall prescribe the duties of this position. 2. The Recruitment Coordinator shall report directly to the Task Force Administrative Co-Chair, who by virtue of that position shall be responsible to the Task Force for the activities of the Recruitment Coordinator. 3. Any additional duties deemed to be desirable for the Recruitment Coordinator to action must be approved by either the Task Force at one of its meetings or the Task Force Administrative Co- Chair. Duties 4. Be the chief administrative officer and provide general management and execution of the policies and recruitment/retention activities of the Task Force, 5. Be the senior staff position, responsible for the hiring and termination of all other staff, 6. Attend all meetings of the Task Force and be entitled to speak on all matters, without the right to vote, 7. Serve as a resource to all committees and/or work groups of the Task Force, 8. Fulfill the duties of the job description, or List of Services as a contractor, as determined by the task Force 9. Be an official spokesperson of the Task Force to the media and/or other key stakeholders. Remuneration and Evaluation 10. The Task Force shall: a. Establish the remuneration for the Recruitment Coordinator through a resolution of the Task Force,and, b. Carry out a formal and written evaluation of the position of Recruitment Coordinator, within a mutually determined and agreed upon approach, process and time frame. The Administrative Co-Chair of the Task Force shall represent the Task Force in this matter. SECTION 12—COMMITTEEMORKING GROUP STRUCTURE 1. The Task Force is an informal, action oriented group of like minded organizations and individuals working together towards a common goal. As such, a formal committee structure would stifle the creativity and activities of the Task Force. The Task Force instead utilizes a "working group" structure where a working group will be formed to develop or implement activities that support the Task Force's objectives. Typically, work groups may be formed within the following categories: • Recruitment—such as attendance at recruitment fairs, physician tours, dinner meetings, follow up activities,etc. -9- Corporate Services December 14, 2022 Report No. CS2022-25 Page 11 of 80 Page 58 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... TERMS OF REFERENCE-Barrie Area Physician Recruitment Task Force • Retention —such as initiatives that acknowledge existing physicians or bring physicians and/or their families together in social gatherings. • Education—such as initiatives that encourage students(both high school and university) to consider physician career choices as well as to assist in the provision of training opportunities for International Medical Graduates(IMGs) and other students. • Public Relations—such as initiatives for promoting the work of the Task Force, keeping stakeholders informed, or advocating to government agencies. 2. The Task Force shall designate a lead person for each working group who will provide regular updates to the Task Force and liaise on an as-needed basis with the Recruitment Coordinator. 3. Notwithstanding Section 13, subsection (1) above, the Task Force will have one formal committee; namely,the Executive Committee. The Executive Committee will be comprised of the three Officers of the Task Force and the Recruitment Coordinator and will be responsible for leading the strategic direction and day-to-day activities of the Task Force. Ad Hoc Committee/Working Group Members: 4. The Task Force may appoint ad hoc (non-voting) members to any of its Committees/Working Groups should such members be determined to be of strategic benefit to the Task Force for the particular initiative. 5. These members are to be chosen based upon the strategic value they provide to the Task Force and will generally remain as Ad Hoc Members until such time as either the goal of the Task Force/Committees has been reached or the relationship is no longer mutually beneficial. SECTION 13—SIGNING AUTHORITY 1. Three (3) persons shall have signing authority for the Task Force,the two Co-Chairs, and the Recruitment Coordinator. 2. Contracts, documents or any instruments in writing requiring the signature of the Task Force shall be signed by any two of the above noted officers and all contracts, documents and instruments in writing so signed shall be binding upon the Task Force without any further authorization or formality. The Task Force shall not bind the'host' legal entity without its consent. 3. Notwithstanding Section 13,subsection(2)above,the Task Force may provide special authorization for the Administrative Cc-Chair, or Recruitment Coordinator alone to enter into specific contracts and engagements required for the ordinary course of operations. 4. Notwithstanding Section 13,subsection(2)above, any written correspondence on the behalf of the Task Force may be issued by the Recruitment Coordinator alone, or, if on behalf of a Working Committee, co-signed by the Recruitment Coordinator and the lead person for the Working Committee. 5. The Royal Victoria Hospital, acting as the current finance department for the Task Force shall sign all cheques issued in the name of the Task Force. SECTION 14-MINUTES 1. Minutes will be taken at each Task Force and Committee meeting for approval at the following meeting. -10- Corporate Services December 14, 2022 Report No. CS2022-25 Page 12 of 80 Page 59 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... TERMS OF REFERENCE-Barrie Area Physician Recruitment Task Force SECTION 15-EFFECTIVE DATE 1. These Terms of Reference shall come into force and are effective immediately, subject to approval by the Members of the Task Force at a regular meeting or a special meeting called for that purpose, whichever occurs first. 2. PASSED by the Task Force this 9th day of June,2015. -11 - Corporate Services December 14, 2022 Report No. CS2022-25 Page 13 of 80 Page 60 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Alternate for County Council Council Decision for number of Appointees) The following is the expired by-law. An updated draft by-law is to be considered at this meeting. For consistency purposes staff would recommend that the alternate terms in the new by-law run concurrently with the Deputy Mayor terms of office 22022-2024 & 2025-2026). The Corporation of the Township of Oro-Medonte By-Law No.2019-014 Being a By-Law to Appoint an Alternate Member(Annually)to the Council of the County of Simcoe during an absence of the Mayor or Deputy Mayor and to repeal By-Law No.2017-161 Whereas Bill 68, Modernizing Ontario's Municipal Legislation Act,2017 received Royal Assent on May 30,2017,and amends the Municipal Act,2001,S.O.2001,c. 25,herein referred to as the"Act";and Whereas section 268(1)of the Act provides that the council of a local municipality may appoint one of its members as an Alternate Member to the upper-tier council, to act in place of a person who is a member of the councils of the local municipality and its upper-tier municipality,when the person is unable to attend a meeting of the upper-tier council for any reason;and Whereas the Lieutenant Governor proclaimed that January 1,2018 is the date that Section 268(1)of the Act regarding Alternate Members will take force;and Whereas Council of the Township of Oro-Medonte did,on January 9,2019,adopt Motion No.C190109-31 to appoint an alternate member,annually,to the Council of the County of Simcoe during an absence of the Mayor or Deputy Mayor. Now Therefore be it resolved that: 1. That the following are hereby appointed,annually,as the Alternate Member to Simcoe County Council for the term of the council that appointed them,or until their appointment by-law is rescinded,or November 14 in the year of a Regular Election,or until such time as the Alternate Member's seat is declared vacant in accordance with section 259 of the Act: a. Councillor Scott Macpherson for the calendar year of 2019; b. Councillor Randy Greenlaw for the calendar year of 2020; c. Councillor Shawn Scott for the calendar year of 2021;and d. Councillor Ian Veitch for the calendar year of 2022,ending at the term of Council on November 14,2022. 2. That an Alternate Member may,in the absence of the elected member, participate at meetings of County Council and its committees,however membership and voting rights are limited to only those privileges held by the County Councillor they are deemed to be the Alternate Member. 3. That an Alternate Member shall not represent a County Councillor at an Inaugural Meeting,or any County board or agency. 4. That an Alternate Member shall not be eligible for election to the County's Head of Council(Warden),Deputy Warden,or to the position of Chair or Vice-Chair of any County Business Section or Committee nor shall an Alternate Member assume the role of Warden,Deputy Warden,Chair or Vice-Chair when attending meetings of County Council. 5. That an Alternate Member shall receive a per diem as well as mileage (where applicable)in accordance with the applicable County policies,for any meetings of County Council they are required to attend in the absence of the elected member. 6. That an Alternate Member shall not be eligible to be reimbursed for a convention,or seminar,or training. 7. That an Alternate Member,while acting in their capacity,shall be governed by all applicable policies of County Council,such as but not limited to the Corporate Services December 14, 2022 Report No. CS2022-25 Page 14 of 80 Page 61 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... 7. That an Alternate Member, while acting in their capacity, shall be governed by all applicable policies of County Council, such as but not limited to the Council Code of Conduct and shall have access to applicable support resources such as but not limited to the Integrity Commissioner. 8. That By-Law No. 2017-161 is hereby repealed in its entirety. 9. That this By-law shall come into force and take effect on the day it is finally passed and on the day the Lieutenant Governor proclaims Section 268 of the Act in force. By-Law Read a First, Second and Third time, and Passed this 31st day of January, 2019. The Corporation of the Township of Oro-Medonte May r, H.S. H ghes ar y Corporate Services December 14, 2022 Report No. CS2022-25 Page 15 of 80 Page 62 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Heritage Committee Two 2 Appointees) The following by-law is currently in place: The Corporation of the Township of Oro-Medonte By-law 2019-021 A By-law to Establish a Heritage comminEAMENDED and to repeal and replace By-law 2013-017 (Heritage Committee) Whereas Section 28 of the Ontario Heritage Act, R.S.O. 1990, Chapter 0.18 as amended, herein referred to as the"Act", provides that the council of a municipality may by by-law establish a municipal heritage committee to advise and assist the council on matters relating to Parts IV and V and such other heritage matters as the council may specify by by-law;and Whereas the Council of The Corporation of the Township of Oro-Medonte deems it desirable to establish a Municipal Heritage Committee; Now Therefore the Council of The Corporation of the Township of Oro-Medonte enacts as follows: 1. That a Municipal Heritage Committee is hereby established for the Township of Oro-Medonte and such committee shall be known as the Oro-Medonte Heritage Committee. 2. That the purpose of the Oro-Medonte Heritage Committee shall be to advise and assist Council and staff in matters related to cultural heritage resource conservation including public awareness of heritage, heritage planning and Heritage Act designation located within the Township. 3. The mandate of the Oro-Medonte Heritage Committee shall be to provide suggestions and advice on matters pertaining to heritage, specifically: 3.1. To act as an advisory body to Council,and recommendations shall be forwarded to Council for consideration. 3.2. Cultural and Heritage Resources a) To provide recommendations with respect to artifacts and archival documents or materials currently held by the Township. b) Provide recommendations for the care and maintenance of municipal cultural or heritage resources such as cairns, monuments,and plaques. 3.3. Heritage Register a) Pursuant to Section 27 of the Act,on behalf of the Clerk, keep a register of property situated in the municipality that is of cultural heritage value or interest. b) Consult with and recommend to Council regarding the inclusion of a property in the register. c) Consult with and recommend to Council regarding the removal of a property from the register. 3.4. Public Education a) Provide public education and promote awareness and conservation of Oro-Medonte's cultural heritage. Corporate Services December 14, 2022 Report No. CS2022-25 Page 16 of 80 Page 63 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... By-law 2019-021 Heritage Committee Page 2 of 3 3.5. Planning Matters a) Provide advice on cultural heritage matters,as requested,in accordance with the Township of Oro-Medonte's Official Plan on Planning Act applications. 3.6. Conservation of Property and Heritage Conservation Districts a) Consult with and recommend to Council pursuant to Part IV— Conservation of Property of Cultural Heritage Value or Interest and Part V—Heritage Conservation Districts of the Ontario Heritage Act. b) Pursuant to Section 38 of the Act,all members of the Oro-Medonte Heritage Committee are authorized to conduct inspections. 4. Upon appointment,the Oro-Medonte Heritage Committee shall develop a Strategic Work Plan for the term, and shall submit same for Council's consideration. The Strategic Work Plan shall encompass how the Oro- Medonte Heritage Committee will address the various components of its mandate,and may recommend other initiatives for Council's consideration. The Strategic Work Plan shall support Council's current Strategic Plan. 5. On behalf of the Township of Oro-Medonte,the Oro-Medonte Heritage Committee shall maintain affiliated membership with the Simcoe County History Association, National Historic Sites Alliance of Ontario,and any other associations or agencies as approved by Council. 6. That the following persons shall be appointed as members of the Oro-Medonte Heritage Committee for the term of the Council that appointed them or until their successors are appointed. Where a member ceases to be a member before the expiration of their term,Council may appoint another eligible person for the unexpired portion of the term: 6.1. Five(5) Members of the Public 6.2. Two(2) Members of Council (1 Chair and 1 Vice-Chair) 6.3. Mayor(Ex-officio) 7. Council shall strive to maintain a minimum of one(1)public member in transitioning between terms to provide continuity. 8. Council shall appoint the Chair and Vice-Chair of the Oro-Medonte Heritage Committee. The Council members appointed to the Oro-Medonte Heritage Committee shall be non-voting members. 9. The Oro-Medonte Heritage Committee shall endeavor to meet monthly,with the exception of July and August. 10.The Township of Oro-Medonte's Procedural By-law shall govern the process and activities of the Oro-Medonte Heritage Committee. 11.The persons appointed to the Oro-Medonte Heritage Committee shall be paid such remuneration as outlined in the Remuneration By-law. 11.1. Notwithstanding the above,any person providing assistance with special events shall be on a volunteer basis,with no remuneration. 12.The Director of Development Services, or their designate, shall be the staff liaison to the Oro-Medonte Heritage Committee. Corporate Services December 14, 2022 Report No. CS2022-25 Page 17 of 80 Page 64 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... By-law 2019-021 Heritage Committee Page 3 of 3 13.That this By-law shall take force and effect upon final passage hereof. By-law Read a First, Second and Third Time, and Passed this 27th Day of February,2019. The Corporation of the Township of Oro-Medonte Z2,&J64�z Mayor,H.S.H Ohes le are Corporate Services December 14, 2022 Report No. CS2022-25 Page 18 of 80 Page 65 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... The Corporation of the Township of Oro-Medonte By-law No. 2021-049 A By-law to Amend By-law 2019-021 "A By-law to Establish a Heritage Committee and to repeal and replace By-law 2013-017 (Heritage Committee)" Whereas Section 28 of the of the Ontario Heritage Act, R.S.O. 1990, Chapter 0.18 as amended, herein referred to as the "Act", provides that the Council of a municipality may pass a by-law to establish a municipal heritage committee to advise and assist the Council on matters relating to Parts IV and V and such other heritage matters as the Council may specify by by-law; and And Whereas the Council of The Corporation of the Township of Oro-Medonte deems it desirable to establish a Municipal Heritage Committee as enacted through By-law 2019- 021; And Whereas the Council of The Corporation of the Township of Oro-Medonte does now find it expedient to amend By-law 2019-021; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That effective April 14, 2021 - December 31, 2022, Section 6 of By-law 2019-021 is amended by replacing the existing wording with the following: "6.1 Up to Six (6) Members of the Public" 2. This by-law shall take effect on the final passing thereof. By-law read a First, Second and Third time, and Passed this 141" day of April, 2021. The Corporation of the Township of Oro-Medonte zA1zk_1 Mayor, H.S. H ghes Cle , Yvonne Aubichon Corporate Services December 14, 2022 Report No. CS2022-25 Page 19 of 80 Page 66 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Human Resources Committee Two 2 Appointees) The following by-law is currently in place: THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO.2012-038 A By-law to Continue an Advisory Body to Council Entitled the Human Resources Committee and to Repeal By-Law No.2011-016 WHEREAS Section 224 of the Municipal Act,2001, S.O. 2001, c.25,as amended, provides that the role of Council is to ensure that the administrative practices are in place to implement the decisions of Council,- AND WHEREAS Council of the Township of Oro-Medonte deemed it desirable to establish an Advisory Body to Council entitled the Human Resources Committee,as documented in Motion No.C091125-14; AND WHEREAS Council has deemed it necessary to amend the Human Resources Committee composition per Motion No.C1 1 1 1 09-1 1; NOW THEREFORE the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That an Advisory Body to Council known as the Human Resources Committee be hereby continued. 2. That the mandate of the Human Resources Committee shall be: 2.1.The selection and recommendation to Council with respect to the appointment of the Chief Administrative Officer. 2.2.To review the Chief Administrative Officer's performance in relation to his/her annual objectives,and make recommendations to Council regarding salary adjustments,if applicable. 2.3.To review and submit the Chief Administrative Officer's recommendations to Council with respect to: a. Compensation and performance management policies and programs for the Township of Oro-Medonte; b. Annual adjustments to the salary rates,taking into account the latest market data; c. Special compensation awards pursuant to the Township's performance management policies and programs; d. Appointment of staff at the Director level; e. Directors'performance in relation to their annual objectives,and salary adjustments,if applicable;and, f. Succession planning for the Chief Administrative Officer and Senior Management Team of the Township 2.4.To review reports prepared by the Chief Administrative Office and Manager, Health&Safety,Human Resources,when appropriate,with respect to: a. The annual status of the Township's Human Resources;and b. The managing of specific Human Resources matters,such as performance issues,disciplinary actions,de-hires,etc. 2.5.To provide consultation to the Chief Administrative Officer with respect to negotiations of collective agreements,within Council's established parameters. Corporate Services December 14, 2022 Report No. CS2022-25 Page 20 of 80 Page 67 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... 2.6.To monitor the empfoyee health and safety and labour relations climate of the Township. 3. That the Human Resources Committee shall be comprised of the: Mayor • 2 members of Council 4. The members comprising the Human Resources Committee shall receive remuneration in accordance with the Township's Remuneration By-law. 5. In accordance with the Township of Oro-Medonte's Procedural By-law, Council shall appoint the Chair of the Human Resources Committee. 6. The Human Resources Committee shall endeavor to meeting monthly,with the exception of July and August,and special meetings may be scheduled, if required, to deal with urgent matters within the mandate of the Human Resources Committee. 6.1.In accordance with the Township of Oro-Medonte's Procedural By-law, no business may be transacted at a special meeting other than that specified in the notice of the meeting or agenda, and notice of a special meeting shall be delivered to all members of the Human Resources Committee at least one calendar day before the date established for the special meeting. 7. The minutes of the Human Resources Committee shall be forwarded to Councif for receipt,and any recommendations emanating from discussions held during Closed Session Items shall be placed in a written format to be considered by Council during a Closed Session held in accordance with the Township of Oro-Medonte's Procedural By-law and the Municipal Act, 2001, as amended. 8. In the absence of the Clerk from a Human Resources Committee meeting,the Clerk hereby delegates their authority under Section 228(4)of the Municipal Act, 2001, S.O. 2001, c. 25, as amended,to the Chief Administrative Officer of the Township of Oro-Medonte. 9. That the Township of Oro-Medonte's Procedural By-law shall govern the proceedings and activities of the Human Resources Committee. 10.That By-Law No. 2011-016 is hereby repealed in its entirety. 11.This by-law shall take effect on the final passing thereof. BYLAW READ A FIRST, SECOND AND THIRD TIME,AND PASSED THIS 7T"DAY OF MARCH 2O12. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE 1 , Mayor, H.S. Hug s P40e ,J. or Irwin Corporate Services December 14, 2022 Report No. CS2022-25 Page 21 of 80 Page 68 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Internet Connectivity Task Force (Two (2) Appointees, 1 representing the Economic Development Roundtable The following mandate and guidelines was provided: Township of Oro-Medonte Internet Connectivity Task Force Mandate & Guidelines Mandate To identify broadband initiatives and to advance the goals of the Economic Development Strategy specific to internet, including; exploring mechanisms and best practices of how to facilitate high-speed internet expansion in the Township. The Internet Connectivity Task Force (ICTF) will provide feedback to staff who will share information to Council & the Economic Development Roundtable. Activities Provide feedback and suggestions to staff and the Economic Development Roundtable on the municipal involvement in Broadband initiatives and any relating infrastructure, including investment and funding opportunities. Championing high-speed internet connectivity across the Township, reviewing and refining specific goals, outcomes and timelines. Research and review infrastructure investment and funding, assist with gap analysis and strategy development. Continue to build relationships with existing Broadband providers such as Bell, Rogers, Vianet, Xplornet, Point to Point and other Internet service providers available in the Township to enhance internet connectivity from an employment perspective and a residential perspective in our rural municipality. Task Force Structure The ICTF shall be a minimum of 5 members. All members are considered volunteer positions and there are no per diems provided. To be effective, all participants must agree to set aside their corporate and personal interests and be guided by what is in the best interests of the Township. Membership to include: Council Members (2) — (1 representing the Economic Development Roundtable) Selected by Council Mayor\Designate Ex-Officio Members of the public (up to 5) Ideally one per ward Advisory member(s) as required Support: Staff- Economic Development/Corporate Services Staff- Information Technology Internet Connectivity Task Force Mandate&Guidelines 1 of 4 Corporate Services December 14, 2022 Report No. CS2022-25 Page 22 of 80 Page 69 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Appointments Members of the public must apply and will be selected based on qualifications, for the term of the Task Force. Members must be residents of Oro-Medonte with consideration given to those with relevant expertise or knowledge in the industry (ie. Internet/computer technology, broadband, connectivity). An individual, who wishes to be considered must submit a completed application form to the Coordinator, Economic Development & Communications. If a vacancy occurs during the term, the Task Force may select a replacement to complete the term. The Chair must advise the Task Force as soon as a vacancy occurs. The opening will be posted on the Township's website. Term of Task Force The ICTF term is anticipated to be between 18 and 24 months; subject to further review after 18 months. Chair/Vice Chair The Chair, and the Vice Chair will be members of Council. The Vice Chair will perform the same duties in the absence of the Chair. Meetings Shall be scheduled on a regular basis or at the call of the Chair as deemed appropriate. Meetings of the Task Force will be held for approximately one to two hours in length. Decisions will be reached by consensus. Task Force Communication Chair of the Task Force will report back to Council on a monthly basis where appropriate. Code of Conduct All members shall follow the mandate & guidelines and abide by the Township's code of conduct. Internet Connectivity Task Force Mandate&Guidelines 2 of 4 Corporate Services December 14, 2022 Report No. CS2022-25 Page 23 of 80 Page 70 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... REFERENCE: Oro-Medonte Economic Development Strategy related to Internet Expansion Objective 2: Explore other mechanisms and best practices of how to facilitate high- speed internet expansion. Corporate Services December 14, 2022 Report No. CS2022-25 Page 24 of 80 Page 71 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Action Areas: o Conduct a thorough environmental scan and evaluation of best practices in infrastructure development, including financing, partnerships, the role of government, and the role of the private sector. • Identify the most relevant best practices and connect with the organizations that implemented them to learn about processes and outcomes. • Select the best practice with the highest chance of success and report to Council. o Identify and engage potential partners such as the South Western Integrated Fibre Technology (SWIFT) initiative to explore expansion of high-speed internet services. o Map existing high-speed internet coverage and identify areas of priority for expansion of services. o Develop a business case to identify demand for high-speed internet services. o Remain current on funding opportunities related to high-speed internet infrastructure expansion. • Apply for funding opportunities for infrastructure development where possible. • Provide support for other high-speed internet development applications that benefit the Township. Commit resources to investment in service expansion. Internet Connectivity Task Force Mandate&Guidelines 4 of 4 Corporate Services December 14, 2022 Report No. CS2022-25 Page 25 of 80 Page 72 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Joint Accessibility Advisory Committee One 1 Appointee) The County of Simcoe provides the resources, on behalf of participating municipalities, for the Joint Accessibility Advisory Committee, and including the current recruitment of the public members on our behalf through a public process. The Corporation of the Township of Oro-Medonte By-law No. 2019-039 A By-Law to Repeal By-Law No. 2015-171, "A By-law to Continue an Accessibility Advisory Committee and to Repeat By-law No. 2011-027" Whereas Section 29, of the Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11 provides that the council of every municipality having a population of not less than 10,000 shall establish an accessibility advisory committee or continue any such committee that was established before the day this section comes into force; And Whereas Section 224 of the Municipal Act 2001, S.O. 2001, c.25, as amended, provides that the role of Council is to ensure that administrative practices are in place to implement the decisions of Council; And Whereas the Council of The Corporation of the Township of Oro-Medonte, at its February 27, 2019, per Motion No. C190227-23, endorsed the County of Simcoe's Joint Accessibility Advisory Committee (JAAC) Terms of Reference which includes Township of Oro-Medonte as a participating member in accordance with the Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005; j. And Whereas Council now deems it appropriate to repeal Township of Oro-Medonte By-Law No. 2015-171, "A By-law to Continue an Accessibility Advisory Committee And to Repeal By-law No. 2011-027"; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That By-Law No. 2015-171 be repealed in its entirety. 