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06 14 2023 Council Agenda The Township of Oro-Medonte Council Meeting Agenda Electronic Hybrid Meeting _,,as Township of Wednesday, June 14, 2023 2:00 p.m. - Open Session Proud Heritage,Exciting Future Closed Session following Item 3 Open Session immediately following Closed Session Effective Monday, March 28, 2022, all Township facilities are open to the Public with safety measures in place. We encourage social distancing and discretionary masks/face coverings. Residents and business owners are encouraged to continue to utilize on line 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. In-person attendance at public meetings is also available. Protocols have been established to advise how to electronically 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 IDS 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 265 Council Meeting Agenda - June 14, 2023 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: Solicitor-client privilege; Litigation affecting the municipality (Zone 1 Water). d) Robin Dunn, CAO re: Litigation affecting the municipality; Solicitor-client privilege (Procurement). e) Robin Dunn, CAO re: Litigation affecting the municipality; Solicitor-Client privilege (HRTO File No. 2022-49301-I). 5. Minutes of Council and Committees: 6 - 19 a) Minutes of Council meeting held on Wednesday, May 24, 2023. 20 - 24 b) Minutes of Special Council meeting Wednesday, May 31, 2023. 25 - 29 c) Minutes of the Joint Accessibility Advisory Committee meeting held on Thursday, April 20, 2023. Page 2 of 265 Council Meeting Agenda - June 14, 2023 6. Recognition of Achievements: None. 7. Public Meetings: None. 8. Deputations/Presentations: 30 - 50 a) 3.30 p.m. Presentation by Doug Minter, Chief Strategies Officer, Oro- Medonte Freedom Institute re: Oro African Church Project. 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: 51 - 55 a) CS2023-21 : Sam Flowers, Website Information Coordinator, Corporate Services re: Website Platform Migration. 56 - 61 b) Robin Dunn, CAO; Michelle Jakobi, Director, Environmental Services re: Zone 1 Water. 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 on the activities of the County of Simcoe and the Township's Partners and Agencies. 62 - 64 b) Mayor Greenlaw re: Request for a Letter of Support for the Couchiching Interdisciplinary Primary Care Expression of Interest Proposal. 14. Announcements: Page 3 of 265 Council Meeting Agenda - June 14, 2023 15. Consent Agenda: a) Announcements of Interest to the Public 65 - 66 b) Correspondence dated May 17, 2023, Ilona Mclhone, Educator Coordinator; Prevention of Senior Abuse Network - Simcoe County; re: Request for the Township of Oro-Medonte to Proclaim June 15, 2023 World Elder Abuse Awareness Day. Staff Recommendation: Receive, Proclaim, Advise under Mayor's Signature. 67 - 73 c) Lake Simcoe Region Conservation Authority, Minutes of April 28, 2023 meeting. Staff Recommendation: Receive for Information Only. 74 - 79 d) Nottawasaga Valley Conservation Authority, Minutes of April 28, 2023 meeting. Staff Recommendation: Receive for Information Only. 80 - 83 e) Barrie Public Library Board, Minutes of April 27, 2023 meeting. Staff Recommendation: Receive for Information Only. 84 - 109 f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Staff Recommendation: Receive for Information Only. 110 - 111 g) Correspondence dated May 19 2023, City of Orillia, Technical Evaluation for Settlement Area Boundary Expansion and Virtual Open House on June 20, 2023. Staff Recommendation: Receive for Information Only. 112 - 132 h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SSEA Q1 April 27, 2023 Meeting Highlights, 2023 Q1 Report/Update and Severn Sound Source Protection Authority April 27 Meeting Highlights. Staff Recommendation: Receive for Information Only. 133 - 148 i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re: 2012-SUB-03, Part Lot 24, Concession 8, Oro-Medonte, Simcoe County. Staff Recommendation: Receive for Information Only. 16. Communications/Petitions: 149 - 153 a) Correspondence dated June 2, 2023 from Jon Main, Sustainability and Climate Action Coordinator, Severn Sound Environmental Association (SSEA) re: Request for Council Resolution to Join the FCM-ICLEI partners for Climate Protection Program. 17. Notice of Motions: None. Page 4 of 265 Council Meeting Agenda - June 14, 2023 18. By-Laws: 154 - 158 a) 2023-037: A By-law to Authorize the execution of a Tax Arrears Extension Agreement. 159 b) 2023-038: A By-law to Amend By-law No. 2010-075, being a By-law to Regulate Signs and other Advertising Devices. 160 c) 2023-039: A By-law to Amend By-law No. 2009-099, being a By-law to Regulate Fencing and around Private Outdoor Swimming Pools within the Township of Oro-Medonte. 161 - 198 d) 2023-043: A By-law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro- Medonte and to Repeal By-law Nos. 2017-165, 2020-009, 2020-092, 2020- 097, 2021-004, 2021-131, 2022-033, 2022-077, 2023-003 (Procedural By- law). 199 - 204 e) 2023-052: A By-law to adopt the estimates of all amounts required during the year and for levying the tax rates for the year 2023. 205 - 208 f) 2023-053: A By-law to delegate authority to authorize the execution of a Tax Arrears Extension Agreement. 209 - 210 g) 2023-054: A By-law to provide for an interim tax levy and to provide for the payment of taxes and to provide for penalty and interest. 211 - 264 h) 2023-055: By-law to Authorize the Execution of an Agreement Between The Township of Oro-Medonte and The Canadian Union of Public Employees and Its Local 2380-04. 19. Closed Session Items (Unfinished Items): 20. Confirmation By-Law: 265 a) 2023-056: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, June 14, 2023. 21. Adjournment: a) Motion to Adjourn. Page 5 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. �- The Township of Oro-Medonte Council Meeting Minutes T°unship°f Electronic Hybrid Meeting Proud Heritage,Exciting Future Wednesday, May 24, 2023 2:09 p.m. 2022-2026 Council Present: Mayor Randy Greenlaw Deputy Mayor Peter Lavoie Councillor Lori Hutcheson Councillor John Bard Councillor David Clark 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; Derek Witlib, Director, Development Services; Nelly Morrow, Director, Finance/Chief Financial Officer; Vanessa Cooper, Social Media Coordinator/Corporate Executive Assistant; Sherri Moore, Septic Inspector; Andy Karaiskakis, Senior Planner; Jenny Leggett, Communications and Public Relations Officer; Curtis Shelswell, Manager, Chief Municipal Law Enforcement Officer; Jason Scharapenko, Information Technology Technician (IT) All Council and staff participated via Zoom platform. if 1. Call to Order - Moment of Reflection: Mayor Greenlaw assumed the Chair at the above noted time and called the meeting to order followed by a moment of reflection. 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 14 Page 6 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. Council Minutes — Wednesday, May 24, 2023 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. C230524-1 Moved by Lavoie, Seconded by Schell Be it resolved that the agenda for the Council meeting of Wednesday, May 24, 2023 be received and adopted, as amended, to withdraw Items 4 c) Robin Dunn, CAO re: Solicitor-client privilege; (Zone 1 Water); and e) Robin Dunn, CAO re: A position, plan, procedure, criteria or instruction to be applied to any negotiations related to the municipality (Inter-Municipal Relationships). Carried. Motion No. C230524-2 Moved by Young, Seconded by Clark 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. 3. Disclosure of Pecuniary Interest: Councillor Schell declared a conflict of interest on Item 4d) Robin Dunn, CAO re: Solicitor-client privilege; Litigation affecting the municipality (Short Term Rentals) as he owns and operates a Bed and Breakfast home in his Ward 5. Mayor Greenlaw declared a conflict of interest on Item 16c) Correspondence dated May 17, 2023 from Lisa Groves, Barrie Automotive Flea Market re: Annual Spring Automotive Flea Market held at Burl's Creek Event Park June 1, 2, 3 and 4, 2023, as he is part owner of a company that provides Temporary ATM Services to this event. Page 2 of 14 Page 7 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. Council Minutes — Wednesday, May 24, 2023 4. Closed Session Items: a) Motion to go In Closed Session. Motion No. C230524-3 Moved by Bard, Seconded by Hutcheson Be it resolved that we do now go in Closed Session at 2:14 p.m. to discuss d) Robin Dunn, CAO; Derek Witlib, Director, Development Services re: Solicitor-Client Privilege; Litigation affecting the municipality (Short Term Rentals); f) Donna Hewitt, Director, Corporate Services re: Acquisition/Disposition of Land (2299 Highway 11 North). Carried. b) Motion to Rise and Report. Motion No. C230524-4 Moved by Schell, Seconded by Young Be it resolved that we do now Rise at 2:48 p.m. and Report on the Closed Session Items 4 d) Robin Dunn, CAO; Derek Witlib, Director, Development Services re: Solicitor-Client Privilege; Litigation affecting the municipality (Short Term Rentals) f) Donna Hewitt, Director, Corporate Services re: Acquisition/Disposition of Land (2299 Highway 11 North) Carried. c) Robin Dunn, CAO re: Solicitor-client privilege; (Zone 1 Water). This item was withdrawn upon adoption of the agenda. .. d) Robin Dunn, CAO; Derek Witlib, Director, Development Services re: Solicitor- Client Privilege; Litigation affecting the municipality (Short Term Rentals). Councillor Schell declared a conflict of interest on Item 4c) Robin Dunn, CAO re: Solicitor-client privilege; Litigation affecting the municipality (Short Term Rentals) as he owns and operates a B&B home in his Ward 5. Councillor Schell turned off his video recused himself from the meeting and was contacted after the item was discussed so that he could return to the meeting. The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Curtis Shelswell, Manager, Chief Law Enforcement Page 3 of 14 Page 8 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. Council Minutes — Wednesday, May 24, 2023 Officer; Derek Witlib, Director, Development Services; Jenny Legget, Communications and Public Relations Officer, Chris Williams, Aird & Berlis LLP, IT (gatekeeper). Motion No. C230524-5 Moved by Hutcheson, Seconded by Bard Be it resolved that confidential verbal information presented by Robin Dunn, CAO, and Derek Witlib, Director, Development Services: Litigation affecting the municipality (Short Term Rentals) be received. Carried. e) Robin Dunn, CAO re: A position, plan, procedure, criteria or instruction to be applied to any negotiations related to the municipality (Inter-Municipal Relationships). This item was withdrawn upon adoption of the agenda. f) Donna Hewitt, Director, Corporate Services re: Acquisition/Disposition of Land (2299 Highway 11 North). The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Derek Witlib, Director, Development Services, IT (gatekeeper). Motion No. C230524-6 Moved by Clark, Seconded by Schell Be it resolved 1 . That Confidential Report CS2023-19 be received and adopted. 2. And that the Director, Corporate Services proceed as directed. Carried. Page 4 of 14 Page 9 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. Council Minutes — Wednesday, May 24, 2023 5. Minutes of Council and Committees: a) Minutes of Council meeting held on May 10, 2023. b) Minutes of Special Council meeting held on Tuesday, May 16, 2023. c) Minutes of Emergency Council meeting held on Tuesday, May 16, 2023. d) Minutes of Heritage Committee meeting held on Monday, May 15, 2023. Motion No. C230524-7 Moved by Lavoie, Seconded by Bard Be it resolved that the draft a) Minutes of the Council meeting held on Wednesday, May 10, 2023; b) Minutes of the Special Council meeting held on Tuesday, May 16, 2023; c) Minutes of the Emergency Council meeting held on Tuesday, May 16, 2023 be received and adopted as printed and circulated; and that the draft d) Minutes of the Heritage Committee meeting held on Monday, May 15, 2023 be received. Carried. Motion No. C230524-8 Moved by Bard, Seconded by Hutcheson Be it resolved that, per Motion No. HC230515-5 of the Heritage Committee meeting held on Monday, May 15, 2023, staff report back to Council with proposed signage design, location and funding options to recognize former Wilberforce Street. Carried. Motion No. C230524-9 Moved by Schell, Seconded by Young Be it resolved 1. That, per Motion No. HC230515-6 of the Heritage Committee meeting held on Monday, May 15, 2023, the Heritage Committee be granted delegated authority to distribute all Township Heritage Books as the Heritage Committee deems fit to do so. 2. That the funds collected with a distribution of the books be retained for local heritage matters/projects recommended by the Committee. 3. And further that this delegated authority be ratified through the Confirmation By-Law at the May 24, 2023 Council meeting. Carried. Page 5 of 14 Page 10 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. Council Minutes — Wednesday, May 24, 2023 6. Recognition of Achievements: None. 7. Public Meetings: None. 11. Reports of Municipal Officers for Action: a) OCS2023-07, Justin Metras, Manager, Infrastructure and Capital Projects re: Award of Tender OCS2023-006 Pine Ridge Cul-de-Sac Reconstruction. Motion No. C230524-10 Moved by Young, Seconded by Bard Be it resolved 1. That OCS2023-07 be received and adopted. 2. That Tender OCS2023-006— Pine Ridge Cul-de-Sac Reconstruction be awarded to Morris Shelswell and Sons in the amount of $153,469.94 plus HST. 3. That the Director, Operations and Community Services be authorized to execute the appropriate agreements on behalf of the Township. 4. And that the Bidders be thanked and notified under the Director, Operations and Community Service's signature. Carried. b) OCS2023-08, Karla Musso-Garcia, Manager of Operations re: Right of Way Controls By-law update [Refer to 18b)]. Motion No. C230524-11 , Moved by Hutcheson, Seconded by Schell Be it resolved 1. That OCS2023-08, Karla Musso-Garcia, Manager of Operations, re: Right of Way Controls By-law update, be received and adopted. 2. That the appropriate staff bring forward the amended Right of Way Control By-law, 2023-036 to amend the schedules and consolidated By-law 2021-114, being a By- law to provide for the Erection of Stop, Yield, and Do Not Enter signs within the Township of Oro-Medonte for Council's consideration. Carried. Page 6 of 14 Page 11 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. Council Minutes — Wednesday, May 24, 2023 c) DS2023-044, Andy Karaiskakis, Senior Planner re: Proposed Bill 97(Helping Homebuyers, Protecting Tenants Act) and New Provincial Planning Statement Changes and Impacts. Motion No. C230524-12 Moved by Lavoie, Seconded by Schell Be it resolved 1. That Report DS2023-044, Andy Karaiskakis, Senior Planner re: Proposed Bill 91 (Helping Homebuyers, Protecting Tenants Act) and New Provincial Planning Statement Changes and Impacts, be received and adopted; and, 2. That Council authorize Planning staff to make a submission to the Ministry of Municipal Affairs and Housing based on the comments as outlined in Report DS2023-044 through the Environmental Registry (019-6813) as the Township's submission on the proposed new Provincial Planning Statement in addition to any other comments received by Council. Carried. e) CS2023-17, Donna Hewitt, Director, Corporate Services and Yvonne Aubichon, Clerk re: Community Consultation Group. Motion No. C230524-13 10 'N Moved by Bard, Seconded by Clark Be it resolved 1. That Report CS2023-17, Donna Hewitt, Director Corporate Services and Yvonne Aubichon, Clerk re: Community Consultation Group be received and adopted. 2. That Council support the creation of a Community Consultation Group as a pilot for the period ending December 31 , 2024. 3. That the Terms of Reference as presented be endorsed. 4. That appropriate staff resources be assigned to coordinate and provide Township support. 5. That appropriate Township communication channels be utilized to support this pilot initiative. 6. That staff initiate a public recruitment process for the Community Consultation Group. 7. And that staff report back to Council on the achievements of the Group as part of the regular Corporate Projects Report and in a summary format prior to Year-End 2024 as outlined. Carried. Page 7 of 14 Page 12 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. Council Minutes — Wednesday, May 24, 2023 8. Deputations/Presentations: a) Deputation by Ted Beaton re: Request for Exception to Streetlight By-law for the North Side of Shelswell Blvd [Refer to item 12a)]. A petition was distributed under separate cover. Motion No. C230524-14 Moved by Lavoie, Seconded by Bard , Be it resolved that the Deputation by Ted Beaton re: Request for Exception to Streetlight By- law for the North Side of Shelswell Blvd. be received. Carried. 12.Reports of Municipal Officers for Information Only: a) ES2023-07: Michelle Jakobi, Director, Environmental Services re: User Fee Streetlight Charges. Motion No. C230524-15 Moved by Lavoie, Seconded by Young Be it resolved 1 . That Report No. ES2023-07, Michelle Jakobi, Director, Environmental Services re: User Fee Streetlight Charges, be received. 2. That the decision with respect to the request for exception be deferred and that staff report back on the implications to this request for exception. 1 Carried. 8. Deputations/Presentations: b) Presentation by Fiona Davis, General Manager, Real Tax; Carolynn Kent, Operations Manager, Real Tax re: Tax Registration/Sale Process. Motion No. C230524-16 Moved by Clark, Seconded by Hutcheson Be it resolved that the Presentation by Fiona Davis, General Manager and Carolynn Kent, Operations Manager, Real Tax re: Tax Registration/Sale Process be received. Carried. Page 8 of 14 Page 13 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. Council Minutes — Wednesday, May 24, 2023 9. Identification From the Public of an Agenda Item of Interest: None. 10.Open Forum: It was noted by staff that one (1) individual registered to speak to Item 16a) when the item was on the floor for discussion. 11.Reports of Municipal Officers for Action: d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law. Motion No. C230524-17 Moved by Bard, Seconded by Young Be it resolved 1. That Report CS2023-09 from Yvonne Aubichon, Clerk re: Revised Procedural By-Law be received and adopted, as amended by Council. 2. That upon approval of the proposed revisions that a New Procedural By-law, be brought forward for Council's consideration. Unanimously Carried. 12.Reports of Municipal Officers for Information Only: b) Vanessa Cooper, Social Media Coordinator/Corporate Executive Assistant; Sherri Moore, Septic Inspector re: Lean 6 Sigma Continuous Improvement Council Agenda. Motion No. C230524-18 Moved by Clark, Seconded by Schell Be it resolved that the presentation by Vanessa Cooper, Social Media Coordinator/Corporate Executive Assistant and Sherri Moore, Septic Inspector, re: Lean 6 Sigma Continuous Improvement Council Agenda Presentation be received. Carried. Page 9 of 14 Page 14 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. Council Minutes — Wednesday, May 24, 2023 c) CS2023-18: Vanessa Cooper, Social Media Coordinator/Corporate Executive Assistant re: Corporate Project Update for March, April 2023. Motion No. C230524-19 Moved by Bard, Seconded by Hutcheson Be it resolved that Report No. CS2023-18, Vanessa Cooper, Social Media Coordinator/ Corporate Executive Assistant re: Corporate Project Update for March, April 2023, be received. Carried. 13. Reports of Members of Council: - a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. 41 The following members of Council provided updates: Mayor Greenlaw; Deputy Mayor Lavoie, Councillors Hutcheson, Schell. 'lot 14. Announcements: The following member of Council provided Announcements: Councillor Schell. 15. Consent Agenda: None. Page 10 of 14 Page 15 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. Council Minutes — Wednesday, May 24, 2023 16.Communications/Petitions: a) Correspondence received by the Township on May 8, 2023 from Kyle Fortinsky and Kara Wollach re: Request to Reimburse/Credit the Interest Charges Accrued over the Past 3 years. The applicant provided additional information. Motion No. C230524-20 Moved by Lavoie, Seconded by Young Be it resolved 1 . That correspondence dated May 8, 2023 from Kyle Fortinsky and Kara Wollach re: Request to Reimburse/Credit the Interest charges Accrued over the past 3 years be received. 