2. That this By-law shall take effect on the final passing thereof. By-law read a First, Second and Third time, and Passed This 24th day of April 24, 2019. The Pqrporation of the Township of Oro-Medonte Mayor, hes I e , KarerrWay Corporate Services December 14, 2022 Report No. CS2022-25 Page 26 of 80 Page 73 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Excerpt from County of Simcoe, JAAC Terms of Reference. The Committee shall: • Provide input on the preparation of the multi-year accessibility plans for consideration by the respective municipal Council. The plans will address and include steps that each municipality has taken and plans to take with respect to the identification, removal and prevention of barriers to persons with disabilities as required by legislation. • Advise on major accessibility issues related to the significant renovation, operation, purchase or lease of buildings or structures or parts of buildings or structures used as municipal buildings with special attention to those that the public are encouraged to utilize through the review of site plans and drawings as described within the Planning Act that the Committee selects as outlined in the Site Plan Review Guideline document. • Advise on opportunities with respect to the identification and removal of barriers to persons with disabilities at facilities owned or operated by the municipalities. • Advise on ways to improve opportunities for persons with disabilities with respect to programs and services offered by the municipalities. • Perform other functions that are specified in the Regulations of the Acts Corporate Services December 14, 2022 Report No. CS2022-25 Page 27 of 80 Page 74 of 186 11 .f) CS2O22-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Lake Simcoe Region Conservation Authority LSRCA) (One 1 Appointee) Lake Simcoe Region conservation authority www.LSRCA.on.ca October 26,2022 Via email only @ iteeter(cDoro-medonte.ca Ms.Janette Teeter Clerk Services/Deputy Clerk Township of Oro-Medonte 148 Line 7 South Oro-Medonte,ON LOL 2E0 Dear Ms.Teeter: Re:Township of Oro-Medonte Appointment to Lake Simcoe Region Conservation Authority Further to the recent municipal election, please find information below regarding the Township of Oro-Medonte's appointment to the Board of Directors of the Lake Simcoe Region Conservation Authority(Conservation Authority). In accordance with our Administrative By-Laws,the Township of Oro-Medonte appoints one(1) representative to the Conservation Authority's Board of Directors.The Conservation Authority's Board is comprised of 18 members,who currently are all elected or appointed officials from our various watershed municipalities. Municipalities may appoint elected or non-elected representatives to the Conservation Authority's Board. Please note,however,that recent changes to the Conservation Authorities Act stipulate that a Board must be comprised of a minimum of 70 percent elected members of Council. The Conservation Authority's current Board term will end during the Annual General Meeting being held January 27,2023 at Newmarket's Old Town Hall,at which time newly appointed members will assume their roles.Members are generally appointed on the four-year term of Council,which in this case will end with the Conservation Authority's Annual General Meeting in January 2027.The Conservation Authority offers Board members a per diem of$100.00 per meeting and mileage reimbursement of$.61/kilometer for meeting attendance. Per diems for Board members will be re- evaluated in 2023 to respect any legislative requirements. The Conservation Authority's Board meetings are held on the fourth Friday of each month from 9:00 a.m.to approximately 12:00 p.m.Exceptions include August when there is no meeting and December when the meeting is held on the 211d or 3rd Friday.Meetings have been held virtually since March 2020,and it is anticipated that in-person meetings will resume some time in 2023. In-person meetings are held in the Conservation Authority's Newmarket offices and occasionally at an 120 Bayview Parkway T 905.895.1281 Newmarket, Ontario L3Y 3W3 F 905.853.5881 Member of Conservation Ontario TF 1.800.465.0437 Corporate Services December 14, 2022 Report No. CS2022-25 Page 28 of 80 Page 75 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Ms.Janette Teeter TownshipLakof conservation !fin conservation authority October 26,2022 Page 2 alternate location. Board Members may be required to attend additional meetings related to Conservation Authority matters. The Conservation Authority's Board also meets as part of the Lakes Simcoe and Couchiching/Black River Source Protection Authority(Source Protection Authority).These meetings are held as required (usually one or two per year)and are scheduled to coincide with monthly Board Meetings (i.e.the Source Protection Authority meets first,followed by the monthly Board of Directors' meeting).The Source Protection Authority includes four additional members representing the City of Orillia,District of Muskoka,Township of Algonquin Highlands and Township of Severn. An Orientation session will be held for Board members in February 2023,and information regarding this session will be available once the appointments are made. Accordingly,we would appreciate receiving notification of your appointments by the end of December 2022,so that we may advise members the details of the orientation session,as well as our Annual General Meeting. The current mission of the Lake Simcoe Region Conservation Authority is"We collaborate to protect and restore the Lake Simcoe watershed with innovative research, policy and action.".This reflects our efforts to balance the needs of the environment with the health and wellbeing of watershed residents and economic prosperity. For more information on the Conservation Authority, please visit our website @ www.LSRCA.on.ca. Attached please the Conservation Authority's Code of Conduct and Conflict of Interest Policies, which all appointed Board members will be required to sign and adhere to. We look forward to continuing to work in partnership with Township of Oro-Medonte and your appointee. If you require any further information, please do not hesitate to contact the Conservation Authority's Chief of Staff,Trish Barnett,at t.barnettCcDlsrca.on.ca or 905-895-1281, ext. 223. Sincerely, 7� Rob Baldwin Chief Administrative Officer Attachments: i) Conservation Authority Code of Conduct ii) Conservation Authority Conflict of Interest Policy 120 Bayview Parkway I T 905.895.1281 Newmarket, Ontario L3Y 3W3 F 905.853.5881 Member of Conservation Ontario TF 1.800.465,0437 Corporate Services December 14, 2022 Report No. CS2022-25 Page 29 of 80 Page 76 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... E. Appendices to the Administrative By-law Appendix 1-Code of Conduct 1. Background The Lake Simcoe Region Conservation Authority demands a high level of integrity and ethical conduct from its General Membership.The Authority's reputation has relied upon the good judgement of individual Members.A written Code of Conduct helps to ensure that all Members share a common basis for acceptable conduct. Formalized standards help to provide a reference guide and a supplement to legislative parameters within which Members must operate. Further,they enhance public confidence that Members operate from a base of integrity,justice and courtesy. The Code of Conduct is a general standard.It augments the laws which govern the behaviour of Members,and it is not intended to replace personal ethics. This Code of Conduct will also assist Members in dealing with confronting situations not adequately addressed or that may be ambiguous in Authority resolutions,regulations,or policies and procedures. 2. General All Members,whether municipal councillors or appointed representatives of municipality,are expected to conduct themselves in a manner that reflects positively on the Authority. All Members shall serve in a conscientious and diligent manner. No Member shall use the influence of office for any purpose other than for the exercise of his/her official duties. It is expected that Members adhere to a code of conduct that: i. upholds the mandate,vision and mission of the Authority; ii. considers the Authority's jurisdiction in its entirety,including their appointing municipality; iii. respects confidentiality; iv. approaches all Authority issues with an open mind,with consideration for the organization as a whole; v. exercises the powers of a Member when acting in a meeting of the Authority; vi. respects the democratic process and respects decisions of the General Membership,Executive Committee,Advisory Boards and other committees; vii. declares any direct or indirect pecuniary interest or conflict of interest when one exists or may exist;and viii.conducts oneself in a manner which reflects respect and professional courtesy and does not use offensive language in or against the Authority or against any Member or any Authority staff. 3. Gifts and Benefits Members shall not accept fees,gifts,hospitality or personal benefits that are connected directly or indirectly with the performance of duties,except compensation authorized by law. Corporate Services December 14, 2022 Report No. CS2022-25 Page 30 of 80 Page 77 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... 4. Confidentiality The members shall be governed at all times by the provisions of the Municipal Freedom of information and Protection of Privacy Act. All information,documentation or deliberations received,reviewed,or taken in a closed meeting are confidential. Members shall not disclose or release by any means to any member of the public,either in verbal or written form,any confidential information acquired by virtue of their office,except when required by law to do so. Members shall not permit any persons,other than those who are entitled thereto,to have access to information which is confidential. In the instance where a member vacates their position on the General Membership they will continue to be bound by MFIPPA requirements. Particular care should be exercised in protecting information such as the following: i. Human Resources matters; ii. Information about suppliers provided for evaluation that might be useful to other suppliers; iii. Matters relating to the legal affairs of the Authority; iv. Information provided in confidence from an Aboriginal community,or a record that if released could reasonably be expected to prejudice the conduct of relations between an Aboriginal community and the Authority; v. Sources of complaints where the identity of the complainant is given in confidence; vi. Items under negotiation; vii. Schedules of prices in tenders or requests for proposals; viii.Appraised or estimated values with respect to the Authority's proposed property acquisitions or dispositions; ix. Information deemed to be"personal information"under MFIPPA. The list above is provided for example and is not exhaustive. 5. Use of Authority Property No Member shall use for personal purposes any Authority property,equipment,supplies,or services of consequence other than for purposes connected with the discharge of Authority duties or associated community activities of which the Authority has been advised. 6. Work of a Political Nature No Member shall use Authority facilities,services or property for his/her election or re-election campaign to any position or office within the Authority or otherwise. Corporate Services December 14, 2022 Report No. CS2022-25 Page 31 of 80 Page 78 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... 7. Conduct at Authority Meetings During meetings of the Authority,Members shall conduct themselves with decorum. Respect for delegations and for fellow Members requires that all Members show courtesy and not distract from the business of the Authority during presentations and when others have the floor. 8. Influence on Staff Members shall be respectful of the fact that staff work for the Authority as a whole and are charged with making recommendations that reflect their professional expertise and corporate perspective,without undue influence. 9. Business Relations No Member shall borrow money from any person who regularly does business with the Authority unless such person is an institution or company whose shares are publicly traded and who is regularly in the business of lending money. No Member shall act as a paid agent before the Authority,the Executive Committee or an advisory board or committee of the Authority,except in compliance with the terms of the Municipal Conflict of Interest Act. 10.Encouragement of Respect for the Authority and its Regulations Members shall represent the Authority in a respectful way and encourage public respect for the Authority and its Regulations. 11.Harassment It is the policy of the Authority that all persons be treated fairly in the workplace in an environment free of discrimination and of personal and sexual harassment. Harassment of another Member,staff or any member of the public is misconduct. Members shall follow the Authority's Harassment Policy as approved from time-to-time. Examples of harassment that will not be tolerated include:verbal or physical abuse,threats,derogatory remarks,jokes,innuendo or taunts related to an individuaI's race,religious beliefs,colour,gender, physical or mental disabilities,age,ancestry,place of origin,marital status,source of income,family status or sexual orientation.The Authority will also not tolerate the display of pornographic,racist or offensive signs or images;practical jokes that result in awkwardness or embarrassment; unwelcome invitations or requests,whether indirect or explicit and any other prohibited grounds under the provisions of the Ontario Human Rights Code. 12.Breach of Code of Conduct Should a Member breach the Code of Conduct,they shall advise the Chair and Vice-Chair,with a copy to the Secretary Treasurer,as soon as possible after the breach. Should a Member allege that another Member has breached the Code of Conduct,the said breach shall be communicated to the Chair,with a copy to the Secretary-Treasurer,in writing. In the absence of the Chair,or if a Member alleges that the Chair has breached the Code of Conduct,the said breach shall be communicated the Vice-Chair,with a copy to the Secretary-Treasurer,in writing. Corporate Services December 14, 2022 Report No. CS2022-25 Page 32 of 80 Page 79 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Should a member of the public or a municipality al lege that a Member has breached the Code of Conduct, the party making the allegation will be directed to follow the notification procedure outlined above. Any breach,or alleged breach,of the Code of Conduct shall be investigated in accordance with the Enforcement of By-laws and Policies procedure outlined or referred to in the Authority's Administrative By-law. Corporate Services December 14, 2022 Report No. CS2022-25 Page 33 of 80 Page 80 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Appendix 2-Conflict of Interest 1. Municipal Conflict of Interest Act The Authority Members commit themselves and the Authority to ethical,businesslike,and lawful conduct when acting as the General Membership.The Authority is bound by the Municipal Conflict of Interest Act. This appendix to the by-law is intended to assist Members in understanding their obligations. Members are required to review the Municipal Conflict of Interest Act on a regular basis. 2. Disclosure of Pecuniary Interest Where a Member,either on his or her own behalf or while acting for,by,with or through another,has any pecuniary interest,direct or indirect,in any matter and is present at a meeting of the Authority, Executive Committee,Advisory Board or committee at which the matter is the subject of consideration, the Member: a) shall,prior to any consideration of the matter at the meeting,disclose the pecuniary interest and the general nature thereof; b) shall not take part in the discussion of,or vote on any question in respect of the matter;and, c) shall not attempt in any way whether before,during or after the meeting to influence the voting on any such question. 3. Chair's Conflict of Interest or Pecuniary Interest Where the Chair of a meeting discloses a conflict of interest with respect to a matter under consideration at a meeting,another Member shall be appointed to chair that portion of the meeting by Resolution. 4. Closed Meetings Where a meeting is not open to the public,a Member who has declared a conflict of interest shall leave the meeting for the part of the meeting during which the matter is under consideration. 5. Member Absent Where the interest of a Member has not been disclosed by reason of their absence from the particular meeting,the Member shall disclose their interest and otherwise comply at the first meeting of the Authority,Executive Committee,Advisory Board or Committee,as the case may be,attended by them after the particular meeting. 6. Disclosure Recorded in Minutes The recording secretary shall record in reasonable detail the particulars of any disclosure of conflict of interest or pecuniary interest made by Members and whether the Member withdrew from the discussion of the matter.Such record shall appear in the minutes/notes of that particular meeting of the General Membership, Executive Committee,advisory board or committee,as the case may be. 7. Breach of Conflict of Interest Policy Should a Member breach the Conflict of Interest Policy,they shall advise the Chair and Vice-Chair,with a copy to the Secretary Treasurer,as soon as possible after the breach. Corporate Services December 14, 2022 Report No. CS2022-25 Page 34 of 80 Page 81 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Should a Member allege that another Member has breached the Conflict of Interest Policy,the said breach shall be communicated to the Chair,with a copy to the Secretary Treasurer,in writing. In the absence of the Chair,or if a Member alleges that the Chair has breached the Conflict of Interest Policy, the said breach shall be communicated the Vice-Chair,with a copy to the Secretary-Treasurer,in writing. Should a member of the public or a municipality allege that a Member has breached the Conflict of Interest Policy,the party making the allegation will be directed to follow the notification procedure outlined above. Any breach,or alleged breach,of the Conflict of Interest Policy shall be investigated in accordance with the Enforcement of By-laws and Policies procedure outlined or referred to in the Authority's Administrative By-law. Corporate Services December 14, 2022 Report No. CS2022-25 Page 35 of 80 Page 82 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Nottawasaga Valley Conservation Authority NVCA) (One 1 Appointee) The following correspondence has been provided: �p,SACq Nottawasaga Valley o Conservation Authority 2 g RiArroN n October 5, 2022 Township of Oro-Medonte 148 Line 7 South Oro-Medonte, ON LOL 2EO Attention: Yvonne Aubichon, Clerk Dear Ms. Aubichon: Re: Appointment of Nottawasaga Valley Conservation Authority Directors Under the Conservation Authorities Act, (4.1) the members of the Nottawasaga Valley Conservation Authority (NVCA) Board of Directors are appointed by the councils of the participating municipalities to a four-year term. Additionally, as per section (3), every member of the Authority shall be a resident in the participating municipality. Your municipality may appoint one (1) member to the Board of Directors for the 2023-2026 term once your new Council has started. Your appointee must be member of Council, or from the public if the Minister has granted permission to the municipality. If Council chooses to appoint a member of the public and after permission is granted, they may wish to consider a public call for interested parties. Board meetings are generally the fourth Friday morning of each month starting at 9:00am, beginning January 27. 2023; however, the December meetings are held on the 2nd Friday of the month and is the morning of December 811 in 2023. Please let us know by December 31", 2022 who your municipality has appointed along with their email address so we can contact them. That information can be sent to Kerry Jenkins, Administrative Assistant at kienkins@nvca.on.ca. We look forward to working with your municipality in the years to come. Yours truly, Doug Hevenor, Chief Administrative Officer Nottawasaga valley Conservation Authority 8195 811 Line,Utopia,ON LOM 1T0 T: 705-424-1479 F: 705-424-2115 admin@nvca.on.ca•nvca.on.ca A member of Conservation Ontario Corporate Services December 14, 2022 Report No. CS2022-25 Page 36 of 80 Page 83 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Orillia & Area Physician Recruitment & Retention Committee One 1 Appointee) The following information has been provided. The Committee meets the third Thursday of the month at 12.15 pm for 90 minutes excluding July & August. Over the past 2.5 years, meetings have taken place over Zoom. yfl On-Line System Category Code No * �I N I ! Ic TERMS OF Page 1 SCtI D3ERS' MEMORIAL REFERENCE General Policies Not applicable of 3 Date Effective: Oct 1,2012 O(Ar 15,"vv cvrv2013 Subject: Orillia and Area Physician RecruitmentDate Reviewed:and Retention Date Revised: 115 Committee(OAPRRC) ne Rn aR 1,20 ,29115 Sept.17,2019 Approved by: Medical Advisory Committee—Dee.3 2913; Ceh�7nA GG Issued by: Medical Affairs n aF.7,2917 Get. 1,2019 September 2021 Official Name; Orillia and Area Physician Recruitment and Retention Committee (OAPRRC). Purpose: The purpose of the OAPRRC is to be proactive in the recruitment and retention of family and specialty physicians. Vision; The OAPRRC connects area residents to comprehensive medical care, by encouraging family physicians and specialists to establish and maintain their practice in our area. Service Obiectives: The following objectives will serve to support the purpose of the committee: • Recruitment of family doctors; and recruitment of specialists in partnership with the hospital, by promoting unique work opportunities and an appealing four-season community. • Retention support to newand existing local doctors through community outreach,integration and recognition. • Connect the citizens of our area to comprehensive medical care. Key Responsibilities: The following responsibilities will serve to support the purpose of the Committee: 1. Develop the vision and strategic plan for the community physician recruitment and retention program and approve an annual action plan to operationalize the vision and strategic plan. 2. Work with all necessary stakeholders who can assist in meeting committee objectives and participate in program initiatives. 3. Consider and provide representation to stakeholder groups as appropriate (eg. Appointee to Chamber of Commerce Board) 4. Create and recommend an annual operating budget and provide ongoing monitoring. 5. Create fundraising opportunities and solicit funds from government, municipalities, individuals, businesses and service organizations to enable the implementation of the strategic plan and initiatives of the Committee; 6. Promote community awareness about the importance and impact of physician recruitment and retention and to advocate and collaborate with community and regional partners to position Orillia and area as a destination of choice for physicians. 7. Evaluate the effectiveness of the physician recruitment and retention program by establishing and monitoring strategic indicators and outcomes. Members/Composition: The OAPRRC operates under the Orillia Soldiers'Memorial Hospital(OSMH) as a sub-committee of the Medical Advisory Committee (MAC). The program is also supported by municipal stakeholders, community organizations, interested residents and the medical community. Members are required to sign the standard OSMH confidentiality agreement and to observe conflict of interest guidelines. Members will actively promote and participate in Committee initiatives including subcommittees as established from time to time. Membership: Votina: • Funding Municipality representatives Corporate Services December 14, 2022 Report No. CS2022-25 Page 37 of 80 Page 84 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... _ p On-Line System Category Code No +�• �-" i� { TERMS OF Page 2 SOLDIERS' AA NIiOREAL REFERENCE General Policies Not applicable of 3 Date Effective: Oct 1,2012 Subject: Orillia and Area Physician Recruitment and Retention Date Reviewed:^^« A�9n13Date Revised: -la^ 21, .e Committee(OAPRRC) [Dee.29,2916 Sept. 17,2019 Approved by: Medical Advisory Committee—[Des.,29a3; v Issued by: Medical Affairs Feb.vr 3,291MaF :7 2017 September 2021 ■ Community representatives (target 4 to 6 people) • OSMH Chief of Staff(ex officio) • OSMH Medical Affairs Coordinator (ex officio) • OSMH Foundation Director of Finance &Development, or delegate (ex officio) • a minimum of two physicians Suonort and Non-Votina: • Community Physician Recruitment Liaison Terms: Municipal appointees will serve during their four year elected term(s) with possibility of one additional term for a total of eight years. Community representatives and physician members will serve on the committee for a term of two years with three renewal options to a total of_eight years. Members who agree to serve as Chair may extend their maximum number of terms to 6, or a total of twelve years. Ex-officio members are appointed for the duration of their hospital position. The Committee can establish sub-committees to assist the committee in completing its purpose and objectives. OAPRRC has adopted a separate terms of reference for nominating. Document attached as supplement to terms of reference. Decision Making: A majority of the committee members entitled to vote shall form a quorum for the transaction of business; quorum is defined as not less than one half of its members. Questions arising at any meeting of the committee shall be decided by a majority of votes. In case of an equality of votes the Chair of the committee shall not be entitled to a second or casting vote. If a motion is tied, it is defeated. Recommendations from any OAPRRC sub-committee must be brought to the full OAPRRC for review and approval. Accounta bil itv: The Committee reports to the MAC of the Hospital. OAPRRC shall provide monthly minutes to MAC which reports to the OSMH Board of Directors. A summative report of recruitment progress will be provided monthly to Committee Members to share with stakeholder groups. Communication: Committee members may solicit input from community members (physicians, municipalities, etc.), and results will be conveyed as necessary. The committee will report on a regular basis to the MAC and funding partners. Agenda: The Agenda is distributed one week prior to each meeting, via email, by the Community Physician Recruitment Liaison. Minutes: Minutes will be taken by the Community Physician Recruitment Liaison and distributed one week following each Corporate Services December 14, 2022 Report No. CS2022-25 Page 38 of 80 Page 85 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... On-Line System Category Code No + TERMS OF Page 3 SOLDIERS' MEMORIAL REFERENCE General Policies Not applicable of 3 Date Effective: Oct 1,2012 Subject: ❑rillia and Area Physician Recruitment and Retention in Date Reviewed:Get .a �,� ��,�� Committee(OAPRRC) n Date Revised: .e Des. 291 2916 Sept. 17,2019 Approvedby: Medical Advisory Committee--Des.3, 201 , y Issued by: Medical Affairs ManCehrvsa-3 204 7o;7 �a September 2021 meeting, via email. Meeting Freauencv: The committee meets on a monthly basis, with the exception ❑fJuly a nd/or August. Meeting Etiquette: 1. All members are responsible for coming to each meeting prepared to participate in planned meeting items and to address designated action plans from previous month's meeting. 2. Members are expected to arrive on time and must provide regrets if they are unable to attend. 3. Members are to remain focused on the topic at hand. 4. Membership diversity and views are to be respected. 5. All members are to be provided the opportunity to speak. Relevant Policies: Committee Members should refer to the following Foundation policies: Code of Ethical Principles and Standards of Professional Practice A-30; Donor Bill of Rights A-40; The Ethical Fundraising and Financial Accountability Code A-40; Fundraising Policy B-10; Gift Acceptance Policy B-20; Donor Recognition Policy B-100, Review Terms of Reference: The terms of reference to be reviewed bi-annually by the committee at the October meeting. Corporate Services December 14, 2022 Report No. CS2022-25 Page 39 of 80 Page 86 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Orillia & Lake Country Tourism One 1 Appointee) This position historically has been fulfilled by the Director, Corporate Services. The following information has been provided: Orillia& Tourism Late ount ORO-MEDONTE • RAMA • RAMARA • SEVERN Orillia and Lake Country Tourism—Board of Directors Terms of Reference Role: • To provide direction and guidance for the Executive Director and the organization • To ensure accountability of funds • To assist in the promotion of the region and recruitment of new members • To ensure that a mandate,purpose and structure are implemented both for the Board and the organization Term: Each director shall be elected for a two(2)year term to hold office until the second annual meeting after he or she shall have been elected or until his or her successor shall have been duly elected and qualified. One half of the board members shall be retired at each annual meeting, but shall be eligible for re-election if otherwise qualified. There shall be no limit on the number of terms for which a director can stand for re-election. The Board currently meets every other month during a scheduled time.There may be other meetings throughout the year including strategic planning,AGM and others as needed. Responsibilities: • The Board of Directors shall provide direction and guidance for the Executive Director and the organization as a whole. • The Board of Directors shall be charged with the mandate of developing and implementing a structure, purpose and governance model for the Board and ultimately the organization. • The Board of Directors shall have in place a detailed operating budget and strategic directions. • The Board of Directors shall be responsible for the finalization of terms of references for committees and also discuss and ratify recommendations from committees. • The Board of Directors& Executive Director shall be responsible for communicating to members/partners/and the community about OLC. • The Board of Directors may pass such by-laws, rules and regulations in order to best promote the welfare and objectives of OLC. • The Board of Directors shall have the general powers of administration of the corporation. Corporate Services December 14, 2022 Report No. CS2022-25 Page 40 of 80 Page 87 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Orillia District Chamber of Commerce One 1 Appointee) The following information has been provided: Thank you for reaching out. As directed by our organization's bylaws, we are looking for one appointee from each of the municipalities and First Nations in our catchment area (i.e. Orillia, Oro-Medonte, Rama, Ramara, Severn) to serve on our board of directors. Each municipality's council can appoint a representative. This representative is normally a council member, but can instead be a senior staff member. The time commitment is: • One meeting at 7:30 a.m. - 9:00 a.m. on the fourth Tuesday of each month. There are no meetings in July or August, and December's meeting is a dinner meeting • Municipally appointed board members provide a brief update at each meeting and provide input from their municipality's perspective where possible. As appointed board members, they can propose and vote on motions • Board members are encouraged, but not required, to attend chamber networking events and participate on committees. Our main networking events are "Business After Five" every third Wednesday from 5:00 p.m.