2. That Council approve 50% reimbursement of the interest charges accrued. 3. That staff review their process/procedures as directed accordingly. 4. That the applicants be advised under the Director of Finance/Chief Financial Officer's signature. 5. That this motion is made without precedence or prejudice. Carried. b) Correspondence dated May 8, 2023, from Steve Holdings Inc. re: Request for Repayment Plan. Motion No. C230524-21 Moved by Schell, Seconded by Clark Be it resolved 1 . That correspondence dated May 8, 2023 from Steve Holdings Inc. re: Request for repayment plan be received. 2. That staff proceed with the creation of an extension agreement as requested by the applicant to be signed by the Director and Clerk; and 3. That the applicants be advised under the Director of Finance/Chief Financial Officer's signature. Carried. Page 11 of 14 Page 16 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. Council Minutes — Wednesday, May 24, 2023 c) Correspondence dated May 17, 2023 from Lisa Groves, Barrie Automotive Flea Market re: Annual Spring Automotive Flea Market held at Burl's Creek Event Park June 1, 2, 3 and 4, 2023. Mayor Greenlaw declared a conflict of interest on Item 16c) Correspondence dated May 17, 2023 from Lisa Groves, Barrie Automotive Flea Market re: Annual Spring Automotive Flea Market held at Burl's Creek Event Park June 1 , 2, 3 and 4, 2023, as he is part owner of a company that provides Temporary ATM Services to this event. Mayor Greenlaw left the Chambers and did not discuss or vote on this item. Deputy Mayor Lavoie assumed the Chair. Motion No. C230524-22 Moved by Hutcheson, Seconded by Clark Be it resolved 1. That correspondence dated May 17, 2023, from Lisa Groves, Barrie Automotive Flea Market re: Annual Spring Automotive Flea Market held at Burl's Creek Event Park June 1 , 2, 3 and 4, 2023 be received. 2. That Council designates the Barrie Automotive Flea Market to be held at Burl's Creek Event Park on June 1, 2, 3 and 4, 2023 to be a "municipally significant" event. 3. That Lisa Groves, Barrie Automotive Flea Market be advised under the Mayor's signature. Carried. Mayor Greenlaw assumed the Chair. 11%� , 17.Notice of Motions. None. - Page 12 of 14 Page 17 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. Council Minutes — Wednesday, May 24, 2023 18.By-Laws: a) 2023-030: A By-law to Appoint Building Inspectors and to Repeal By-law 2022-081 . b) 2023-036: A By-Law to Amend By-Law 2021-114, being a by-law to provide for the erection of Stop, Yield, and Do Not Enter signs within the Township of Oro-Medonte. Motion No. C230524-23 Moved by Schell, Seconded by Lavoie Be it resolved that a) 2023-030: A By-law to Appoint Building Inspectors and to Repeal By-law 2022-081 b) 2023-036: A By-law to Amend By-law 2021-114, being a by-law to provide for the erection of Stop, Yield, and Do Not Enter signs within the Township of Oro-Medonte be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. 19.Closed Session Items (Unfinished Items): None. 20.Confirmation By-Law: a) 2023-041: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, May 24, 2023. Motion No. C230524-24 Moved by Clark, Seconded by Young Be it resolved that By-Law No. 2023-041 : Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, May 24, 2023 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. Page 13 of 14 Page 18 of 265 5.a) Minutes of Council meeting held on Wednesday, May 24, 2023. Council Minutes — Wednesday, May 24, 2023 21.Adjournment: a) Motion to Adjourn. Motion No. C230524-25 Moved by Hutcheson, Seconded by Bard Be it resolved that we do now adjourn at 6.38 p.m. Carried. Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 14 of 14 Page 19 of 265 5.b) Minutes of Special Council meeting Wednesday, May 31 , 2023. The Township of Oro-Medonte ,/�}TownShipof Special Council Meeting Minutes (w4a_ 'ItPi Electronic Hybrid Meeting Proud Heritage,Exciting Future Wednesday, May 31, 2023 4:01 p.m. 2022-2026 Council Present: Mayor Randy Greenlaw Deputy Mayor Peter Lavoie Councillor Lori Hutcheson Councillor John Bard Councillor David Clark Councillor Richard Schell Councillor Robert Young Staff Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Present: Shawn Binns, Director, Operations and Community Services; Nelly Morrow, Director, Finance/Chief Financial Officer; Tamara Obee, Director, Human Resources; Michelle Jakobi, Director, Environmental Services; Derek Witlib, Director, Development Services; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Jason Scharapenko, Information Technology Technician (IT) 40 All Council and staff participated via Zoom platform. 1. Call to Order - Moment of Reflection: Mayor Greenlaw assumed the Chair at the above noted time and called the meeting to order followed by a moment of reflection. 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 Page 1 of 5 Page 20 of 265 5.b) Minutes of Special Council meeting Wednesday, May 31 , 2023. Special Council Meeting Minutes — Wednesday, May 31, 2023. 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. SC230531-1 Moved by Clark, Seconded by Hutcheson 4A Be it resolved that the agenda for the Special Council meeting of Wednesday, May 31, 2023 be received and adopted. Carried. 3. Disclosure of Pecuniary Interest: None declared. 4. Closed Session Items: a) Motion to go In Closed Session. Motion No. SC230531-2 Moved by Lavoie, Seconded by Bard Be it resolved that we do now go in Closed Session at 4.03 p.m. to discuss • labour relations/employee negotiations (Collective Bargaining); • litigation affecting the municipality; solicitor-client privilege (Cannabis). Carried. Page 2 of 5 Page 21 of 265 5.b) Minutes of Special Council meeting Wednesday, May 31 , 2023. Special Council Meeting Minutes — Wednesday, May 31, 2023. b) Motion to Rise and Report. Motion No. SC230531-3 Moved by Young, Seconded by Lavoie Be it resolved that we do now Rise at 6.02 p.m. and Report on the Closed Session Items 4 c) Tamara Obee, Director, Human Resources re: Labour relations/employee negotiations (Collective Bargaining); d) Robin Dunn, CAO re: Litigation affecting the municipality, solicitor-client privilege (Cannabis). qW x Carried. ,A# Councillor Schell was not in attendance, at this time for the remainder of the meeting due to technical difficulties, and consented to allow the meeting to continue. c) Robin Dunn, CAO; Tamara Obee, Director, Human Resources re: Labour relations/employee negotiations (Collective Bargaining). The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Tamara Obee, Director, Human Resources; Michelle Jakobi, Director, Environmental Services. Motion No. SC230531-4 % %6 Moved by Hutcheson, Seconded by Clark Be it resolved 1 . That the confidential PowerPoint presentation provided by Robin Dunn, CAO; and Tamara Obee, Director, Human Resources re: Labour relations/employee negotiations (Collective Bargaining) be received and endorsed. 2. That the applicable draft by-law be brought forward to the June 14, 2023 Council meeting for Council's consideration. Carried. Page 3 of 5 Page 22 of 265 5.b) Minutes of Special Council meeting Wednesday, May 31 , 2023. Special Council Meeting Minutes — Wednesday, May 31, 2023. d) Robin Dunn, CAO re: Litigation affecting the municipality, solicitor-client privilege (Cannabis). The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations and Community Services; Derek Witlib, Director, Development Services; Chris Williams; and David Reiter, Aird & Berlis LLP. Motion No. SC230531-5 Moved by Bard, Seconded by Young Be it resolved 4A 1. That the confidential verbal information presented by Robin Dunn, CAO, Chris Williams, and David Reiter, Aird & Berlis LLP re: Litigation affecting the municipality, solicitor-client privilege (Cannabis) be received. 2. That staff and legal counsel proceed as directed by Council. Carried. 5. Confirmation By-Law: a) 2023-044: Being a by-law to confirm the proceedings of the Special Council meeting held on Wednesday, May 31, 2023. Motion No. SC230531-6 Moved by Lavoie, Seconded by Young Be it resolved that By-Law No. 2023-044: Being a by-law to confirm the proceedings of the Special Council meeting held on Wednesday, May 31, 2023 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 23 of 265 5.b) Minutes of Special Council meeting Wednesday, May 31 , 2023. Special Council Meeting Minutes — Wednesday, May 31, 2023. 6. Adjournment: a) Motion to Adjourn. Motion No. SC230531-7 Moved by Bard, Seconded by Clark Be it resolved that we do now adjourn at 6.04 p.m. Carried. Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 5 of 5 Page 24 of 265 5.c) Minutes of the Joint Accessibility Advisory Committee meeting held ... Report Advisory Committee k- Accessibility SI COUNTY OF Thursday, April 20, 2023 MCOF& Oro-Medonte Severn Boardroom �► Chair: Doug Mein Members Present: Chair Doug Mein; Vice-Chair Lisa Cohen; Member Caleb Brohm. Member Jan Dobson-Rose; Councillor, Township of Springwater Matt Garwood; Councillor, Township of Tay Gerard LaChapelle; Councillor Sean Miskimins; Township of Adjala-Tosorontio Councillor Ron O'Leary; Member Melissa Swales; and Councillor, Township of Oro-Medonte Robert Young Members Absent: Member Lindsay Ann Cox Staff Present: Robin Reid, Clerk, Township of Adjala-Tosorontio; Janette Teeter, Deputy Clerk, Township of Oro-Medonte; Jennifer Marshall, Deputy Clerk, Township of Springwater; Jonathan Magill, Deputy Clerk, County of Simcoe; Christopher Sargent, Legislative Coordinator, County of Simcoe 1 . Call to Order Chair Doug Mein called the meeting to order at 10:00 a.m. 2. Approval of Agenda Resolution AAC-10-23 Moved by: Chair Doug Mein Seconded by: Member Caleb Brohm That the agenda for the April 20, 2023 meeting of the Joint Accessibility Advisory Committee be approved. CARRIED 3. Disclosure of Pecuniary Interest There were no declarations of pecuniary interest. 4. Presentations and Delegations 4.1. Oro-Medonte School and Community Centre Site Plan Review (Presentation by: James Jeffery, Intern Architect, Salter Pilon) Page 25 of 265 5.c) Minutes of the Joint Accessibility Advisory Committee meeting held ... The Committee received a presentation from James Jeffery, Intern Architect, Salter Pilon regarding the accessibility features of the proposed Oro-Medonte School and Community Centre. The Committee was generally supportive of the design and provided feedback on accessibility considerations to staff in line with the Committee's Site Plan Review Guidelines. The Committee was supportive of aspects of the proposed design such as the barrier free change rooms, contrasting doorframe colouring, and the inclusion of barrier free stalls in the regular change rooms. The Committee suggested that matters such as the number of accessible parking spaces, potential traffic flow of the parking lot at peak times, and a sensory evaluation be considered as part of the project going forward. 19014 - Oro-Medonte - Accessibility & AODA Moved by: Member Ron O'Leary Seconded by: Member Sean Miskimins That the presentation on the accessible design completed by Salter Pilon Architecture for the proposed Oro-Medonte School and Community Centre, be received. CARRIED 4.2. Facility Review Overview (Presentation by: Jennifer Marshall, Deputy Clerk, Township of Springwater) Jennifer Marshall, Deputy Clerk, Township of Springwater provided an overview of the facility review process to the Committee. Facility Review Checklist 5. Items of Reference 5.1. Terms of Reference Joint Accessibility Advisory Committee Terms of Reference 5.2. Workplan Joint Accessibility Advisory Committee - 2023 Workplan 6. Consent Items There were no consent items. Page 26 of 265 5.c) Minutes of the Joint Accessibility Advisory Committee meeting held ... 7. Matters for Consideration County of Simcoe 1. AAC 2023-125 AODA Desk Audit Update Legislative Coordinator Sargent provided an update on the recent AODA Desk Audit of the County's transit system from the Ministry of Seniors and Accessibility. ACC 2023-125 Moved by: Member Caleb Brohm Seconded by: Member Ron O'Leary That Item AAC 2023-125, dated April 20, 2023 regarding an AODA Desk Audit Update be received. CARRIED Township of Springwater 1. Memo - 2022 Annual Accessibility Status Report Deputy Clerk Marshall presented the Township of Springwater's 2022 annual accessibility report. Memo to JAAC re 2022 Annual Accessibility Status Report Moved by: Member Sean Miskimins Seconded by: Member Caleb Brohm That the memo from the Deputy Clerk regarding Springwater's 2022 Annual Accessibility Status Report dated April 20, 2023, be received. CARRIED Township of Tay There were no items for this portion of the agenda. Township of Adjala-Tosorontio There were no items for this portion of the agenda. Page 27 of 265 5.c) Minutes of the Joint Accessibility Advisory Committee meeting held ... Township of Oro-Medonte 1. CS2023-10 2022 Annual Accessibility Report Jeanette Teeter, Deputy Clerk, Township of Oro-Medonte provided an overview of the Township of Oro-Medonte's 2022 Annual Accessibility Report. CS2023-10 2022 Annual Accessibility Report Moved by: Member Caleb Brohm Seconded by: Member Matt Garwood It is recommended: 1. That Report No. CS2023-10, presented by Yvonne Aubichon, Clerk be received; and 2. That the 2022 Annual Accessibility Report be added to the Township website in accordance with Provincial Legislation. CARRIED 8. Other Matters for Consideration 8.1. Accessibility Fair update Legislative Coordinator Sargent provided an update on Committee's suggestion to hold an Accessibility Fair on behalf of the Committee. The Committee recommended the event take place during AccessAbility Week 2024 and proposed a working group to discuss logistics and planning matters. Moved by: Member Sean Miskimins Seconded by: Member Matt Garwood That an Accessibility Fair working group of the Joint Accessibility Advisory Committee be established; and That Chair Doug Mein, Member Lisa Cohen and Member Melissa Swales be appointed to the Accessibility Fair working group. CARRIED 8.2. 2023 Facility Reviews Legislative Coordinator Sargent advised the Committee that two facility Page 28 of 265 5.c) Minutes of the Joint Accessibility Advisory Committee meeting held ... reviews will take place over the summer. The Elmvale Library on Thursday, July 20, 2023 at 10:00 a.m. and the Elmvale Community Hall on Thursday, August 24, 2023. 9. Confidential Matters for Consideration There were no items for this portion of the agenda. 10. Adjournment Resolution AAC-16-23 Moved by: Member Caleb Brohm Seconded by: Member Sean Miskimins That the April 20, 2023 meeting of the Joint Accessibility Advisory Committee be adjourned at 11:55 a.m. CARRIED Next Meeting: July 20, 2023 (Facility Review) August 24, 2023 (Facility Review) October 19, 2023 (Regular Meeting) Page 29 of 265 NK O RO AF RI CAN CHURCH PROJECT •. A SEARCH FOR FREEDOM - . I•t' • 1 N e NON-PROFIT/CHARITY: ORO MEDONTE FREEDOM INSTITUTE - - , Stakeholder W w 0 Meetings O RO-ME DONTE FREEDOM INSTITUTE We have held numerous meetings and calls with various stakeholders and potential sponsors including: ' 0 Z3 Destination Canada BentallGreenOak o c Tridel Construction Canadian Black Chamber Of Commerce m Simcoe County School Principals n v BlacBiblio 3 m (D Simcoe County Archives U) o p) Simcoe County Museum Black Loyalists Museum ate, Ontario Historical Society n SEMBA Awards O v Terms of Reference — W W 0 Review and Actions U) 1. Documenting the History into a way that is innovative, accurate, and marketable. Z ORO-MEDONTF o 2. Creating a plan for the current site FREEDOM management. INSTITUTE 3. Creating a plan for future site development. Cn o v Cn 4. Financial Considerations �. U) 0 0 Documenting the History into W a way that is innovative, accurate, and marketable. ML OFI has created a timeline from 1600s to 1850s. This covers the key known and verifiable dates leading up to 0 the Wilberforce Settlement and the building of the Church. ORO-MEDONTE We have met with key historians on the church and related FREEDOM histories. We have garnered interest in partnerships from the INSTITUTE Ontario Historic Society,The Simcoe County Archives, and from Black historians Rev Denise Gillard& Dorothy v Williams who recently received the Library and Archives Canada Scholar Award. Telling the ORO Story from the Black perspective is paramount while also being inclusive to the ally& indigenous perspectives. o 0 FREEDOM INSTITUTE �- In 1435, Prince Henry the Navigator of Portugal commissioned a voyage led by Gil Eanes and Baldaia tc . search for the fabled River of Gold in Western Africa. One Clarify the current significant historical finding is the name Oro, which has known history. connections to the Spanish name Rio De Oro. Extensive ' research reveals that the river's Spanish name originated from its earlier Portuguese name. Rio do Ouro, bestowed upon it by Afonso Gongalves Baldaia, a Portuguese explorer, in 1436. • -11r �- INSTITUTE t FREEDOM .3 • Under the mentorship of descendant and historian Janie Cooper-Wilson we The history of the church have learned that documenting the has connections stories of the various families is one Cn throughout Canada and of the areas of gap that should be filled and providing this information touch most of the major from the Black perspective while kh • black settlements. being inclusive to other perspectives is mission critical. • OR will continue research and begin the book with the following strategy: W w Documenting • Landing Page Creation (June 19th 2023) History • . way • Blog Post series M documenting the timeline M that is • . and personas of v Freedom. Launch June o accurate, an • 19th, 2023 • Website Completion (August ORO-MEDONTE o 1st - Simcoe Day) lifFREEDOM • Book Publish Date: June INSTITUTE 19th 2024 • BLOGs will be printed and `D made available to tour 3 visitors and through the M website. cn • WE would also make this information available to �. the SIMCOE area school principals whom we have 0 met with. 0 ©RO-J[tih E D ON IE Terms FREED©� of Reference INSTITUTE 2. Creating a plan for the current site Thursday,May 11th Tour with Area Schoolboards a Monday,June 19th Junetenth Holiday(USA) � 0 OR •• conduct "open • the • • site toursfor this summer on the following dates. cQ Sunday,July 2nd CANADA DAY-Weekend � • m Tuesday,August 1st Emancipation Day/SIMCOE Day n Monday,June 19th• 3 m • . • Monday,August 7th CIVIC Holiday cn • • . August 1st• Doug&Nelia Friday,September 1st EVENT Wedding at �. • • . August Church ai Saturday,• -• - •- O National Day for Truth and • Sunday, October 8th Saturday,September 30th m Reconciliation O Sunday,October 8th CLOSE OF TOUR Season I • ' • D• FREEDOM 1 Terms of Reference , INSTITUTE • 2. Creating a plan for the current site Thursday,May 11th Tour with Area Schoolboards management. Monday,June 19th Junetenth Holiday(USA) • OR will handle requests for private tours. Website and booking site will be launched by June 15th. Sunday,July 2nd A.A .AY-Weekend EZ • OR will be responsible for all payments to descendants Tuesday,August Ist Emancipation Day/SIMCOE Day and or team members who conduct tours. August . ._ • OR will begin receiving donations for the site Do development and report all financials quarterly to the FridaySeptember • _ Wedding- Church 0)National Da y • OR will work with other community groupsSeptember -• •- • Reconciliation and individuals who want to assist with tours to be a part. October 8th CLOSEOF • Terms of Reference 3. Creating a plan for future development. v W w 0 With the various tours we learned key insights that move us to 3 recommend that a "Welcome Center/Learning Center" is needed to help facilitate tours and ongoing research. This building would serve as Ilion= (n a place of convening until the feasibility and cost can be determined for an interpretive center. OR has partnered with TOPK USA who has 0 also donated all design and architectural work to the project. {SRO-MEDON www.topkusa.com FREEDOM INSTITUTE The OR would like to partner with the township to raise $500,000 which would adequately fund a 1000 square foot center. As we do not W yet know septic, electrical, water, and other zoning compliance cost we have estimated more than is needed with room for unforeseen v cost overruns. Based on our research OR thinks a pre-fab modular container system building is the most economical as well o as sustainable way to place a building on site. 0 ©R O-ME ONTE Terms of Reference INSTITUTE3. v Creating a plan for - development. w w 3 OF OR considers this Welcome/Learning Center as a o mission critical need for the site. At present it is difficult to manage the support for the site 0 without a building such as this. T� The cost of the building and its design allow for w approx 20 people to sit and be presented 3 i information in a comfortable environment while ` also providing an office for administration, and a ' ;v bedroom for historians or staff who need to stay overnight. 