-7:00 p.m. Time commitments and meeting dates for our committees vary. Please let me know if there is any more information I can assist with, or if you have any questions. Once a representative has been selected, please let me know and I can send them an information package and meeting schedule. If you have someone selected in time, we'd also like to have them attend our December dinner meeting this year. Thanks, Erica Fomenko Membership Services, Communications and Policy Coordinator Orillia District Chamber of Commerce 705-326-4424 ext. 201 575 West Street South, Unit 6 Orillia, ON L3V 7N6 www.orillia.com Corporate Services December 14, 2022 Report No. CS2022-25 Page 41 of 80 Page 88 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Orillia Public Library Board One 1 Appointee) The following information has been provided: Contact Us: Phone lam. 705-325-2338 Hours of Operation: Fax 705-327 1744 Monday 10:00 a.m.-8:00 p.m. Tuesday 10:00 a.m.-8:00 p.m. Wednesday 10:00 a.m.-8:00 p.m. Email Thursday 10:00 a.m.-8:00 p.m. info@orillia pub[iclibrary.ca Friday 10:00 a.m.-6:00 p.m. Saturday 9:00 a.m.-5:00 p.m. Website Sunday 1:00 p.m.-4:00 p.m. www.orilliapubliclibrary.ca *Open Sundays until April 30th* Facebook , OrilliaPublicLibrary Instagram , I - �- @orilliapublicli bra ry ' f I II II1�I11�I M Li6'rar'y r 36 Mississaga Street West Orillia,ON JA y L3V 3A6 'A Corporate Services December 14, 2022 Report No. CS2022-25 Page 42 of 80 Page 89 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... ARE YOU • INDIVIDUAL • CARES WHATDOESTHEWHAT DO I NEED TO KNOW ABOUTLIBRARY BOARD • BEFORE APPLYING? IN YOUR • Are you: The library board is legally How much time is required? supporting• interested in actively the responsible for the library and is the employer for library staff. • board members can expect to • • • ' ' spend 3-5 hours each month on • enthusiastic about working The library board makes informed board business(attending regular other board decisions that focus on matters of meetings,committee meetings, governance including: committee work,and reviewing • 'le to attend monthly board . library strategy and oversight board documents) meetings and committee meetings? • CEO support and oversight • familiar with or . financial accountability How long is a board term? learning about library . policy framework the board term is four years, Useful skills: • advocacy beginning as soon as the newly • experience in finance and fundraising - employer obligations elected Municipal Council appoints • previous board experience a new library board and runs • legal knowledge HOW • • I APPLY? concurrently with the term of • interest in social justice Council desire• to share your unique the term officially ends when a new perspective a link to the • : .: • board is appointed by Council application is available on our - Library board members must be: website or by ;?l, '� M. • at least 18 years old scanning here: •`•' '• a Canadian citizen or permanent resident of Canada • the new Municipal Council will • a resident of the City of Orillia appoint library board members at • not employed by the City of Orillia the first regular meeting of Council, or the Orillia Public Library board ,_ or at any regular or special meeting held within 60 days after Council's roe first meeting Corporate Services December 14, 2022 Report No. CS2022-25 Page 43 of 80 Page 90 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Oro-Medonte Chamber of Commerce & Tourism One 1 Appointee) The Executive Director provided the following: The member of Council representative gave a verbal report to the Board of Directors each month on what's happening in the Township such as new businesses, bylaws etc. In return they took a report back to council on what the Chamber is doing. Oro-Medonte Chamber of Commerce & Tourism is a not-for-profit organization run by a volunteer Board of Directors from the business community and is membership based. The Board of Directors meet once a month on the second Monday of the month for approx. 2 hours. We work closely with our members to enhance and promote awareness of our diverse businesses, through promotion, networking, professional development and advocacy. We are a member of Ontario Chamber of Commerce and Canadian Chamber of Commerce in which all our members automatically become a member. We have a membership based on manufacturing, industrial, services and tourism related businesses. Oro-Medonte has large manufacturing and industrial sector that sells to the world, bringing recognition and major tax dollars to the area. Our tourism businesses bring people from around the world. Our slogan is A Membership is an Investment in You, Your Business & Your Community. Since 2021 our membership has grown from 56 members to over 250 members from Oro-Medonte and area. In 2019 we added tourism to our name as many of our members are tourism-based businesses and a large part of our Township. This also gives us the opportunity to apply for grants for community events. The surrounding cities of Barrie and Orillia come to play in Oro- Medonte as we have 7 golf courses, two Nordic ski hills, a national cross-country ski and bike facility, the largest waterfront of Lake Simcoe, the Ganaraska Trail, Copeland Forest Trails, Rail Trail to name a few where people come to hike, bike and enjoy nature. Oro-Medonte people are proud of their community and do not want to be lost in being blended with Orillia and Barrie community, they want to be recognized as their own community. We work closely with the Township of Oro-Medonte. The Executive Director sits on the Round Table of Economic Development Committee and the Committee for Tourism Research for the area conducted by Banakin Research. We also work with them in events like Rogers Hometown Hockey. The Chamber produces The Business of Excellence Awards for Oro-Medonte bringing recognition to businesses in Oro-Medonte and area. The board felt there was a lack of events for the community, highlighting all the great things to do right here in Oro-Medonte. Oro- Medonte people are proud and want to be involved in the community where they live, work and play. We produce the Oro-Medonte Map (bringing it back from a large absence) we produce the Oro-Medonte Farmers Market and Mystical Lights Drive thru in 2021 which brought in over 10,000 people thru the gates in the 17 days. We will be creating a visitor guide for Oro- Medonte this Spring highlighting all what Oro-Medonte has to offer, and we would like to have the map on Welcome to Oro-Medonte Boards through out the township highlighting all what Oro-Medonte has to offer from our unique restaurants to our boutique shopping experiences throughout the township. We would eventually like to have an info center where we can highlight our businesses and welcome people to Oro-Medonte. Corporate Services December 14, 2022 Report No. CS2022-25 Page 44 of 80 Page 91 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Police Services Board The following resolution and report copied below was passed at the May 26, 2022 meeting. This is noted for Council's information and staff are required to report back to Council. Be it resolved 1 . That CS2021-14, Donna Hewitt, Director, Corporate Services re: Ontario Provincial Police (OPP) Detachment Board Composition be received and adopted. 2. That one OPP Detachment Board comprised of 10 members be established for the Orillia OPP Detachment with representation from the City of Orillia and the Townships of Oro- Medonte, Ramara and Severn. 3. That the 10 member OPP Detachment Board be comprised of the following: o One elected representative from each municipality (being the head of the municipal Council or, if the head chooses not to be a member of the Board, another member of the Council appointed by resolution of the Council); o One community representative from each municipality (being one person appointed by resolution of the Council, who is neither a member of the Council nor an employee of the municipality); and o Two provincial representatives appointed by the Lieutenant Governor in Council; 4. That the City of Orillia and the Townships of Oro-Medonte, Ramara and Severn be directed to determine the level of administrative support required for the OPP Detachment Board; 5. That the costs associated with the administrative resources required to support the establishment and operation of the OPP Detachment Board be shared equally by each municipality; 6. That the Executive Director of the Orillia Police Services Board for the City of Orillia be authorized to submit the OPP Detachment Board Proposal to the Ministry of the Solicitor General on behalf of the City of Orillia and the Townships of Oro-Medonte, Ramara and Severn; 7. That the City of Orillia and the Townships of Ramara and Severn be advised of Council's decision under the Director of Corporate Services' signature. Corporate Services December 14, 2022 Report No. CS2022-25 Page 45 of 80 Page 92 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Report 7©wnsh' o Proud Heritage, Exciting Future Report No. To: Prepared By: CS2021-14 Council Donna Hewitt, Director Corporate Services Meeting Date: Subject: Motion # May 26, 2021 OPP Detachment Board Roll #: NIA Composition R.M.S. File#: Recommendation(s): Requires Action For Information Only It is recommended: 1. That Report No. CS2021-14 be received and adopted; 2. That one OPP Detachment Board comprised of 10 members be established for the Orillia OPP Detachment with representation from the City of Orillia and the Townships of Oro-Medonte, Ramara and Severn; 3. That the 10 member OPP Detachment Board be comprised of the following: - One elected representative from each municipality (being the head of the municipal Council or, if the head chooses not to be a member of the Board, another member of the Council appointed by resolution of the Council); - One community representative from each municipality (being one person appointed by resolution of the Council, who is neither a member of the Council nor an employee of the municipality); and - Two provincial representatives appointed by the Lieutenant Governor in Council; 4. That the City of Orillia and the Townships of Oro-Medonte, Ramara and Severn be directed to determine the level of administrative support required for the OPP Detachment Board; 5. That the costs associated with the administrative resources required to support the establishment and operation of the OPP Detachment Board be shared equally by each municipality; 6. That the Executive Director of the Orillia Police Services Board for the City of Orillia be authorized to submit the OPP Detachment Board Proposal to the Ministry of the Solicitor General on behalf of the City of Orillia and the Townships of Oro-Medonte, Ramara and Severn; 7. And that the City of Orillia and the Townships of Ramara and Severn be advised of Council's decision under the Director of Corporate Services signature. Corporate Services May 26,2021 Report No.CS2021-14 Page 1 of 7 Corporate Services December 14, 2022 Report No. CS2022-25 Page 46 of 80 Page 93 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Background: As part of the Community Safety and Policing Act. 2019 (CSPA), the Province enacted a number of new Ontario Provincial Police (OPP) related legislative and regulatory requirements. One of these is the implementation of a new OPP Detachment Board. The Ministry is working towards the CSPA being proclaimed in early 2022. Correspondence from the Ministry of the Solicitor General referencing the framework for the development of these Boards was considered by Council at its April 14th Meeting. As outlined in the framework communication, municipalities and First Nation communities receiving direct and/or supplemental services from an OPP detachment are asked to work together to submit one proposal (per detachment) indicating the composition of their board. If it is determined that multiple boards are needed for one detachment, the proposal to be submitted needs to detail the rationale for that recommendation and the composition of each additional board. Proposals must meet the base requirements as set by the Ministry, which include a minimum number of five members per board and a requirement that each board should be composed of 20% community representatives and 20% provincial appointees reflecting the communities' unique needs. It is expected that there will be representation from every municipality receiving policing from the Detachment and that composition should also account for the unique factors impacting OPP Detachments, such as geography, population size, and service demands. Municipalities and First Nations are not required at this time to identify the names of the individuals that will be participating on the detachment board, rather, simply identify the number of seats each municipality and First Nation will be allocated as well as the number of community representatives and provincial appointments. After determining the composition of the Detachment Board, municipalities within a Detachment area may select one municipality to complete and submit the proposal. The cost to administer these Detachment Boards, at this point, is to be borne by the participating municipalities and First Nations following an agreed-upon costing structure. In terms of responsibilities, the new OPP Detachment Board: • Shall consider any community safety and well-being plan adopted by a municipality that receives policing from the Detachment; • May establish local policies, after consultation with the Detachment Commander or his or her designate, with respect to policing in the area receiving policing from the Detachment; • Ensures local action plans prepared by the Detachment Commander address the objectives and priorities determined by the Board; • Provides a venue for the municipalities within a Detachment area to coordinate and collaborate on strategies to address common issues that are not present under the existing Police Services Act. Currently, the Township of Ora-Medonte is serviced by the Orillia OPP Detachment which is an integrated detachment also servicing the City Orillia and the Townships of Ramara, and Severn. Consultations with the municipalities served by the Orillia OPP Corporate Services May 26,2021 Report No.CS2021-14 Page 2 of 7 Corporate Services December 14, 2022 Report No. CS2022-25 Page 47 of 80 Page 94 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Detachment have been held amongst both Chief Administrative Officers and Mayors to gauge interest in this shared Detachment Board and potential structure/compositions and cost-sharing models. While the Township has enjoyed effective and collaborative relationships with previous and current OPP Detachment Commanders, we have not had the opportunity to participate on an OPP Detachment Board until these changes were mandated. Participation on a Board of this nature will provide the following added advantages to the municipality: • Ability to consult with the OPP Commissioner regarding the selection of the Detachment Commander and otherwise participate, in accordance with the regulations, in the selection of the Detachment Commander; • Ability to determine the objectives and priorities for the Detachment, not inconsistent with the strategic plan prepared by the Minister, after consultation with the Detachment Commander or his or her designate; • Opportunity to advise, monitor and review the performance of the Detachment Commander with respect to policing provided by the Detachment; • Ability to be eligible for provincial grants such as R.I.D.E. (Reduce Impaired Driving Everywhere), Community Safety and Policing - Local Priorities and Provincial Priorities Funding Streams, etc. Analysis: As noted in the Background section, discussions have occurred amongst both CAOs and Mayors from the four municipalities serviced by the Orillia OPP Detachment. Based upon those discussions, two potential options for Board composition have been discussed and are included in this report for consideration. Both options were presented to the Councils of the City of Orillia and Townships of Ramara and Severn with Option 1 as their recommended option. These recommendations were ultimately supported by all Councils. However, it should be noted that the City of Orillia's motion also included that a review of the OPP Detachment Board composition be completed one-year following its establishment_ The City of Orillia has agreed to submit the required proposal to the Ministry on behalf of the 4 participating Board partners before the June 7, 2021 deadline. The following are the two options with Option 1 being the recommended and supported model: Option 1: One OPP Detachment Board comprised of 10 members with representation from the City of Orillia as well as the Townships of Oro-Medonte, Ramara and Severn as follows: - One elected representative from each municipality (being the head of the municipal Council or, if the head chooses not to be a member of the Board, another member of the Council appointed by resolution of the Council); Corporate Services May 26,2021 Report No.CS2021-14 Page 3 of 7 Corporate Services December 14, 2022 Report No. CS2022-25 Page 48 of 80 Page 95 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... - One community representative from each municipality (being one person appointed by resolution of the Council, who is neither a member of the Council nor an employee of the municipality); and - Two provincial representatives appointed by the Lieutenant Governor in Council. Rationale: Traditionally, these four municipalities have worked collaboratively on a broad number of issues and share many cross boundary influences (access to services such as health care and social services; business development and tourism and the recently completed Community Index of Wellbeing assessment etc.) Since the integrated Orillia OPP Detachment incorporates the City of Orillia as well as the Townships of Oro-Medonte, Ramara and Severn, and given that Orillia is collaborating with the Townships to develop a joint Community Safety and Well-Being Plan, it is the logical approach to establish one OPP Detachment Board with equal representation from each municipality. This is the first opportunity that the Townships of Oro-Medonte, Ramara and Severn have had to have representation through a Detachment Board that affects the direction of policing on behalf of their residents. Notwithstanding the somewhat limited role of the Detachment Board, it is important to recognize the importance of equal representation given the number of issues within our Township and across the broader area. It is recommended that 10 member seats be assigned to the Board with one elected representative and one community representative from each municipality, along with two provincial representatives appointed by the Lieutenant Governor in Council reflecting the unique structure of the four participating municipalities. This option achieves more than the required 20% community representation with 40% community appointees, while also maintaining 20% provincial representation. The proposed Board size is optimal and manageable. Given it's size, there are greater opportunities to attract broader skillsets, as well as draw on the work-life experiences and diversity of the membership. Workload can be shared between the members to maximize member engagement. Once the CSPA is proclaimed with the new regulations, the OPP Detachment Board will develop a Procedure By-law. Considering that the proposed composition involves an even-number of Board members, a provision will be included in the Procedure By-law to require that any motion on which there is an equal (tie) number of votes, it shall be deemed to be lost. Option 2: One OPP Detachment Board comprised of 9 members with proportionate representation from the City of Orillia and the Townships of Oro-Medonte, Ramara and Severn determined based on the cost of policing for each municipality as follows- - One elected representative each from the City of Orillia and the Township of Oro- Medonte (being the head of the municipal Council or, if the head chooses not to be a member of the Board, another member of the Council appointed by resolution of the Council); Corporate Services May 26,2021 Report No.CS2021-14 Page 4 of 7 Corporate Services December 14, 2022 Report No. CS2022-25 Page 49 of 80 Page 96 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... - Two community representatives from the City of Orillia (being two people appointed by resolution of the Council, who are neither members of the Council nor employees of the municipality); - One community representative from the Township of Oro-Medonte (being one person appointed by resolution of Council, who is neither a member of the Council nor an employee of the municipality); - One elected or community representative from the Township of Severn; - One elected or community representative from the Township of Ramara; - Two provincial representatives appointed by the Lieutenant Governor in Council. Rationale. This option determines Board composition based on the proportionate cost of policing for each municipality. The table below identifies the population and estimated cost of policing for each municipality served by the Orillia OPP Detachment: Municipality Population Estimated Cost of Policing City of Orillia 32,000 $8.6 million Township of Oro-Medonte 21,000 $2.8 million Township of Ramara 9,500 $1.8 million Township Severn 13,500 $2.3 million TOTAL $15.5 million This option proposes that 9 member seats be assigned to the Board with one elected representative each from the City of Orillia and Township of Oro-Medonte, since their costs for policing are the highest in the Detachment area. The City would be permitted to assign two more member seats as community appointees, with Oro-Medonte being permitted to assign only one community member seat. The Townships of Severn and Ramara have the lowest costs for policing, and therefore would each only be granted either one elected or community member seat to the Board. The Lieutenant Governor in Council would be asked to appoint two provincial representatives reflecting the unique structure of the four municipalities. This option achieves the required 20% community representation and 20% provincial representation. Financial 1 Legal Implications I Risk Management: Financial Impact: The proposal that is required to be submitted to the Ministry must outline the administrative support required for the establishment and operation of the OPP Detachment Board. As an example, the City of Orillia's Police Services Board currently, has one Full-Time Equivalent position assigned to perform their administrative functions reflective of the strategic focus established by that Board. The required support for the new Detachment Board will need to reflect the objectives of the new Board. The four municipalities will determine Board priorities and ultimately the level of administrative support that will be required. It is also important to note that presently, the workload that will be required to administer the Community Safety and Well-Being Plan is Corporate Services May 26,2021 Report No.CS2021-14 Page 5 of 7 Corporate Services December 14, 2022 Report No. CS2022-25 Page 50 of 80 Page 97 of 186 1 M) CS2O22-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... unknown. The Plan is being presented to Council at the May 26t", 2021 meeting. Lastly, in the first few months of the OPP Detachment Board's existence, work will be required to integrate the City of Orillia's current Police Services Board with the new Detachment Board - repealing and replacing existing policies and by-laws and designed a new Board's website. It is advisable that the City and Townships work together to determine the appropriate level of administrative support required for the OPP Detachment Board. At a minimum, the OPP Detachment Board's administrative support would be responsible for: • Coordinating, preparing and distributing Board agendas and minutes; • Attending all public, closed session and special meetings of the Board; • Maintaining the Board's by-laws and all original contracts and agreements executed into by the Board; • Preparing and issuing all communications arising from the proceedings of the Board,- Providing advice to the Board on procedural matters and legislative requirements; • Researching, preparing and presenting reports as necessary to the Board and/or Council; • Preparing and administering the Board's annual Operating and Capital budgets; • Acting as Freedom of Information Coordinator for the Board and processing access to information requests; • Preparing grant applications in consultation with the Orillia OPP Detachment Commander or designate; • Overseeing records management functions for the Board; • Liaising with government officials, the Ministry, OPP, media, municipal departments, and other external agencies; • Maintaining, reviewing and approving material for the Board's website; • Reviewing applications for parades and issuing parade permits on behalf of the Board Chair and OPP Detachment Commander; and • Providing orientation training to new Board members, as required. While the actual costs of administration of the new OPP Detachment Board is not yet established, it is safe to assume that the following categories of expenditures will be required to support the affairs of the Board: Salaries (Part-Time Administrative Support) Remunerations and Honorariums for Board Members (to be determined) Office Materials and Supplies/Advertising including Website Domain Mileage Audit Fees Educational Seminars Memberships Option 1 - Equal representation between City of Orillia, Townships of Oro-Medonte, Ramara and Severn - Costs shared equally at 25% each per municipality. Option 2- Proportionate representation between municipalities: Corporate Services May 26,2021 Report No.CS2021-14 Page 6 of 7 Corporate Services December 14, 2022 Report No. CS2022-25 Page 51 of 80 Page 98 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Approximate share: City of Orillia 55% Township of Oro-Medonte 18% Township of Ramara 12% Township of Severn 15% Policies/Legislation: • Community Safety and Policing Act, 2019 Corporate Strategic Goals: Inclusive, Healthy Community Consultations: City of Orillia — CAO City of Orillia - Executive Director, Orillia Police Services Board Township of Ramara.— CAO Township of Severn — CAO Attachments: None Conclusion: Although the CSPA supports the concept of proportionate representation, the City of Orillia, Townships of Ramara and Severn and Township of Oro-Medonte staff do not recommend this option but rather support the concept of equal representation and related support as the option which best meets the needs of our communities. Board members should represent not only their own municipalities, but the entire Detachment area. It is an expectation that Board members provide objectivity and should not advance the interests of any one municipality over others on the Board. Staff recommends that Council support the establishment of a 10 member OPP Detachment Board equally comprised of representatives from all four municipalities. Respectfully submitted: Donna Hewitt, Director, Corporate Services Approvals: Date: Robin Dunn, CAO May 19, 2021 Corporate Services May 26,2021 Report No.C82021-14 Page 7 of 7 Corporate Services December 14, 2022 Report No. CS2022-25 Page 52 of 80 Page 99 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Community Safety Committee The following resolution and business case copied below was passed at the August 18, 2022 meeting. This is noted for Council's information and staff are required to report back to Council. Be it resolved 1. That the correspondence presented by Councillor Scott re: Request for Community Safety Committee, A Council Committee to Address all Community Safety Concerns be received. 2. That Council supports the creation of a Council Committee titled "Community Safety Committee" for the 2022-2026 term of Council. 3. That staff bring forward the required budget allocations for the Committee as part of the 2023-2024 budget deliberations. 4. That staff bring back a Terms of Reference for Council's consideration following approval of the 2023-2024 budget. Community Safety Committee `A Council Comnuttee to a(ldress all Community Safety Concerns' 'Enhancing & Promoting Community Safety and Well Being is our Highest Priority" Corporate Services December 14, 2022 Report No. CS2022-25 Page 53 of 80 Page 100 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Precept "Enhancing & Promoting Community Safety and Well Being is our Highest Priority" Background Community Safety and Well-being plan In 2019 the Province of Ontario introduced the Community Safety & Planning Act 2019, which is part of the Comprehensive Ontario Police Services Act,2019.As part of the'roll- out' of this act and its requirements, municipalities were invited to attend information and training sessions. On February 28th 2020, Ms. D. Hewitt, Director of Corporate Services and I attended and reported back to Council. A significant takeaway from this new direction is the evolution and composition of Police Services Boards & their members. This will be the first time that the Township of Oro- Medonte will have a member of Council appointed to this position, once established. Traffic Safety Task Force During the spring of 2020 Mr. S. Binns, Director of Operations and Community Services, and I engaged in a discussion regarding the traffic safety issues as identified by constituents, Township wide. This conversation was the basis for the Traffic Safety Task Force. At the Council meeting on June 10th 2020, staff presented that suggestion and it was supported, in principle by Council. On June 24th 2020 Council endorsed the creation of the task force. The Traffic Safety Task Force (TSTF) is comprised of the following: myself as Chair, Councillor DeSousa, Mayor Hughes (ex-officio), members of Township Staff, an OPP Sergeant and five volunteer members of the community. ***Including the OPP Sergeant there is in excess of 100 years of police experience on the Task Force. The TSTF has, and continues to promote road safety, which is predicated on the 5 E's - Engineering, Education, Enforcement, Evaluation and Engagement Municipal Law/OPP Task Force This task force was proposed to Council by me at the July 611 2022 Council meeting as part of my motion regarding Staff Report DS2022-107. The establishment of such a task force would be predicated on the participation of the OPP in this pilot project. Regrettably, the OPP are unable to participate in the task forces mandate as they deem our request as part of their core function. Prepared by Councillor,Shawn.Scott, Ward 4 Corporate Services December 14, 2022 Report No. CS2022-25 Page 54 of 80 Page 101 of 186 1 M) CS2O22-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Community Safety Committee Despite their inability to provide paid duty officers as requested, they have committed to working with Municipal Law as park of their'Focused Patrol'and will be deployed in select areas where `Short Term Rentals' are problematic. Issue All members of Council have, and will continue to receive complaints and concerns from members of our community about speeding, dangerous driver actions, lawless public behaviour, cannabis, short term rentals, theft and other behaviours and actions which put the public safety and security at risk. Council and Township staff forward these concerns onto the Ontario Provincial Police (OPP) and Municipal Law Enforcement for their information and subsequent action, dependent on their areas of authority and responsibility. Policy and procedure related to the issue may also be adopted and/or changed depending on the situation. Considering the vast spectrum of issues that affect public safety and the demands placed on our police and bylaw officers, coordinating efforts to deal with these priorities is challenging at best. The current practice of individual approaches to safety concerns is fragmented and can lead to unintended duplication and/or failure to have the issue properly assigned. Having one conduit of information should eliminate those potential issues and streamline our efforts in ensuring appropriate responses. Recommendation That Council support the creation of an official Council Committee titled "Community Safety Committee" with representation appointed by Council. This official committee would be enacted for the next term of Council and would replace the Traffic Safety Task Force and the MLE/OPP Task Force. Current members of the TSTF including our volunteers would serve out the remainder of this term of Council. Considering the future position of a Council member being appointed to the Police Services Board, Council would select the Chair as well as the Police Services Board member (who could serve both positions)_ As a Council Committee, this body would operate under the Township's Procedural By- law with posted agenda's, minutes etc. Members would be compensated as per the Township's Remuneration & Expenses By-law. Should Council support this recommendation, staff would consider the Committee as part of the 2023-2024 budget process. Terms of reference would also be developed to detail responsibilities, expectations, reporting etc. Prepared by Councillor Shawn Scott, Ward 4 Corporate Services December 14, 2022 Report No. CS2022-25 Page 55 of 80 Page 102 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Severn Sound Environmental Association SSEA One 1 Appointee) Severn Sound Environmental Association _ A. 489 Finlayson St, PO Box 460, Port McNicoll ON LOK I RO Phone (705) 534-7283 1 Fax (705) 534-7459 4W Email:youremailCa)severn sound.ca website:www severnsound.ca November 9th, 2022 Robin Dunn, CAO Corporation of the Township of Oro-Medonte 148 Line 7 South, Box 100 Oro-Medonte, ON LOL 2EO Municipal Appointment to Severn Sound Environmental Association Dear Mr. Dunn, The Severn Sound Environmental Association (SSEA) as a Joint Municipal Service Board, is governed by a Board comprised of one member from each of the eight member municipalities. As a member municipality, your Council appoints a representative to the SSEA Board. As soon as you are able, please confirm with the SSEA your appointee and we look forward to meeting your representative at its next meeting slated for January 26th, 2021 For the information of the incoming representative: • They will hold office for the term of the appointment or until a successor is appointed, as substitutions may be made by the Municipality if, in its discretion, it deems it advisable; • The Board shall meet not less than once every three months and at the call of the Chair in order to properly manage its responsibilities under this agreement; • A quorum for Board meetings is a simple majority and each member has one vote; • The Board shall make regulations and rules governing the procedures of the SSEA; • A Board member's seat shall be considered vacant if the member: a) is absent from meetings of the Board for three successive regular meetings without being authorized to do so by resolution of the Board; b) resigns from his or her office by notice in writing filed with the Executive Director, provided that a resignation is not effective if it would reduce the number of members of the Board to less than a quorum; c) has his or her office declared vacant in any judicial proceeding; 1 Corporate Services December 14, 2022 Report No. CS2022-25 Page 56 of 80 Page 103 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... d) forfeits their office under the Municipal Act, 2001 or any other Act; or e) dies whether before or after accepting his or her office. • Where the seat of a member becomes vacant, the Municipality that appointed such member shall appoint a new member within 30 days of the seat becoming vacant; and • Board members shall serve without remuneration from the SSEA. Further roles and responsibilities of Board Members can be found by going to SSEA's website and scrolling to the bottom of the Meetings Page (https:/lwww.severnsound.ca/about/meetings) where, under the heading of Board Policies and Agreement, they can find more information pertaining to Board members. If you have any more questions, feel free to contact me at your earliest convenience. Si c�rely, Cliff-tva i ki,WiceManager Severn Sound Environmental Association cc. Julie Cayley, Executive Director, SSEA Corporate Services December 14, 2022 Report No. CS2022-25 Page 57 of 80 Page 104 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Top Aggregate Producing Municipalities of Ontario TAPMO One 1 Appointee) The Township of Oro-Medonte had previous representation with TAPMO. The attached link to the TAPMO's website contains information about key issues, agendas, minutes, members, Board of Directors etc. The TAPMO website at the attached link provides information about key issues, agendas and minutes as well as contact info for the Board of Directors etc. Top Aggregate Producing Municipalities of Ontario (TAPMO) There will be a TAPMO virtual meeting held during the ROMA conference (January 22-24, 203. Details are still being worked out.) It is at this virtual meeting that an election will be held for the Executive Committee members. Further to the agendas and minutes section of the website, the Committee had an active meeting schedule prior to the municipal election. Membership fee letters are sent to each Ontario municipality. Please see the attached 2023 Membership fee report presented at our October 2022 meeting for more information. Corporate Services December 14, 2022 Report No. CS2022-25 Page 58 of 80 Page 105 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Top Aggregate TAPMO Producing Municipalities or Executive Committee Meeting T A P M 0 Ontario AGENDA Thursday, October 20,2022 10:00 am Zoom Meeting Mayor James Seeley,Township of Puslinch—Chair Mayor Sandra Easton,Town of Lincoln—Vice-Chair Mayor Dave Barton,Township of Uxbridge Mayor Sue Foxton,Township of North Dumfries Mayor Jim Hegadorn, Loyalist Township Councillor Margaret McCreery,Township of North Dumfries Mayor Marcus Ryan,Zorra Township Councillor Andrew Veale,City of Kawartha Lakes Pages 1. Call to Order 2. Declaration of Pecuniary Interest 3. Approval of Minutes-August 14,2022 3 Moved by: Seconded by: That the TAPMO Annual General Meeting minutes dated August 14, 2022 be approved. 4. Financial Statements as of September 30,2022 7 Moved by: Seconded by: That the Financial Statements as of September 30,2022 be approved. S. Proposed 2023 TAPMO Membership Fees and Draft 2023 Budget 9 Moved by: Seconded by: That the TAPMO Proposed Membership fees using a factor of.5%of the estimated aggregate levy be approved for 2023. 6. Correspondence from The Honourable Graydon Smith,Minister of Natural Resources 15 and Forestry Moved by: Seconded by: That the correspondence from the Honourable Graydon Smith, Minister of Natural Resources and Forestry dated October 6,2022 regarding the TAPMO delegation at the AMO Conference be received for information. Corporate Services December 14, 2022 Report No. CS2022-25 Page 59 of 80 Page 106 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... 7. Resolution from TAPMO Annual General Meeting-August 14,2022 16 Resolution: Item 7from AGM Minutes That the Executive Committee review the workplan focusing on concerns around fill trucks and their effects on local municipalities. Moved by: Seconded by: 8. Adjournment 2 Corporate Services December 14, 2022 Report No. CS2022-25 Page 60 of 80 Page 107 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Tap Aggregate ALProducing Municipalities or T A P M 0 Ontario TAPMO Annual General Meeting MINUTES August 14,2022 Zoom Meeting Executive Members Present: James Seeley,Chair Sandra Easton,Vice-Chair Mayor Dave Barton Mayor Susan Foxton Mayor Jim Hegadorn Executive Member Regrets: Mayor Marcus Ryan Councillor Andrew Veale Councilllor Margaret McCreery Others Present: Scott Wilson,CAO,County of Wellington Amber Crawford,AMO Se for PolicyAdvisor Lian ne Sauter,AMO Policy Advisor Allan Ails, Mayor,Town of Erin John Brennan,Councillor,Town of Erin Nathan Hyde,CAO,Tow n of Erin Allan Thompson,Mayor,Town of Caledon David Bailey, Mayor,County of Brant Steve Clement,Councillor,Town of Bracebridge Scott Mackey, Mayor,Township of Chatsworth Alison Warwick,Warden,County of Middlesex Guy Gardhouse, Mayor,East Garafraxa Rick Maloney,Mayor,Town of Braceb rid ge David Miller,Councillor,Countyof Brant Staff Present: Kim Courts, Deputy Clerk Ken ❑eHart,Cou nty Trea su re r 3 Corporate Services December 14, 2022 Report No. CS2022-25 Page 61 of 80 Page 108 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... TAPMO AGM Minutes,August 14, 2022 Page 2 1. Call to Order At 10:00 am,the Chair called the meeting to order. 2. Chair's Remarks Chair Seeley welcomed everyone to the annual general meeting. 3. Declaration of Pecuniary interest There were no declarations of pecuniary interest. 4. Approval of Minutes-May 31,2022 Moved by: Mayor Dave Barton Seconded by: Mayor David Bailey That the TAPMO Executive Committee Meeting minutes dated May 31, 2022 be approved. Carried 5. Financial Statements as of July 31,2022 Moved by:Vice-Chair Sandra Easton Seconded by: Mayor Jim Hegadorn That the Financial Statements as of July 31,2022 be approved. Carried 6. TAPMO Terms of Reference-Closed Meetings Moved by: Mayor Sue Foxton Seconded by: Mayor Dave Barton That the proposed Sections 5.9 and 5.10 to Article V—Officers and Meetings as outlined in the staff report be approved and the TAPMO Terms of Reference be updated. Carried Moved by: Mayor Sue Foxton Seconded by: Mayor Dave Barton That upper-tier municipalities be encouraged to become members of TAPMO. Carried 4 Corporate Services December 14, 2022 Report No. CS2022-25 Page 62 of 80 Page 109 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... TAPMO AGM Minutes,August 14, 2022 Page 3 7. TAPMO Workplan-2022-2023 Moved by: Mayor Allan Thompson Seconded by: Mayor Sue Foxton That the TAPMO Workplan 2022-2023 update provided by Chair Seeley be received for information. Carried Moved by: Mayor Sue Foxton Seconded by: Mayor Dave Barton That the Executive Committee review the workplan focusing on concerns around fill trucks and their effects on local municipalities. Carried 8. TAPMO Provincial Campaign Digital Metrics Moved by: Mayor Sue Foxton Seconded by: Mayor Allan Thompson That the TAPMO Provincial Campaign Reporting Report provided by Sussex Strategy Group Inc. be received for information. Carried 9. Executive Committee Vacant Position Moved by: Mayor Allan Thompson Seconded by: Mayor Jim Hegadorn That the TAPMO Chair be directed to email member municipalities in the Northern District(as outlined in the Terms of Reference)after the municipal election and recruit someone to fill the vacant position -Northern district on the Executive Committee. Carried 10. New/Other Business Chair Seeley requested that member municipalities create a page on their website with a link to www.tapmo.ca. 5 Corporate Services December 14, 2022 Report No. CS2022-25 Page 63 of 80 Page 110 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... TAPMO AGM Minutes,August 14, 2022 Page 4 11. Next Meeting Thursday, October 20,2022 at 10:00 am via Zoom. 12. Adjournment At 11:58 am,the Chair adjourned the meeting until October 20,2022 or at the call of the Chair. James Seeley-Chair TAPMO Executive Committee 6 Corporate Services December 14, 2022 Report No. CS2022-25 Page 64 of 80 Page 111 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Statement of Financial Position 2022 2021 As at Sept 30, 2022 $ $ Assets Cash 33,178 15,977 Accounts Receivable - - Total Assets 33,178 15,977 Liabilities Accounts Payable 753 - Total Liabilities 753 - Accumulated Surplus 32,425 15,977 Change in equity 16,447 3,536 Accounts Payable Spring Clovers Marketing Solutions-Creative Design $ 150 Westin Hotels &Resorts-AMO Conference room rental 603 $ 753 7 Corporate Services December 14, 2022 Report No. CS2022-25 Page 65 of 80 Page 112 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Statement of Operations Budget 2022 2021 As at Sept. 30,2022 $ $ $ Revenue Membership fees 50,000 66,700 41,900 Deposit Interest 508 147 Total Revenue 50,000 67,208 42,047 Expenditure Advocacy/Public Relations/Website 38,200 45,212 36,160 Legal (trademark) 2,100 4,860 Office Supplies(Printing/Postage/Photocopying) 150 79 - Mileage Reimbursement-Chair,Vice-Chair& Executive 750 - Advertising& Promotion 100 Conference/Workshop Fees-Chair,Vice-Chair& Executive 700 Video Conferencing Calls 325 Email Account Reimbursement 100 Winter TAPMO Meeting @ ROMA-Audio Visual, Room & Logistics 2,200 2,350 TAPMO AGM @ AMO-Audio Visual, Room & Logistics 2,200 603 OSSGA/TAPMO Working Group Meetings- Logistics 750 Bank Fees 5 Total Expenditure 47,575 50,760 38,510 Annual Surplus 2,425 16,447 3,536 Accumulated Surplus, Beginning of Year 15,977 12,441 Accumulated Surplus, End of Year 32,425 15,977 8 Corporate Services December 14, 2022 Report No. CS2022-25 Page 66 of 80 Page 113 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Top Aggregate AhL Producing Municipalities of T A P M O Ontario To: Chair, Mayor James Seeley and Members of the TAPMO Executive From: Ken DeHart,County Treasurer Date: Thursday, October 20,2022 Subject: Proposed 2023 TAPMO Membership Fees and Draft 2023 Budget Background: For 2022,the TAPMO Executive approved a membership fee structure,equivalent to 1%of aggregate royalties received from a minimum of$100 to a maximum of$5,000 per member municipalities(lower and/or single-tier municipalities only). Through this fee structure, $67,700 in membership fees were paid from 27 municipalities(identified in bold print in schedules attached). Proposed Membership Fee Scenarios for 2023 As approved by the membership at the AGM meeting in August,staff have updated the proposed fee structure that a membership fee be included for the upper-tier municipalities. Using the same methodology as the 2022 fee calculation,the aggregate levy will be estimated based on the updated 2021 tonnage produced by each municipality as published on The Ontario Aggregate Resources Corporation (TORAC)website multiplied by the 2021 license and wayside permit fee of 20.8 cents/tonne allocated at 61%for lower and/or single-tier municipalities and 15%for upper-tier municipalities. The aggregate levy for upper-tier municipalities,where at least one member municipality was a 2022 TAPMO member,is based on the total tonnage produced by all of its member municipalities. The proposed membership fee is then calculated by multiplying the estimated aggregate levy (upper and lower/single-tier)by a factor adequate to fund the proposed 2023 budget. Three different scenarios have been attached as Schedules A, B and C as follows: Scenario 1: 1.0%of aggregate levy=$93,700 estimated membership revenue Scenario 2: 0.75%of aggregate levy=$76,400 estimated membership revenue Scenario 3: 0.5%of aggregate levy=$52,100 estimated membership revenue These three scenarios assume that all 27 municipalities that paid membership fees in 2022 will remain members and that their related 13 upper-tier municipalities also become members in 2023. 9 Corporate Services December 14, 2022 Report No. CS2022-25 Page 67 of 80 Page 114 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Draft 2023 TAPMO Budget Schedule D(attached)shows a draft 2023 budget that includes estimated expenses of$52,600. These amounts align with actual 2022 expenses incurred for the website,advocacy and public relations work, meetings,as well as legal and office supplies. The draft budget assumes the estimated amount of revenue generated from membership fees identified in Scenario 3. If this draft budget meets the approval of the executive, it will be brought forward for adoption by the membership at the 2023 AGM to take place during the January ROMA conference. Recommendation: That the TAPMO Proposed Membership fee structure using a factor of 0.5%of the estimated aggregate levy for upper/lower and single-tier municipalities be approved for 2023. Respectfully submitted, Ken DeHart,CPA,CGA County Treasurer 10 Corporate Services December 14, 2022 Report No. CS2022-25 Page 68 of 80 Page 115 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Schedule''A'' Scenario 1: Proposed Membership Fee based on 1,0%of the Aggregate Levy Received for 2021 Production (Reported in Metric Tonnes) Local Municipal 1.0%Upper- 1.0%of Membership Tier 2021 Total Aggregate Aggregate Fee Membership Upper Tier Local Municipality Tonnage Levy Levy (Max$5,000) Fee Single Fee Kawartha Lakes,City of 6,354,859 $ 807,067 $ 8,071 $ 5,000 Waterloo Cambridge,City/Kithener,City of - - - - North OumfriesTp 5,886,824 747,627 7,476 5,000 Wellesley Tp 1,505,845 191,242 1,912 1,900 Wilm of Tp 1,043,313 132,501 1,325 1,300 Woolwich Tp 224,232 28,477 285 300 $ 2,700 Halton Burlington,City of/Halton Hills,Town of 4,368,314 554,776 5,548 5,000 Milton,Town of 544,983 69,213 692 700 1,500 Durham Brock Tp 1,318,172 167,408 1,674 1,700 Clarington,Municipality of 4,201,475 533,587 5,336 5,000 Oshawa,City of Scugog Tp 139,091 17,665 177 200 Uxbridge Tp 3,063,086 389,012 3,890 3,900 2,700 Single Fee Brant,County of/Brantford,City of 3,368,334 427,778 4,278 4,300 Wellington Centre Wellington Tp 1,126,128 143,018 1,430 1,400 Erin,Town of 1,289,807 163,806 1,638 1,600 Guelph-Eramosa Tp 405,608 51,512 515 500 Mopieton Tp 149,214 18,950 190 200 Mint.,Town of 288,026 36,579 366 400 Puslinch Tp 4,638,078 589,036 5,890 5,000 Wellington North Tp 204,173 25,930 259 300 2,500 Peel-Single Fee Caledon,Town of 3,350,671 425,535 4,255 4,300 Oxford Hlandf.m-Blenheim 1p 583,23b t4,0r1 141 tuu East Zon-Tavistock Tp/Norwich Tp 123,922 15,738 157 200 South-West Oxfort Tp 1,529,326 194,224 1,942 1,900 Z.-Tp 5,438,078 690,636 6,906 5,000 2,400 Duffe rin Am.r.nth Tp/East Luther Gr.nd Valley Tp 40,067 5,088 51 100 East Garafraxa Tp 990,200 125,755 1,258 1,300 Melancthon Tp 944,567 119,960 1,200 1,200 M...Tp 330,270 41,944 419 400 MulmurTp 2W,280 26,198 262 300 800 Grey Chatsworth Tp 450,963 57,272 573 600 Georgian Bluffs Tp 729,243 92,614 926 900 Grey Highlands,Municipality of 1,305,441 165;791 1,658 1,700 M-ford,Munidp.ity of 556,585 70,686 707 700 Southgate Tp 707,284 89,825 898 900 The Blue Mountains,Town of 191,230 24,286 243 200 West Grey,Municp.lity of 1,292,698 164,173 1,642 1,600 1,600 Lanark Beckwith Tp/Drummond-North Elmsiey Tp 347,747 44,164 442 400 Lanark Highlands Tp/Toy Valley Tp 1,494,498 189,801 1,898 1,900 Mississippi Mills,Town of 354,336 45,001 450 500 Montague Tp 245,788 31,215 312 300 800 Lennox&Addington Addington Highlands Tp 31,310 3,976 40 - Gre.terNoponee,Town of 386,957 49,144 491 500 Loyalist Tp 1,746,971 221,865 2,219 2,200 Stone Mills Tp 77,011 9,780 98 100 700 Muskoka Bracebridge 1,156,705 146,902 1,469 1,500 Georgian Bay Tp 34,553 4,388 44 - Gr.venhurst 211,494 26,860 269 300 Huntsville 1,624,386 206,297 2,063 2,100 Lake of Bays Tp 219,864 27,923 279 300 Muskoka Lakes Tp 380,287 48,296 433 500 1,100 Fort Erie,Town of/Pelham,Town of/Port Nlagara Colborne,City cf/W.infleet Tp 2,822,401 358,445 3,584 3,600 Lincoln,Town of/Niagara-on-the-Lake,Town of 1,646,507 209,106 2,091 2,100 Niagara Fo!!s,City of 654,484 83,119 831 800 1,600 Middlesex Adelaide Metcalfe Tp/Strothroy-C.r.doc Tp 131,876 16,748 167 200 London,City of 499,613 63,451 635 600 Lucoo Biddulph Tp/North Middlesex Munidp.lity 88,011 11,177 112 100 Middlesex Centre Tp 230,331 29,252 293 300 Thames Centre,Municipality of 2,648,448 336,353 3,364 3,400 1,100 51mcoe Adi.i.-Tosorontio Tp/New Tecurn-th,Town of 600,611 76,278 763 800 Ciearview Tp 1,652,541 209,873 2,099 2,100 Collingwood,Town of/Essa Tp/innisfil,Town of 78,981 10,031 100 100 Midland,Town cf/Penetanguishine,Town of 239,734 30,446 304 300 Oro-Medonte Tp 2,480,352 315,005 3,150 3,200 R-oro Tp 3,513,725 446,243 4,462 4,500 Severn Tp 5,502,499 698,817 6,988 5,000 Spri ngwate r Tp 1,331,862 169,146 1,691 1,700 Toy Tp 304,601 38,684 387 400 Tiny'Tp 540,557 68,651 687 700 3,000 Total $ 106,200 $ 24,500 Assu me.nly2022Members $ 69,200 $ 24,500 Total Estimated Membership Revenue C&1.0%of Aggregate Levy $ 93,700 11 Corporate Services December 14, 2022 Report No. CS2022-25 Page 69 of 80 Page 116 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Schedule"B" Scenario 2: Proposed Membership Fee based on 0.75%of the Aggregate Levy Received for 2021 Production (Reported in Metric Tonnes( Local Municipal 0.750/Upper- Membership Tier 2021Total Aggregate 0.75%of Fee Membership Upper Tier Local Municipality Tonnage Levy Aggregate Levy (Max$5,000) Fee Sin Ole Fee Kawartha Lakes,Cityof 6,354,859 $ 807,067 $ 6,053 $ 5,000 Waterloo Cambridge,City/Kitchener,City of - - - - North DumfriesTp 5,986,824 747,627 5,607 5,000 Wellesley Tp 1,505,545 191,242 1,434 1,400 Wilmot Tp 1,043'113 132,501 994 1,000 Woolwich Tp 224,131 28,477 214 200 $ 2,000 Halton Burlington,City of/Halton Hills,Town of 4,368,314 554,776 4,161 4,200 Milton,Town of 544,983 69,213 519 500 1,100 Durham Brock Tp 1,318,172 167,408 1,256 1,300 Clarington,Municipality of 4,201,475 533,587 4,002 4,000 Oshawa,City of 9cugog Tp 139,091 17,665 132 100 Uxbridge Tp 3,063,086 389,012 2,918 2,900 2,000 Single Fee Brant,County of/Branford,City of 3,368,334 427,778 3,208 3,200 Wellington Con tre Wellington Tp 1,126,128 143,C18 1,073 1,100 Erin,Town of 1,289,807 163,806 1,229 1,200 Guelph-Eramosa Tp 405,608 51,512 386 400 Mapleton Tp 149,214 18,950 142 100 Mint.,Town of 288,026 36,579 274 300 Puslinrh Tp 4,638,078 589,C36 4,418 4,40C Wellington North Tp 204,173 25,930 194 200 1,900 Peel-Single Fee C.1 do.,Town of 3,350,671 425,535 3,192 3,200 Oxford Blandford-Blenheim ip 183,236 14,Ur1 156 coo East Zorr-Tavistock Tp/Norwich Tp 123,922 15,738 118 100 South-West Uxfort Tp 1,529,326 194,224 1,457 1,500 Zorm Tp 5,438,078 690,636 5,180 5,000 1,800 Dufferin Amaranth Tp/East Luther Grand Valley Tp 40,067 5,088 38 - East GamfraxaTp 990,200 125,755 943 900 Melancthan Tp 944,567 119,960 900 900 Mono Tp 330,270 41,944 315 300 MuimurTp 206,28C 26,798 196 200 600 Grey Chatsworth Tp 450,963 57,272 430 400 Georgian Bluffs Tp 729,243 92,614 695 700 Grey Highlands,Municipality of 1,305,441 165,791 1,243 1,200 Meaford,Municipaity of 556,595 70,686 530 500 Southgate Tp 707,284 89,825 674 700 The Slue Mountains,Town of 191,230 24,286 182 200 West Grey,Municpality of 1,292,698 164,173 1,231 1,200 1,200 Lanark Beckwith Tp/Drummond-North Elmsley Tp 347,747 44,164 331 300 Lanark Highlands Tp/Tay Valley Tp 1,494,498 189,801 1,424 1,400 Mississippi Mills,Town of 354,336 45,001 338 300 Montague Tp 245,788 31,215 294 200 coo Lennox&Addington Addington Highlands Tp 31,310 3,976 30 - Greater Napanee,Town of 386,957 49,144 369 400 LoyalistTp 1,746,971 221,865 1,664 1,700 Stone Mils Tp 77,011 9,780 73 100 500 Muskoka B-bridge 1,156,705 146,902 1,102 1,100 Georgian Say Tp 34,553 4,388 33 - Gravenhurst 211,494 26,860 201 200 Huntsville 1,624,386 206,297 1,547 1,500 Lake of Says Tp 219,864 27,923 209 200 Muskoka Lakes Tp 380,287 48,296 362 400 800 Fort Erie,Town of/Pelham,Town of/Port Niagara Colborne,City of/Wainfleet Tp 2,922,401 358,445 2,688 2,700 Lincoln,Town of/Niagara-on-the-Lake,Town of 1,646,507 209,106 1,568 1,600 Niagara Falls,City of 654,484 83,119 623 600 1,200 Middlesex Adeiaide Metcalfe Tp/Strathray-Caradoc Tp 131,876 16,748 126 100 Condon,City cf 499,613 63,451 476 500 L-an Siddulph Tp/North Middlesex Municipality 88,011 11,177 84 100 Middlesex Centre Tp 230,331 29,252 219 200 Thames Centre,Municipality of 2,648,448 336,353 2,523 2,50C 800 Sinn-e Adjala-Tosorontio Tp/New Tecumseth,Town of 600,611 76,278 572 600 Clearvlew Tp 1,652,541 209,873 1,574 1,600 Collingwood,Town of/Esso Tp/mnisfil,Town of 78,981 10,031 75 100 Midland,Town cf/Penetonguishine,Town of 239,734 30,446 228 200 Oro-Medonte Tp 2,480,352 315,005 2,363 2,400 Ramara Tp 1,513,725 446,243 3,347 3,300 Severn Tp 5,502,499 698,817 5,241 5,000 SpringwaterTp 1,331,862 169,146 1,269 1,300 Tay Tp 304,601 38,684 290 300 Tiny Tp 540,557 68,651 515 Soo 3,800 Total $ 85,500 $ 18,300 Assume only 2022 Members $ 58,1DO $ 18,30D Total Estimated Membership Revenue @ 0.75%of Aggregate Levy $ 76,400 12 Corporate Services December 14, 2022 Report No. CS2022-25 Page 70 of 80 Page 117 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Schedule"C" Scenario 3: Proposed Membership Fee based on 0.5%of the Aggregate Levy Received for 2021 Production (Reported in Metric Tonnes) Local Municipal 0.5%Upper- Membership Tier 2021Tota1 Aggregate 0.5%of Fee Membership Upper Tier Local Municipality Tonnage Levy Aggregate Levy (Max$5,000) Fee Single Fee Kawartha Lakes,City of 6,354,859 $ 807,067 $ 4,035 $ 4,000 Waterloo Cambridge,City/Kitchener,City of - - - - North Dumfries Tp 5,886,824 747,627 3,738 3,700 Wellesley Tp 1,505,845 191,242 956 1,000 WilmotTp 1,043,313 132'501 663 700 Woolwi ch Tp 224,232 29,477 142 100 $ 1,300 Halton Burlington,City of/Halton Hills,Town of 4,368,314 554,776 2,774 2,800 Milton,Town of 544,983 69,213 346 300 800 Durham Brock Tp 1,318,172 167,408 837 Boo Clarington,Municipality of 4,201,475 533,587 2,668 2,700 Oshawa,City of5cugog Tp 139,091 17,665 88 100 Uxbri dge Tp 3,063,086 389,012 1,945 1,900 1,400 Single Fee Brant,County of/Brantford,City of 3,368,334 427,778 2,139 2,100 Wellington Centre Wellington Tp 1,1261128 143,018 715 700 Erin,Town of 1,289,807 163,806 819 800 Guelph-Eramosa Tp 405,608 51,512 258 300 Mapleton Tp 149,214 18,950 95 100 Mirlto,Town of 288,026 36,579 193 200 Puslinch Tp 4,638,078 589,036 4945 2,900 Wellington North Tp 204,173 25,930 130 100 1,300 Peel-Single Fee Caledoa,Town of 3,350,671 425,535 2,128 2,100 Oxford 8landford-Blenheim Tp 583,236 74,071 370 400 East Zorr-To,istock Tp/Norwich Tp 123,922 13,738 79 100 South-West Oxfort Tp 1,529,326 194,224 971 1,000 Zorm Tp 5,438,078 690,636 3,453 3,500 1,200 Duffe Fin Amaranth Tp/East Luther Grand Valley Tp 40,067 5,088 25 - EastGarafraxaTp 990,200 125,755 629 600 Melancthon Tp 944,567 119,960 600 600 Mono Tp 330,270 41,944 210 200 Mu1m.1Tp 206,280 26,198 131 100 400 Grey Chatsworth Tp 450,963 57,272 286 300 Georgian Bluffs Tp 729,243 92,614 463 500 Grey Highlands,Municipality of 1,305,44' 165,791 829 Boo Meaford,Munidpaity of 556,585 70,696 353 400 Southgate Tp 707,284 89,825 449 400 The Blue Mountains,Town of 191,230 24,286 121 100 West Grey,Municpolity of 1,292,698 164,173 821 800 BOO Lanark Beckwith Tp/Drummond-North Elmsley Tp 347,747 44,164 221 200 Lanark Highlands Tp/Tay Valley Tp 1,494,498 189'801 949 900 Mississippi Mills,Town of 354,336 45,001 225 200 Montague Tp 245,788 31,215 156 200 400 Lennox&Addi ngton Addrngton Highlands Tp 31,310 3,976 20 - GreaterNapanee,Town of 386,957 49,144 246 200 Loyal i st Tp 1,746,971 221,865 1,109 1,100 Stone Mills Tp 77,011 9,780 49 - 300 Muskoka Bracebridge 1,156,705 146,902 735 700 Georgian Bay Tp 24,553 4,388 22 Gr-ohurst 211,494 26,860 134 100 Huntsville 1,624,396 206,297 1,031 1,000 Lake of Bays Tp 219,864 27,923 140 100 Muskoka Lakes Tp 380,287 49,296 241 200 600 Fort Erie,Town of/Pelham,Town of/Port Niagara Colborne,City of/Wornfleet Tp 2,822,401 359,445 1,792 1,800 Lincoln,Town offNiagara-on-the-take,Town of 1,646,507 209,106 1,046 1,000 Niagara Fa!!s,City of 654,494 83,119 416 400 800 Middlesex Adelaide Metcalfe Tp/Strathray-Carodoc Tp 131,876 16,748 84 100 London,City of 499,613 63,451 317 300 Lucas Bidri Tp/North Middlesex Municipality 88,011 11,177 56 100 Middlesex Centre Tp 230,331 29,252 146 100 Thames Centre,Municipality of 2,646,448 33b,353 T,682 1,/Cx) bUU Sir- Adjala-Tosoroatio Tp/New Te-ra-th,Town of 600,611 76,278 381 400 Clearview Tp 1,652,541 209,873 1,049 1,000 Collingwood,Town of/Essa Tp/lnnisfil,Town of 78,981 10' 1 50 100 Midland,Town of/Penetanguishine,Town of 239,734 30,446 152 200 Oro-Medonte Tp 2,480,352 315,005 1,575 1,600 Ramos Tp 3,513,725 446,243 2,231 2,200 Severn Tp 5,502,499 699,817 3,494 3,500 513ringwater Tp 1,331,862 169,146 846 Boo Toy Tp 304,601 38,684 193 200 Do Tp 540,557 69,651 343 300 2,500 Total $ 57,900 $ 12,400 Assume only 2022 Members $ 39,700 $ 12,400 13 Total Estimated Membership Revenue @ 0.5%of Aggregate Levy $ 52,300 Corporate Services December 14, 2022 Report No. CS2022-25 Page 71 of 80 Page 118 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Schedule"D" 1st Draft: Proposed TAPMO 2023 Budget Budget Budget YTD Sept 30, December 31, 2023 2022 2022 2021 $ S 5 5 Revenue Membership fees 52,100 50,000 66,700 41,900 Deposit I nterest 500 - 508 146 Total Revenue 52,600 50,000 67,208 42,046 Expenditure Advocacy/Public Relations/Website 46,000 38,200 45,212 36,160 TAPMO Meetings(AMO,ROMA)and Logistics 3,000 5,150 603 2,350 Legal(trademark) 2,600 2,100 4,860 Office Supplies(Printing/Business Cards/Other) 500 150 79 Other Misc.