0 0 Terms of ReferenceFOREO-ME ONoTE INSTITUTE3. v Creating a plan for - development. w w 40' 3 *3'-6^-• 51 • 4' •-3'-,-3'_7 •-3'-•-, 6' ,2'_gy6' ,25'- (D Pr U) BATH _AREA/R.-...EMENT. �� 4�' • � BED ROOM(� HALLWAY 41 24' ENTRANCE DEEICE MEETING AREA/LEARNING CENTER 4 s' DKK 1'-2" W-tt2'. 6' .21 51; 12'_4" T 9", 6-2M- (D 40 0 Terms of Reference ORO-MEDONTE FREEDOM INSTITUTE v 3. Financial Considerations W m 3 O B:=np,✓roa,9�.,m�,.enM�io-ate. * - 0 oz'i��wi Search. U) 7 \� A OR will work with the Township team and ceaW �Ku,o.,.,aP, A, A stakeholders to review development feasibility arm project governance/structure prior to undertaking fundraising and will report back following this review.Pvty �. 9 p \ 7 m ' O 0 m -71 ORO Freedom Institute (Non-Profit) Established — BRN: 1380894-7 LEADERSHIP TEAM ' �� AMES SHIPP ERIC pURNELL DOUG MINTER 1ChiefMarketingofficer Chief Executive&Board Chair Chief Strategic Officer(Veteran) • Questions W w 0 -p U) Z) ORO-MEDONTE a FREEDOM ° 0 INSTITUTE � 3 � (D A cn N (D N n (D 0 8.a) 3.30 p.m. Presentation by Doug Minter, Chief Strategies Officer, Or... Township �_f R eport Proud Heritage, Exciting Future Report No. To: Prepared By: OCS2022-16 Council Shawn Binns Meeting Date: Subject: Motion # June 22, 2022 Oro African Church — Oro Freedom Institute Partnership Roll #: R.M.S. File #: Recommendation(s): Requires Action For Information Only It is recommended: 1 . That Report OCS2022-16 be received; 2. That Council endorse the Terms of Reference for Oro Freedom Institute and Township of Oro-Medonte Partnership; 3. The staff continue to support the Oro Freedom Institute to develop plans to advance the specific project objectives and report back to Council for further direction prior to implementation. Background: On February 9, 2022 Council received a presentation from Mr. Doug Minter and Eric Purnell regarding a proposal to further document and showcase the story of the Oro African Methodist Episcopal Church and develop a long-term strategy for the site. Council passed Motion No. 220209-9 to receive the presentation and provided direction to staff to work with Mr. Minter and Mr. Purnell to develop a Terms of Reference and to report back to Council. Analysis: Since the deputation in February, Mr. Minter and Mr. Purnell have established a board of directors and registered a not for profit organization — The Oro-Freedom Institute (OFI) to lead the proposed initiatives. Over the past several months staff have been working with the OR to develop a Terms of Reference to structure the proposal and proposed projects (Attachment#1). The OFI is proposing three distinct projects: 1) To document and showcase the Oro African Story 2) Site management 3) Future development of the site Operations and Community Services June 22, 2022 Report No. OCS2022-16 Pagel of 2 Page 45 of 265 8 � :30 .m . Preis nt tion b�r D�u �Vlint�er, �ligef Strategies Officer, Or... Specific plans o t e re izafion o tie ree pr jec s it nee to e eve oped an formally approved and endorsed prior to further advancement. The Terms of Reference will guide the planning and overall objectives of the three projects and ensure a framework for the involvement of stakeholders as the planning for the projects evolve. Corporate Strategic Goals: • Foster Safe and Inclusive Community Living and Business Growth • Modernize Township Service • Prepare for our future Consultations: • Oro-Freedom Institute • Oro African Church — descendants Attachments: Attachment #1 - Terms of Reference for the Oro Freedom Institute and Township of Oro-Medonte partnership. Conclusion: Council has identified the need to develop a long-term strategy for the management and future of the Oro African Methodist Episcopal Church National Historic Site. The proposal from the Oro Freedom Institute aligns with this objective. A Terms of Reference has been developed to provide a framework to further develop project details such as scope, roles and responsibilities, funding, timelines, communications etc. It is the intent that the endorsement of the Terms of Reference will permit and guide the development of these plans to be further considered by Council and stakeholders. Respectfully Submitted: Shawn Binns PBDM, MBA Director, Operations and Community Services Approvals: Date Andria Leigh, Deputy CAO & Director, Development Services June 16, 2022 Operations and Community Services June 22, 2022 Report No. OCS2022-16 Page 2 of 2 Page 46 of 265 8.a) 3.30 p.m. Presentation by Doug Minter, Chief Strategies Officer, Or... Oro Freedom Institute & Township of Oro-Medonte Partnership Terms of Reference Project objectives 1) Document the Oro African Story o Documentary o Book o Social M ed ia/B logs/Pod cast 2) Site Management o Site Tours o Site & Grounds Management 3) Future Site Development o Development Plan o Fundraising o Site Development & Construction Guiding principles of Partnership • Transparent Stakeholder engagement and communication • Use an evidence-based, objective process in documenting history and story • Ensure effective and efficient use of financial resources • Adhere to accepted standards, guidelines, and practice for the conservation of heritage properties, including the Parks Canada Standards and Guidelines for the Conservation of Historic Places in Canada, Provisional • Document all aspects of the project evolution • To take a long-term view for the preservation of the church, its story and potential further develop of the site • Recognition that all three objectives will be individual projects that will evolve. Detailed project plans outlining scope, timelines, resourcing, stakeholder engagement etc. will be developed to meet these objectives with terms to be agreed to by the Township and the OFI prior to advancing specific projects or elements of projects. Guiding Principles of Project • Credibility & Historical Accuracy • Relevant Innovative Framing & Design of Project • Recognition of the importance with the fusion of Art, Nature, and History • Creating Stakeholder Consensus (Cohesiveness of the Groups) • Organized and Relevant Relationship Building • Executional & Educational Excellence • Cultural recognition with Indigenous stories of the Land OFI—Township of Oro-Medonte Partnership Terms of Reference 1 of 4 Page 47 of 265 8.a) 3.30 p.m. Presentation by Doug Minter, Chief Strategies Officer, Or... Members of Partnership The Oro Freedom Institute (OFI) and the Township of Oro-Medonte are the primary members of "The Partnership" to further the history and development of the Oro African Church. It is recognized that many stakeholders will be involved in the project and be critical to the success of the endeavours. OFI Vision: To radically contribute to the Quality of Life of every soul who visits the site or hears the frameworks of ORO Freedom. OFI Mission: To LEVERAGE history to spawn Black Leaders To ATTRACT Allies of Freedom To CHANGE and CHALLENGE the notion of Black leadership To CREATE leading pathways of individual and operational freedom To MAINTAN the importance of Freedom Internationally Values: Beauty, Collaborative, Inspiration Welcoming, Credibility & Accuracy, Organized, Relevance, Inclusive Partnership Process (Who does what?) 1 . OR Team will begin with stakeholder engagement on the proposed project objectives with first initial group of stakeholders. 2. Further tasks, roles and responsibilities will be outlined in more detailed plans as they evolve. Scope The primary focus of "The Partnership" is to provide oversight and management of the project within the parameters approved by Council. Role and Mandate The Oro Freedom Institute team in partnership with the Township Team will oversee the projects and ensure the achievement of objectives. OFI Shall: • The Oro Freedom Institute team in partnership with the Township Team will oversee the projects and ensure the achievement of its objectives. OFI—Township of Oro-Medonte Partnership Terms of Reference 2 of 4 Page 48 of 265 8.a) 3.30 p.m. Presentation by Doug Minter, Chief Strategies Officer, Or... • Coordinate and communicate, as well as develop project plans and parameters associated with scope, cost and timelines as well as proposed roles and responsibilities. The Township shall: • Ensure the project achieves its objectives and remains aligned with Council's strategic priorities. • Provide approvals and direction to OR from Council. • Communicate to OR and Council the scope, cost and timelines within the budget parameters approved by Council. • Provide leadership and guidance to the OR • Facilitate intergovernmental discussions to support "the partnership objectives". • Provide regular communication and updates to Council and stakeholders. Partnership Structure The Township and OR will have representation as deemed to be appropriate by each organization. Further structuring of the partnership will be development of specific project plans, including committee membership/representation required for each project. The overall project will be organized as follows: Project Plan: The OR and Township will work together to draft project plans and budgets accomplishment 3 major initiatives of the project, namely: 1. Documenting the History into a way that is innovative and marketable. 2. Creating a plan for the current site management. 3. Creating a plan for future development. Meetings A large portion of the work will be conducted through meetings, with material transmitted through both electronic means and hard copy. Where a member is unable to physically attend the meeting, participation of the member by teleconference or by other electronic means shall be permitted providing that the majority of Committee members are in physical attendance. The Director, Operations and Community Services, Eric Purnell or Doug Minter as alternate shall assume the role of the chair. In the preliminary project stages, meetings will occur on a bi-weekly basis and may decrease in frequency as the project advances. Additional meetings will be held at the OFI—Township of Oro-Medonte Partnership Terms of Reference 3 of 4 Page 49 of 265 8.a) 3.30 p.m. Presentation by Doug Minter, Chief Strategies Officer, Or... call of the Chair with attempts to accommodate the schedules of all committee members. The following basic operating procedures shall govern meetings: • Decisions will be reached by consensus with appropriate representation by both parties. Communication Minutes will be produced following each meeting. The minutes will provide a record of the decisions made at the meeting, a listing of assigned tasks and the date and location of the next meeting. Project updates shall be provided to Council on a monthly basis (through corporate project reporting) or as requested by Council. Code a Conduct Members of the partnership will perform their duties and responsibilities in accordance and compliance with all Laws (Statute, Regulation or other) and Township policies, practices and procedures as may be in effect from time to time. Members will be expected to promote the interests, business and reputation of the Township, the OFI and the partnership. OFI—Township of Oro-Medonte Partnership Terms of Reference 4 of 4 Page 50 of 265 11 .a) CS2023-21 : Sam Flowers, Website Information Coordinator, Corporate... t Townshi�a��'�LLC?,f?,�F,P� Staff Report Proud Heritage, Exciting Future To: Council From: Sam Flowers, Website Information Coordinator Meeting Date: June 14, 2023 Report No: CS2023-21 Subject: Website Platform Migration Type: Requires Action X or For Information Only Motion No. Recommendation It is recommended that: 1 . That Report CS2023-21 be received and adopted; 2. That the Website Platform Migration project be provided to GHD Digital (formally eSolutions Group) through a partnership with the Association of Municipalities of Ontario (AMO) in accordance with Section 5 of the Purchasing and Tendering Procedures By-law No. 2004-112 for a total migration cost of $20,475.00 plus HST, and an annual operating fee of $5,976.00 plus HST; and 3. That staff be authorized to execute the necessary contract. Background Corporate Services is responsible for maintaining, updating, and upgrading an accessible and legible public-facing website platform for the Township of Oro-Medonte, in compliance with legislative, regulatory, security and audit requirements. The Website Information Coordinator, working with the Communications & Public Relations Manager and Director, Corporate Services is responsible for: • Active website updates • Ensure consistent messaging • Maintain and improve website accessibility Corporate Services June 14, 2023 Report No. CS2023-21 Page 1 of 5 Page 51 of 265 11 .a) CS2023-21 : Sam Flowers, Website Information Coordinator, Corporate... • Ensure brand alignment/graphic design via website content • Implement website upgrades • Keep up-to-date regarding website trends • Consistent review of website navigation The current Township website platform (SharePoint) is hosted via the County of Simcoe. Given limitations associated with the SharePoint platform and timing associated with a refresh of the Township's website, the Website Information Coordinator and Communications & Public Relations Manager have been proactively researching suitable web hosting platforms over the past several months. Additionally, the 2021-2023 Corporate Strategic Plan identified necessary updates to the Township's website allowing for greater access to digital services in a user-friendly format. Research has included consideration of the Township's continuous improvement and modernization initiatives from an automation and customer service perspective (i.e., integration of online services for residents and businesses). On Monday, May 5, 2023, the County of Simcoe notified Corporate Services staff of their intention to terminate SharePoint as the County's hosting platform. It should be noted that the majority of municipalities in Simcoe County are no longer hosted on the SharePoint platform, with Oro-Medonte being the final municipality to transition to a different platform. Analysis Corporate Services staff undertook the following process in accordance with the Township's Purchasing and Tendering Procedures By-law No. 2004-112: 1 . Reviewed and investigated the needs of the Township's future website platform; a. compliant under the Accessibility for Ontarians with Disabilities Act (AODA), 2005, S.O. 2005, c. 11 b. improvements of visual appearance c. review and update of website navigation; d. improvement of Search Engine Optimization (SEO); e. 24/7 Website Support; and f. complete efficient and thorough website platform migration prior to December 31 , 2023. 2. Completed outreach to surrounding Municipalities including those listed below to determine which website platforms are being utilized and managed: a. The Township of Clearview (UpanUp) b. The Town of Bradford West Gwillimbury (utilized Association of Municipalities of Ontario (AMO) & GHD Digital partnership) c. The Township of Penetanguishene (currently use GHD platform, and recently conducted a visual website design refresh) Page 52 of 265 11 .a) CS2023-21 : Sam Flowers, Website Information Coordinator, Corporate... d. County of Simcoe (Gooder Marketing/Wordpress) e. 12/16 (75%) of Towns/Townships within Simcoe County have conducted website platform migrations onto GHD Digital website platforms. 3. Conducted three (3) interviews/platform demonstrations with possible platform providers: 1. UpanUp 2. GHD Digital 3. Gooder Marketing (WordPress) 4. Determined the methodology that AMO used to establish their Group Purchasing Agreement with GHD Digital. The process included: 1 . AMO membership survey conducted in Spring 2019 to ascertain if members were satisfied with their current website platform provider (there were no leading questions to prompt survey answers to reference GHD Digital); 2. survey results confirmed feedback regarding users of GHD Digital platforms were positive and users were not looking to upgrade/improve their current website; 3. discussions were had with numerous Municipal IT Staff regarding GHD Digital's ability to provide an accessible website builder at a reasonable price; and 4. GHD Digital has a significant market presence in Ontario having worked with more than 600 municipalities across the province. 5. Reviewed Section 5 of the Purchasing and Tendering Procedures By-law No. 2004-112 and determined the following: a. given the Township's current membership with AMO, and in accordance with By-law No. 2004-112, the ability to utilize Co-Operative Purchasing for the purpose of the website platform migration using GHD Digital is viable, and the recommended platform option; and b. GHD Digital would be able to complete the website platform migration within a minimum 15 (fifteen) week period. Based on the steps followed above, it was determined that the website platform migration would be best completed by GHD Digital, as they best met the needs and requirements of the Township currently and into the immediate future. Financial/Legal Implications/ Risk Management All elements of the website platform migration, content management, site builder, Google Search, News & Subscriptions, GHD Digital issued SSL/TLS certificates, 256-bit encryption, event calendars, and online fillable form capabilities, including a free website theme upgrade will cost $20,475.00 plus HST inclusive of an applied AMO Page 53 of 265 11 .a) CS2023-21 : Sam Flowers, Website Information Coordinator, Corporate... membership discount of 10% ($2,275.00 cost savings). An annual operating fee of $5,976.00 plus HST will be necessary to maintain hosting and support for the website platform. Costs associated with the website migration project are within the approved Township's 2023/2024 capital and operating budget (website migration is included within the capital budget, and the annual operating fee is included with the Corporate Services' operating budget). With the County of Simcoe ending its website hosting arrangement with SharePoint, the Township's current website must migrate to a different platform. As such, it is imperative that the Township conduct a comprehensive website platform migration prior to the December 31 , 2023, deadline. Please note as the website migration evolves, GHD Digital offers additional features which will be beneficial to the Township. Consideration has been provided from a costing perspective for these additional features and is included with the 2023/2024 capital budget. Policies/Legislation • Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) • Purchasing and Tendering Procedures By-Law 2004-112 • Accessibility for Ontarians with Disabilities Act (AODA) Corporate Strategic Goals • Prepare for Our Future • Foster Safe and Inclusive Community Living & Business Growth • Modernize Township Services • Support our Workforce Consultations • Corporate Services Division • Towns/Townships within Simcoe County • County of Simcoe • Internal Township departments (including Information Technology & Finance) Attachments NA Conclusion The Website Information Coordinator, in conjunction with the Communications & Public Relations Manager, conducted thorough market research and determined that in accordance with Section 5 of the Purchasing and Tendering Procedures By-Law 2004- Page 54 of 265 11 .a) CS2023-21 : Sam Flowers, Website Information Coordinator, Corporate... 