(Advertising/Mileage/Workshop/Bank Fees) 500 1,975 5 Total Expenditure 52,600 47,575 50,760 38,510 Annual Surplus - 2,425 16,448 3,536 Accumulated Surplus,Beginning of Year 32,424 15,977 15,977 12,441 Accumulated Surplus,End of Year 32,424 18,402 32,424 15,977 14 Corporate Services December 14, 2022 Report No. CS2022-25 Page 72 of 80 Page 119 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Ministry of Natural Minist6re des Richesses Resources and Forestry naturelles et des Forets Office of the Minister Bureau du minislre 99 Wellesley Street West 99,rue Wellesley Ouesf Room 6630,Whitney Block Bureau 6630,Edifice Whitney ®�® Toronto ON M7A 1 W3 Toronto ON M7A 1 W3 Ontario Tel: 416-314-2301 Te1.: 416 314-2301 354-2022-623 His Worship James Seeley Chair Top Aggregate Producing Municipalities of Ontario (TAPMO) iamess�wellington.ca Dear Mayor Seeley: It was a pleasure to meet with you and your delegation at this year's Association of Municipalities of Ontario conference. Thank you for taking the time to share with me the importance of compliance to your organization. It is important to me to hear from our stakeholders. Ministry staff conduct on-site inspections, both proactively and in response to a complaint from the public, or by request of the licensee/permittee. The ministry carries out inspections in an effort to ensure compliance with the Aggregate Resources Act, its regulations and conditions of the licence/permit/site plans.The ministry is always open to your feedback and how we can improve on our processes. I would be pleased to meet with TAPMO in the future to discuss your priorities in more detail. In the meantime, I encourage you and your member municipalities to contact our local district offices whenever you need information. Again,thanks for meeting with me. I look forward to working with you on issues of mutual concern. Yours Sincerely, The Honourable Graydon Smith Minister of Natural Resources and Forestry c: Mayor Sandra Easton, Vice-Chair Mike Kirkopoulos, Chief Administrative Officer, Town of Lincoln Ken DeHart, County Treasurer,Wellington County Paul Di lanni, Economic Development Officer, Town of Lincoln 15 Corporate Services December 14, 2022 Report No. CS2022-25 Page 73 of 80 Page 120 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Top Aggregate i— Producing Municipalities of T A P M O Ontario 2022-2023 TAPMO Top Five Priorities 1. Establish an Independent TAPMO Website and Branding To establish TAPMO as an important stakeholder representing municipalities for aggregate activities in Ontario. The development of a logo and online presence to enhance the permanency of the organization. This will ensure smooth transitioning when executive board members terms come to an end and the continuation of important advocacy initiatives on behalf of Ontario municipalities. 2. Address Inaccurate Property Assessments for Property Tax Purposes Continue to advocate for fair and accurate property assessments for the aggregate industry so that the industry pays its fair share of property taxes for all of the services that municipalities deliver. Ensure that municipal taxpayers are not unfairly subsidizing aggregate operations through inaccurate property assessments. 3. OSSGA and Ministry Consultation Meet and liaise with the Ontario Stone,Sand and Gravel Association (OSSGA),with the objective of raising the profile of TAPMO and advocating for programs, policies and/or regulations that are responsive to the needs and perspectives of area municipalities. Where possible,promote opportunities for joint submissions, programs and case studies and streamline the process for the approval/expansion of aggregate. 4. Aggregate Levy Advocate and ensure that a fair aggregate levy is transferred to municipalities and is reflective of costs that a municipality incurs to repair and maintain roads along aggregate haul routes. Conduct regular reviews in conjunction with the Ministry of Natural Resources and industry representatives to ensure adequate revenues for provincial administration and inspection;to build and maintain local infrastructure;to conduct innovative aggregate research and monitoring; and provide programs to promote recycling and/or rehabilitation of abandoned pits and quarries. 5. Best Practices and Local Municipal Criteria for Extractive Licensing Develop a broadly proactive and positive set of local municipal criteria for extractive licensing in line with provincial criteria. The goal being to clarify community intent and facilitate discussion on community, industry and provincial goals. 16 Corporate Services December 14, 2022 Report No. CS2022-25 Page 74 of 80 Page 121 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Development Services Committee The current by-law is copied below and a draft proposed by-law is to be considered at this meeting. Planning applications are continuing to be processed. The January meeting is scheduled for Wednesday, January 4, 2023 to commence at 5.30 p.m. The Corporation of the Township of Oro-Medonte By-law No.2022-051 A By-law to Constitute and Appoint a Development Services Committee and to Repeal By-law 2021-012 Whereas Authority is granted, pursuant to the provisions of Section 44 of the Planning Act, R.S.O. 1990, Chapter P. 13,as amended,to Council to constitute and appoint a Committee of Adjustment; And Whereas Section 5,Subsections 1 and 3 of the Planning Act, R.S.O. 1990, Chapter PA 3, as amended, provides the authority for County to delegate their authority under Section 4 of the Planning Act, R.S.O. 1990 subject to such conditions as the Council may by by-law provide; And Whereas Section 8,Subsection 1 of the Planning Act, R.S.O. 1990,Chapter P.13, as amended, provides that the Council of a municipality may appoint a Planning Advisory Committee composed of such persons as the Council may determine; And Whereas Council deems it advisable to do so; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1) That a Development Services Committee be constituted and appointed,to be known as the Township of Oro-Medonte Development Services Committee("Development Services Committee")in accordance with the provisions of Sections 8 and 44 of the Planning Act, R.S.O. 1990. 2) That Council of the Corporation of the Township of Oro-Medonte delegates to the Development Services Committee the authority for the giving of consents under Section 53 of the Planning Act, 1990, in respect of lands situate within the corporate limits of the Township of Oro-Medonte, subject to the provisions of Section 54 of the Planning Act and empower the Development Services Committee to grant minor variances from the provisions of any by-law of the municipality that implements an Official Plan,or from such by-laws of the municipality as are specified and that implement an Official Plan,subject to the provisions of Section 45 of the Planning Act. 3) That Council of the Corporation of the Township of Oro-Medonte delegates to the Development Services Committee their authority under Subsections 4 and 5, of the Planning Act R.S.O. 1990. 4) That the mandate of the Development Services Committee includes: • To review and make recommendations with respect to planning and development matters/applications. • To advise with respect to planning policy. • To give consents and to grant minor variances subject to the provisions of Sections 53,54, and 45 of the Planning Act R.S.O. 1990 respectively. • To conduct open houses, public meetings,or hearings as legislated under the Planning Act R.S.O. 1990. 5) That the Development Services Committee be composed of all seven(7)members of Council; Corporate Services December 14, 2022 Report No. CS2022-25 Page 75 of 80 Page 122 of 186 1 M) CS2O22-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... 6) That the regular schedule of meetings of the Development Services Committee shall be as follows: a) Development Services Committee meetings on the first Wednesday of each month. b) During the month of December in the final year of a Council term, no Development Services Committee meeting shall be held. c) During the months of August and December 2022, no Development Services Committee meeting shall be held. 7) All Development Service Committee meetings shall be at a time established by the Township and specified on the agenda for the specific meeting. Information on how the public may participate and/or provide input/comments for the Development Services Committee meetings will be provided on the notice required under the Planning Act, on the meeting agenda and on the Township's website. 8) That persons appointed to the Development Services Committee shall be paid such remuneration and expenses as Council provides. 9) That By-Law No. 2021-012 is hereby repealed in its entirety. 10)This by-law shall take effect on the final passing thereof. By-law read a First, Second and Third time, and Passed this 25th day of May, 2022. The Corporation of the Township of Oro-Medonte Mayor, H.S. ghes M, Clerk,)Yvonne Aubichon Corporate Services December 14, 2022 Report No. CS2022-25 Page 76 of 80 Page 123 of 186 1 M) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Citizen/Senior of the Year Advisory Group (No Council Representation, Volunteer Group of Past Recipients) The current by-law is as follows: I THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE BY-LAW NO.2011-029 A By-law to Continue a Citizen/Senior of the Year Advisory Group for the Township of Oro-Medonte and repeal By-Law No.2010-042 WHEREAS Section 224 of the Municipal Act,2001, S.O.2001, c.25,as amended, provides that the role of Council is to ensure that the administrative practices are in place to implement the decisions of Council, AND WHEREAS Council deems it expedient to continue a Citizen/Senior of the Year Advisory Group for the Township of Oro-Medonte. NOW THEREFORE the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That the mandate of the Citizen/Senior of the Year Advisory Group shall be: • To act as an advisory body to Council. • To recommend a resident of the Township of Oro-Medonte to be awarded the Township of Oro-Medonte"Citizen of the Year'award. • To recommend a resident of the Township of Oro-Medonte to be awarded the Ontario"Senior of the Year"award. • All recommendations shall be forwarded to Council for consideration. 2. That each year's successful recipient of the"Citizen of the Year"award and "Senior of the Year"award be appointed to the Citizen/Senior of the Year Advisory Group and attend future yearly meetings. 3. That the public members appointed to the Citizen/Senior of the Year Advisory Group shall serve on a volunteer basis,with no remuneration. 4. That the Township of Oro-Medonte's Procedural By-law shall govern the proceedings and activities of the Citizen/Senior of the Year Advisory Group. 5. That By-Law No.2010-042 be hereby repealed in its entirety. 6. This by-law shall take effect on the final passing thereof. BY-LAW READ A FIRST,SECOND AND THIRD TIME,AND PASSED THIS 91H DAY OF FEBRUARY,2011. THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE ay'o r-,Ii.t. ghes A I"ILI CI rk,J. as Irwin Corporate Services December 14, 2022 Report No. CS2022-25 Page 77 of 80 Page 124 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Economic Development Roundtable The below Scope of Activity has been provided and is as follows: Economic Development Roundtable Scope of Activity Purpose: The Economic Development Roundtable will act as a communication conduit between the Oro-Medonte Township business community and the municipality. Participants of the Roundtable will: • Provide feedback to and may assist the Director of CS and the Economic Development & Communications Coordinator on the ongoing development and implementation of the Economic Development Strategy, Identify issues of importance to the business community, • Provide comment on development opportunities as they arise and, • Assist with development of partnerships and establishing linkages amongst other regional entities and businesses serving organizations. Participation: To be effective, all participants must agree to set aside their corporate and personal interests and be guided solely by what is in the best interests of the Township. Composition will be reflective of the business community. Participants will be active members of the business community. There will be representation from Council, one of which will be the municipal representative on the Lake Simcoe Regional Airport Board. There will be representation from the Oro-Medonte Chamber of Commerce (staff or director). Term: Participation on the Roundtable will be for a two (2) year term, commencing in January. Terms can be renewed. Reporting: The Co-ordinator, Economic Development/Communications will report on an annual basis to Council regarding the activities of the Roundtable. Corporate Services December 14, 2022 Report No. CS2022-25 Page 78 of 80 Page 125 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... 2021 Composition: SECTOR NAME BUSINESS Year Tourism Catherine Pearson Quayle's Brewery 2022 Agriculture Scott Brown Brown's Farm 2019 Manufacturing David Smith Oro Design & Manufacturing 2021 Professional OPEN Services Commercial Ric Ross Jade Equipment 2019 Construction/ Kristin Ego Ego's Farm 2021 Landscaping Chamber Sylvia Stark Chamber - Executive Director Council Ralph Hough Deputy Mayor Council Shawn Scott Councillor Ex Officio Harry Hughes Mayor This concludes the background information portion of the report. Financial / Legal Implications / Risk Management: Remuneration may be applicable through the Township's Remuneration by-law or appropriate organization. Policies/Legislation: Ontario Heritage Act, R.S.0.1990, c. 0.18 Municipal Act, 2001, S.O. 2001, c. 25 Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11 Conservation Authorities Act, R.S.O. 1990, c. C.27 Community Safety and Policing Act, 2019, S.O. 2019, c. 1, Sched. 1 Planning Act, R.S.O. 1990, C. P.13 Corporate Strategic Goals: Prepare for Our Future Foster Safe and Inclusive Community Living & Business Growth Modernize Township Services Support Our Workforce Corporate Services December 14, 2022 Report No. CS2022-25 Page 79 of 80 Page 126 of 186 11 .f) CS2022-25, Yvonne Aubichon, Clerk, Janette Teeter, Deputy Clerk re... Consultations: Outside Agencies/Boards Applicable staff Attachments: Attachment 1 : Sample calendar of potential meeting days/times are subject to change. Additional information with respect to meetings may be outlined in the correspondence for the applicable outside agency/board. Conclusion: The background information is provided to assist Council in determining the appropriate appointees to each Committee/board/task force. As noted, a new Development Services By- law is required at this meeting, as well a By-law to appoint an Alternate to the County of Simcoe is required. Staff respectfully awaits Council's decisions with respect to these appointments. Respectfully submitted: Yvonne Aubichon, Clerk Approvals: Date: Donna Hewitt, Director, Corporate Services December 9, 2022 Robin Dunn, CAO December 9, 2022 Corporate Services December 14, 2022 Report No. CS2022-25 Page 80 of 80 Page 127 of 186 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 Development n Services Cttee, o 5:30pm ry 6 7 8 10 11 12 N Council Joint Accessibility Advisory Cttee, 10:OOam o 13 14 15 16 18 19 D m O-M Chamber of County Council Orillia&Area y Commerce, Physician a 7:OOpm Recruitment and 0' Retention,12:15pm o n 20 23 24 251 26 m Heritage Cttee, Orillia Chamber Council LSRCA, 9:OOam 5:30pm of Commerce, NVCA, 9:OOam v 7:30am D m 27 28 29 30 m � m N (p W O CD w - Barrie Area Physician Recruitment-currently meeting twice a year with an additional two written report updates. Next meeting is p rn TBD (March-April 2023) m - Internet Connectivity Task Force/Human Resources Committee—meet when required. - Lake Simcoe Regional Airport (County appointment) - Severn Sound Environmental Association—shall meet not less than once every 3 months or at call of Chair n m m 11 .g) CS2022-26, Yvonne Aubichon, Clerk re: Procedural By-Law Update. Report Township of Fraud Heritrage, Exciting Future Report No. To: Prepared By: CS2022-26 Council Yvonne Aubichon, Clerk Meeting Date: Subject: Motion # December 14, 2022 Procedural By-law Update Roll #: N/A R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended 1. That CS2022-26, Yvonne Aubichon, Clerk re: Procedural By-Law Update be received and adopted 2. That the proposed updates to the Procedural By-law outlined in CS2022-26 be brought forward for Council's consideration. Background: For the 2022-2026 term of Council, the following proposed amendments outlined below are for Council's consideration. Analysis: Staff are proposing that the Procedural By-law 2017-165 be amended as follows: Section 3.2 Regular Meeting Schedule of Council Current: The regular schedule of meetings for Council shall be: b) Council Meetings to commence at 9:00 a.m. with the Closed Session to commence immediately following the opening of the meeting. The public session (Open Session) shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. Corporate Services December 14, 2022 Report No. CS2022-26 Pagel of 3 Page 129 of 186 11 .g) CS2022-26, Yvonne Aubichon, Clerk re: Procedural By-Law Update. c) During the months of July and August, a Council meeting shall be held on the Wednesday of the week, in which the 15t" day falls between Sunday and Saturday. These meetings to commence at 9:00 a.m. with the Closed Session to commence immediately following the opening of the meeting. The public session (Open Session) shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. d) During the month of December, meetings shall be held as follows: i. The meeting on the second Wednesday of the month to commence at 9:00 a.m. with Closed Session to commence immediately following the opening of the meeting. The public session (Open Session) shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. ii. On the third Wednesday, a regular Council meeting may be dedicated to Recognition at a time confirmed with the Head of Council. iii. There shall be no meeting the fourth Wednesday of the month. e) In the absence of a scheduled closed session the public session (open session) shall commence at 9:00 a.m. Proposed Amendment: The regular schedule of meetings for Council shall be: b) Council Meetings to commence at 3:00 p.m. with the Closed Session to commence immediately following the opening of the meeting. The public session (Open Session) shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. c) During the months of July and August, a Council meeting shall be held on the Wednesday of the week, in which the 15t" day falls between Sunday and Saturday. These meetings to commence at 9:00 a.m. with the Closed Session to commence immediately following the opening of the meeting. The public session (Open Session) shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. d) During the month of December, meetings shall be held as follows: i. The meeting on the second Wednesday of the month to commence at 9:00 a.m. with Closed Session to commence immediately following the opening of the meeting. The public session (Open Session) shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be Corporate Services December 14, 2022 Report No. CS2022-26 Page 2 of 3 Page 130 of 186 11 .g) CS2022-26, Yvonne Aubichon, Clerk re: Procedural By-Law Update. carried forward to the Closed Session Items (Unfinished Items) towards the end of the meeting agenda. ii. On the third Wednesday, a regular Council meeting may be dedicated to Recognition at a time confirmed with the Head of Council. iii. There shall be no meeting the fourth Wednesday of the month. e) With the exception of c) and d) i) in the absence of a scheduled closed session the public session (open session) shall commence at 3:00 p.m. Consultations: Chief Administrative Officer Director, Corporate Services Attachments: Appendix A — Schedule A to 2017-165 Consolidated Procedural By-law Conclusion: Internal agenda process will be reviewed. Agenda creation and staff reporting procedures will be undertaken and Council will be updated accordingly. During 2023, a further review of the procedural by-law will be undertaken, at which time Council input will be solicited; such as, but not limited to, livestreaming, notice of motion, reconsideration, etc. Respectfully submitted: Yvonne Aubichon, Clerk Approvals: Date: Donna Hewitt, Director Corporate Services December 9, 2022 Robin Dunn, CAO December 9, 2022 Corporate Services December 14, 2022 Report No. CS2022-26 Page 3 of 3 Page 131 of 186 11.g) CS2022-26, Yvonne Aubichon, Clerk re: Procedural By-Law Update. Attachment A CS20-22-026—Excerpt of Office Consolidation Procedural By-law No. 2017-165 3.2 Regular Meeting Schedule of Council The regular schedule of meetings for Council shall be: a) Council Meetings on the second and fourth Wednesday of each month (except July,August and December—as defined further in this section). b) Council Meetings to commence at 3:00 p.m.with the Closed Session to commence immediately following the opening of the meeting. The public session(Open Session) shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items(Unfinished Items)towards the end of the meeting agenda. c) During the months of July and August,a Council meeting shall be held on the Wednesday of the week,in which the 15'1'day falls between Sunday and Saturday. These meetings to commence at 3:00 p.m.with the Closed Session to commence immediately following the opening of the meeting. The public session(Open Session) shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items(Unfinished Items)towards the end of the meeting agenda. d) During the month of December,meetings shall be held as follows: i) The meeting on the second Wednesday of the month to commence at 3:00 p.m.with Closed Session to commence immediately following the opening of the meeting. The public session(Open Session)shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to the Closed Session Items(Unfinished Items)towards the end of the meeting agenda. ii) On the third Wednesday,a regular Council meeting may be dedicated to Recognition at a time confirmed with the Head of Council. iii) There shall be no meeting the fourth Wednesday of the month. e) In the absence of a scheduled closed session the public session(open session)shall commence at 3:00 p.m. f) When a Development Services Committee meeting is held, there shall be a Regular meeting of Council held immediately following the Development Services Committee. This Regular meeting of Council shall be held solely for the purposes to adopt the recommendations of the Development Services Committee meeting and consideration of any Closed Session matters and By- laws related to the Planning Act. g) Meetings of Council/Committee shall be held at the Township of Oro-Medonte Administration Centre, 148 Line 7 South, Oro-Medonte or any other location within the municipality otherwise designated from time to time for such purposes. The location shall be identified on the Agenda cover pages for the said meeting. h) In the event that the day scheduled for a regular Council meeting is a public Holiday, civic Holiday, or a day on which a Municipal Election is to be held, the Council shall meet at the same hour on the 1st day thereafter, unless otherwise provided by resolution. i) Where a Regular meeting of Council is to be held at a time,day or place other than as set out in this Section,notice shall be provided pursuant to Section 2.0 as confirmed with the Head of Council. j) Notwithstanding Section 3.2i),where a Regular meeting of Council is to be held at a location within the Township as a Travelling Council meeting, Council shall give notice, at least 30 calendar days in advance of such meeting, by publication on the Township website and any other manner which is deemed appropriate by the Clerk, to inform the Residents of the area in which the meeting will be held. Page 132 of 186 15.a) Announcements of Interest to the Public- Township of Oro-Medonte, ... 4,Am Tournsh of Proud Heritage, Exciting Future Holiday Season Office Closure The Township of Oro-Medonte offices will be closed for the Holiday Season beginning Friday, December 23rd at 12 :30pm. The offices will re-open on Tuesday, January 3rd, 2023 at 8:30am for regular business hours. We wish all residents and visitors a safe and happy Holiday Season . Page 133 of 186 15.b) Minutes of Lake Simcoe Region Conservation Authority meeting held ... Lake Simcoe Region Conservation Authority Board of Directors' Meeting Board of Directors' Meeting No. BOD-07-22 Friday, September 23, 2022 Held virtually via Zoom Meeting Minutes Board Members Present Regional Chairman W. Emmerson (Chair), Mayor D. Barton, Mayor B. Drew, Councillor A. Eek, Councillor K. Ferdinands, Councillor, P. Ferragine (Vice Chair), Councillor W. Gaertner, Deputy Mayor J. Gough, Councillor R. Greenlaw, Mayor V. Hackson, Councillor S. Harrison-McIntyre, Councillor C. Pettingill, Mayor M. Quirk, Councillor C. Riepma, Deputy Mayor T. Vegh Board Members Absent Councillor K. Aylwin, Councillor A. Waters, Councillor E. Yeo Staff Present R. Baldwin, T. Barnett, A. Brown, D. Campbell, K. Cheney, M. Critch, A. Cullen, E. Daechsel, T. Fleischaker, K. Goodale, D. Goodyear, J. Doyley, N. Hamley, K. Kennedy, G. MacMillan, S. McKinnon, G. Peat, C. Taylor, K. Yemm, K. Zeppieri I. Land Acknowledgement II. Declarations of Pecuniary Interest or Conflict of Interest None noted for the meeting. III. Approval of Agenda Moved by: K. Ferdinands Seconded by: C. Riepma BOD-097-22 Resolved That the content of the Agenda for the September 23, 2022 meeting of the Board of Directors be approved as presented. Carried IV.Adoption of Minutes a) Board of Directors' Meeting Moved by: J. Gough Seconded by: V. Hackson Page 134 of 186 15.b) Minutes of Lake Simcoe Reg0oarPS1rMecYP01`99 At�ing�oit �e�ti g held ... Friday, September 23, 2022 Meeting Minutes Page 2 BOD-098-22 Resolved That the minutes of the Board of Directors' Meeting, No. BOD- 06-22, held on Friday, July 22, 2022 be approved as circulated. Carried V. Announcements a) CAO Baldwin was pleased to introduce, and in some cases re-introduce, the Conservation Authority's new General Manager, Integrated Watershed Management, Don Goodyear. Board members welcomed Don, who most recently worked for York Region, but was a Conservation Authority employee prior to that. b) CAO Baldwin paid tribute to a former employee, Tom Hogenbirk, who recently passed away. Tom was a 26-year employee, who retired as the Director, Engineering in October 2019. c) CAO Baldwin advised that Conservation Ontario's new General Manager, Angela Coleman, started September 19t" replacing Kim Gavine who retired at the end of June. Angela, who is also lawyer, comes from South Nation Conservation Authority, where she was the General Manager. d) CAO Baldwin reminded Board members that the Annual Conservation Awards Ceremony is being held on Tuesday, October 11t" @ Newmarket Old Town Hall and staff look forward to returning to an in-person event. VI. Presentations a) Land Use Change in the Lake Simcoe Watershed— 2003 to 2018 Manager, Watershed Plans and Strategies, Bill Thompson, provided a presentation on land use change in the Lake Simcoe Watershed, noting that the Conservation Authority has recently completed an update to its watershed-wide landcover map, which was created in 2003 and is updated on a 5-year cycle, matching the 5-year cycle with which the Province captures a full set of aerial photographs over the watershed. He explained that the mapping is developed by categorizing the various land uses and features, the results of which is extremely detailed mapping that is used in many program areas. With mapping now available for 2003, 2008, 2013 and 2018, the rate of change within the watershed may now be quantified. One notable change in the watershed from 2003 to 2018 is the extent of impervious areas increased from 3.4% to 4.7% due to the increase in parking lots, housing and commercial services as populations have increased. Another notable change in the watershed between 2003 and 2018 is an increase in natural heritage cover from 43.6%to 44.4%. This increase can be attributed to effective protection of natural heritage features that occur on the landscape, restoration projects to increase the extent of forests and wetlands, as well as the process of natural succession (i.e. forests beginning to emerge on their own in areas left unmanaged). Natural succession explains much of the increase presumably due to shifts in agricultural practices, and perhaps due to Page 135 of 186 15.b) Minutes of Lake Simcoe RegOoarPS1rMecYP01`99 Att�ng�oit �e�ti g held ... Friday, September 23, 2022 Meeting Minutes Page 3 changes in land ownership and delays in development caused by the economic slow down in the early 2000s. It should be noted that the Province's Lake Simcoe Protection Plan has a more restrictive definition of natural heritage feature than that used by the Conservation Authority. Provincial planning policy tends to exclude those early successional habitats from the definition of natural heritage feature. Even within their more restrictive definition, an increase from 33% to 34% has been observed, as some early successional features and restoration sites have matured to become true forests. To view this presentation, please click this link: Land Use Change in the Lake Simcoe Watershed from 2003-2018 Moved by: D. Barton Seconded by: C. Pettingill BOD-099-22 Resolved That the presentation by Manager, Watershed Plans and Strategies, Bill Thompson, regarding the Conservation Authority's land cover monitoring efforts and a summary of key trends in land use change be received for information. Carried Included in the agenda was Staff Report No. 35-22-BOD regarding the Conservation Authority's land cover monitoring and a summary of key trends in land use change. Moved by: D. Barton Seconded by: C. Pettingill BOD-100-22 Resolved That Staff Report No. 35-22-BOD regarding land use change in the Lake Simcoe watershed from 2003 to 2018 be received for information. Carried b) Diversity, Equity, Inclusion and Belonging Project Acting Director, Human Resources, Alyse Cullen, provided a presentation on the Conservation Authority's Diversity, Equity, Inclusion and Belonging Project, noting that the Conservation Authority is committed to an inclusive workplace that values, respects, and embraces diversity, so everyone can achieve their full potential. She explained that to date, steps the Conservation Authority has taken include: participating as a member of the Municipal Diversity and Inclusion Group, endorsing the York Region Inclusion Charter in June 2018; engaging the services of Taneja Consulting Inc. and S.M.D. Consulting Inc. to develop a Diversity, Equity, Inclusion and Belonging Roadmap; and initiating Phase 1 of the project to create a framework for the roadmap. Project deliverables to date include a review of organizational Diversity, Equity, Inclusion, & Belonging practices; a confidential staff survey exploring the themes of corporate culture and a sense of belonging, demographics and workplace practices; and the creation of a small staff working group to analyze survey results and assist with the development of focus group questions. Page 136 of 186 15.b) Minutes of Lake Simcoe RegOoarPS1rMecYP01`99 At�ing�oit �e�ti g held ... Friday, September 23, 2022 Meeting Minutes Page 4 She went on to note that next steps include small focus group meetings with employees hosted by the consultants to expand on the survey results and provide recommendations for moving forward. To view this presentation, please click this link: Diversity, Equity, Inclusion and Belonging Moved by: S. Harrison-McIntyre Seconded by: A. Eek BOD-101-22 Resolved That the presentation by Acting Director, Human Resources, Alyse Cullen, regarding the Conservation Authority's Diversity, Equity, Inclusion and Belonging Project be received for information. Carried Included in the agenda was Staff Report No. 36-22-BOD regarding the Conservation Authority's Diversity, Equity, Inclusion and Belonging Project. Moved by: S. Harrison-McIntyre Seconded by: A. Eek BOD-102-22 Resolved That Staff Report No. 36-22-BOD regarding the Conservation Authority's Diversity, Equity, Inclusion and Belonging Project be received for information. Carried VII,Hearings There were no Hearings at this meeting. VIII. Deputations There were no Deputations at this meeting. IX. Determination of Items Requiring Separate Discussion No items were identified under items requiring separate discussion. X. Adoption of Items not Requiring Separate Discussion Items No. 1, 2, 3, and 4 were identified under items not requiring separate discussion. Moved by: P. Ferragine Seconded by: B. Drew BOD-103-22 Resolved That the following recommendations respecting the matters listed as "Items Not Requiring Separate Discussion" be adopted as submitted to the Board, and staff be authorized to take all necessary action required to give effect to same. Carried Page 137 of 186 15.b) Minutes of Lake Simcoe RegooarPoRMLYPO"99 At�ing�oit �e�ti g held ... Friday, September 23, 2022 Meeting Minutes Page 5 1. Correspondence BOD-104-22 Resolved That Correspondence Items a) and b) be received; and Further that an introductory letter be sent to the Hon. Graydon Smith, Minister of Natural Resources and Forestry. Carried 2. Conservation Authorities Act Transition —Quarterly Progress Report No. 2 for September 2022 BOD-105-22 Resolved That Staff Report No. 37-22-BOD regarding the Conservation Authority Transition Quarterly Progress Report No. 2 be received; and Further that the September 2022 Conservation Authority Transition Quarterly Progress No. 2 be approved for submission to the Ministry of Natural Resources and Forestry. Carried 3. Delegation of Signing Authority for Minor and Routine Development Applications made pursuant to Ontario Regulation 179/06 BOD-106-22 Resolved That Staff Report No. 38-22-BOD regarding the delegation of signing authority for minor and routine development applications made pursuant to Ontario Regulation 179/06 be received; and Further That delegated authorization for the Coordinator, Permitting and Coordinator, Infrastructure Permitting to approve both minor and routine development permissions under Ontario Regulation 179/06 be approved; and Further That signing authorization for permitting be updated to reflect title changes for the positions of General Manager, Development, Engineering and Restoration; Director, Development Services; and Manager, Planning. Carried 4. Progress Report: Nature Centre at Scanlon Creek Conservation Area Campaign and Project BOD-107-22 Resolved That Staff Report No. 39-22-BOD regarding an update on the new Nature Centre at Scanlon Creek Conservation Area campaign and project be received for Information. Carried XI. Consideration of Items Requiring Separate Discussion There were no items requiring separate discussion. XII.Closed Session There were no Closed Session items for this meeting. Page 138 of 186 15.b) Minutes of Lake Simcoe Reg0oarPSIrMecYP01`99 At�ing�oit �e�ti g held ... Friday, September 23, 2022 Meeting Minutes Page 6 XIII, Other Business a) Chair Emmerson noted the next Board of Directors' meeting is scheduled for Friday, October 28, 2022. This meeting will be held virtually. (Note: this meeting was subsequently cancelled). XIV. Adjournment Moved by: M. Quirk Seconded by: J. Gough BOD-108-22 Resolved That the meeting be adjourned at 10:03 a.m. Carried Regional Chairman Wayne Emmerson Rob Baldwin Chair Chief Administrative Officer Page 139 of 186 15.c) Nottawasaga Valley Conservation Authority re: Minutes of SeptemberA. ... �ypSAGq f 0 Lµt 08-22-BOD Minutes Nottawasaga Valley Conservation Authority September 23, 2022 at 9:00 AM EDT Attendance Members Present: Vice-Chair Gail Little, Amaranth (Township); Cllr. Andrea Matrosovs, Blue Mountains (Town); Chair Mariane Mcleod, Collingwood (Town); Cllr. Margaret Mercer, Melancthon (Township); Cllr. Rob Nicol, Innisfil (Town); Cllr. George Watson, Wasaga Beach (Town); Cllr. Thom Paterson, Clearview (Township); Mayor Don Allen, Springwater (Township); Cllr. Shirley Boxem, Mulmur (Township); Cllr. Ralph Manktelow, Mono (Town); Cllr. Dane Nielsen, Grey Highlands (Municipality); Cllr. Gary Harvey, Barrie (City); Cllr. Cathy Keane, Oro-Medonte (Township); Cllr. Raj Sandhu, Bradford West Gwillimbury (Town); Mayor Floyd Pinto, Adjala Tosorontio (Township); Cllr. Walter Benotto, Shelburne (Town); Members Absent: Deputy Mayor Michael Smith, Essa (Township); Cllr. Donna Jebb, New Tecumseth (Town) NVCA Staff: Sheryl Flannagan, Director, Corporate Services; Doug Hevenor, Chief Administrative Officer; Chris Hibberd, Director, Watershed Management Services; Byron Wesson, Director, Conservation Services;Kyra Howes, Manager, Lands & Operations; Ben Krul, Manager, Planning; Maria Leung, Communications Cordinator; Kerry Jenkins, Administrative Assistant/Recorder 1. Events Fort Willow Festival Date: October 1st, 2022 Time: 10:OOam to 4:OOpm Location: Historic Fort Willow Conservation Area 2714 Grenfel Rd, Utopia, ON LOM 1T2 2. Call to Order Chair Mariane McLeod called the meeting to order at 9:01am. 3. Land Acknowledgement The Nottawasaga Valley Conservation Authority Board acknowledges that we are situated on the traditional land of the Anishinaabeg. The Anishinaabeg include the Odawa, Saulteaux, Anishinaabeg, Mississauga and Page 140 of 186 15.c) Nottawasaga Valley Conservation Authority re: Minutes of September... Algonquin who spoke several languages including Anishinaabemowin and Potawatomi. We are dedicated to honouring Indigenous history and culture and committed to moving forward in the spirit of reconciliation and respect with all First Nation, Metis and Inuit people. 4. Declaration of Pecuniary and Conflict of Interest 5. Motion to Adopt the Agenda Recommendation: RES: 38-22 Moved by: Cllr. Andrea Matrosovs Seconded by: Cllr. George Watson RESOLVED THAT: the agenda for the Board of Directors Meeting #08-22- BOD dated on September 23, 2022 be approved. Carried; 6. Announcements There were no announcements at this time. 7. Presentations There were no presentations at this time. 8. Deputations There were no deputations at this time. 9. Hearings There were no hearings at this time. 10. Determination of Items Requiring Separate Discussion Board Members are requested to identify items from the Consent List that they wish to have considered for separate discussion. 11. Adoption of Consent List and Identification of Items Requiring Separate Discussion Recommendation: RES: 39-22 Moved by: Mayor Don Allen Seconded by: Cllr. Walter Benotto RESOLVED THAT: agenda item number(s) 12.2.4 and 12.2.5 was identified as requiring separate discussion, be referred for discussion under Agenda Item #9; and FURTHER THAT: all Consent List Agenda Items not referred for separate discussion be adopted as submitted to the board and staff be authorized to take all necessary action required to give effect to same; and Page 141 of 186 15.c) Nottawasaga Valley Conservation Authority re: Minutes of September... FURTHER THAT: any items in the Consent List not referred for separate discussion, and for which conflict has been declared, are deemed not to have been voted on or discussed by the individual making the declaration. Carried; 12. Consent List 12.1. Adoption of Minutes Recommendation: Approved by Consent Moved by: Cllr. Gary Harvey Seconded by: Cllr. Margaret Mercer RESOLVED THAT: the minutes of the Board of Directors Meeting #07-22-BOD dated on August 26, 2022 be approved. 12.2. Staff Reports 12.2.1. Staff Report No. 36-08-22-BOD from Kyra Howes, Manager, Lands & Operations Recommendation: Approved by Consent Moved by: Cllr. Raj Sandhu Seconded by: Cllr. Cathy Keane RESOLVED THAT: The Board of Directors receive Staff Report No. 36-08-22-BOD regarding the New Lowell Conservation Area Lease be approved. 12.2.2. Staff Report No. 37-08-22-BOD from Kyra Howes, Manager, Lands & Operations Recommendation: Approved by Consent Moved by: Mayor Floyd Pinto Seconded by: Cllr. Walter Benotto RESOLVED THAT: The Board of Directors receive Staff Report No.37-08-22-BOD regarding the Petun Conservation Area Lease be approved. 12.2.3. Staff Report No. 38-08-22-BOD from Sheryl Flannagan, Director, Corporate Services Recommendation: Approved by Consent Moved by: Cllr. Dane Nielsen Seconded by: Cllr. Shirley Boxem RESOLVED THAT: the Board of Directors approve Staff Report No. 38-08-22-BOD regarding the Employee Handbook Update. Page 142 of 186 15.c) Nottawasaga Valley Conservation Authority re: Minutes of September... 12.2.4. Staff Report No. 39-08-22-BOD from Doug Hevenor, Chief Administrative Officer Recommendation: RES: 40-22 Moved by: Cllr. Margaret Mercer Seconded by: Vice-Chair Gail Little RESOLVED THAT: the Board of Directors approve Staff Report No. 39-08-22-BOD regarding an Update of the Inventory of Programs and Services Carried; 12.2.5. Staff Report No. 40-08-22-BOD from Sheryl Flannagan, Director, Corporate Services Director Sheryl Flannagan conducted a presentation regarding the 2023 Draft Budget. Recommendation: RES: 41-22 Moved by: Cllr. Rob Nicol Seconded by: Cllr. Thom Paterson RESOLVED THAT: Staff Report No. 40-08-22-BOD regarding the NVCA's 2023 Draft Budget be approved; and FURTHER THAT: the Board of Directors receive the 2023 draft budget for consideration; and FURTHER THAT: staff be directed to distribute the 2023 Draft Budget booklet to municipalities for the consultation period. Carried; 12.2.6. Staff Report No. 41-08-22-BOD from Maria Leung, Communications Coordinator Recommendation: Approved by Consent Moved by: Cllr. Ralph Manktelow Seconded by: Cllr. Andrea Matrosovs RESOLVED THAT: Staff Report No. 41-08-22-BOD regarding NVCA Communications - August 13, 2022 - September 9, 2022, be received. 13. Other Business Cllr. Margaret Mercer requested to have a staff report for the upcoming meeting on October 281", regarding modernizing the permit process for residents which will inform the residents where they stand with their permits. Page 143 of 186 15.c) Nottawasaga Valley Conservation Authority re: Minutes of September... Chair Mariane McLeod asked what the implications are with moving from MECP back to the MNRF. CAO Hevenor talked about what staff knew at that point and acknowledged more information will be forthcoming as MNRF releases information. 14. Adjourn Recommendation: RES: 42-22 Moved by: Cllr. Cathy Keane Seconded by: Cllr. Dane Nielsen RESOLVED THAT: this meeting adjourn at 9:57am to meet again on October 28, 2022 or at the call of the Chair. Carried; Page 144 of 186 15.c) Nottawasaga Valley Conservation Authority re: Minutes of September... P�pSAG,g D 0 ti np r 7,10N A" NVCA November 2022 Board Meeting Highlights The December 2022 NVCA Board Meeting is cancelled Please join us in person at the 2023 Annual General Meeting at the Tiffin Centre for Conservation January 27, 2023 from 9:00 a.m. — 12:00 p.m. 8195 8th Line Utopia, ON LOM 1TO For the full meeting agenda including documents and reports, visit NVCA's website. 2022 Third Quarter Budget Report Data Management Strategy for In the first six months of operations of NVCA, Planning Services Program expenditures to date are tracking on schedule, Currently, NVCA's Planning and Regulations with 74.9% of the budgeted expenses (75% of staff spend significant time doing manually budget year completed). intensive data entry in the absence of Revenues are tracking well, with 83.76% of the automated data management solution. This budgeted revenues recognized. This includes work includes uploading and assigning of the first 9 months of the general municipal levy documents, processing applications, data entry, of $1,953,576. preparing fee requests, invoices and responding Currently, NVCA is sitting in a surplus position, to status requests. It is estimated that NVCA primarily due to three reasons: requires 1.5 full time staff to complete these 1. Section 28 permits have already tasks currently. surpassed the budgeted number of NVCA is investigating automating processes $255,000 siting at $427,208 after the beginning with possible internal changes to the first 9 months current system. If an in-house solution cannot 2. Revenues are tracking higher than be developed by the end of 2023, staff will be expenses so far this year which puts us exploring software solutions that offers a full in a surplus position. suite of software for planning, permitting and 3. There was a large payroll accrual in 2021 enforcement and regulatory services. due to the timing of the last payroll and A subsequent staff report will be submitted to a larger than normal vacation accrual. the board outlining the preferred data 2022 Year End Surplus/Deficit management solution. This report will also Allocation identify direct and indirect costs associated with the implementation of the solution and possible The NVCA Board of Directors approved that any funding sources. deficit/surplus for 2022 will allocated accordingly to the budget reserve. 8195 8th Line, Utopia, ON, LOM 1TO • 705-424-1479 admin@nvca.on.ca www.nvca.on.ca Page 145 of 186 15.c) Nottawasaga Valley Conservation Authority re: Minutes of September... List of all existing NVCA programs streamline approvals to focus on natural and services fees hazards. In April 2022, the Minister of Environment, ERO Posting: 019-6141 — Legislative and Conservation and Parks released a list of regulatory proposals affecting conservation programs and services conservation authorities authorities to support the Housing Supply can charge fees for. Action Plan 3.0. This includes a series of Conservation authorities must develop a written proposed changes to the Conservation fee policy, which includes a fee schedule that Authorities Act and Planning Act. lists the fees for chargeable programs and ERO Posting 019-6160 — Proposed Updates to services. The fee schedule must also include the Ontario Wetland Evaluation Systems the frequency that policy and schedule(s) will (OWES). The Province is proposing to add new be reviewed, the review process, notice of the guidance related to re-evaluation of wetlands review and changes, and the circumstances and updates to mapping of evaluated wetland under which any person may request the boundaries. Also, to make changes to recognize authority to reconsider a fee the professional opinion of wetland evaluators NVCA staff have developed a draft fee policy and the role of local decision makers (e.g. and associated schedules that consolidates all municipalities) NVCA programs and services existing user fees. ERO Posting: 019-6161 — Conserving Ontario's At the November 25th meeting, the Board of Natural Heritage. The Province has developed a Directors directed staff to apply a 2% cost of discussion paper and is seeking feedback on living increase to all fees. The new schedule will how Ontario could offset development take effect on January 1, 2023. pressures on wetlands, woodlands, and other natural wildlife habitat. The Ministry of Natural Overview of Bill 23, More Homes Built Resources and Forestry is considering developing an offset policy that would require a Faster Act, 2022 and related net positive impact on these features and help environmental registry postings reverse the decades-long trend of natural On October 25, 2022, the Ontario government heritage loss in Ontario. introduced the More Homes Built Faster Act, 2022 to support More Homes Built Faster: Please refer to the November 2022 Board Ontario's Housing Supply Action Plan 2022-23. Agenda for NVCA staff comments for each As part of the province's Housing Supply Action posting. Plan, the government is proposing to streamline approvals under the Conservation Authorities Inventory of Programs and Services Act to focus on natural hazards. for Submission to the Ministry of NVCA published a media release and official Natural Resources and Forestry statement on November 2, 2022. NVCA's Board of Directors received an update on the development of the new Memorandums Under the Environmental Bill of Rights, the of Understand (MOUs) relating to the Inventory government has put these proposals on the of Programs and Services. The updates include: Environmental Registry of Ontario (ERO) for public review and comment. Below are the ERO Between October 1 and December 31, 2022, postings that are relevant to NVCA NVCA has had informal meetings with the following municipalities within our jurisdiction to ERO Posting: 019-2927 — Proposed updates to present the draft inventory and to move the regulation governing the activities that forward MOU discussions: Township of require permits under the Conservation Amaranth, Town of Mono, Town of Wasaga Authorities Act. The changes are intended to Beach, Town of Collingwood, Town of Innisfil, 8195 8th Line, Utopia, ON, LOM 1TO • 705-424-1479 admin@nvca.on.ca www.nvca.on.ca Page 146 of 186 15.c) Nottawasaga Valley Conservation Authority re: Minutes of September... Township of Melancthon, Township of Mulmur, and Township of Oro-Medonte. Many municipal partners are unclear of the changes that Bill 23 may bring forward that will need to be factored into MOUs for 2024. Upcoming Events Tiffin Nature Program Geared towards pre-K and children in kindergarten, the Tiffin nature program will help children gain knowledge, understanding and appreciation of the natural world and our amazing planet. Date: 6-week sessions from September 20, 2022 to June 13, 2023. Location: Tiffin Centre for Conservation 8195 8th Line, Utopia, ON LOM 1TO PA/PD Day Camp Offered on PA/PD Days only, kids will enjoy lots of physical activity, and be mentally stimulated as they explore ever changing scenery and landscapes. They will be able to move away from excess screen time, and learn how to integrate nature into their everyday lives. Dates: October 24, 2022, November 18, 2022, January 27, 2023, April 28, 2023, June 2, 2023 Location: Tiffin Centre for Conservation 8195 8th Line, Utopia, ON LOM 1TO Homeschool Programs Tiffin's Homeschool Program is designed for homeschool families who want to spend structured time outside to develop a sense of wonder, appreciation and respect for the natural world. Date: One Friday a month from October 15, 2022 to June 23, 2023 Location: Various locations throughout the Nottawasaga Watershed 8195 8th Line, Utopia, ON, LOM 1TO • 705-424-1479 admin@nvca.on.ca www.nvca.on.ca Page 147 of 186 15.d) Minutes of Barrie Public Library Board meeting held on October 27,... Barrie Public LIBRARY BOARD MINUTES BOARD MEETING : #22-07 DATE: THURSDAY, OCTOBER 27, 2022 , 7 :OOPM LOCATION : VIRTUAL MEETING — VIA ZOOM _ _ A. Mitchell (Chair), M. Sauro (Vice-Chair), S. Morales (Councillor), R. Munro, M. • Rao, T. Clarke, A. Wiggins I L. Jessop, C. Vanderkruys, J. Little, A. Schroeder I J. Martin, K. Aylwin (Councillor) • - K. Bouffard 1. Call to Order, Welcome and Land Acknowledgment The meeting was called to order at 7:04pm 2. Confirmation of Agenda The agenda was confirmed. 3. Conflicts of Interest No conflicts were declared. 4. Delegations There were no delegations. 5. Board Development— Creative Spaces (Alison Schroeder, Director, Customer Experience) A. Schroeder provided information on the Library's Creative Spaces. Luke McKee, Manager, Downtown Library and Virtual Services joined the meeting to provide a virtual walkthrough of the creative spaces at the Downtown Library. Consent Agenda 6. Board Meeting Minutes 7. CEO's Report 8. CEWS Liability Quarterly Update 9. Correspondence 9.1 Simcoe County Local Immigration Partnership Page 1 of 3 Page 148 of 186 15.d) Minutes of Barrie Public Library Board meeting held on October 27,... Barrie Public LIBRARY BOARD MINUTES 9.2 Letter to Municipal Candidates 10.Deferred Items a. Financial Migration b. CEWS Liability c. Succession Management Plan Agenda 11.Items held from the Consent Agenda Motion #22-34 CLARKE -WIGGINS THAT the Barrie Public Library Board adopts the consent agenda for Board meeting #22-07 dated Thursday, October 27, 2022. CARRIED 12.Board Committee 12.1 Personnel & Finance Committee 12.1.1 2023 Budget Motion #22-35 WIGGINS - MUNRO THAT the Barrie Public Library Board approve the 2023 Budget as recommended by the Personnel & Finance Committee. CARRIED 12.2 Community & Governance Committee 12.2.1 Announcements R. Munro shared information about a musical performance during the City Council Inauguration. 13.Appoint 2022 Auditor Motion #22-36 RAO - MUNRO THAT the Barrie Public Library Board of Trustees approves the appointment of Deloitte LLP as the auditors for fiscal 2022 as contracted by the City of Barrie. CARRIED 14.Report of the Chair— Verbal Report The application for Board appointments should be posted soon by the city. L. Jessop is working on Board orientation planning for the new Board. The Chair will be seeking reappointment and can assist in the process. Feedback can also be provided by Board members. The P&F Committee discussed rescheduling the November Board meeting to account for the timing of the swearing-in of new council members. Page 2 of 3 Page 149 of 186 15.d) Minutes of Barrie Public Library Board meeting held on October 27,... Barrie Public LIBRARY BOARD MINUTES In November, there will be an appreciation dinner for the Board. L. Jessop has posted municipal candidates' responses to advocacy letters that were sent out. The Chair, L. Jessop and C. Vanderkruys are planning to meet with each of the councillors post-election. 15.Closed Meeting Public Libraries Act— Section 16.1(4) (d) labour relations or employee negotiations and (b) personal matters about an identifiable individual Motion #22-37 SAURO -WIGGINS THAT the Barrie Public Library Board conduct a Closed meeting as the subject matter being considered concerns labour relations or employee negotiations and personal matters about an identifiable individual (Public Libraries Act Section 16.1(4)(b)(d)). CARRIED This portion of the meeting was held in closed session. 15.1 Closed Meeting Board Meeting Minutes 15.2 CEO Performance Evaluation Presentation Rise and report Motion #22-38 SAURO - RAO THAT the Barrie Public Library Board adopt the minutes of closed meeting #22- 06 dated Thursday, September 22, 2022. CARRIED 16.Date of Next Board Meeting Thursday, November 17, 2022 7:00pm 17.Adjournment The meeting was adjourned at 8:27pm Page 3 of 3 Page 150 of 186 15.e) Correspondence dated November 8, 2022 from Melissa Robertson, Dire... Memo To: Shawn Binns, Director, Operations &Community Services, L iC�rillfa Public rca ry Township of Oro-Medonte From: Melissa Robertson, Director of Corporate and Operational Services, Orillia Public Library Cc: Bessie Sullivan, CEO, Orillia Public Library Date: November 8, 2022 Subject: Township of Oro-Medonte Statistics: October 2022 Please see our monthly statistics below for the Township of Oro-Medonte. Don't hesitate to contact me if you have any questions or concerns. Township of Oro-Medonte Borrower Type Number of members* Number of members Check Outs and borrowing Renewals November 8, 2022 Oct 1-31, 2022 Oct 1-31, 2022 Township of Oro- 1,065 399 3,457 Medonte Adult Township of Oro- 236 61 580 Medonte Child Township of Oro- 48 13 59 Medonte Youth Township of Oro- 0 0 0 Medonte Housebound E-Access 92 N/A N/A Total 1,441 473 4,096 Borrowing statistics on this chart are limited to the circulation of physical items, including books, magazines, DVDs, CDs, books on CD, video games, etc. Not represented in the above figures are e-book, e-audiobook or e-magazine downloads, music downloads, online access to database, or program attendance. *Number of members subject to final verification by Orillia Public Library. Page 151 of 186 15.f) Correspondence dated November 14, 2022 from Doug Ford, Premier of ... Legislative Building Queen's Park ® Toronto, Ontario a3 Premier of Ontario WA 1A1 Edifice de I'Assemblee legislative ®�® Premier ministre Queen's Park Ontario de ('Ontario Toronto (Ontario) WA 1A1 November 14, 2022 Mayor-elect Randy Greenlaw Township of Oro-Medonte Dear Mayor-elect Greenlaw: It is my pleasure to congratulate you on your recent election. As our government delivers on its ambitious plan to build Ontario, we will continue to work with the province's 444 municipalities as key partners. That means working together to build the public transit, homes and roads and highways needed to meet the needs of growing communities and keep our economy moving forward. It means working together to build good schools for students to learn in and high-quality hospitals and long-term care homes that care for people. Our government also recognizes the significant pressures facing municipal budgets after two very difficult and unpredictable years. That's why, in 2021, Ontario provided municipalities with over $1.3 billion in financial relief above and beyond the $4-billion Safe Restart Agreement to further assist in covering municipal needs. We will continue working with the federal government and municipal partners to protect the long-term sustainability of municipal budgets. As we do, we're also providing funding so that you can modernize municipal services and find opportunities to make local service delivery more efficient so we can continue to make life more convenient and affordable for taxpayers. I want you to know that our government will always be here to listen to your needs. When Team Ontario works together, there's nothing we can't do. Together, let's get building. Sincerely, C___ 4 -4 Doug Ford Premier Page 152 of 186 16.a) Correspondence dated October 29, 2022 from Eric Harkonen, Founder/... From: Eric Harkonen <eric.harkonen@vettaspa.com> Sent: October 29, 2022 12:59 PM To: . Council <Council@oro-medonte.ca> Cc: Teeter, Janette <jteeter@oro-medonte.ca> Subject: [External] Noise By-Law Amendment request 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. Mayor and Members of Council, I have the following request for the public agenda at the next council meeting. We have confirmed that Vetta Nordic Spa's (Vetta) neighbor's adult children and others are using firearms for "skeet shooting" during the day and there is nothing in the Oro-Medonte noise bylaw regarding use of firearms and, in particular, for target practice. For reference, below is a link to the Oro-Medonte noise bylaw: https://docs.oro-medonte.ca/WebLink/DocView.aspx?id=42080&dbid=0&cr=1 This obviously does not work for Vetta and our customers as we are creating a safe and tranquil Nordic Spa setting. In addition, the residents of Horseshoe Valley and the other neighbors on 3rd line are complaining. Residents via the HVPOA have complained to Curtis Shelswell. This email chain is attached to my email. Below is a link to an example of a bylaw from the Georgian Bay Township which speaks to this very issue: https://www.gbtownship.ca/en/township-hall/resources/Documents/2018-18.pdf Section 10 of their bylaw explicitly addresses the concern of firearms. I request/recommend that the wording below is added in an updated Oro-Medonte noise below. I would also add the word "any" firearm so there is no dispute. 10. The discharge of firearms, ether than as part of an otherwise lawful' hunt, gun club, or where such discharge has law enforcement or agricultural purposes. I also would like to address in the amended noise bylaw on the use of off-road vehicles and unnecessary noise created. Vetta had previous complaints where vehicles (without a muffler) were driven right next and back/forth to the Vetta property. This again is hurting our business and the tranquil setting. Thus, I am also recommending that the following additional sections are added to the Oro-Medonte noise bylaw: Page 153 of 186 16.a) Correspondence dated October 29, 2022 from Eric Harkonen, Founder/... 3. The operation of any combustion engine, pneumatic device or construction equipment without an effective exhaust or intake-muffling device in good working order and in constant operation except as specified in Schedule 2. 