112, the Township may utilize Co-Operative purchasing based on GHD Digital's Group Purchasing Agreement with AMO to fast-track the process of a complete website platform migration. Staff from the Township's Information Technology department have provided technical expertise and advice regarding the project and will continue to be a vital component as the website migration project proceeds to fruition. Due to the current status of the Municipal website market, it was determined that GHD Digital offers both the most suitable website platform and the ability to conduct an efficient and cohesive plan of execution for this project. Additionally, given the County of Simcoe's timeline associated with retiring the SharePoint website hosting platform and associated support, it is necessary to initiate migration of the Township's website to a new platform immediately. It should be noted the County of Simcoe has provided ample notice regarding the retirement of the SharePoint platform and offered guidance and understanding regarding the Township's website migration. Following extensive discussion and research, staff are confident in GHD Digital's ability to deliver the project along with the necessary technical support. Respectfully submitted, Sam Flowers, Website Information Coordinator May 17, 2023 Approvals: Date of Approval Jenny Legget, Manager, Communications & Public Relations May 23, 2023 Donna Hewitt, Director, Corporate Services May 25, 2023 Nelly Morrow, Director Finance/CFO May 29, 2023 Robin Dunn, CAO June 6, 2023 Page 55 of 265 0 LT Horseshoe Valley 0 Zone 1 Integration Project D O 0 3 (D (D Update to Council 0 77 0 0 LT 0 June 14, 2023 Z3 N 3 N R.L. Dunn, CAO m Townshipp o� 0 (D Proud Heritage,Exiting Future Background 0 0 LT 0 • Drinking water services within the Horseshoe Valley area are currently provided by two separate systems: D 0 • Zone 1- the Private Horseshoe Resort (Freed Developments) Drinking Water System (commonly referred to as Zone 1 ), provides drinking water to Horseshoe Resort, zT residential developments on Birch Grove Drive, Country Club Lane, and the existing residential developments on the north side of Horseshoe Valley Road. O • Zone 2- the Municipal Drinking Water System (Horseshoe Highlands Drinking Water o System), provides drinking water to Zone 2 residents, being those on the south side v of Horseshoe Valley Road, generally in the Landscape Drive area. m CD Z3 • To view a map of these drinking water zones please visit the Township website oro- medonte.ca/municipal-services/environmental-services/drinking-water/water-rates. 3 Cn v ® z Township o fl�, (D 0 Proud Heritage,E-iring Fun— Background O LT • Integration of the Horseshoe Resort (Freed Developments) Zone 1 Drinking Water o System to the Municipal Horseshoe Highlands Drinking Water System has been an integral part of the Township's capital and corporate strategic planning process over the last number of years. o • In 2020, this capital project was placed on hold due to the COVID-19 global pandemic, zT which created challenges pertaining to installation of water meters and related access to private homes. O • In 2023, through support of Council's endorsement of the Township's 2023 & 2024 0 capital budget, the project is restarting. a ➢ The Horseshoe Valley Zone 1 Drinking Water Integration Project is estimated to cost ;M $8M as projected in the Township's 2019 capital budget, financed through a Zone 1 <. CO Integration Connection Fee and Municipal Drinking Water System Reserves. The E3 0) Horseshoe Valley Zone 1 Water Integration Project is a multi-year capital project. v z Township o�h� (D 0 Proud Heritage,E. ifiiig Funtre Current Status O LT • Recently, the Ontario Superior Court of Justice rendered a decision on matters raised by some members of the Horseshoe Valley community, who refer to themselves as the Oro- Medonte Property Owners' Association, regarding the Zone 1 Private Horseshoe Resort o (Freed Developments) Drinking Water System. To view the decision, please see bit.ly/3MTfMLF. 3 • The Township respects the Ontario Superior Court of Justice's decision pertaining to v ownership of, and associated municipal integration fees regarding the Zone 1 Private o Horseshoe Resort (Freed Developments) Drinking Water System. o • The Township is actively proceeding with the Horseshoe Valley Zone 1 Integration Project - o endorsed in the 2023 & 2024 Capital Budgets ;M CD Z3 C < ➢ Integration of Zone 1 Private Horseshoe Resort (Freed Developments) Drinking Water E3 0) System customers onto the Zone 2 Municipal Drinking Water System (Horseshoe Highlands Drinking Water System), ensures safe and reliable drinking water for all residents within the Horseshoe Valley area, through service provided by the Township's Municipal Drinking meter System. Township o�h� (D (D Proud Heritage,E. ifiiig Funtre Financial OverviewiT 0 LT 0 • To integrate the private Horseshoe Resort (Freed Developments) Zone 1 Drinking Water System to the Zone 2 Municipal Horseshoe Highlands Drinking Water System, several upgrades to the Zone 2 Municipal Horseshoe Highlands Drinking Water System were required, including water o supply and water storage. n 3 ➢ In 2019, the total project costs were estimated to be $8M. v • To date, approximately $6.2M has been incurred, related to project capital works including a new well, contact main, emergency power, booster station, storage, and watermain extension. o • As the capital project continues, further work related to water metering, pressure control, valving, CD and system analysis is required to support the Zone 1 drinking water system integration. 0 — 0 EO N • In addition to existing Municipal Water user fees, once connected to the Zone 2 Municipal 3 `n Horseshoe Highlands Drinking Water System, a quarterly fee of $73.47 ($293.89 annually) will be included with new customer billing identified as "Zone 1 Integration Connection". z Township o�h� (D 0 Proud Heritage,E. ifiiig Funtre Next Steps O LT 0 • Integration of the Zone 1 Horseshoe Valley Drinking Water initiative is a staged project over multiple years. D 0 • As the project resumes in 2023, individual property owners will be contacted directly to arrange water meter package installations through an appointment booking. zT ➢ There are no specific steps that homeowners need to take to prepare for the integration. v 0 0 • All impacted homeowners will be contacted directly, and required in home installations will be completed through an appointment booking. a • For additional information regarding the Horseshoe Valley Zone 1 Integration Project CD M and Municipal Drinking Water Rates please visit oro-medonte.ca/municipal- N services/environmental-services/drinking-water/water-rates. 3 Cn v ® z Township o fl�, (D 0 Proud Heritage,E-iring Fun— 13.b) Mayor Greenlaw re: Request for a Letter of Support for the Couchic... From:Jessica Mitts<JJMitts@osmh.on.ca> Sent: Monday, May 29, 2023 10:30 AM To:Greenlaw, Randy<randy.greenlaw@oro-medonte.ca> Cc: Melanie Moore<memoore@osmh.on.ca>; Carmine Stumpo<cstumpo@osmh.on.ca> Subject: Request: Letter of Support for the Couchiching Interdisciplinary Primary Care Expression of Interest Proposal 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. Good morning, We are reaching out to you today, kindly requesting a letter of support for our Couchiching Interdisciplinary Primary Care Expression of Interest Proposal. As you may know, the provincial government has released a plan to connect more people with primary care closer to home, in communities across the Province. The Couchiching OHT is curating a proposal seeking additional funding to increase access to primary care in Couchiching. Details of our proposal are included on the second page of the attachment. We value your support as a trusted partner of the Couchiching OHT and our associated primary care groups; and thank you in advance for your consideration in signing the attached letter. We are reaching out to several key partners in our Community and will be attaching these letters to our final proposal to Ontario Health. We are hoping to receive letters back by June 1211, 2023. If you have any questions, please do not hesitate to reach out to me at the details below: Thank you —Miigwech —Merci Melanie Moore Director, Integrated Planning Co-Director, Couchiching Ontario Health Team Orillia Soldiers' Memorial Hospital 1 170 Colborne St. W. I Orillia, ON I L3V 2Z3 Tel: 705-325-2201 ext. 6592 1 Cell: 705-345-2342 1 Email: memooreaosmh.on.ca www.osmh.on.ca I www.COHT.ca We are one community—click here to learn more about our strategic plan. S o. I d i e r s o",98 Nching) Page 62 of 265 13.b) Mayor Greenlaw re: Request for a Letter of Support for the Couchic... [Insert your Logo Here if applicable May 29, 2023 To Whom It May Concern, Re: Letter in Support of the Couchiching Interdisciplinary Primary Care Expression of Interest Proposal On behalf of the )ur organizational name/team or individu- I/we am/are submitting this letter of support for the Couchiching Interdisciplinary Primary Care Expression of Interest Proposal. The population of Couchiching has grown in size exponentially the past several years, now rising to approximately 90,000; and 110,000 with seasonal influx(StatsCan, 2021). The impact on our local primary care system has been immense. Our Couchiching Primary Care Providers, teams and programs are unable to support the additional, approximate 22,000+ residents in our Community who are currently without access to primary care; as prioritized in the Ministry of Health announcement on "Your Health, a Plan for Connected and Convenient Care" (Feb 2023). Collectively, Couchiching Primary Care Providers, the Couchiching Ontario Health Team (COHT), the Couchiching Family Health Team (CFHT), Orillia Soldiers' Memorial Hospital (OSMH) and committed community partners are collaborating on a joint proposal seeking funding that would allow patients more access to primary care supports in Couchiching. Benefits of this proposal include providing more opportunities for patients to seek primary care options outside of the Emergency Department, areas of care delivery to be enhanced for unattached and vulnerable patients (Care Clinic and Lighthouse Shelter), as well as Health Team programs and services to be shared community-wide. Our local OSMH Emergency Department will be able to focus their efforts on emergent care needs of our population, rather than serving as the only option for patients without access to a primary care provider (and no other available option such as walk-in clinics in our community). The trusted partnerships that exist amongst the health, community, emergency and social service organizations in our community have created the foundation for further integration, collaboration and expansion gravely needed. We are grateful to those community partners who have created the readiness to submit the joint proposal to ultimately provide access to care for those in our community who have gone without for far too long. The expansion of interdisciplinary primary care teams will promote the overall health and wellness of our community and equity in access to care. This vision, aligns with the shared purpose of the Couchiching OHT, "We are one community that is committed to improving health and wellness. Together we will achieve our goal through system co-design in a culturally safe and meaningful way. All my relations— Tous lies—Mitakuye- Oyasin". It takes strong partnerships to support the health and wellbeing of a community. On behalf of[you, organizational name/team or individua we strongly endorse that the Couchiching Interdisciplinary Primary Care Expression of Interest proposal be granted the necessary approvals and funding to continue to provide access to primary care for the health and wellness of our community. Sincerely, Signature Randy Greenlaw, Mayor Township of Oro-Medonte 148 Line 7 S, Oro, ON LOL 2X0 Page 63 of 265 13.b) M-ayoFgGreE-ntaw.Tebl?e, for raqlettero&�S port for the Couchic... i:4 Cnachching o�� Soldiers, " Couchiching , Family IIeallh Team Mf MOG1AL IlOiFITAL()nllla Ontario Heolth TL-ornNurse Practitioner-Led Clinic COHT Primary CO-D signed Care Council i L The Couchiching Ontario Health Team (COHT), including our primary care leadership and community partners such as the "Twin Lakes Community Group, Proposal for an Orillia Nurse Practitioner Led Clinic" and the COHT Care Clinic, are reaching out for your support as a trusted partner. We are seeking approval and funding from the Ministry of Health and Ontario Health, to support a collaborative and highly integrated primary care expansion model for the Couchiching Region. Your support will assist us in gaining this much needed approval and funding to address: • Providing more access to primary care providers and health team services to everyone in our Couchiching community • Continue to support access to convenient, quality care for patients who do not have access to a primary care provider in this community (outside of the OSMH Emergency Department) • Support for our most vulnerable patients and residents, such as those seeking temporary supports from the Lighthouse Shelter • An integrated approach to chronic disease management, population health focused care provision and increased opportunity for shared integration with preventative cancer screening events for our Community at large. This integrated proposal is being submitted in partnership by: • The Couchiching OHT Joint Executive Team • The Huronia Nurse Practitioner Led Clinic (NPLC) • The Couchiching Family Health Team (CFHT) • Orillia Soldiers Memorial Hospital (OSMH) • The Clinician Leaders of the Twin Lakes NPLC proposal • The Lighthouse Shelter • The Couchiching Primary Care Council • The Couchiching OHT Patient & Family Advisory Council Should you have questions or comments regarding this request for your signed support, please feel free to reach out to Melanie Moore, Director, Integrated Planning OSMH & Co-Director, Operations for the Couchiching OHT at mem000re6a)osmh.on.ca On behalf of the Couchiching Ontario Health Team and our many trusted partners, thank you for your ongoing support of our efforts to provide integrated care for our entire Couchiching community. All my relations— Tous Lies—Mitakuye Oyasin Page 64 of 265 15.b) Correspondence dated May 17, 2023, Ilona Mclhone, Educator Coordin... From: Ilona Mcllhone <imcilhone@chartwell.com> Sent: Wednesday, May 17, 2023 11:07:43 AM To: Greenlaw, Randy<randy.greenlaw@oro-medonte.ca> Subject: Proclamation Request-World Elder Abuse Awareness Day June 15, 2023 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. Hello Mayor Greenlaw, I am writing to request a Proclamation for World Elder Abuse Awareness Day on June 15, 2023. Communities all over the world use this day to heighten awareness of senior abuse by sharing information about abuse and neglect and promoting resources and services to help. My name is Ilona Mcllhone. I am the Education Coordinator of Prevention of Senior Abuse Network Simcoe County(PSAN-SC). PSAN-SC is based in Barrie, but we do serve the geographic County of Simcoe. We are a voluntary Network that promotes education and awareness of senior abuse and its prevention. The title of the Proclamation is World Elder Abuse Awareness Day 2023, and the date is simply June 15, 2023. I have attached the wording for the Proclamation,you may shorten it if you wish. Thank you for your consideration. Sincerely, Ilona Mcllhone PSAN-SC Education Coordinator Page 65 of 265 > > MA WORLD ELDER ABUSE $NAWARENESS DAY lei June 15.2023 Rights Don't Get OW PROCLAMATION WORLD ELDER ABUSE AWARENESS DAY June 15, 2023 WHEREAS: The Township of Oro-Medonte's older adults deserve to be treated with respect and dignity and valued as contributing members of society, imparting a wealth of experience and wisdom in our communities, and WHEREAS: The International Network for the Prevention of Elder Abuse, in support of the United Nations International Plan of Action, proclaimed this day to recognize the significance of elder abuse as a public health and human rights issue; and WHEREAS: The Township of Oro-Medonte recognizes the importance of taking action to invest in creating social change, to prioritize the prevention of elder abuse and raise awareness to foster a better understanding of abuse and neglect of older adults and their rights; and WHEREAS: Elder abuse has a significant impact on the lives of older adults and families; and is not limited to race, gender, culture, or circumstance, and regardless of whether the abuse is physical, emotional, sexual, financial or neglect; and WHEREAS: Ageism and social isolation are major causes of elder abuse in Ontario; and WHEREAS: Recognizing that it is up to all of us, as citizens, organizations, communities, and governments, to work collectively to prevent violence and abuse of older adults in their homes and communities; and WHEREAS: Preventing abuse of older adults through improving and maintaining social and health services and systems such as housing, income security, and safety will improve their quality of life and allow them to live independently and contribute to the vibrancy of Ontario; and WHEREAS: Where there is respect for human rights, equality, and justice there can be no abuse; therefore, all Town of Oro-Medonte residents are urged to join this global movement to promote the Rights of Older Adults and Stop Abuse and Restore Respect. THEREFORE; I, Randy Greenlaw, Mayor of The Township of Oro-Medonte, Ontario do hereby proclaim June 15, 2023, as World Elder Abuse Awareness Day and encourage all residents to recognize and celebrate seniors and their ongoing contributions to the success and vitality of our province. Dated on this day of 2023. Signature 15.c) Lake Simcoe Region Conservation Authority, Minutes of April 28, 20... Lake Simcoe Region Conservation Authority Board of Directors' Meeting Board of Directors' Meeting No. BOD-04-23 Friday, April 28, 2023 120 Bayview Parkway, Newmarket Meeting Minutes Board Members Present Regional Chairman W. Emmerson (Chair), Councillor P. Ferragine (Vice Chair), Councillor S. Bell, Councillor F. Drodge, Councillor A. Eek, Mayor R. Greenlaw, Councillor B. Hamilton, Councillor S. Harrison-McIntyre, Mayor I. Lovatt, Councillor C. Pettingill, Mayor M. Quirk, Councillor C. Riepma, Councillor M. Thompson, Deputy Mayor and Regional Councillor T. Vegh Board Members Absent Regional Councillor B. Garrod, Mayor V. Hackson, Councillor D. Le Roy, Councillor E. Yeo Staff Present R. Baldwin, T. Barnett, A. Brown, M. Critch, A. Cullen, D. Goodyear, G. MacMillan, S. McKinnon, G Peat, C. Sharp, K. Toffan, K. Yemm I. Land Acknowledgement Chair Emmerson acknowledged the Lake Simcoe watershed as traditional Indigenous territory and thanked all generations of Indigenous peoples for their enduring and unwavering care for this land and water. II. Declarations of Pecuniary Interest or Conflict of Interest None noted for the meeting. III, Approval of Agenda Moved by: I. Lovatt Seconded by: R. Greenlaw BOD-052-23 Resolved That the content of the Agenda for the March 24, 2023 meeting of the Board of Directors be approved as circulated. Carried Page 67 of 265 15.c) Lake Simcoe Region Consgoa� o b1°`eCtoor�srllClf�eYng'Rl`o 8D'U 328, 20... Friday, April 28, 2023 Meeting Minutes Page 2 IV.Adoption of Minutes a) Board of Directors' Meeting Moved by: F. Drodge Seconded by: C. Pettingill BOD-053-23 Resolved That the minutes of the Board of Directors' Meeting, No. BOD- 03-23, held on Friday, March 24, 2023 be approved as circulated. Carried V. Announcements a) CAO Baldwin reminded Board members that the Celebration of Life for former Newmarket Councillor and Board member Dave Kerwin was being held on Friday, May 12th at Newmarket Old Town Hall for anyone wishing to attend. b) CAO Baldwin advised that Conservation Ontario held its Annual General Meeting on April 13t". Elections were held for Chair, Vice Chair and Directors, with the following results: • Chair - Chris White, Grand River Conservation Authority • Vice Chair- Pierre Leroux, South Nation Conservation Authority • Vice Chair- Robert Rock, Kawartha Conservation • Director - Rob Baldwin, Lake Simcoe Region Conservation Authority • Director - Linda Laliberte, Ganaraska Region Conservation Authority • Director - Chandra Sharma, Niagara Peninsula Conservation Authority c) CAO Baldwin was pleased to advise that the Conservation Authority is being recognized as a 2023 recipient of the Salt Symposium Chloride Reduction Leadership Award at the upcoming 2023 Salt Symposium. He congratulated and thanked Manager, Integrated Watershed Management, Bill Thompson and his team for all their efforts on the Freshwater Roundtable. d) CAO Baldwin advised that the Bradford West Gwillimbury Mayor & Council's Golf Classic is being held on Friday,June 16t" at the Club at Bond Head. Each year this event raises funds for important community services and initiatives, and for 2023, all proceeds will be donated to the new Nature Centre project at Scanlon Creek Conservation Area. e) CAO Baldwin reported that a donation of equipment from the Conservation Authority's Sprouting Seeds program run by our Education Department was recently made to Georgina Island First Nation. He noted the program ran from 2014 to 2022, and staff were pleased to be able to make this donation and see the continuation of this educational opportunity. f) CAO Baldwin advised that he recently attended the announcement of the Uxbridge Urban Provincial Park with Minister Piccini, MPP Bethlenfalvy, Durham Chair Henry, Mayor Barton, and TRCA CEO John Mackenzie. Page 68 of 265 15.c) Lake Simcoe Region Consgoa� o bj°`eCtoor�srllClf�JYng'Rl`o 8D'U 328, 20... Friday, April 28, 2023 Meeting Minutes Page 3 VI.. Presentations a) 2022 Draft Audited Financial Statements BDO Canada LLP Partner, Adam Delle Cese, provided an overview of the audit of the Conservation Authority's 2022 draft financial statements for the period ending December 31, 2022, noting that it is BDO's opinion that the financial statements present fairly, in all material respects, the financial position of Lake Simcoe Region Conservation Authority as at December 31, 2022, and its results of operations and its cash flows for the year then ended in accordance with Canadian public sector accounting standards. He went on to note that the audit was conducted in accordance with Canadian generally accepted auditing standards. Mr. Delle Cese confirmed that BDO Canada LLP is independent of Lake Simcoe Region Conservation Authority in accordance with the ethical requirements relevant to the audit of the financial statements. To view this presentation, please click this link: BDO's Audit Report to the Board of Directors Moved by: P. Ferragine Seconded by: C. Riepma BOD-054-23 Resolved That the presentation by BDO Canada LLP Partner, Adam Delle Cese, regarding an overview of the audit of the Conservation Authority's 2022 draft financial statements for the period ending December 31, 2022 be received for information. Carried Included in the agenda was Staff Report No. 18-23-BOD regarding the 2022 Draft Audited Financial Statements. Moved by: P. Ferragine Seconded by: C. Riepma BOD-055-23 Resolved That Staff Report No. 18-23-BOD regarding the Conservation Authority's 2022 Draft Audited Financial Statements be received; and Further that the 2022 Draft Audited Financial Statements be approved; and Further that the Appropriations to and from Reserves as outlined in Schedule 8— Statement of Continuity of Reserves of the 2022 Draft Audited Financial Statements be approved; and Further that the pending 2022 Audited Financial Statements be distributed to the Minister of Natural Resources and Forestry, the Conservation Authority's banker, and be made available on the Conservation Authority's website. Carried Page 69 of 265 15.c) Lake Simcoe Region Consgoa� o b1°`eCtoor�srllClf�JYng'Rl`o 8D'U 328, 20... Friday, April 28, 2023 Meeting Minutes Page 4 b) Top Restoration Projects of 2022 and Planned Projects for 2023 Manager, Restoration Services, Christa Sharp, provided a presentation on the Conservation Authority's Restoration Program, noting that over 90 projects were either completed or funded across the Lake Simcoe watershed in 2022. Projects included stormwater retrofits, low impact development, community action projects, wetland habitat creation and agricultural projects. Key Performance Indicators are tracked with accomplishments including over 35,000 trees and shrubs planted, over 2,000 metres of streambank restored, over 25 hectares of land restored, and over 180 kg per year of Phosphorus reduced in Lake Simcoe. highlighted a few projects, including a stormwater management project in Aurora, a wetland project in Innisfil, and the retrofitting of a stormwater pond in Barrie. Ms. Sharp was pleased to report that 88 projects are currently in progress, including 67 projects to address natural heritage, 14 urban stormwater projects, and 7 agricultural projects. She highlighted a stormwater pond and stream retrofit project in Barrie and controlled burn and restoration project at Rogers Reservoir in East Gwillimbury. To view this presentation, please click this link: Restoration Program and Top Restoration Projects of 2022 Moved by: S. Bell Seconded by: M. Thompson BOD-056-23 Resolved That the presentation by Manager, Restoration Services, Christa Sharp, regarding the Conservation Authority's Restoration Program and the top projects completed in 2022, as well as planned projects for 2023 be received for information. Carried Included in the agenda was Staff Report No. 19-23-BOD regarding the Conservation Authority's Restoration Program and Projects. Moved by: S. Bell Seconded by: M. Thompson BOD-057-23 Resolved That the Staff Report No. No. 19-23-BOD regarding the Conservation Authority's Restoration Program and Projects be received for information. Carried VII.Hearings There were no Hearings at this meeting. Page 70 of 265 15.c) Lake Simcoe Region Consgoa� o bj°`eCtoor�srllClf�JYng'Rl`o 8D'U 328, 20... Friday, April 28, 2023 Meeting Minutes Page 5 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 -4 were identified under items not requiring separate discussion. Moved by: S. Harrison-McIntyre Seconded by: M. Quirk BOD-058-23 Resolved That the following recommendations respecting the matters listed as "Items Not Requiring Separate Discussion" be adopted as submitted to the Board, and staff be authorized to take all necessary action required to give effect to same. Carried 1. Correspondence BOD-059-23 Resolved That no Correspondence Items be received. Carried 2. 2023 Provincial Funding Agreements Summary - Lake Simcoe Protection Plan BOD-060-23 Resolved That Staff Report No. 20-23-BOD regarding recently secured Provincial funding in support of the Lake Simcoe Protection Plan be received for information. Carried 3. Update on Purchasing of Off-lease Equipment and Vehicles BOD-061-23 Resolved That Staff Report No. 21-23-BOD regarding changes in the replacement of certain aging assets be received; and Further That the Chief Administrative Officer be authorized to draw from the Asset Management reserve, as necessary, to facilitate the purchase of off-lease office equipment and vehicles, where financially prudent for the Conservation Authority. Carried 4. SP03 Stormwater Pond Retrofit, City of Barrie BOD-062-23 Resolved That Staff Report No. 22-23-BOD regarding the SP03 Stormwater Pond Retrofit in the City of Barrie be received; and Page 71 of 265 15.c) Lake Simcoe Region Consgoa� o b1°`eCtoor�srilClf�eYng'Rl`o 8D'U 328, 20... Friday, April 28, 2023 Meeting Minutes Page 6 Further that funding for the project through the Conservation Authority's Offsetting Cash in Lieu funds and Restoration Assistance as outlined in this report be approved. Carried XI. Consideration of Items Requiring Separate Discussion No items required separate discussion. XII.Closed Session The Board moved to Closed Session to deal with a confidential human resources matter. Moved by: B. Hamilton Seconded by: A. Eek BOD-063-23 Resolved That the Board move to Closed Session to deal with a confidential human resources matter; and Further that the Chief Administrative Officer remain in the meeting for the discussion. Carried The Board rose from Closed Session to report findings. Moved by: R. Greenlaw Seconded by: C. Riepma BOD-064-23 Resolved That the Board rise from Closed Session and report findings. Carried a) Confidential Human Resources Matter The Board adopted the following amended motion. Moved by: P. Ferragine Seconded by: S. Harrison-McIntyre BOD-065-23 Resolved That Confidential Staff Report No. 23-23-BOD regarding a confidential human resources matter be received; and Further that the Director, Human Resources be directed to bring recommendations for a new process to the June 23, 2023 Board of Directors' meeting. Carried XIII. Other Business a) Chair Emmerson noted that the next meeting will be held on Friday, May 26, 2023 at 9:00a. This meeting will be held in person at the Newmarket Administrative Offices. Page 72 of 265 15.c) Lake Simcoe Region Consgoa� o bI°`eCtoor�srilClf�JYng'Rl`o 8D'U 328, 20... Friday, April 28, 2023 Meeting Minutes Page 7 XIV. Adjournment Moved by: A. Eek Seconded by: T. Vegh BOD-066-23 Resolved That the meeting be adjourned at 11:35 a.m. Carried L 7: Regional Chairman Wayne Emmerson Rob Baldwin Chair Chief Administrative Officer Page 73 of 265 15.d) Nottawasaga Valley Conservation Authority, Minutes of April 28, 20... �y�,saca xi c 04-23-BOD Minutes Nottawasaga Valley Conservation Authority Apr 28, 2023 at 9:00 AM EST @ 8195 8th Line, Utopia ON, LOM 1T0 Attendance Present: Mayor Scott W. Anderson, Adjala-Tosorontio (Township); Cllr. Christopher Baines, Collingwood (Town); Cllr. Joe Belanger, Wasaga Beach (Town); Cllr. Nicole Cox, New Tecumseth (Town); Cllr. Kyle Fegan, Shelburne (Town); Cllr. Pieter Kiezebrink, Essa (Township); Chair Gail Little, Amaranth (Township); Deputy Mayor Paul Van Staveren Clearview (Township); Cllr. Kevin Eisses, Innisfil (Town); Mayor Janet Horner, Mulmur (Township); Mayor Darren White, Melancthon (Township); Cllr. Joel Loughead, Grey Highlands (Municipality); Cllr. June Porter, The Bule Mountains (Town); Vice-Chair Jonathan Scott, Bradford West Gwillimbury (Town) NVCA Staff: Sheryl Flannagan, Director, Corporate Services; Doug Hevenor, Chief Administrative Officer; Chris Hibberd, Director, Watershed Management Services; Byron Wesson, Director, Conservation Services; Christine Knapp, General Account; Megan Muxlow, Accounting & Payroll Clerk; Ian Ockenden, Acting Watershed Science Supervisor; Sarah Thompson, Acting Source Water Coordinator; Maria Leung, Senior Communications Speciliast; Kerry Jenkins, Administrative Assistant/Recorder Absent: Mayor Jennifer Coughlin, Springwater (Township); Cllr. Gary Harvey, Barrie (City); Cllr. Ralph Manktelow, Mono (Town); Cllr. Richard Schell, Oro-Medonte (Township) Guests: Tiffany Cecchetto, KPMG 1. Events Tiffin Nature Program - Full Day Date: Every Thursday Location: Tiffin Centre for Conservation Tiffin Nature Program (Session 5: Mar-May) - Half Day Date: Every Tuesday Location: Tiffin Centre for Conservation PA/PD Day Camp Date: April 28, 2023 from 9 a.m. to 4 pm or until sold out Location: Tiffin Conservation Area, 8195 8th Line, Utopia ON LOM 1T0 Page 74 of 265 15.d) Nottawasaga Valley Conservation Authority, Minutes of April 28, 20... Arbor Day Tree Sale Date: May 13, 2023 from 8 am - 12 pm or until sold out Location: Tiffin Conservation Area, 8195 8th Line, Utopia ON LOM 1TO Volunteer to plant trees in Creemore along the Mad River Date: Saturday, May 6, 2023 9:00 AM - 12:00 PM Location: 3391 Concession 3 Nottawasaga Road S, Creemore, ON Volunteer to plant trees in Hockley Date: Sunday, May 7, 2023 9:00 AM - 12:00 PM Location: 308579 DUFFERIN COUNTY ROAD 7 (aka Hockley road). Coordinates go to 308579 Hockley Rd Mono, ON L9W 2Z2 Volunteer to plant trees in Mansfield Date: Saturday, May 13, 2023 9:00 AM - 12:00 PM Location: 937341 Airport Road, Dufferin County Rd 18, Township of Mulmur. 2. Call to Order Chair Little called the meeting to order at 9:00am. 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 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: 27-23 Moved by: Cllr. Joe Belanger Seconded by: Cllr. Nicole Cox RESOLVED THAT: the agenda for the Board of Directors meeting #04-23- BOD dated April 28, 2023 be approved. Carried; 6. Announcements Chair Little sent out congratulations to Donna Jebb for becoming the Chair of NVCA's Agricultural Advisory Committee, Vice-Chair Jonathan Scott for advocating for Federal Funding Fresh Water Action Plan, Cllr. Christopher Page 75 of 265 15.d) Nottawasaga Valley Conservation Authority, Minutes of April 28, 20... Baines who got Collingwood Council to agree to plant native trees and Mayor Janet Horner who received Friends of Greenbelt award. 7. Presentations 7.1. 2022 Audit from Tiffany Cecchetto, CPA, CA, KPMG LLP Tiffany Cecchetto, CPA, CA, KPMG LLP conducted a presentation regarding NVCA's 2022 Audit. Recommendation: 28-23 Moved by: Cllr. Kyle Fegan Seconded by: Cllr. Christopher Baines RESOLVED THAT: the Board receives the presentation regarding NVCA's 2022 Audit; and FURTHER THAT: the Board approves the 2022 Draft Financial Statements. Carried; 7.2. Watershed Health Checks from Ian Ockenden, Acting Watershed Science Supervisor Ian Ockenden, Acting Watershed Science Supervisor conducted a presentation regarding Watershed Health Checks - The State of our Natural Resources. Recommendation: 29-23 Moved by: Cllr. Joe Belanger Seconded by: Mayor Janet Horner RESOLVED THAT: the Board of Directors receive the presentation Watershed Health Checks - The State of our Natural Resources. Carried; S. Deputations There were no deputations. 9. Hearings There were no hearings. 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: 30-23 Moved by: Cllr. Pieter Kiezebrink Seconded by: Mayor Darren White Page 76 of 265 15.d) Nottawasaga Valley Conservation Authority, Minutes of April 28, 20... RESOLVED THAT: agenda item number(s), 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 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. Joel Loughead Seconded by: Cllr. Christopher Baines RESOLVED THAT: the minutes of the Board of Directors meeting 03- 23-BOD dated on March 24, 2023 be approved. 12.1.1. Adoption of Agricultural Advisory Committee Meeting Minutes Recommendation: Approved by Consent Moved by: Cllr. Kevin Eisses Seconded by: Cllr. Pieter Kiezebrink RESOLVED THAT: the minutes of the Agricultural Advisory Committee meeting 01-23-AAC dated on March 30, 2023 be approved. 12.2. Staff Reports 12.2.1. Staff Report No. 13-04-23-BOD from Kyra Howes, Manager, Lands & Operations Recommendation: Approved by Consent Moved by: Deputy Mayor Paul Van Staveren Seconded by: Cllr. June Porter RESOLVED THAT: the Board of Directors receive Staff Report No. 13-04-23-BOD regarding the renaming of Minesing Wetland's Meadow Mouse Trail to the Harold Parker Memorial Trail 12.2.2. Staff Report No. 14-04-23-BOD from Sheryl Flannagan, Director, Corporate Services Recommendation: Approved by Consent Page 77 of 265 15.d) Nottawasaga Valley Conservation Authority, Minutes of April 28, 20... Moved by: Cllr. Christopher Baines Seconded by: Mayor Scott W. Anderson RESOLVED THAT: the Board of Directors approve Staff Report No. 14-04-23-BOD regarding the Administrative Bylaws Update. 12.2.3. Staff Report No. 15-04-23-BOD from Sheryl Flannagan, Director, Corporate Services Recommendation: Approved by Consent Moved by: Cllr. Nicole Cox Seconded by: Cllr. Kevin Eisses RESOLVED THAT: the Board of Directors receive Staff Report No. 15-04-23-BOD regarding Board Member Per Diems; and FURTHER THAT: the Board of Directors choose option #1. 12.2.4. Staff Report No. 16-04-23-BOD from Sheryl Flannagan, Director, Corporate Services Recommendation: Approved by Consent Moved by: Mayor Janet Horner Seconded by: Cllr. Joe Belanger RESOLVED THAT: the Board of Directors receive Staff Report No. 16-04-23-BOD regarding the 2023 first quarter financials; and FURTHER THAT: staff continue to monitor budget activities. 12.2.5. Staff Report No. 17-04-23-BOD from Doug Hevenor, Chief Administrative Officer Recommendation: Approved by Consent Moved by: Mayor Janet Horner Seconded by: Cllr. Nicole Cox RESOLVED THAT: the NVCA recognizes the importance of the native maple tree, our arboreal emblem and we commit to always plant native maples whenever a maple is called for in any NVCA planting projects. 12.2.6. Staff Report No. 18-04-23-BOD from Maria Leung, Senior Communications Specialist Recommendation: Approved by Consent Moved by: Mayor Darren White Seconded by: Cllr. Joel Loughead RESOLVED THAT: Staff Report No. 18-04-23-BOD regarding NVCA Communications - March 11, 2023 - April 14, 2023, be received. Page 78 of 265 15.d) Nottawasaga Valley Conservation Authority, Minutes of April 28, 20... 13. Other Business Deputy Mayor Paul Van Staveren informed the Board he will be bringing a motion to the table on May 8th to Clearview Council regarding re-opening Devils Land Provincial Park. 14. In-Camera - Board decided there was no need to go in-camera and proceeded with the below resolutions 14.1. Staff Report No. 19-04-23-BOD from Doug Hevenor, Chief Administrative Officer Recommendation: RES: 31-23 Moved by: Mayor Darren White Seconded by: Cllr. Kevin Eisses RESOLVED THAT: the Board of Directors approve Staff Report No. 19-04-23-BOD as presented; and FURTHER THAT: the Board approve the use of funds up to $35,000 from our Reserve Fund. Carried; 14.2. Doug Hevenor, Chief Administrative Officer 2022 Annual Performance Review Recommendation: RES: 32-23 Moved by: Cllr. Pieter Kiezebrink Seconded by: Cllr. Christopher Baines RESOLVED THAT: the Board of Directors receive the Chief Administrative Officer's 2022 annual performance review and 2023 review for implementation. Carried; 15. Adjourn Recommendation: RES: 33-23 Moved by: Cllr. Kevin Eisses Seconded by: Cllr. Nicole Cox RESOLVED THAT: this meeting adjourn at 10:33am to meet again on May 26, 2023 or at the call of the Chair. Carried; Page 79 of 265 15.e) Barrie Public Library Board, Minutes of April 27, 2023 meeting. St... Barrie Public LIBRARY BOARD MINUTES BOARD MEETING : #23-02 DATE: THURSDAY, APRIL 27 , 2023 , 7:00 PM LOCATION : DOWNTOWN — ANGUS ROSS MEETING ROOM rJAustin Mitchell (Chair), Michael Sauro (Vice-Chair), Nigussie Nigussie uncillor), John Bicknell, George Hawtin, Merrisa Little, Robin Munro essop, C. Vanderkruys, J. Little, A. Schroeder, L. LaFleshe y Courser(Councillor) • - K. Bouffard 1. Call to Order, Welcome and Land Acknowledgment Welcome Pina Colavecchia of Deloitte (via Zoom). The meeting was called to order at 7:06 pm 2. Confirmation of Agenda The agenda was confirmed, as amended. 3. Conflicts of Interest No conflicts were declared. 4. Delegations — None There were no delegations. 5. Personnel & Finance - Draft Audit P. Colavecchia provided highlights of the audit. Motion #23-10 MICHAEL SAURO - GEORGE HAWTIN THAT the Barrie Public Library Board approves the draft audited financial statements as recommended by the Personnel and Finance Committee. CARRIED 6. Board Development— Strategic Plan Overview (presentation) L. Jessop provided highlights of the Strategic Plan. Consent Agenda 7. Board Meeting Minutes 8. CEO's Report 9. Q1 Statistics Report Page 1 of 4 Page 80 of 265 15.e) Barrie Public Library Board, Minutes of April 27, 2023 meeting. St... Barrie Public LIBRARY BOARD MINUTES 10.Correspondence - None 11.Deferred Items a. Financial Migration b. CEWS Liability c. Succession Management Plan Agenda 12.Items held from the Consent Agenda Motion #23-11 MICHAEL SAURO - NIGUSSIE NIGUSSIE THAT the Barrie Public Library Board adopts the consent agenda for Board meeting #23-02 dated Thursday, April 27, 2023, as amended. CARRIED 13.Downtown Lobby Flooring Closure Motion #23-12 MERISSA LITTLE - JOHN BICKNELL THAT the Barrie Public Library Board approve the closure of the Downtown Library for up to five consecutive days in June 2023, including a one-day system-wide closure, with dates to be determined, to accommodate the lobby flooring project and staff development activities. CARRIED 14.OLS Board Assembly Meeting Update M. Little provided highlights from the OLS Board Assembly meeting. Discussions were generally regarding security concerns libraries are facing and the possibility of a social worker. The Board gave Library administration a directive to further investigate the addition of a social worker (community resource worker). L. Jessop will add "improve safety" to her work plan. 15.Board Committees 15.1 Personnel & Finance 15.1.1 2023 Budget - Revised Motion #23-13 ROBIN MUNRO - MICHAEL SAURO THAT the Barrie Public Library Board approve revisions to the 2023 Budget to reflect a decrease in municipal grant revenue and direct Library administration to send correspondence to city council as recommended by the Personnel & Finance Committee. CARRIED 15.2 Community & Governance 15.2.1 Announcements Page 2 of 4 Page 81 of 265 15.e) Barrie Public Library Board, Minutes of April 27, 2023 meeting. St... Barrie Public LIBRARY BOARD MINUTES There is an opportunity for the Board to attend the Wellness Fair, a collaboration between Barrie Police and the Library. There will likely be a committee meeting in May. 16.Report of the Chair —Verbal Report David Zhao has resigned from the Board for personal reasons. We are working with the city clerk to have another member of the public appointed. During the budget presentation, there was a comment concerning union negotiations, L. Jessop will speak with the city to see if we can improve communications with the City during the negotiation process. The Chair wanted to remind everyone to sign up for the Dragon Boat team if they are interested. The Chair is available to meet any Board members to discuss any Board-related functions. 