4. The operation of a motor vehicle or a motor vehicle with a trailer resulting in banging, clanking, squealing or other sounds due to improperly secured load or equipment or inadequate maintenance. S. The use of any mechanical equipment that is not operating or being maintained in accordance with the manufacturers specifications resulting in noise other than that emitted in the normal operation of the equipment. Somewhat related to this issue, we have witnessed many times where off-road vehicles are driven on or next to 3rd line North created unnecessary noise and major safety concerns and this practice is supposedly not-allowed according to other by-law(s). I believe signage for violations with steep penalties would be a good course of action. Obviously, more enforcement is also necessary. I look forward to an amended noise by-law. Please let me know if you have any questions/concerns. Regards, Eric V E T T A N0RP117 rnA ERIC HARKONEN P.Eng., MBA, PMP Founder/ President 3210 Line 3 North Oro-Medonte, ON, LOL 21-0 705-835-2500 - Work 705-220-0388 - Mobile eric.harkonen(a-)vettaspa.com vettaspa.com Page 154 of 186 .tn 5u 16.1b) Co�rr0Rqd+ trY_gkve ; 4, 2 f elissa Carruthers, Ri... SOURCE PROTECTION - ACT FOR CLEAN WATER „t�yy�: Lake Simco e Region South Georgian Bay Lake Slmcoe Source Protection Region conservattQn authority November 14, 2022 Via email: yaubichon@oro-medonte.ca Yvonne Aubichon, Clerk The Township of Oro-Medonte 148 Line 7 South Oro-Medonte, Ontario LOL 2EO Dear Yvonne Aubichon, RE: Amendments to South Georgian Bay Lake Simcoe Source Protection Plan Notification of Consultation Pursuant to Section 34(2) and 34(3) of the Clean Water Act 2006 and Ontario Regulation 287107 WRITTEN COMMENTS DUE BY MONDAY, DECEMBER 19, 2022 The Severn Sound and Lake Simcoe Source Protection Authorities (SPA) are proposing amendments to the South Georgian Bay Lake Simcoe (SGBLS) Source Protection Plan under Section 34 of the Clean Water Act, 2006. These amendments will incorporate new technical work completed for the following; • Well 3 as part of the Horseshoe Highlands system in the Township of Oro-Medonte. Well was added for redundancy, capacity, and future needs purposes. Over the past several months, SPA staff have been working with Township of Oro-Medonte staff and representatives to finalize these amendments. BACKGROUND Section 34 of the Clean Water Act, 2006 provides a SPA with the option to amend the Source Protection Plan. As part of the Section 34 process, SPAS are required by the Province to formally inform all relevant bodies responsible for implementing Source Protection Plan policies of the proposed changes during pre-consultation, prior to conducting a broader public consultation. Following pre-consultation, a public consultation period will take place for a minimum duration of 35 days. Based on current timelines, public consultation is anticipated to take place in January/February 2023. You are receiving this correspondence as you represent one of the implementing bodies for the SGBLS Source Protection Plan that is impacted by the proposed amendments. Specifically, this correspondence is to inform you that: all Source Protection Plan policies, which were approved by the Minister, have been extended to new locations within the new and Yvonne Aubichon, Oro-Medonte November 14, 2022 Page 1 of 4 Page 155 of 186 .tn 5u 16.1b) Co�rr0Rqd+ WrY_gkve Y4, 02 f elissa Carruthers, Ri... y r SOURCE PROTECTION ACT FOR CLEAN WATER \`. Lake SimcaeRegion Sauth Georgian Say Lake Simcoe Source Protection Region Conservation authority updated wellhead protection areas; and further to request written comments be provided by Monday, December 19, 2022. MUNICIPAL COUNCIL RESOLUTION Under Section 34 of the Clean Water Act, 2006, a municipal council resolution, from both upper and lower tier, is required from each municipality affected by the amendments. As the local Source Protection Authority, we are requesting this resolution prior to the start of the public consultation period (expected to start in January/February 2023) since it is required to be included when the amendments are submitted to the Ministry of the Environment, Conservation and Parks for final approval. NEXT STEPS Once the pre-consultation period ends on December 19, 2022, written comments will be reviewed and, if necessary, changes will be made to the Source Protection Plan text and mapping. Preparations will be made for consulting with the public and all stakeholders in January/February 2023. Following the period of public consultation, where warranted, revisions will again be made to Source Protection Plan text and mapping. Lastly, the proposed amendments will be submitted to the Minister of the Environment, Conservation and Parks for consideration and approval. REQUEST FOR WRITTEN COMMENTS At this time, we welcome your feedback on the proposed amendments in writing. These comments can be sent via email to mcarruthers(o)severnsound.ca by 4.30 p.m. on Monday, December 19, 2022. If you require further information or have any questions, please do not hesitate to contact Melissa Carruthers at 705-534-7283 ext. 205 or via email. Thank you for your continued support and participation in efforts to protect our sources of drinking water. Yours truly, Melissa Carruthers Bill Thompson Risk Mgmt. Official/ Risk Mgmt. Inspector Manager, Watershed Plans and Strategies Severn Sound Environmental Association Lake Simcoe Region Conservation Authority mcarruthers(a)severnsound.ca b.thompson(a)LSRCA.on.ca 705-534-7283 x. 205 905-895-1281 x. 271 CC: Michelle Jakobi, Director, Environmental Services, Township of Oro-Medonte Julie Cayley, Executive Director, Severn Sound Environmental Association Nicole Stott, Drinking Water Source Protection Assistant, Severn Sound Environmental Association Encl: Rationale for and Summary of Changes to Source Protection Plan Yvonne Aubichon, Oro-Medonte November 14, 2022 Page 2 of 4 Page 156 of 186 .tn 5u 16.1b) Co�rr0Rqd+ WrY_gkve Y4, 02 f elissa Carruthers, Ri... y r SOURCE PROTECTION ACT FOR CLEAN WATER 4 Lake SimcoeRegion South Georgian Bay Lake Slmcoe Source Protection Region conservattQn authority RATIONALE FOR AND SUMMARY OF CHANGE TO SOURCE PROTECTION PLAN Horseshoe Highlands The Horseshoe Highlands drinking water system is located in the Township of Oro-Medonte, within the Severn Sound watershed. In 2014 Well 3 was drilled for redundancy, capacity, and to allow for future growth. As such the Oro-Medonte chapter of the Approved Assessment Report: Severn Sound Source Protection Area needs to be updated to include the changes to this system so that policies in the Source Protection Plan would apply. Technical work to re-delineate the wellhead protection area was completed by Golder (now WSP/Golder) in 2015, with refinements done in 2022 using the Director's Technical Rules (2013) under the Clean Water Act, 2006. The vulnerability assessment, and management lands and impervious surfaces supplementary mapping was completed by LSRCA staff using the Director's Technical Rules (2017) under the Clean Water Act, 2006. The threat assessment was completed by SSEA. Summary of Changes • Wellhead Protection Area (WHPA) Delineation: An additional WHPA-A was added, and all other WHPAs have changed as shown in Figure 9a-1 below. • Threats Enumeration: No new threat properties were identified in the proposed wellhead protection area. Current threats include on-site sewage, the application of pesticides to land, and the handling and storage of fuel. • Policy Changes: No changes are needed to the policies in the South Georgian Bay Lake Simcoe Source Protection Plan. Existing policies will simply be extended to the new locations within the proposed wellhead protection areas. The relevant updated technical work, assessment report sections, and associated amendments can be viewed using the following link: https://drive.google.com/drive/folders/1 I4wQhIH9SFOPuGQrwlh-LOBrk1fdK4AH?usp=sharing Yvonne Aubichon, Oro-Medonte November 14, 2022 Page 3 of 4 Page 157 of 186 e01 Sri 16.1b) Co�rrqDRcp d%04jVgkve 4, 2 f elissa Carruthers, Ri... SOURCE PROTECTION ACT FOR CLEAN WATER /r"'n�rrtay�~: V\` LakeSimcaeRegion South Georgian Say Lake Shri Source Protection Region Conservation authority a Re SC►URCEFPROTEa' SauLakeeSimc eBay �Os O DRINKING WATER Va11eY d. ,Well�2 ATER Source Protection Region c • �� �� \ A Wells.= „ C� 1 &3 �. �. q0 •. rn 01 Chestnut Ln. q��� Q�� N ♦*♦� p^ y4� / ♦� Legend WELLHEAD WELLHEAD PROTECTION AREAS - PROTECTION AREA HORSESHOE HIGHLANDS ROAD WHPA-A: ® 100 m RADIUS ASSESSMENT OF DRINKING WATER THREATS PROPERTY BOUNDARY WHPA-B:2-YEAR SELECTED MUNICIPAL GROUNDWATER SUPPLIES TIME-OF-TRAVEL ®WATERCOURSE �+ South Georgian Bay Lake Simcoe WHPA-C:5-YEAR w E TIME-OF-TRAVEL Source Protection Region zoo ion B zoo ®Metre: 5 WHPA-D:25-YEAR TIME-OF-TRAVEL DATE'OCTOBER 2022 SCALE'1'20,000 FIGURE This map was produced for the some Georgian Bay Lake Simose Source Protection Region a G O L D E R Ontario for the Purposes of completing the South Georgian Bay Lake Simcpe Assessment Report 9a-1 Base data have been compiled from various sources.under data sharing agreements. 3 While every effort has been made to aceuratery depict the base data,errors may exist, Yvonne Aubichon, Oro-Medonte November 14, 2022 Page 4 of 4 Page 158 of 186 18.a) 2022-100, A By-law to Constitute and Appoint a Development Service... The Corporation of the Township of Oro-Medonte By-law No. 2022-100 A By-law to Constitute and Appoint a Development Services Committee and to Repeal By-law2021-051 Whereas Authority is granted, pursuant to the provisions of Section 44 of the Planning Act, R.S.O. 1990, Chapter P. 13, as amended, to Council to constitute and appoint a Committee of Adjustment; And Whereas Section 5, Subsections 1 and 3 of the Planning Act, R.S.O. 1990, Chapter P.13, as amended, provides the authority for County to delegate their authority under Section 4 of the Planning Act, R.S.O. 1990 subject to such conditions as the Council may by by-law provide; And Whereas Section 8, Subsection 1 of the Planning Act, R.S.O. 1990, Chapter P.13, as amended, provides that the Council of a municipality may appoint a Planning Advisory Committee composed of such persons as the Council may determine; And Whereas Council deems it advisable to do so; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1) That a Development Services Committee be constituted and appointed, to be known as the Township of Oro-Medonte Development Services Committee ("Development Services Committee") in accordance with the provisions of Sections 8 and 44 of the Planning Act, R.S.O. 1990. 2) That Council of the Corporation of the Township of Oro-Medonte delegates to the Development Services Committee the authority for the giving of consents under Section 53 of the Planning Act, 1990, in respect of lands situate within the corporate limits of the Township of Oro-Medonte, subject to the provisions of Section 54 of the Planning Act and empower the Development Services Committee to grant minor variances from the provisions of any by-law of the municipality that implements an Official Plan, or from such by-laws of the municipality as are specified and that implement an Official Plan, subject to the provisions of Section 45 of the Planning Act. 3) That Council of the Corporation of the Township of Oro-Medonte delegates to the Development Services Committee their authority under Subsections 4 and 5, of the Planning Act R.S.O. 1990. 4) That the mandate of the Development Services Committee includes: • To review and make recommendations with respect to planning and development matters/applications. • To advise with respect to planning policy. • To give consents and to grant minor variances subject to the provisions of Sections 53, 54, and 45 of the Planning Act R.S.O. 1990 respectively. • To conduct open houses, public meetings, or hearings as legislated under the Planning Act R.S.O. 1990. 5) That the Development Services Committee be composed of all seven (7) members of Council; Page 159 of 186 18.a) 2022-100, A By-law to Constitute and Appoint a Development Service... 6) That the regular schedule of meetings of the Development Services Committee shall be as follows: a) Development Services Committee meetings on the first Wednesday of each month. b) During the month of December in the final year of a Council term, no Development Services Committee meeting shall be held. 7) All Development Service Committee meetings shall be at a time established by the Township and specified on the agenda for the specific meeting. Information on how the public may participate and/or provide input/comments for the Development Services Committee meetings will be provided on the notice required under the Planning Act, on the meeting agenda and on the Township's website. 8) That persons appointed to the Development Services Committee shall be paid such remuneration and expenses as Council provides. 9) That By-Law No. 2021-051 is hereby repealed in its entirety. 10)This by-law shall take effect on the final passing thereof. By-law read a First, Second and Third time,and Passed this 14t" day of December, 2022. The Corporation of the Township of Oro-Medontd, Mayor, Randy Greenlaw AW Clerk, Yvonne Aubichon Page 160 of 186 18.b) 2022-103, Being a By-Law to Appoint an Alternate Member (Bi-Annual... The Corporation of the Township of Oro-Medonte By-Law No. 2022-103 Being a By-Law to Appoint an Alternate Member(Bi-Annually) to the Council of the County of Simcoe during an absence of the Mayor or Deputy Mayor and to repeal By-Law No. 2019-014 Whereas section 268(1) of the Act provides that the council of a local municipality may appoint one of its members as an Alternate Member to the upper-tier council, to act in place of a person who is a member of the councils of the local municipality and its upper-tier municipality, when the person is unable to attend a meeting of the upper-tier council for any reason; and Whereas Council of the Township of Oro-Medonte did, on December 14, 2022, adopt Motion No. C to appoint an alternate member, bi-annually, to the Council of the County of Simcoe during an absence of the Mayor or Deputy Mayor. Now Therefore be it resolved that: 1. That the following are hereby appointed, bi-annually, as the Alternate Member to Simcoe County Council for the term of the council that appointed them, or until their appointment by-law is rescinded, or November 14 in the year of a Regular Election, or until such time as the Alternate Member's seat is declared vacant in accordance with section 259 of the Act: a. Councillor for the calendar year of 2022-2024; b. Councillor for the calendar year of 2025-2026 end of term of Council. 2. That an Alternate Member may, in the absence of the elected member, participate at meetings of County Council and its committees, however membership and voting rights are limited to only those privileges held by the County Councillor they are deemed to be the Alternate Member. 3. That an Alternate Member shall not represent a County Councillor at an Inaugural Meeting, or any County board or agency. 4. That an Alternate Member shall not be eligible for election to the County's Head of Council (Warden), Deputy Warden, or to the position of Chair or Vice-Chair of any County Business Section or Committee nor shall an Alternate Member assume the role of Warden, Deputy Warden, Chair or Vice-Chair when attending meetings of County Council. 5. That an Alternate Member shall receive a per diem as well as mileage (where applicable) in accordance with the applicable County policies, for any meetings of County Council they are required to attend in the absence of the elected member. 6. That an Alternate Member shall not be eligible to be reimbursed for a convention, or seminar, or training. 7. That an Alternate Member, while acting in their capacity, shall be governed by all applicable policies of County Council, such as but not limited to the Council Code of Conduct and shall have access to applicable support resources such as but not limited to the Integrity Commissioner. 8. That By-Law No. 2019-014 is hereby repealed in its entirety. Page 161 of 186 18.b) 2022-103, Being a By-Law to Appoint an Alternate Member (Bi-Annual... 9. That this By-law shall come into force and take effect on the day it is finally passed. By-Law Read a First, Second and Third time, and Passed this 14t" day of December, 2022. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 162 of 186 18.c) 2022-104: A By-lie Coorpo d0dnto pees p ogre�oement Program and to... By-law No. 2022-104 A By-law to Adopt an Emergency Management Program and to meet other Requirements under the Emergency Management and Civil Protection Act And to repeal By-Law No. 2020-083 Whereas under the Emergency Management and Civil Protection Act, R.S.O. 1990, c. E.9 and Ontario Regulation 380/04 (the "Act') every municipality in the province is required to: • Develop and implement an emergency management program, which shall consist of: o an emergency plan; o training programs and exercises for employees of the municipality and other persons with respect to the provision of necessary services and the procedures to be followed in emergency response and recovery activities; o public education on risks to public safety and on public preparedness for emergencies; and • any other elements required by the standards for emergency management set under the Act or by Emergency Management Ontario; • Designate an employee of the municipality or a member of the council as its emergency management program coordinator; • Establish an emergency management program committee; • Establish an emergency control group; • Establish an emergency operations centre to be used by the municipal emergency control group in an emergency; and • Designate an employee of the municipality as its emergency information officer; And Whereas it is prudent that the emergency management program developed under the Act be in accordance with international best practices, including the five core components of emergency management; prevention, mitigation, preparedness, response and recovery; And Whereas the purpose of such a program is to help protect public safety, public health, the environment, critical infrastructure and property during an emergency and to promote economic stability and a disaster resilient community; Now Therefore the Council of the Corporation of the Township of Oro-Medonte hereby enacts as follows: Emergency Management Program 1. An Emergency Management Program for the municipality will be developed and reviewed annually by the Emergency Management Program Committee consistent with and in accordance with the Act and international best practices, including the four core components of emergency management, namely: mitigation/prevention, preparedness, response and recovery, and such program shall include: a. training programs and exercises for employees of the municipality and other persons with respect to the provision of necessary services and the procedures to be followed in emergency response and recovery activities; b. public education on risks to public safety and on public preparedness for emergencies; and C. any other elements required by the standards for emergency management set under the Act or by Emergency Management Ontario. 2. The Emergency Management Program shall be consistent with the objectives of protecting public safety, public health, the environment, critical infrastructure and property, and to promote economic stability and a disaster-resilient community. Page 163 of 186 18.c) 2022-104, A By-law to Adopt an Emergency Management Program and to... Emergency Plan 3. Council of The Corporation of the Township of Oro-Medonte did on the 19t" day of December 2012 adopted By-law No. 2012-217, being a By-law to Adopt an Emergency Plan. 4. When an emergency exists but has not yet been declared to exist, Township employees and the Emergency Control Group may take such action under the Plan as may be required to protect property and the health, safety and welfare of the inhabitants of the Township. Community Emergency Management Coordinator 5. The Director, Emergency Services /Fire Chief, is hereby appointed as the primary community emergency management coordinator(the"CEMC") responsible for the emergency management program for the Township including maintenance of the Plan, training, exercises, public education and such other duties and responsibilities as outlined in the Act. 6. The Deputy Fire Chief/Operations is hereby appointed an alternate CEMC to act in place of the primary CEMC in his/her absence. Emergency Management Program Committee 7. The persons from time to time holding the following positions in the municipality, or their designates, shall be members of the Emergency Management Program Committee: a. Chief Administrative Officer (CAO) b. CEMC and Alternates CEMCs C. Director, Environmental Services d. Director, Operations and Community Services e. Chief Financial Officer/Treasurer f. Director, Human Resources g. Director, Fire & Emergency Services/ Fire Chief h. Head of Council (Mayor) 8. The CAO is hereby appointed as chair of the Emergency Management Program Committee. 9. The Emergency Management Program Committee shall advise Council on the development and implementation of the municipality's Emergency Management Program and shall review the program annually. Emergency Control Group 10. The persons from time to time holding the following positions in the municipality, or their designates, shall be members of the Emergency Control Group (ECG): a. Head of Council—Mayor b. Emergency Operations Centre Director—Chief Administrative Officer C. Emergency Operations Centre Deputy Director- Director, Environmental Services d. Emergency Information Officer— Director, Corporate Services e. Liaison Officer—Director, Fire & Emergency Services/Fire Chief f. Operations Section Chief—Director, Operations and Community Services g. Planning Section Chief—Manager, Planning Services h. Logistics Section Chief—Deputy Chief Prevention & Life Safety i. Finance and Administration Section Chief—Director, Human Resources Page 164 of 186 18.c) 2022-104, A By-law to Adopt an Emergency Management Program and to... Emergency Operations Centre 11. A primary and an alternate Emergency Operations Centre have been established for use by the Emergency Control Group in an emergency and with the appropriate technological and telecommunications systems to ensure effective communication in an emergency. The locations of the Emergency Operations Centres are identified in an annex to the Plan. Emergency Information Officer 12. The Township's Director, Corporate Services is hereby appointed as the Emergency Information Officer for the municipality to act as the primary media and public contact for the municipality in an emergency. Administration 13. The Plan, or any amendments to the Plan, shall be submitted to the Chief, Emergency Management Ontario identified in the Act 14. That By-law No. 2020-083 is hereby repealed in its entirety. 15. That this by-law shall take effect on the final passing thereof. By-law read a First, Second and Third time, and Passed this 14h day of December, 2022. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 165 of 186 18.d) 2022-105, Being a By-law to Authorize the Execution of an Agreemen... The Corporation of the Township of Oro-Medonte By-Law No. 2022-105 Being a By-law to Authorize the Execution of an Agreement for 9-1-1 Central Emergency Reporting Bureau (C.E.R.B.) Services between the Township of Oro-Medonte and the City of Orillia and to Repeal By-Law No. 2021-097 Whereas Section 20(1) of the Municipal Act, 2001, R.S.O. 2001, c.25, as amended, provides that municipalities may enter into an agreement with other municipalities for joint undertakings; And Whereas Section 116(1) of the Municipal Act, 2001, R.S.O. 2001, c.25, as amended, provides that a municipality may establish, maintain and operate a centralized communication system for emergency response purposes; And Whereas Section 2(5) of the Fire Protection and Prevention Act, 1997, S.O. 1997, c.4 provides that a municipality may, under such conditions as may be specified in the agreement, enter into an agreement to receive such fire protection services as may be specified in the agreement from a fire department situated outside the territorial limits of the municipality; And Whereas the Township of Oro-Medonte and the City of Orillia are desirous of entering into a renewal agreement for 9-1-1 Central Emergency Reporting Bureau (C.E.R.B.) Services; Now Therefore the Council of The Corporation of the Township of Oro-Medonte hereby enacts as follows: 1. That the Township of Oro-Medonte enter into an agreement with the City of Orillia for 9-1-1 Central Emergency Reporting Bureau (C.E.R.B.) Services, a copy of which is attached hereto and forms part of this By-law as Schedule "A". 2. That the Clerk is hereby authorized to execute the agreement on behalf of the Corporation. 3. This agreement comes into effect on the 1st day of January, 2023 and shall continue in force for a one-year period until midnight on the 315t day of December, 2023. 4. That By-Law No. 2021-097 is hereby repealed. 5. That this by-law shall take effect on the final passing thereof. By-Law Read a First, Second and Third time, and Passed this 14t"day of December, 2022. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 166 of 186 18.d) 2022-105: Being a By-law to Authorize the Execution of an Agreemen... MEMORANDUM OF AGREEMENT DATED IN TRIPLICATE THIS 01th DAY OFJANUARY,A.D. 2023 BETWEEN: THE CORPORATION OF THE CITY OF ORILLIA hereinafter called the"City" OF THE FIRST PART AND: THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE hereinafter called the"Township" OF THE SECOND PART WHEREAS Section 116(1) of the Municipal Act, S.O. 2001, c. 25 authorizes the municipality to establish, maintain and operate a centralized communication system for emergency purposes; AND WHEREAS Section 2(5) of the Fire Protection and Prevention Act, S.O. 1997, cA provides for the entering into of agreements to provide fire protection services as may be specified in the agreement to lands and premises that are situated outside the territorial limits of the municipality; AND WHEREAS the Township and the City are desirous of entering into an Agreement for the City to provide certain 9-1-1 Central Emergency Reporting Bureau (C.E.R.B.) services to the Township; AND WHEREAS Bell Canada has installed the 9-1-1 equipment and the enhanced 9-1-1 system is operational for the City and the Township; NOW THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the premises and the mutual covenants and conditions herein contracted, the Parties hereto do mutually covenant and agree as follows: 1. CITY'S RESPONSIBILITIES The City shall be responsible for the following: Providing emergency 9-1-1 C.E.R.B. services to the Township including: a) The 9-1-1 answering bureau (C.E.R.B.) shall be a part of and located in the City of Orillia Fire Department Communications Centre and they shall receive and answer all emergency calls from the public and transfer them to the appropriate police,fire and ambulance services. b) The basic function of the 9-1-1 answering bureau (C.E.R.B.) shall be the initial answering of the 9-1-1 calls from the public and transfer of those emergency calls to the appropriate agency. c) The City shall be responsible for the management and operation of the 9-1-1 answering bureau (C.E.R.B.), including equipment and personnel. - 1 - Page 167 of 186 18.d) 2022-105: Being a By-law to Authorize the Execution of an Agreemen... d) The City shall operate the 9-1-1 answering bureau (C.E.R.B.)twenty-four (24) hours a day, seven (7)days a week. e) The City shall staff the 9-1-1 answering bureau (C.E.R.B.) at a level appropriate to efficiently handle call lines in a manner suitable for emergency situations. f) The City shall be responsible for the efficient operation of the 9-1-1 answering bureau (C.E.R.B.) and the rapid and accurate discharge of the duties of the 9-1-1 bureau operators and the selection and training of personnel. g) The City shall log and retain all 9-1-1 calls in both digital and printed formats as required. The Township shall have reasonable access to review all records and may request digital copies of any 9-1-1 records from the 9-1-1 answering bureau (C.E.R.B.)that pertain to the Township. h) The City shall provide a back-up Central Emergency Reporting Bureau (C.E.R.B.)to which 9-1-1 calls will be directed in the event that the primary bureau is unable to accept the calls for any reason. 2. TOWNSHIP'S RESPONSIBILITIES The Township shall be responsible for the following: a) The Township agrees that if any Communicator is subpoenaed for Court as a result of a call that has been dispatched for the Township, or if a Communicator is required to attend any meetings related to litigation stemming from any incident response in the Township's dispatch area, the City will be reimbursed for any reasonable related staffing and out of pocket costs. b) The Township shall provide to Bell, in written form, all geographical information, including street names, addresses and borders within their 9- 1-1 serving area,and shall be responsible for providing Bell with all changes that may occur in any such geographical area during the term of the Agreement. c) The Township agrees to pay to the City$0.561 per capita for 9-1-1 service based on the population shown in the current Statistics Canada Community Profile and updated annually during the term of this contract until its expiry on December 31, 2023. -2- Page 168 of 186 18.d) 2022-105: Being a By-law to Authorize the Execution of an Agreemen... 3. TERMINATION This Agreement may be terminated by either party upon 90 days written notice with fees charged to the end of the month concluding the 90-day notice period. 4. INDEMNIFICATION The parties agree that each undertakes no duty of care with respect to the other party, and neither party shall be required to indemnify the other as a result of any provision of services under this Agreement. Both parties agree that they shall maintain adequate liability insurance with respect to any claims by any party for physical or personal damages or negligence, as the case may be, on behalf of the parties, and their respective agents, officers, employees and assigns. The Township and the City shall each add the other party as an"additional insured" on their respective General Liability policies with respect to and arising out of the operations and responsibilities undertaken by either party to this Agreement. 5. OTHER AGREEMENTS The Township acknowledges that the City may enter into similar agreements to this Agreement with other municipalities. As a result of such further agreements or the increased volume of the calls arising out of this Agreement, either party may determine that additional equipment or personnel is necessary for the proper functioning of the C.E.R.B. If either party determines that additional equipment or personnel is necessary, both parties shall enter into negotiations to determine the necessity of such additional equipment or personnel. If as a result of negotiations the parties are unable to agree as to the necessity of additional equipment or personnel, this Agreement shall be terminated subject to the provisions set out in Section 3 (Termination) above. 6. ARBITRATION If any disputes, differences or questions arise between the parties out of this Agreement,whether during the term of this Agreement or after, each such dispute, difference or question shall be submitted to and settled by arbitration and the decision of the Arbitrator appointed to deal with such matters shall be accepted by the parties. The arbitration in each of the cases mentioned above shall be conducted by a single arbitrator if the parties hereto agree upon one or otherwise by an arbitrator appointed by a Judge of the Ontario Superior Court of Justice. The arbitration shall be conducted in accordance with the provisions of The Arbitration Act (Ontario) and any statutory amendments thereto for the time being in effect. It is hereby agreed that it shall be a condition precedent to any action being instituted by either party hereto against the other or of any liability in connection therewith that the matter must be first referred to arbitration as herein provided for disposition. -3- Page 169 of 186 18.d) 2022-105: Being a By-law to Authorize the Execution of an Agreemen... 7. COMPLIANCE WITH LAWS AND CONFIDENTIALITY The parties undertake and agree that personal information in records delivered to it by the other party will be used for the limited purposes of performing their responsibilities under this Agreement. The parties further acknowledge that any personal information obtained from the other party for the Agreement will be protected under the terms of their privacy policies and applicable privacy legislation. 8. AGREEMENT BINDING This Agreement shall be binding upon and ensure to the benefit of the parties hereto, and their respective heirs, executors, administrators, successors and assigns. 9. SEVERABILITY If any covenant, provision, or term of this Agreement should be at any time be held by any competent tribunal to be void or unenforceable, then the Agreement shall not fail but the covenant, provision or term shall be deemed to be severable from the remainder of this Agreement which shall remain in full force and effect. 