17.Closed Meeting Public Libraries Act—Section 16.1(4) (b) personal matters about an identifiable individual Motion #23-14 GEORGE HAWTIN - ROBIN MUNRO THAT the Barrie Public Library Board conduct a Closed meeting as the subject matter being considered concerns personal matters about an identifiable individual (Public Libraries Act Section 16.1(4)(b)). CARRIED This portion of the meeting was held in closed session. 17.1 Closed Meeting Board Meeting Minutes 17.2 Notice of Trespass Appeals Rise and report Motion #23-15 JOHN BICKNELL - MERISSA LITTLE THAT the Barrie Public Library Board adopt the minutes of closed meeting #23- 01 dated Thursday, February 23, 2023. CARRIED Motion #23-16 JOHN BICKNELL - MERISSA LITTLE THAT the Barrie Public Library Board denies the Appeal of the Notice of Trespass received on February 27, 2023. This appeal is associated with incident number 0000003213. CARRIED Page 3 of 4 Page 82 of 265 15.e) Barrie Public Library Board, Minutes of April 27, 2023 meeting. St... Barrie Public LIBRARY BOARD MINUTES Motion #23-17 MICHAEL SAURO - ROBIN MUNRO THAT the Barrie Public Library Board denies the Appeal of the Notice of Trespass issued April 1 , 2023. This appeal is associated with incident number 0000003370. CARRIED 18.Date of Next Board Meeting Thursday, May 25, 2023 7:00 pm 19.Adjournment The meeting was adjourned at 9:17 pm Page 4of4 Page 83 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... ORILLIA PUBLIC LIBRARY BOARD -MONTHLY MEETING WEDNESDAY MAY 17, 2023 at 3:30 p.m. Mission Statement We create opportunities for people to engage in learning,inspire imagination, exchange expertise and cultivate possibilities. CONVENING OF THE MEETING- Board Chair/Designate 1. "We acknowledge that we are on the traditional territory of the Chippewas of Rama First Nation, a member of the Three Fires Confederacy,which includes the Odawa, Potawatami, and Ojibway people. We honour them for having lived here, and cared for this land,from time immemorial.We recognize the many contributions that the Original People have made, and continue to make,to this region. We appreciate the opportunity to live,work and play in this beautiful place." 2. Call to Order—Notice and Quorum 3. Approval of the Agenda MOTION 5 min 4. Disclosure of Pecuniary Interest and General Nature Thereof CONSENT AGENDA MOTION 5 min 1. Approval of the Minutes of April 19, 2023 regular meeting 2. Reports for April 2023 a) CEO Report b) Children&Youth Services c) Corporate and Operational Services d) Information Services 3. Correspondence a) DISCUSSION AGENDA 1. Business Arising from the Minutes a) Community Outreach Worker Report io min 2. Reports of Board Committees and Representatives a) Finance Committee—Financial Statements April 2023 MOTION 5 min b) Personnel Committee 5 min c) Policy Committee 5 min d) Community Relations Committee 5 min e) OLS Representative 5 min 3. New Business a) Draft Annual Report 2022 5 min 4. Announcements 2 min 5. Adjournment 1 min PLEASE NOTIFY SECRETARY AT 705-325-2338 IF UNABLE TO ATTEND Page 84 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... ORILLIA PUBLIC LIBRARY BOARD MINUTES OF APRIL 19, 2023 MEETING A regular meeting of the Board was held in the Library commencing at 3:30 p.m. PRESENT — BOARD — D. Watson, Chair; M. Edwards, Vice-Chair; C. Allman; J. Bard; E. Bremer; H. Mallon; G. McCorkell; D. McIsaac; W. Smith; M. Stahls; W. Minnings STAFF — B. Sullivan, Chief Executive Officer M. Wilkinson, Director of Children &Youth Services A. Lambertsen, Co-ordinator of Circulation Services T. Chatten, Recorder ABSENT — none Introductions were made for the benefit of new member and first-time attendees. CONVENING OF THE MEETING — M. Edwards as acting chair. Land Acknowledgement Statement — B. Sullivan read the Library Board's statement. Call to Order — M. Edwards called the meeting to order. Approval of the Agenda MOTION#2023:11 Moved by C.Allman, seconded by D. Mclsaac that the Agenda of the April 19, 2023 meeting be adopted as amended with items pulled for discussion. CARRIED Disclosure of Pecuniary Interest and General Nature Thereof— none CONSENT AGENDA M. Wilkinson reported for M. Robertson highlighting Project Free Flow with a $20,000 grant from Shoppers Drug Mart which will supply period products in all washrooms with a 5-year supply. CYS department is also involved with period product kits for teens. K. Absalom highlighted the seed library and an event on April ist promoting free seeds and seed exchange in partnership with Green Orillia and including family and children's programs. M. Wilkinson highlighted the very busy March Break with STEAM focusing on exploration, creating and getting to know the Library. Eleven programs were held with approximately i000 visitors during the week, with many kids returning daily. The Library has received grants that will enable the department to fill 5 student positions. B. Sullivan reported that EAP will be available to all staff including full &part-time members. Page 85 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Concerns were expressed by staff and patrons to a weapons call that took place on the evening of Tuesday April 4th involving the OPP. In the moment no information was given to Library staff and they were unsure how to respond to the incident as it was taking place. Staff would like emergency procedures clarified and put in place. Formal policies and procedures are being completed to be reviewed also by the OPP. Onsite debriefing has taken place and EAP is available for all staff to access. As reported incidents are increasing, Board members would like the Community Outreach Worker to attend meetings possibly quarterly to address challenges/concerns and be proactive to these issues, as well as more communication from the CEO when an incident of this level takes place. As a token of their support and appreciation, the Board would like to provide a lunch to staff. Following an item of correspondence from Chippewas of Rama First Nation regarding the location of the school bell that used to be at the Rama Indian Day School prior to its closing in 1964, the Library is definitely interested in reconciliation, but the bell has not been found yet. More information detailing timeframe and how it possibly came to be at the Library is required. MOTION*2023:12 Moved by J. Bard, seconded by H. Mallon that the Orillia Public Library Board approve the ConsentAgenda of the April19, 2023 meeting. CARRIED DISCUSSION AGENDA BUSINESS ARISING- none REPORTS OF BOARD COMMITTEES AND REPRESENTATIVES Finance Committee — Monthly statements for March 2023 were presented for Board review and discussion. Board members would like to see more details of the CIBC account as to donations, fundraising and grants. A policy update will dictate the details to be provided. MOTION#2023:13 Moved by H. Mallon, seconded by W. Smith that the Orillia Public Library Board receives the March 2023 financial statements as presented. CARRIED Budget 2022 —A report was prepared summarizing the budget and final figures. MOTION#2023:14 Moved by W. Smith, seconded by H. Mallon that the Orillia Public Library Board approve the operating budget of$2,902,415.00 for the 2023 calendar year. CARRIED NEW BUSINESS Training Plan Report — A report was distributed for Board discussion in order to keep the Library on track for training and retention of staff. MOTION#2023:15 Moved by M. Stahls, seconded by W. Smith that the Orillia Public Library Board approve the Orillia Public Library's 2023-2026 Training Plan. CARRIED Page 86 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Announcements — The Born to Read committee will be the recipient of a fundraising effort as part of the Orillia Vocal Ensemble Concert on May 17. C. Allman, as a member of the Art in Public Places committee, reported on the placement of 6 new sculptures and one mural in Orillia, with an unveiling at the Rec Centre. More information can be found on the City of Orillia's website. Adjournment at 4:42 P.M. BOARD CHAIR CHIEF EXECUTIVE OFFICER Page 87 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Board Report April/May (May 17, 2023, Meeting) Prepared by Bessie Sullivan, CEO Media April 15 https://www.orilliamatters.com/local-news/orillia-library-hosting-presentation-on-electric- vehicles-6856920 April 16 https://sunonlinemedia.ca/2023/04/16/orillia-public-library-launches-proiect-free-flo/ April 19 https://www.orilliamatters.com/local-news/frustration-still-simmers-as-vmca-hosts-local- engagement-sessions-6877467 April 24 https://www.oriIIiamatters.com/local-news/shoot-your-shot-at-orillia-Iibrarys-nerf-battle- 6891819 April 29 https://www.oriIIiamatters.com/postcard-memories/original-library-was-built-in-part-with- donation-from-carnegie-6922201 May 9 https://www.simcoe.com/life/it-is-important-to-see-yourself-mirrored-back-orillia-public- library-stacking-up-diverse-books/article 657400b2-4751-5853-8457-a7c53ac4efe0.htmI May 11 https://www.orilliamatters.com/local-news/underdog-montessori-school-comes-out-on-top-in- battle-of-the-books-6982362 Human Resources On April 271h and May 121h, I met with Marianne Love of ML Consulting who had conducted the market average study in 2020. She is in the process of updating our pay equity study and then will apply the market average. I expect this process to be complete in the next month and then the personnel committee can meet to discuss implementation. Partnerships I attended a meeting of the local chapter of PARO Centre for Women's Enterprise on April 17cn PARO supports women entrepreneurs for business growth in a changing economy. This Page 88 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... includes accessing new growth opportunities and expanding access to export markets. The library can support these women in several ways including prototyping, office equipment and supplies, and access to technology. On April 25th I presented to the Champlain Seniors Club. The Champlain Seniors Service Club of Orillia is a non-profit association of retirees and semi-retirees of the Greater Orillia area who volunteer service to a wide spectrum of worthy causes, both local and national. Professional Development I attended a CEO meeting facilitated by the Ontario Library Service on April 20th, 2023. At these meetings the Ontario Library Service Consultants provide updates on legislation, initiatives, programs, and services. These meetings are also an opportunity for library CEOs to discuss common issues. Health and Safety On April 27th, we had our yearly fire drill. After the drill the staff who were present toured the library to refamiliarize themselves with all exits, fire extinguishers, and fire alarm pull boxes. We are re-writing our emergency procedures and staff have had several opportunities to contribute. There is both a quick reference to use in a crisis and a longer more detailed manual that should be read in anticipation of an issue. City of Orillia Deb Watson, Meagan, Melissa, and I met with members of Treasury on May 11th. This was the first of what is to be quarterly meetings. We discussed what kind of reporting is required for the library board, what kind of reporting is required by the city, audit timelines, and the 2024 budget process. It was a productive meeting, and it is good to have the lines of communication open. Grants/Donations/Fundraising On April 28th we submitted our Annual Survey to the Ministry of Tourism, Culture, and Sport. This is an extensive document that documents the statistics associated with all our activity from the previous year. It is a mandatory requirement for us to receive our Public Libraries Operating Grant (PLOG)and it qualifies us to receive services from the Ontario Library Service, be part of a provincial buying consortium, and makes us eligible for rebates in postage and connectivity. Page 89 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... REPORT OF THE DIRECTOR OF CHILDREN'S AND YOUTH SERVICES April 2023 Submitted by Meagan Wilkinson Programs and Services Programs Offered: 35 Total Participants: 2133 Early Literacy We ran 2 baby Storytimes and 1 toddler Storytime 4 times in April. Anywhere from 15-27 people attended each week. A little more than half from each group were returning families from the previous session. Our spring themed preschool Storytimes were well attended with 24-30 participants each week. Little ones enjoyed learning about frogs, pollinating insects, robins nesting, and what plants need to grow. Families particularly appreciated the opportunity to plant spring bulbs in compostable pots to take home. There was a lot of dirt, smiles, and well wishes as this group heads off to JK in the fall. We received three feedback forms after asking the group to anonymously leave their thoughts in a ballot box. They contained general positive reviews; one included a comment stating: "Amazing book selections and crafts! My child had so much fun in your class". t'*41'il yA M J Marika and Jennifer worked to divide and conquer the drop-in Friday Storytimes in April. Attendance fluctuated between 20—37 people each week. Families who attend this Storytime really appreciated the drop-in nature of the program. There were a great mix of regular families and new faces. Family 233 people participated in our crafts and nature sensory bin for Seedy Saturday in partnership with our local Seeds of Diversity group. Via the Farmers Market, Orillia Community Gardens and Green Orillia shared information and resources with the public. Page 90 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Every Saturday morning in April we organized and put out S.T.E.A.M activities in the Family Department. From marble runs, to money Bingo, to math cubes with fun worksheets, we welcomed 1124 people in the department! 650 of those were on the Saturday of the Easter weekend alone, when we offered Easter themed crafts. Family Art provides programming opportunities for families who are not able to attend programs during the workday. Hanna's program saw 146 participants this month. Our always popular Scavenger Hunt had 380 people participate. 3 winners were picked at the end of the month for prizes. School Aged April 28 was a PD Day for both school boards. We offered a drop-in craft with 53 participants. Battle of the Books continues. From November-April Sam has coordinated the circulation of 56 bins (15 bins in April) of books to the 15 schools that have planned to compete in the 2022- 2023 Battle of the Books. Final tournament plans were put into place in preparation for May 3 rd Teen Under the direction of Sam, the Teen Leadership Committee (TLC) logged 16 volunteer hours in April. Our members were only offered our monthly meeting for hours— but the group that attended that meeting worked as an organized team to assemble over 100 Project Free Flo boxes in just 30 minutes. We also celebrated National Volunteer Week with a small goody bag of library swag and sweet treats. One of our members, Sarah, was recognized for achieving 40 volunteer hours with the Orillia Public Library since August 2022! v� t� Page 91 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Good News from the Community "A young couple just popped in to say they are in the area looking at homes (from Scarborough) and follow us on Instagram. They wanted to check out Orillia as a potential new home because of the library, specifically because of all the queer-friendly content we post in relation to the family department :)" "We just had one of our regular Sunday dads leave this super sweet story in the family fun bin notebook and it is too sweet not to share. Hopefully you can read the picture, if not, definitely check it out in the notebook!" -------------- 11 , Uy. i� �lct.;a I.�,L,, c I• ��, , ; I ov Cl' l ti U 1 i4. e \ti, ICfe Ca..fA 'tt i 4 c`l c, mat Community Partnerships and Outreach Marika went to the Orillia Early ON Centre to make connections with families and offer a Storytime. 15 people joined her there for songs and stories. She chatted with caregivers about the OPL and answered any questions they had, most to do with memberships and programs offered. The following week one of the families from Severn, learning that they were eligible for a free membership, was in to get their library cards! Our CICE Georgian College student completed his 4-month placement with us. A community member donated 2 pieces of art he created using our Makerspace. These are to be displayed in the Family Department. Page 92 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... OPL officially launched our free menstrual products in the washrooms and our free Period Kits! Eden is monitoring the products in the washrooms to forecast future use. The Period Kits were distributed to several community partners to provide better access to community members who need this, with the majority going to The Sharing Place. Each Kit contains: - The book "Own your period" by Chella Quint - A reusable Knix pad - An assortment of disposable pads and tampons - Wipes - A resource sheet - Information about an app that helps track one's period - Feedback survey Marketing and Promotion Meagan spoke with Simcoe.com about the diverse collections we continue to curate at the OPL. https://www.simcoe.com/life/it-is-important-to-see-yourself-mirrored-back-orillia-public-library- stackin,u-up-diverse-books/article_657400b2-4751-5853-8457-a7c53ac4efeO.htinI Marketing relating to Project Free Flo https://www.orilliamatters.com/local-news/orillia-library-tackling-period-poverty-with-proiect- free-flo-6839889 https://su non linemedia.ca/2023/04/16/orillia-public-library-launches-project-free-flo/ https://www.simcoe.com/life/we-are-thrilled-orillia-public-library-provides-free-period-pads- tampons-and-resource-kits/article ad4319d4-49a7-5b22-910b-1cd89f791585.html https://www.simcoe.com/project-free-flo-period-kit/image 3d1ee975-ee39-50e4-9da6- 6366dfcad4fc.html OPL Teen Instagram is up 8 followers since March (744 in Total). Hanna announced the winner of the Teen March Madness bracket— Hunger Games reigned supreme—one lucky teen's name was drawn for $25 Downtown Dollars. We celebrated National Volunteer Week (April 16-22) with an appreciation post (reel) for our Teen Leadership Committee. Professional Development Jennifer attended the webinar "Coaching Early Educators for Diversity, Equity, Inclusion, Accessibility, and Belonging" by Early Childhood Investigations on April 261n CYS staff completed AODA training. CYS Pages completed WHMIS training. Page 93 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Staffing We offered summer employment to 3 post-secondary students, beginning in May. We are excited to welcome back Sam G, Meghan S, and Peyton N. All 3 have worked here as pages and in other supporting roles. These positions are funded through summer student grants. They will be helping to supplement our growing demand for summer programs, including outreach opportunities. We have some staff shifting happening in CYS. Hanna will be moving from her part-time RA position into the full-time programming position and Marika will be moving from her full-time programming position into the part-time RA position. All are excited about this movement and are looking forward to the new opportunities. These shifts will happen in May. Page 94 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... REPORT OF THE DIRECTOR OF CORPORATE AND OPERATIONAL SERVICES APRIL 2023 Submitted by Melissa Robertson Programs and Services Coffee and Connect has paused for the season (last session April 26, 2023). This program will resume in the fall. In early April, new half gates were installed at the Information Services staff desk. The recommendation to add the half gates arose from the security audit. The gates act to keep patrons from entering this staff only space and prevent patrons from coming up behind staff unexpectedly. This has improved staff sense of safety and well-being when working in this space. Following the April JHSC inspection of the basement including electrical/mechanical rooms, the Library's JHSC has been instructed by the City's Facilities Department to stop inspecting the mechanical rooms to keep staff safe. Robertson contacted the Ministry of Labour, Training and Skills Development to confirm that the library (and it's JHSC Committee) would not be liable for any hazards found in that space during an audit. Community Partnerships and Outreach April 21 —the Canadian Mental Health Association reached out to Eden Schwartz, Community Outreach Worker to run a support group for older adults struggling with substance use. The pilot program did not get much uptake and was cancelled after 3 weeks. While this program did not work out, we are pleased that the CMHA reached out to the library's Community Outreach Worker (a trusted community resource) to partner on this program, and we look forward to other partnership opportunities in the future. The Community Outreach Worker has included a six-month report for Board review. April 12 —Coordinator of Circulation Services, Amy Lambertsen, attended Seniors Day with Jayne Turvey. The event was hosted by Jill Dunlop and Adam Chambers. Amy worked with Jayne to promote library materials, programs and services, update library cards and issue new memberships. Professional Development April 12 — Melissa Robertson attended the Bibliotheca webinar: Planning and Writing a Grant Proposal - The Basics. April 13 — Melissa Robertson attended the Charity Village webinar: From Brittle to Nimble: How to Lead Organizations and People with Resilience. Page 95 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... April 18— Melissa Robertson attended a virtual training session: Homeless Library Training Setup (for administrators). The library has subscribed to Homeless Training with Niche Academy (1 year). This is the Ryan Dowd Training that many staff undertook in years past. This will be review for some and new learning for new staff. We will roll out the training to all staff in May. Melissa will work with the Community Outreach Worker to create connection activities for staff to complete as they are going through the training. April 20 - Cathy Graham, Program Manager with the Orillia & District Literacy Council, delivered a 30-minute presentation to staff regarding what the Council does and how/who we can refer patrons to their services. April 27 —The first Fire Drill of the year was successful. Staff also reviewed the location of all fire alarms and extinguishers. Fire Extinguisher Safety Training was then released to all staff (online) to complete before the end of May. User Statistics April2020 April2021 April2022 April 2023 Checkouts/ 67 20,179 24,791 26,649 renewals laced 0 7,382 3,784 3,704 Holds Arrived 0 10,778 4,897 4,695 Gate count: 0 (lockdown) 0 (lockdown) 427 645 daily mean Township Statistics Chippewas of Rama First Nation Borrower Type Number of members* Number of members Check Outs + borrowing Renewals May 1, 2023 April 1-30, 2023 April 1-30, 2023 CRFN Adult 9 3 68 CRFN Child 0 0 0 CRFN Youth 1 1 6 E-Access 1 N/A N/A Total 11 4 74 Page 96 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Severn Township Borrower Type Number of members* Number of members Check Outs + borrowing Renewals May 1, 2023 April 1-30, 2023 April 1-30, 2023 Severn Adult 1045 403 3,263 Severn Child 243 85 740 Severn Youth 32 8 32 E-Access 55 N/A N/A Total j 1,375 496 4,035 Township of Oro-Medonte Borrower Type Number of Number of members Check Outs and members* borrowing Renewals May 1, 2023 April 1-30, 2023 April 1-30, 2023 Township of Oro- 1,234 442 3,482 Medonte Adult Township of Oro- 252 79 639 Medonte Child Township of Oro- 45 7 30 Medonte Youth Township of Oro- 0 0 0 Medonte House- bound E-Access 81 N/A N/A Total j 1,612 528 4,151 Incidents April 3, 2023 —A known patron escalated after being asked several times to stay awake while in the building. She verbally abused staff who tried to work with her on options. She was served with a one-week suspension and was able to follow the rules upon her return. April 4, 2023—Armed Police Officers entered the Orillia Public Library asking if we had called about a gun sighting. Several staff and patrons were extremely frightened by this sight (some patrons asked to take shelter in safe rooms). The Police did not communicate with staff what was happening or what measures we should put in place to protect ourselves and our patrons. Page 97 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... The matter resolved without violence (toy guns), but it brought to light the necessity for emergency procedures regarding Hold & Secure, Shelter in Place, and Lockdown. These procedures are currently drafted and are awaiting staff feedback. Completed procedures will be disseminated before the end of May 2023. April 5, 2023 —A 6-month computer use suspension was delivered to a patron who repeatedly printed pornographic materials from our public Computers. First occurrence March 30 (warning delivered), second occurrence April 3 (computer-use suspension delivered). April 8, 2023 —An unknown patron was escorted out by police after failing to follow staff direction (asked several times to wake up and stay awake, refused to follow staff direction, and refused to leave). April 13, 2023 —A patron verbally abused a staff member after several failed attempts to assist him with a malfunctioning bus pass. The frustrated patron cursed at staff and kicked the Mississaga Street Doors on his way out, setting the door off its track. Facilities came in to repair the door. For the next three months, this patron will only be allowed to receive bus pass service from management (he is not a library patron). He will not be allowed to engage with the staff member he escalated with. Escalations due to bus pass software malfunctions have been draining on staff. April 29, 2023 —A patron had a near-overdose in the main floor women's washroom. Two Directors attended the scene. By the time paramedics arrived, the patron had roused and was refusing assistance. She left the building hurriedly. She is known to us and to the paramedics who advised us that they will keep an eye on her. She is not considered a danger to staff. Page 98 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... REPORT OF THE DIRECTOR OF INFORMATION SERVICES April 2023 Submitted by Kelli Absalom PROGRAMS AND SERVICES Makerspace A variety of Easter projects were offered this month in the Makerspace, including Easter door signs made on the Cricut, 3D Printed cookie cutters and toys, embroidered easter ornaments, and customized giant colouring sheets. This month we also assisted with projects including printing large maps, creating banners for "Battle of the Books", and many hours of VHS conversion. The Cricut machine saw a lot of use this month from scrapbookers and paper crafters, while the Glowforge was used to create a variety of teacher and student appreciation gifts including medals, keychains and plaques. Local businesses used our equipment to create promotional hats, buttons, and wooden logo signs. PA Days usually result in increased demand in the Makerspace. In response, this month we created appointments throughout the day geared to families to allow them to try out as many tools as possible. Projects included a personalized magnet created on the Glowforge, a personalized pencil case decorated with Cricut iron-on and fabric markers, personalized buttons, a customized large scale colouring sheet, and small a selection of 3D printing projects. This program was fully booked with a waiting list. Nerf Battle for Grown-Ups Chanel Craigie organized a Star Wars themed "Nerf Battle for Grown-Ups" this month, our first since the pandemic. With this L2_z event we normally draw a different demographic into the building (people in their 20s and 30s), many who have never been in the building before and sign up for their first library membership to - take part. Some attendees had recently moved to the area and shared this was their first social outing, while some had lived here for a few years but this event brought them in the Library for the first time. All participants were very enthusiastic about the Library hosting another Nerf event and event photos posted on our social media have also generated a great deal of interest. Driving the Future: Understanding Electric Cars Dave Van Alstyne, Lead for the Barrie-Orillia Chapter of the Electric Vehicle Society, led a presentation his month on the benefits of owning an electric vehicle. The practical issues of electric vehicle ownership and the environmental impacts of transportation were discussed, as well as issues facing electric car owners including the lack of charging stations. Thirty-nine people attended. Nintendo Switch Collection In response to patron feedback, I have purchased a new collection of Nintendo Switch games. Page 99 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... These were introduced to the public on April 1st and flew off the shelves within hours. I have received many comments in our suggestion box that they are greatly enjoyed and hope more are purchased. This collection also brought in many new users who came to the library specifically to check out the games. 1-on-1 Tech Help Morgan Fitzgerald continued to provide our popular 1-on-1 tech help on many different topics this month including creating and using email accounts, introduction to iPhone and Apple ID, using our lendable iPad Hotspot Kits, file storage and organizing, and downloading and using the Library's Libby and Hoopla apps. Patrons expressed their gratitude for this service as it makes them more comfortable asking questions. Big Read The Big Read Committee met to make plans for our popular community reading program which is celebrating its 171h year. This year's committee is comprised of myself, Meagan Wilkinson, Darrin Davis, Chanel Craigie, Amy Lambertsen. Ongoing Programs These ongoing programs held meetings this month: -Books on Tap: our book club for twenty, thirty, forty-somethings led by Darrin Davis at The Hog `N Penny -Bookworms Book Club: led by Michelle Sinclair -Book Chatter: led by Lee Kelly -Chair Yoga: with Certified Hatha Yoga instructor Melanie Rimkay -Genealogy Club: led by Jayne Turvey COMMUNITY PARTNERSHIPS & OUTREACH Seniors Fair Jayne Turvey represented the Library at the Annual Seniors Fair at the Mariposa Inn hosted by MP Adam Chambers and MPP Jill Dunlop. Circulation Coordinator Amy Lambertsen was also on hand to facilitate new memberships. They spoke to 89 people and discussed programs and materials the Library offers geared to seniors. Many of the seniors in attendance had library memberships but had not been to the building in some time. Visitors to the booth were given ballots to win an OPL book bag filled with library swag. Irene G. was the lucky winner. Ongoing Partnership Programs These ongoing Library partnership programs held meetings this month: -The English Conversation Circle, led by Welcome Centre Immigrant Services, met weekly. -The French Conversation Circle, led by Le CIe program facilitators, met weekly on Zoom. -The Just Write Orillia writing group met twice this month on Zoom. -The Ukulele Jam, in partnership with Sunshine Ukulele Network, held their monthly session. -The VON Canada SMART (Seniors Maintaining Active Roles Together) Team held weekly exercise classes at the Library for seniors 55+. -The Queer Book Club, in partnership for Lake Country Pride, met at Brewery Bay Food Co. Page 100 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Heads Up! For Healthier Brains We partnered with the Alzheimer's Society of Simcoe County to present a 4-part series at the Library which provided information on keeping your brain healthy and reducing the risk of dementia. Seniors at Play Jayne Turvey was invited to the City of Orillia's Seniors at Play group to present a workshop on tips for beginning genealogy research. Nursing and Retirement Home Outreach Darrin Davis oversaw our monthly book deliveries to ten local nursing and retirement homes this month. Deliveries were made to Birchmere Retirement Home, Independent Suites, Leacock Retirement Home, Sundial Lakeview Retirement Residence, Trillium Manor, Tudhope Manor, Victoria House, Lake Simcoe Retirement Residence, Spencer House, and Oak Terrace. Darrin also worked with Jennifer Ward in the Family Department to arrange for over two hundred "Hands and Hearts" Take and Make kits to be distributed to seven local nursing homes. MARKETING AND PROMOTIONS We continued to market programs and services on our website, social media platforms and the webpage. We currently have 4,019 followers on our Facebook page, 2,930 followers on Instagram and 2,051 followers on Twitter. Darrin Davis and I submitted articles to Orillia Matters this month publicizing our Electric Car and Nerf program as well as a press release for our Project Free Flo initiative. Posts which received this most engagement on social media this month included publicity for our new Nintendo Switch collection as well as our announcement of Project Free Flo. i m y ` © ass 1 produced two eNewsletters this month which provided information on Library programs, resources, and service announcements. We currently have 3,083 eNewsletter subscribers. Page 101 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... STATISTICS April 2023 Reference Questions 3,059 eResource usage 8,198 Website Visits 20.299 PROFESSIONAL DEVELOPMENT Darrin Davis and Tiffany Kwok attended the virtual RA in a Day, presented by the Ontario Library Association. This year's theme was Murders, Memoirs, and Mindfulness: Bridging the Gap between Fiction and Nonfiction. Sessions covered creating programming and displays based around non-fiction topics and discussions about favorite non-fiction titles. RA staff gained ideas for possible lists and displays to feature our non-fiction collection. Tiffany was also inspired to begin incorporating more from our collection into day-to-day operations in the M akerspace. Eli McAlpine offered Makespace tours to staff which included a walk-through of the space as well as information about the equipment and talking points to use with patrons. The goal was to help staff become more familiar with what was being offered in the Makerspace, and to give them an opportunity to ask questions. Thirteen staff members attended. Morgan Fitzgerald attended Sitelmprove website accessibility software training held by the City of Orillia. Page 102 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Community Outreach Worker (COW): 6-month report October 3rd, 2022 —April 3rd, 2023 Direct Service Statistics Overview From October 3rd, 2022 to April 3rd, 2023,the COW had 279 client interactions with 128 individuals.The COW met with each client an average of 2 times. A client interaction is defined as, an interaction that takes place during scheduled drop-in hours, during a scheduled appointment time, or a drop-in outside of scheduled drop-in times. Demographics 15%of clients were senior(60+), and 84%were adults (18-59), 1%were youth (12-17). Clients were 49% male and 50%female. 1%of clients had a gender identity that was not included on the form (male, female, non-binary, trans) and thus, "other"was selected. Ethnicity was recorded as "unknown" unless disclosed by the client. 49%of clients self-identified as Caucasian, 43%unknown, 5%as Indigenous, 1%as Latinx, 1%as Indian, <1% as Mexican, <1%as Chinese. Referral type (Figure 1) Most clients (70%) referred themselves to the COW. Other referral sources include OSMH 8%, OPL 7.5%, Downtown Dispensary 3%, and The Sharing Place 3%. 1.5 Referral Type Fr 1 1 1.5 1.5I 1. 51.5 2�� II 3 3 ■Self referral ■OSMH ■OPL Downtown Dispensary ■The Sharing Place ■ Friend ■The Lighthouse ■Paper Kapers ■City Hall ■Community member ■ Empower Simcoe ■ONWG ■ Information Orillia a YMCA Figure 1 1 Page 103 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Time and type of interactions 46%of client interactions took place in the morning and 54%took place in the afternoon. 51%of client interactions took place during scheduled drop-in times. 23%of client interactions took place during appointments and another 26%took place during non-scheduled drop-in times (Figure 2).A non-scheduled drop-in is when a patron is referred to the COW outside of regular drop-in times. Type of Interaction 2 ■Appointment 51% ■ Drop-in(non-scheduled) �U ■ Drop-in(scheduled) 26% 82%of interactions took place in person and 18%over the phone. Community referrals (Figure 3) A total of 291 referrals were made to 56 unique programs or organization.The most common referral was to Empower Simcoe for housing supports. The next most common referrals were to Information Orillia's tax clinic, Catholic Family Services,The Sharing Place, CMHA, and OPL. 2 Page 104 of 265 Referrals 100% 60 90% C31 80% 50 0 70% _ v 40 C 60% C: cr F) 50% r- 30 cr 40% co 20 30% v Q 20% 10 10% C (D N 0 0% O m w Q > u v— w u c a r u u m u s �v u=.� O 2 u co > m= x Y n u Q O o ai N u=a E.0+u c w y�n E ui c v�v c i=> .� c Y '�_ a s o— c u c'c'E u'c E P ` O.V O Q LVOi u R C L L 0�.i O.QO �U = 3 �Q V 0° N C O by U u C@ Yar N � O O m N L C X J U�a in v on c v n u m�n -u m N =0 _m m v °u o E O ° 5 c1Oi Y�a� c�m� c m ° m`. } c � N } 0's E S J L O.E 3 R 41 (0 (C V+�-' O ry J ~� O_� °=Q O 0 CL w v1L �^ —0 C U j 2 @L O2 450 N i W��C u t Z uw U } J •L c �, a a O w=off �L°-° o c=a v j a Y v _c E O N yL O J LL L } N L u V = N Uhl U ~ l7 ~ W 3 CD CD Figure 3 (Q 3 v 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Reason for contact Most clients contacted the COW for support with housing (Figure 4). Other reasons include emotional support, mental health, personal, and emergency shelter. Personal reasons encompass any reason not captured by the other categories. Notably, most clients had numerous reasons for contacting the COW. This chart simply highlights the main reason. Main Reason for Contacting COW 80 100% 70 90% 80% 60 70% 50 60% 40 50% 30 40% 30% 20 20% 10 10% 0L 0% W s a a s +� > c v v v c v +� on c ai to on v p L O r N �n O a+ (a a1 .� V O � C O C C C — — _ ^ a @ O a, O @ v a/ O n3 = O U c s A O Y 7 O �' L v' N u O L J >, v Q C ~ aJ O +�i+ 'O al —O ti ,3 S 3 O — .Q _M t N > v Q � -o u a u U _3 'in E C N E O L C '-' E Y O p O 3 >' w O u n3 n3 N > GA E a) 2.O O N ti O O F Q WwCr Figure 4 4 Page 106 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Partnerships and programs Social service partnerships To offer relevant resources and referrals, the COW keeps track of 77 social services accessible to people living in Orillia. Of these 77 social services, the COW has met (in-person, virtually, or by phone) with 46 organization representatives. The COW sits on 5 community tables: The Situation Table, Couchiching Ontario Health Team (COHT) Community of Practice, Unity in the Community, SCATEH, and the COHT collaboration table. Please refer to Figure 4 for a summary of partnerships. Social Service Partnerships 35 Introduction made- COW has met 30 with representative from organization and refers clients as 25 appropriate 20 Partnership- COW refers clients on a regular basis, referrals received 15 from organization 10 Regular partnership- COW refers 5 clients on a regular basis, referrals received from organization. COW 0 works directly with representative Introduction made Partnership Regular Partnership from organization (share clients, program support or planning, Figure 4 consultation) Community partners In October 2022 the COW started a drop-in program called Coffee and Connect. Each week a community partner supplies snacks, and the library supplies coffee. The current community partners are Sweet Time Bake Shop, Mariposa Market, and The Sharing Place. The Refillery provides dairy(cream and milk). Each community partner donates items free of charge. Participants can speak with the COW and with each other.The average number of participants each week is 13 (see Figure 6). 5 Page 107 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Coffee & Connect 25 20 a U 15 a 4- 0 10 v E 5 oe�z 0 > > > U U U U c c c c _0 _0 _0 _0 0 0 0 ai ai ai v v v v v 4 c 00 qt ci 00 Lfl ci 00 Lfl N c-I 00 LA N 6 ci N m O ci N N O ci ci N O O -1 N O O -1 N N Date Figure 6 Presentations From October 2022—April 2023,the COW made five presentations to external groups. These groups were the Orillia Compass Group, Couchiching Family Health Team System Navigator round table, Home and Community Care, Couchiching Family Health Team, and the Orillia Seniors' Centre. Staff supports in the library Needs Assessment In November 2022, the COW prepared a staff needs assessment with the goals of: • How to reduce volatile interactions with patrons; • How staff can feel better equipped to assist patrons in crisis; • How feelings of being on "high alert" or"on watch" can be reduced and; • How staff can be better supported Results from the needs assessment were analyzed and key action steps were determined.These steps have and will continue to inform debriefing processes, staff training, self-care supports, and policy development. Daily supports On a daily basis the COW conducts rounds throughout the library. This allows for informal check-ins with staff and patrons. Self-care and resources The COW has prepared quick resource guides accessible for all staff via Teams. These guides include how to access emergency shelter, food, and clothing, to name a few. These guides allow staff to provide information to patrons if the COW is not available and/or an appointment is not required or desired. 