10. HEADINGS The section headings are for purposes of convenience only and shall not be deemed to constitute a part of this Agreement or to affect the meaning or interpretation of this Agreement in any way. 11. TECHNOLOGICAL CHANGE The Township agrees and acknowledges that in the event that technology required to provide Dispatching Services changes significantly from what is contemplated under this Agreement,the City may require an amendment to this Agreement,which amendment may include, without limiting the generality of the foregoing, an amendment to the City's responsibilities, the Township's responsibilities, or to the fees set out in the Township's responsibilities. If the Township does not agree to execute such an amendment, the City may terminate this Agreement upon one- hundred twenty (120) days written notice to the Township. 12. FORCE MAJEURE Neither party shall be liable for damages caused by delay or failure to perform its obligations under this Agreement where such delay or failure is caused by an event beyond its reasonable control. The parties agree that an event shall not be considered beyond one's reasonable control if a reasonable business person applying due diligence in the same or similar circumstances under the same or similar obligations as those contained in the Agreement would have -4- Page 170 of 186 18.d) 2022-105: Being a By-law to Authorize the Execution of an Agreemen... put in place contingency plans to either materially mitigate or negate the effects of such event. If a party seeks to excuse itself from its obligations under this Agreement due to a force majeure event,that party shall immediately notify the other party of the delay or non-performance, the reason for such delay and the anticipated period of delay or non-performance. 13. NOTICE Any notice required pursuant to this Agreement shall be in writing and delivered personally, by Fax, email, or sent by registered mail (with proper postage) to the following addresses: City of Orillia Fire Township of Oro-Medonte Department 500 Gill Street 1487 Line 7 South Orillia, ON L3V 4L1 Oro-Medonte, ON LOL 2E0 Attention: Fire Chief Attention: Fire Chief or to such other addresses either of the parties may indicate in writing to the other. Any notice given in accordance with this shall be deemed to have been received upon delivery, if delivered personal, at the time of transmission if sent by fax or email, or five (5) days after posting if sent by regular mail. 14. ENTIRE AGREEMENT Except as otherwise stated herein, this Agreement constitutes the entire agreement of the parties, it supersedes any previous Agreement whether written or verbal. 15. APPLICABLE LAW This Agreement shall be construed and enforced in accordance with the laws of Ontario and the laws of Canada applicable herein. -5- Page 171 of 186 18.d) 2022-105: Being a By-law to Authorize the Execution of an Agreemen... This agreement comes into effect on the 1 st day of January, 2023 and shall continue in force for a two-year period until midnight on the 31 st day of December, 2023. Dated at the City of Orillia this XX day of August 2022 THE CORPORATION OF THE CITY OF ORILLIA FIRE CHIEF THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE FIRE CHIEF -6- Page 172 of 186 18.d) 2022-105: Being a By-law to Authorize the Execution of an Agreemen... MEMORANDUM OF AGREEMENT DATED IN TRIPLICATE THIS 01th DAY OFJANUARY,A.D. 2023 BETWEEN: THE CORPORATION OF THE CITY OF ORILLIA hereinafter called the"City" OF THE FIRST PART AND: THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE hereinafter called the"Township" OF THE SECOND PART WHEREAS Section 116(1) of the Municipal Act, S.O. 2001, c. 25 authorizes the municipality to establish, maintain and operate a centralized communication system for emergency purposes; AND WHEREAS Section 2(5) of the Fire Protection and Prevention Act, S.O. 1997, cA provides for the entering into of agreements to provide fire protection services as may be specified in the agreement to lands and premises that are situated outside the territorial limits of the municipality; AND WHEREAS the Township and the City are desirous of entering into an Agreement for the City to provide certain 9-1-1 Central Emergency Reporting Bureau (C.E.R.B.) services to the Township; AND WHEREAS Bell Canada has installed the 9-1-1 equipment and the enhanced 9-1-1 system is operational for the City and the Township; NOW THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the premises and the mutual covenants and conditions herein contracted, the Parties hereto do mutually covenant and agree as follows: 1. CITY'S RESPONSIBILITIES The City shall be responsible for the following: Providing emergency 9-1-1 C.E.R.B. services to the Township including: a) The 9-1-1 answering bureau (C.E.R.B.) shall be a part of and located in the City of Orillia Fire Department Communications Centre and they shall receive and answer all emergency calls from the public and transfer them to the appropriate police,fire and ambulance services. b) The basic function of the 9-1-1 answering bureau (C.E.R.B.) shall be the initial answering of the 9-1-1 calls from the public and transfer of those emergency calls to the appropriate agency. c) The City shall be responsible for the management and operation of the 9-1-1 answering bureau (C.E.R.B.), including equipment and personnel. - 1 - Page 173 of 186 18.d) 2022-105: Being a By-law to Authorize the Execution of an Agreemen... d) The City shall operate the 9-1-1 answering bureau (C.E.R.B.)twenty-four (24) hours a day, seven (7)days a week. e) The City shall staff the 9-1-1 answering bureau (C.E.R.B.) at a level appropriate to efficiently handle call lines in a manner suitable for emergency situations. f) The City shall be responsible for the efficient operation of the 9-1-1 answering bureau (C.E.R.B.) and the rapid and accurate discharge of the duties of the 9-1-1 bureau operators and the selection and training of personnel. g) The City shall log and retain all 9-1-1 calls in both digital and printed formats as required. The Township shall have reasonable access to review all records and may request digital copies of any 9-1-1 records from the 9-1-1 answering bureau (C.E.R.B.)that pertain to the Township. h) The City shall provide a back-up Central Emergency Reporting Bureau (C.E.R.B.)to which 9-1-1 calls will be directed in the event that the primary bureau is unable to accept the calls for any reason. 2. TOWNSHIP'S RESPONSIBILITIES The Township shall be responsible for the following: a) The Township agrees that if any Communicator is subpoenaed for Court as a result of a call that has been dispatched for the Township, or if a Communicator is required to attend any meetings related to litigation stemming from any incident response in the Township's dispatch area, the City will be reimbursed for any reasonable related staffing and out of pocket costs. b) The Township shall provide to Bell, in written form, all geographical information, including street names, addresses and borders within their 9- 1-1 serving area,and shall be responsible for providing Bell with all changes that may occur in any such geographical area during the term of the Agreement. c) The Township agrees to pay to the City$0.561 per capita for 9-1-1 service based on the population shown in the current Statistics Canada Community Profile and updated annually during the term of this contract until its expiry on December 31, 2023. -2- Page 174 of 186 18.d) 2022-105: Being a By-law to Authorize the Execution of an Agreemen... 3. TERMINATION This Agreement may be terminated by either party upon 90 days written notice with fees charged to the end of the month concluding the 90-day notice period. 4. INDEMNIFICATION The parties agree that each undertakes no duty of care with respect to the other party, and neither party shall be required to indemnify the other as a result of any provision of services under this Agreement. Both parties agree that they shall maintain adequate liability insurance with respect to any claims by any party for physical or personal damages or negligence, as the case may be, on behalf of the parties, and their respective agents, officers, employees and assigns. The Township and the City shall each add the other party as an"additional insured" on their respective General Liability policies with respect to and arising out of the operations and responsibilities undertaken by either party to this Agreement. 5. OTHER AGREEMENTS The Township acknowledges that the City may enter into similar agreements to this Agreement with other municipalities. As a result of such further agreements or the increased volume of the calls arising out of this Agreement, either party may determine that additional equipment or personnel is necessary for the proper functioning of the C.E.R.B. If either party determines that additional equipment or personnel is necessary, both parties shall enter into negotiations to determine the necessity of such additional equipment or personnel. If as a result of negotiations the parties are unable to agree as to the necessity of additional equipment or personnel, this Agreement shall be terminated subject to the provisions set out in Section 3 (Termination) above. 6. ARBITRATION If any disputes, differences or questions arise between the parties out of this Agreement,whether during the term of this Agreement or after, each such dispute, difference or question shall be submitted to and settled by arbitration and the decision of the Arbitrator appointed to deal with such matters shall be accepted by the parties. The arbitration in each of the cases mentioned above shall be conducted by a single arbitrator if the parties hereto agree upon one or otherwise by an arbitrator appointed by a Judge of the Ontario Superior Court of Justice. The arbitration shall be conducted in accordance with the provisions of The Arbitration Act (Ontario) and any statutory amendments thereto for the time being in effect. It is hereby agreed that it shall be a condition precedent to any action being instituted by either party hereto against the other or of any liability in connection therewith that the matter must be first referred to arbitration as herein provided for disposition. -3- Page 175 of 186 18.d) 2022-105: Being a By-law to Authorize the Execution of an Agreemen... 7. COMPLIANCE WITH LAWS AND CONFIDENTIALITY The parties undertake and agree that personal information in records delivered to it by the other party will be used for the limited purposes of performing their responsibilities under this Agreement. The parties further acknowledge that any personal information obtained from the other party for the Agreement will be protected under the terms of their privacy policies and applicable privacy legislation. 8. AGREEMENT BINDING This Agreement shall be binding upon and ensure to the benefit of the parties hereto, and their respective heirs, executors, administrators, successors and assigns. 9. SEVERABILITY If any covenant, provision, or term of this Agreement should be at any time be held by any competent tribunal to be void or unenforceable, then the Agreement shall not fail but the covenant, provision or term shall be deemed to be severable from the remainder of this Agreement which shall remain in full force and effect. 10. HEADINGS The section headings are for purposes of convenience only and shall not be deemed to constitute a part of this Agreement or to affect the meaning or interpretation of this Agreement in any way. 11. TECHNOLOGICAL CHANGE The Township agrees and acknowledges that in the event that technology required to provide Dispatching Services changes significantly from what is contemplated under this Agreement,the City may require an amendment to this Agreement,which amendment may include, without limiting the generality of the foregoing, an amendment to the City's responsibilities, the Township's responsibilities, or to the fees set out in the Township's responsibilities. If the Township does not agree to execute such an amendment, the City may terminate this Agreement upon one- hundred twenty (120) days written notice to the Township. 12. FORCE MAJEURE Neither party shall be liable for damages caused by delay or failure to perform its obligations under this Agreement where such delay or failure is caused by an event beyond its reasonable control. The parties agree that an event shall not be considered beyond one's reasonable control if a reasonable business person applying due diligence in the same or similar circumstances under the same or similar obligations as those contained in the Agreement would have -4- Page 176 of 186 18.d) 2022-105: Being a By-law to Authorize the Execution of an Agreemen... put in place contingency plans to either materially mitigate or negate the effects of such event. If a party seeks to excuse itself from its obligations under this Agreement due to a force majeure event,that party shall immediately notify the other party of the delay or non-performance, the reason for such delay and the anticipated period of delay or non-performance. 13. NOTICE Any notice required pursuant to this Agreement shall be in writing and delivered personally, by Fax, email, or sent by registered mail (with proper postage) to the following addresses: City of Orillia Fire Township of Oro-Medonte Department 500 Gill Street 1487 Line 7 South Orillia, ON L3V 4L1 Oro-Medonte, ON LOL 2E0 Attention: Fire Chief Attention: Fire Chief or to such other addresses either of the parties may indicate in writing to the other. Any notice given in accordance with this shall be deemed to have been received upon delivery, if delivered personal, at the time of transmission if sent by fax or email, or five (5) days after posting if sent by regular mail. 14. ENTIRE AGREEMENT Except as otherwise stated herein, this Agreement constitutes the entire agreement of the parties, it supersedes any previous Agreement whether written or verbal. 15. APPLICABLE LAW This Agreement shall be construed and enforced in accordance with the laws of Ontario and the laws of Canada applicable herein. -5- Page 177 of 186 18.d) 2022-105: Being a By-law to Authorize the Execution of an Agreemen... This agreement comes into effect on the 1 st day of January, 2023 and shall continue in force for a two-year period until midnight on the 31 st day of December, 2023. Dated at the City of Orillia this XX day of August 2022 THE CORPORATION OF THE CITY OF ORILLIA FIRE CHIEF THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE FIRE CHIEF or CLERK -6- Page 178 of 186 18.e) 2022-106, Being a By-law to Authorize the Execution of an Agreemen... The Corporation of the Township of Oro-Medonte By-Law No. 2022-106 Being a By-law to Authorize the Execution of an Agreement for Fire Dispatch Services between the Township of Oro-Medonte and the City of Orillia and to Repeal By-Law No. 2021-098 Whereas Section 20(1) of the Municipal Act, 2001, R.S.O. 2001, c.25, as amended, provides that municipalities may enter into an agreement with other municipalities for joint undertakings; And Whereas Section 116(1) of the Municipal Act, 2001, R.S.O. 2001, c.25, as amended, provides that a municipality may establish, maintain and operate a centralized communication system for emergency response purposes; And Whereas Section 2(5) of the Fire Protection and Prevention Act, 1997, S.O. 1997, c.4 provides that a municipality may, under such conditions as may be specified in the agreement, enter into an agreement to receive such fire protection services as may be specified in the agreement from a fire department situated outside the territorial limits of the municipality; And Whereas the Township of Oro-Medonte and the City of Orillia are desirous of entering into a renewal agreement for Fire Dispatch Services; Now Therefore the Council of The Corporation of the Township of Oro-Medonte hereby enacts as follows: 1. That the Township of Oro-Medonte enter into an agreement with the City of Orillia for 9-1-1 Fire Dispatch Services, a copy of which is attached hereto and forms part of this By-law as Schedule "A". 2. That the Clerk is hereby authorized to execute the agreement on behalf of the Corporation. 3. This Agreement comes into effect on the first day of January, 2023 and shall continue in force for a period until the 31st day of December, 2023. 4. That By-Law No. 2021-098 is hereby repealed. 5. That this by-law shall take effect on the final passing thereof. By-Law Read a First, Second and Third time, and Passed this 14t"day of December, 2022. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 179 of 186 18.e) 2022-106: Being a By-law to Authorize the Execution of an Agreemen... MEMORANDUM OF AGREEMENT DATED IN TRIPLICATE THIS 015t DAY OF JANUARY A.D. 2022 BETWEEN: THE CORPORATION OF THE CITY OF ORILLIA hereinafter called the"City" OF THE FIRST PART AND: THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE hereinafter called the"Township" OF THE SECOND PART WHEREAS Section 116(1) of the Municipal Act, S.O. 2001, c. 25 authorizes the municipality to establish, maintain and operate a centralized communication system for emergency purposes; AND WHEREAS Section 2(5) of the Fire Protection and Prevention Act, S.O. 1997, c.4 provides for the entering into of agreements to provide fire protection services as may be specified in the Agreement to lands and premises that are situated outside the territorial limits of the municipality; AND WHEREAS the Township and the City are desirous of entering into an Agreement for the City to provide certain fire dispatch services to the Township; NOW THEREFORE THIS AGREEMENT WITNESSETH that in consideration of the premises and the mutual covenants and conditions herein contracted, the Parties hereto do mutually covenant and agree as follows: 1. CITY'S RESPONSIBILITIES The City shall be responsible for the following: Providing emergency fire dispatch services ("Dispatching") to the Township. Dispatching shall include the following: a) Responding to 9-1-1 telephone calls and non-9-1-1 telephone calls with respect to the Township's dispatch area; b) Alerting the members of the Township's Fire Department of an emergency; c) Communicating with the Township's Fire Department under both emergency and non-emergency conditions; d) Communicating with the Township's Fire Department regarding the potential need for mutual aid and monitoring the level of an on-going emergency activity; e) Communicating with other agencies during an emergency upon the request of the Township's Fire Department's Incident Commander; - 1 - Page 180 of 186 18.e) 2022-106: Being a By-law to Authorize the Execution of an Agreemen... f) Providing information, data and other resources during emergencies and on a day-to-day basis; and g) Maintaining a log of all dispatch calls received, and in particular, recording the times and information set out in the "Process" section of the Ministry of the Solicitor General Public Fire Safety Guidelines No. PSFG 04-64A-12,as further defined by the Orillia Fire Department's Standard Operating Guidelines. h) At any time, the City shall on the written request of the Township provide the Township or other designated agency pertinent incident data on compact disk, memory stick or other device. 2. 'TOWNSHIP'S RESPONSIBILITIES a) The Township agrees to install and maintain all radio equipment necessary to allow Township fire fighters the ability to receive radio communications from the City's fire communications centre and to enable two-way radio communications between all Township fire vehicles and the City's fire communications centre. Such equipment will be purchased by the Township but located in the City's fire communications centre. b) The Township agrees to supply its fire fighters with radio equipment designed to receive fire call communications from the City's fire communications centre. c) The Township agrees to pay the City $2.84 per capita beginning January 1, 2023)for the service of dispatching the Township fire fighters and fire apparatus based on the population shown in the current Statistics Canada Community Profile and updated annually during the term of this contract. Adjustments will be made on each subsequent January 1st as per the Consumers Price Index for Ontario (annual average published by Statistics Canada each preceding November) until the expiry of the contract on December 31, 2023. d) The Township agrees that should fire calls come in simultaneously from the City and the Township to the City's fire communications centre, the City's call shall have preference. e) The Township agrees that if any Communicator is subpoenaed for Court as a result of a call that has been dispatched for the Township,or if a Communicator is required to attend any meetings related to litigation stemming from any incident response in the Township's dispatch area, the City will be reimbursed for any reasonable related staffing and out of pocket costs. -2- Page 181 of 186 18.e) 2022-106: Being a By-law to Authorize the Execution of an Agreemen... f) The Township agrees that any cost of any modifications to City dispatching hardware/software, radio equipment, radio transmissions tower, or City telephone systems which are required to satisfy the needs of the Township shall be assumed by the Township. g) In the event that the territory that fire dispatch service is provided to in the Township is expanded or reduced,the rates contained in this Agreement will be renegotiated accordingly. h) The Township agrees to provide a large, detailed scale map, street directory, new subdivision layouts, etc. along with copies of all fire protection agreements made between other municipalities and ambulance for fire and first aid protection coverage. The map will be coloured so that the coverage areas agreed to under the various fire protection agreements mentioned above can be easily identified. This will be updated as required. i) The Township agrees to supply in writing the method and level that is required to page fire calls, practices, ambulance assistance or tiered response or other required dispatch protocol. 3. TERMINATION This Agreement may be terminated by either party upon 90-days written notice with fees charged to the end of the month concluding the 90-day notice period. 4. INDEMNIFICATION The parties agree that each undertakes no duty of care with respect to the other party, and neither party shall be required to indemnify the other as a result of any provision of services under this Agreement. Both parties agree that they shall maintain adequate liability insurance with respect to any claims by any party for physical or personal damages or negligence, as the case may be, on behalf of the parties, and their respective agents, officers, employees and assigns. The Township and the City shall each add the other party as an"additional insured" on their respective General Liability policies with respect to and arising out of the operations and responsibilities undertaken by either party to this Agreement. 5. OTHER AGREEMENTS The Township acknowledges that the City may enter into similar agreements to this Agreement with other municipalities. As a result of such further agreements or the increased volume of the dispatched messages arising out of this Agreement, either party may determine that additional equipment or personnel is necessary for the proper functioning of the dispatch system. If either party determines that additional equipment or personnel is necessary, both parties shall enter into -3- Page 182 of 186 18.e) 2022-106: Being a By-law to Authorize the Execution of an Agreemen... negotiations to determine the necessity of such additional equipment or personnel. If as a result of negotiations, the parties are unable to agree as to the necessity of additional equipment or personnel, this Agreement shall be terminated subject to the provisions set out in Section 3 (Termination)above. 6. ARBITRATION If any disputes, differences or questions arise between the parties out of this Agreement,whether during the term of this Agreement or after, each such dispute, difference or question shall be submitted to and settled by arbitration and the decision of the Arbitrator appointed to deal with such matters shall be accepted by the parties. The arbitration in each of the cases mentioned above shall be conducted by a single arbitrator if the parties hereto agree upon one or otherwise by an arbitrator appointed by a Judge of the Ontario Superior Court of Justice. The arbitration shall be conducted in accordance with the provisions of The Arbitration Act(Ontario), and any statutory amendments thereto for the time being in effect. It is hereby agreed that it shall be a condition precedent to any action being instituted by either party hereto against the other or of any liability in connection therewith that the matter must be first referred to arbitration as herein provided for disposition. 7. COMPLIANCE WITH LAWS AND CONFIDENTIALITY The parties undertake and agree that personal information in records delivered to it by the other party will be used for the limited purposes of performing their responsibilities under this Agreement. The parties further acknowledge that any personal information obtained from the other party for the Agreement will be protected under the terms of their privacy policies and applicable privacy legislation. 8. AGREEMENT BINDING This Agreement shall be binding upon and ensure to the benefit of the parties hereto, and their respective heirs, executors, administrators, successors, and assigns. 9. SEVERABILITY If any covenant, provision or term of this Agreement should be at any time be held by any competent tribunal to be void or unenforceable, then the Agreement shall not fail but the covenant, provision or term shall be deemed to be severable from the remainder of this Agreement which shall remain in full force and effect. -4- Page 183 of 186 18.e) 2022-106: Being a By-law to Authorize the Execution of an Agreemen... 10. HEADINGS The section headings are for purposes of convenience only and shall not be deemed to constitute a part of this Agreement or to affect the meaning or interpretation of this Agreement in any way. 11. TECHNOLOGICAL CHANGE The Township agrees and acknowledges that in the event that technology required to provide Dispatching Services changes significantly from what is contemplated under this Agreement,the City may require an amendment to this Agreement,which amendment may include, without limiting the generality of the foregoing, an amendment to the City's responsibilities, the Township's responsibilities, or to the fees set out in the Township's responsibilities. If the Township does not agree to execute such an amendment, the City may terminate this Agreement upon one- hundred twenty (120)days written notice to the Township. 12. FORCE MAJEURE Neither party shall be liable for damages caused by delay or failure to perform its obligations under this Agreement where such delay or failure is caused by an event beyond its reasonable control. The parties agree that an event shall not be considered beyond one's reasonable control if a reasonable business person applying due diligence in the same or similar circumstances under the same or similar obligations as those contained in the Agreement would have put in place contingency plans to either materially mitigate or negate the effects of such event. If a party seeks to excuse itself from its obligations under this Agreement due to a force majeure event,that party shall immediately notify the other party of the delay or non-performance, the reason for such delay or non-performance and the anticipated period of delay or non-performance. 13. NOTICE Any notice required pursuant to this Agreement shall be in writing and delivered personally, by Fax, email, or sent by registered mail (with proper postage)to the following addresses: City of Orillia Fire Department Township of Oro-Medonte 500 Gill Street 1487 Line 7 South Orillia, ON L3V 41_1 Oro-Medonte, ON LOL 2EO Attention: Fire Chief Attention: Fire Chief or to such other addresses either of the parties may indicate in writing to the other. -5- Page 184 of 186 18.e) 2022-106: Being a By-law to Authorize the Execution of an Agreemen... Any notice given in accordance with this shall be deemed to have been received upon delivery, if delivered personally, at the time of transmission if sent by fax or email, or five (5)days after posting, if sent by regular mail. 14.ENTIRE AGREEMENT Except as otherwise stated herein, this Agreement constitutes the entire agreement of the parties, it supersedes any previous Agreement whether written or verbal. 15. APPLICABLE LAW This Agreement shall be construed and enforced in accordance with the laws of Ontario and the laws of Canada applicable therein. This Agreement comes into effect on the first day of January 2023 and shall continue in force for a period until the 31st day of December 2023. Dated at the City of Orillia this 015t day of January 2022 THE CORPORATION OF THE CITY OF ORILLIA FIRE CHIEF THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE FIRE CHIEF or CLERK -6- Page 185 of 186 20.a) 2022-107, Being a by-law to confirm the proceedings of the Council... The Corporation of the Township of Oro-Medonte By-Law No. 2022-107 Being a By-Law to Confirm the Proceedings of the Council Meeting held on Wednesday, December 14, 2022 Whereas Section 5 of the Municipal Act, 2001, S.O. 2001, C. 25, as amended provides that the powers of the Municipal Council shall be exercised by By-Law, unless the municipality is specifically authorized to do otherwise; And Whereas The Council of The Corporation of the Township of Oro-Medonte deems it expedient that the proceedings at this Council Meeting be confirmed and adopted by By-Law; Now Therefore the Council of The Corporation of the Township of Oro-Medonte hereby enacts as follows: 1. That the actions of the Council at its Council Meeting held on Wednesday, December 14, 2022, and in respect to each Motion, Resolution and other actions passed and taken by the Council at its said Meeting is, except where prior approval of the Ontario Land Tribunal is required, hereby adopted, ratified and confirmed. 2. That the Mayor and the proper Officials of the Township are hereby authorized and directed to do all things necessary to give effect to the said action or to obtain approvals where required and to execute all documents as may be necessary on behalf of the Council of the Corporation of the Township of Oro-Medonte. 3. That the Mayor/Chair and Clerk/Designate are hereby authorized and directed to execute and affix the corporate seal to all necessary documents. 4. And That this by-law shall come into force and take effect on the final passing thereof. By-Law Read a First, Second and Third time, and Passed this 14t" day of December, 2022. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 186 of 186