6 Page 108 of 265 15.f) Orillia Public Library Board, Minutes of May 17, 2023 meeting. Sta... Every two weeks, the COW sends an email to all staff with self-care activities and community resources that may be of interest to staff personally. Project free flo In collaboration with Meagan Wilkinson (Director of Child and Youth Services),the COW successfully secured a grant from the Shopper's Foundation for Womens' Health for $20 000.The funds will be used to stock all OPL bathrooms with free pads and tampons for the next 5 years. Additionally, 200 period kits containing menstrual products, a book about menstruation, hand wipes, and a resource list were created. These kits can be accessed free of charge from OPL and The Sharing Place. The kits have also been made available to participants at The Lighthouse, Green Haven, and The Gilbert Centre. Debriefing Following incidents in the library (for example an overdose),the COW does an informal debrief with all staff involved. Work beyond OPL Involvement with Downtown Orillia Management Board (DOMB) In December 2022, the COW prepared a resource document highlighting community resources. This document was shared with the DOMB. In January 2023, the COW presented to the DOMB.The COW reviewed the scope of the role, how referrals can be made, and how to contact the COW. Involvement with Orillia Recreation Centre (ORC) In February and March 2023, the COW prepared a staff needs assessment for the ORC. The goals of the needs assessment were the same as the library's assessment (see above). The COW analyzed the results, prepared a report, and made suggestions on staff training, debriefing procedures, and professional development. The report was shared with the ORC management team and City of Orillia HR department. Outreach Tables in the Community The COW has held two outreach tables at The Sharing Place. Starting in January, the COW has an outreach table at The Downtown Dispensary(methadone clinic). This outreach initiative takes place monthly. Next steps 1. Continue to develop partnerships with community partners including the new Lighthouse Outreach team 2. Continue offering drop-ins 3. Continue staff support 4. Develop new programming for patrons,focusing on vulnerable populations including but not limited to seniors, individuals experiencing homelessness, and Indigenous peoples 7 Page 109 of 265 .g) Cor p. e at. . y 2023, City Tec City of Orillia: Technical Evaluation for Settlement - • Boundary Expansion You're Invited to a Virtual Public Open House Pre-register at: orillia.ca/MCR The City of Orillia is considering a Settlement Area Boundary Expansion to accommodate future growth in population and jobs to 2051. A Virtual Public Open House is taking place on June 20, 2023 from 6 to 8 p.m.to learn more about this project and findings to date, including: • Providing participants with an update • Presenting a range of various intensification and on the City's Land Needs Assessment; densification targets; • Presenting the findings of the Technical • Outlining next steps in the process. Land Evaluation for Settlement Area Boundary Expansion; and Attendees will have the opportunity to share comments, ask questions of the Project Team, and provide input that will help inform future recommendations to City Council on the size of the future boundary expansion and appropriate intensification and densification targets. We look forward to presenting these findings and continuing important conversations around how the City should accommodate forecasted growth over the next 30 years. How can I pre-register to join the Virtual Public Open House? The Virtual Public Open House will be held on Tuesday,June 20,2023 from 6 to 8 p.m.via the Zoom platform. A Settlement Area Boundary is the boundary that encompasses the limits Please visit orillia.ca/MCR to learn more and pre- of an urban area.Where it is expected register.You will be able to join the Public Open that more urban land is needed to House via computer or telephone.The meeting accommodate the growth forecasts for link and phone-in number will be automatically a particular municipality, a municipality emailed to you following registration. needs to undertake a Settlement Area Boundary Expansion, guided by We will do our best to provide any requested Provincial legislation and policies. accommodations. For more information, contact planning @orillia.ca or 705-325-2622. Page 110 of 265 15.g) Correspondence dated May 19 2023, City of Orillia, Technical Evalu... Background Since 2018, the City has been completing a Municipal Comprehensive Review, including a Technical Land Evaluation, to study and identify the most suitable locations for growth from a planning perspective to accommodate projected growth to the year 2051. Additionally, the City's Land Needs Assessment, which sets out how much land Orillia will need to accommodate its forecasted population and jobs growth, has been updated to reflect input received from the community and key stakeholders to identify the City's additional land needs if various ranges of higher intensification rates and greenfield densities were to be pursued in the next Official Plan. The preliminary Settlement Area Boundary Expansion Lands (based on the evaluations completed), the Technical Land Evaluation reports and updated Land Needs Assessment information together, along with a range of intensification and densification target rates, will be presented at the Virtual Open House and are available at orillia.ca/MCR. Why is the City completing a Settlement Area Boundary Expansion? The City has determined that the existing municipal boundaries do not have enough land to accommodate the City's growth to 2051.An expansion of the City's Settlement Area Boundary is therefore required to plan for the City's anticipated growth into the future. If I can't make it to the Public Open House, where can I find more information or submit comments? We understand that busy schedules mean that this date and time may not work for everyone. Following the live Public Open House, a video recording and a copy of the presentation will be available at orillia.ca/MCR. Comments can be provided to planning @orillia.ca with "Boundary Expansion" in the subject line, or in writing by mail to: SO Andrew Street South,Orillia, ON L3V 7TS Attn: Planning and Housing Division - Boundary Expansion To receive updates from the City throughout this project, please sign-up for the project email list at orillia.ca/MCR. What are the next steps? The input received from the public will be taken into consideration to inform a report that is anticipated to be presented for Council's consideration in the fall of 2023 when the new Provincial Policy Statement comes into effect. Council will then determine the preferred intensification and densification targets to inform the City's new Official Plan and the size of the future boundary expansion,which will inform the next Official Plan and future boundary expansion discussions. NOON NOON NOON NONE NONE o - _ age 1110 . Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... Severn Sound Environmental Association r�tal T ' 2023 1st Quarter (Jan. 1 - Mar. 31) Report/Update Staffing/HR Administration,Staffing, Training and Volunteers Administration One SSEA Board meeting and orientation session (2022 4th Quarter) held January 301", 2023. Negotiated office lease renewal. Staffing THANK YOU to outgoing staff: Cameron Epp (Watershed Resilience-Habitat Project Intern). Team SSEA welcomed Patrick Jackson, Invasive Species Program Coordinator. Advertised for (1) Climate Resilience-Habitat Intern, (1) Climate Resilience & Sustainability Coordinator, and (8) seasonal staff positions (hiring pending funding). Training/Professional Development SSEA staff attended 7 no-cost webinars courses on a range of SSEA program-related topics and health and safety matters including WHMIS and Ontario's Health and Safety Training for workers and supervisors. Volunteers - THANK YOU THANK YOU to all Citizen Science volunteers who participated in our Ice Spotters Program during the ice-on season! Education, Engagement, Outreach Presentations,Articles, Social Media, Events, Inquiries Most presentations, meetings, videos etc. have been recorded and posted to the SSEA YouTube channel. Articles/Publications/News Coverage of SSEA Tree Seedling Distribution Program in Midland Today. Wrote an article for Tourism Simcoe County for use in future website posts and promotional material. Submitted content for Georgian Bay Biosphere's upcoming State of the Bay Report. Team SSEA Water Scientist Aisha and Board Vice Chair Danielle Alexander (Councillor, Springwater Township) were recognized by the Southern Georgian Bay Chamber of Commerce for International Women's Day. sseainfoa-severnsound.ca - www.severnsound.ca - 1 - Page 112 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 04 Minutes, SS... 0 CELEBRATING WOMEN'S DAY INTERNATIONAL �[ CELEBR WOMEN'S DAY TING TIQNAL 7"1"jvb-A 8A 2023 �•t� 7 jv A 8a.. .2023 "I AM SEVERN SOUND ENVIRONMENTAL ASS00ATIONS "I AM FORTUNATE TO HAVE BEEN WATER SCIENTIST/LIMNOLOGIST SURROUNDED BY STRONG, WHERE I FOCUS ON WATER CONFIDENT WOMEN THROUGHOUT QUALITY MONITORING OF LAKES MY LIFE.BOTH PERSONALLY AND AND TRIBUTARIES IN THE SEVERN PROFESSIONALLY.I BELIEVE THE SOUND WATERSHED,WITH A BEST WAY TO EMPOWER YOUNG PARTICULAR EMPHASIS ON s NUTRIENT CONDITIONS AND WOMEN IS TO TEACH THEM TO y STAND TO UP FOR WHAT THEY RESPONSES OF ALGAE AND OTHER BELIEVE IN AND NEVER BE AFRAID BkOLOGICAL COMMUNITIES.MY ��= WORK HAS INCLUDED INCREASING OF A CHALLENGE-BE PRESENT AND ' UNDERSTANDING OF WATER ACCOUNTABLE FOR YOUR ACTIONS P QUALITY TRENDS AND IMPACTS OF AND YOU CAN TRULY AFFECT WATERSHED STRESSORS AS WELL CHANGE.I AM EXCITED TO HAVE AS DEVELOPING CITIZEN SCIENCE THE OPPORTUNITY TO BE PART OF -A• PROGRAMS TO ENGAGE THE POSITIVE AND RESPONSIBLE PUBLIC.I THINK IT'S IMPORTANT TO CHANGE IN THE TOWNSHIP OF CELEBRATE WOMEN PARTICULARLY SPRINGWATER BY HAVING THE oh&�hiQldPt c�jFllPlr2 c�ruuut IN SCIENCE TO INSPIRE THE NEXT c OrTI.P/(8 (p h - PRIVILEGE OF SERVING AS WARD 2 &WA&Vamw GENERATION OF WOMEN IN STEM cSam&`rI&rjuuA COUNCILOR.AS WELL AS VICE AND EQUIP THEM WITH THE TOOLS CHAIR ON THE SEVERN SOUND NEEDED TO TACKLE CHALLENGES IN ENVIRONMENTAL ASSOCIATION A CHANGING WORLD." BOARD." NE Social Media A total of 117 posts were made on SSEA Instagram, Facebook and Twitter accounts on a variety of topics and SSEA programs this quarter, to audiences of 615, 300, and 434 followers respectively. 1 new video with 28 views was posted on the SSEA YouTube channel with 45 subscribers. SSEA participated in the Drinking Water Source Protection educational `Salt Campaign' by regularly posting across 3 social media platforms. Inquiry Responses (excluding Source Water) SSEA responded to 12 inquiries from municipal partners, members of the public, and contractors Events/Meetings/Conferences . Team SSEA in 11 additional participated municipal and external partner meetings and events throughout the quarter, including 2 conferences. SSEA hosted a Tree Planting Information Session and held a Team Retreat (February 15) as a precursor to the upcoming Strategic Plan refresh. if Team SSEA's at the Township of Tiny Carnival D'Hiver sseainfo(a)severnsound.ca www.severnsound.ca - 2 - Page 113 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... March 24t", 2023 SSEA celebrated the return of the SSEA ttw Partner's Reception and Environmental Champions Award night. l THANK YOU to our event sponsors, Mosey & Mosey, Mink tw Insurance Services, Pahapill and Associates, Csumrik and Associates and Coldwater Foodland. Thank you also to Hardwood Hills Ski and Bike, and Wye Marsh for donating citizen science volunteer draw prizes, and to Ego's Farm Market for donating the door prizes. Congratulations to all the winners of the SSEA Environmental Champion Awards! Not in the photos is Alex Seaborn Environmental Volunteer Champion. Briana Figgures & Gabrielle Crate - Keith Sherman - Environmental Legacy Student Environmental Champions I Kate Harries - Environmental Sustainability and Don Limoges - Environmental Volunteer Stewardship Champion Cathy Tait - Environmental Sustainability and Reagan Parham -Student Environmental Champion Stewardship Champion sseainfo(a)severnsound.ca www.severnsound.ca - 3 - Page 114 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... Tree Planting Planting and Distribution Community Tree Planting & Tree Seedling Distribution: in planning stages for spring 2023. Site visits were conducted to assess potential community tree planting sites. There are currently 288 participants and over 14,800 native tree/shrub seedlings pre-ordered through the Tree Seedling Distribution Program. Through the SSEA's two-year 2 Billion Trees project "Building Tree Planting Capacity in the Severn Sound Watershed" a variety of products and services were purchased to increase the SSEA's tree planting capacity, including buckets, shovels, tree protection mats and guards. Additional investments included professional development, communications and engagement products, as well as, human resources costs. A four-year Memorandum of Understanding (MOU) was signed between the County of Simcoe and planting partners SSEA, Nottawasaga Valley Conservation Authority, Lake Simcoe Region Conservation Authority and Dufferin Simcoe Land Stewardship Network. This MOU provides the SSEA with funding to cover tree seedling costs for all community-based, volunteer-supported tree plantings for 2023-2026. This grant and funding from the 2 Billion Trees project will help with implementing community tree plantings. Staff hosted a community information session about SSEA's tree planting programs, with special guest speaker Will Cox from the County of Simcoe Forestry Department, who presented on "Restoration and Reforestation of Habitat for the Kirtland's Warbler in Simcoe County." Fish and Wildlife Habitat/Natural Heritage Invasive Species,Species at Risk, Wetlands, Wildlife and Habitat Stewardship Invasive Species (IS) Continue to provide technical support on IS to municipalities, residents, and external agencies; reviewed and provided input to the provincial Best Management Practice document for invasive goutweed (pending public release). Created 2023 Invasive Species Spotters iNaturalist project, which allows citizen scientists to contribute IS data and observations. Produced invasive tree & shrub poster, and attended SSEA Tree Planting Information Session to provide invasive species material; in planning stages for upcoming events including Tiny Township Earth Week and Wye Marsh Earth Day events. Continue to collaborate with partner agencies and deliver technical support on the Wye Marsh Invasive Species Management Project. Habitat Restoration/Enhancement Worked to implement the Improving Habitat in the Severn Sound Watershed Project(Great Lakes Local Action Fund), supporting Penetanguishene and Midland in habitat naturalization/restoration projects on municipally-owned land. Met with staff from both municipalities to discuss potential naturalization locations and project implementation, including preliminary site visits, and initiated communications with project partners and potential volunteers including the Georgian Bay Metis Council. sseainfoa-severnsound.ca - www.severnsound.ca - 4 - Page 115 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... Land Use Planning Input and Review Plan and Policy Input SSEA participated in pre-consultation meetings and/or submitted comments on 24 applications, reports, and Environmental Impact Studies. Staff participated in one North Simcoe Planners meeting during the quarter. Drinking Water Source Protection Source Protection Authority and Risk Management Services Source Protection Authority Services Staff continues to work with provincial, regional, and local representatives, and attend meetings, to fulfill the requirements of our 2022-2024 funding agreement work plan - some of which includes policy work, municipal drinking water system changes, and general education and outreach initiatives. The amendment to the Horseshoe Highlands municipal drinking water system finished all consultation periods. Drinking Water Source Protection annual reporting was due February 1st; all Severn Sound member municipalities were submitted. Risk Management Services This quarter, staff answered 14 inquiries, commented on 13 development applications, sent out 12 draft risk management plans, held 7 risk management plan negotiation meetings, signed 7 risk management plans, conducted 5 site visits, and completed 3 inspections. Monitoring Programs Field/data collection: Open Water, Inland Lakes, Intakes, PWQMN/Tributaries, Stream Invertebrates, Stream Temperature, PGMN, Climate, and Citizen Science Lake Sampling (Open Water, Inland Lakes, Intakes) Completed 3 Tay intakes sampling events and 1 winter sampling run on each of Bass Lake and Orr Lake. Sampling included collecting water chemistry and field data such as pH, turbidity, conductivity, and temperature. Water quality results are used to assess lake conditions, guide management decisions and y� protect drinking water quality. Secured lab sample analysis allocation from Ministry of s Environment, Conservation and Parks for the upcoming field season. Winter sampling on Bass Lake ,3seainfo(a)severnsound.ca -www.severnsound.ca - 5 - Page 116 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... Watershed Monitoring (PWQMN, PGMN, Climate Monitoring Stream Invertebrates, Stream Temperature) Rain and Air Gauges Working with DFO and the MNRF to re- All data from 4 rain gauges and 1 air establish flow-monitoring gauges on the temperature logger have been added to the Sturgeon River and Copeland Creek. database. This data provides additional PWQMN (Provincial Water Quality background information for monitoring projects in the Severn Sound and Tiny Monitoring Network) Coastal Area, putting monitoring results into Conducted 2 sampling runs at 14 sites context (e.g., water quality and quantity, throughout the watershed, collecting inland lake levels, trends in algae growth chemistry samples and corresponding field and thermal stability classification for data such as temperature, dissolved streams). oxygen, conductivity and turbidity. Weather Stations Through the PWQMN Program, a The Midland and Lafontaine weather conductivity sensor was installed at a stations have been checked regularly using downstream site on the Coldwater River the online portal to ensure data continues to over the summer. Sensor cleaning and be recorded. Annual data compilation has downloading was performed. Data will be been completed and included in the year- used to establish a baseline range which end report, summarizing rainfall and crop can help detect external impacts on water heat unit outcomes from 2022. quality, like storm events and de-icing salts. Lake and Stream Invertebrates To learn more about our weather stations and to view the available near real-time data Identified 4,400 stream invertebrates in the go to the SSEA website. Coldwater and North River watersheds to Citizen Science (Shore Watch, Stream assess community health. Watch, Invasive Species Spotters, Water Stream Temperature Level Watch) 2022 temperature logger data has been Monitoring of ice conditions through the Ice added to the database and all thermal Spotters Program began in early November stability models have been completed for 2022 and continued until freeze-up. 20 each stream site. This includes logger data observations were received from 8 which is part of SSEA's intensive thermal volunteers. An email reminder was sent to stability study in areas of the Coldwater participants for the upcoming ice-off period. River. This study helps to update drainage Updates were made to ice on and off trend mapping, provides background data, analyses. determines thermal stability potential through modelling of all stream reaches and helps to better understand where to focus future monitoring efforts. sseainfo(o-)severnsound.ca www.severnsound.ca - 6 - Page 117 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... Sustainable Severn Sound Special Project Climate Change Action Plans, Partners for Climate Changed Protection (PCP) Program Partners for Climate Protection f - SSEA continues to support our municipal members of the PCP Program as an Associate Member, facilitating actions under municipal climate action plans where possible. % rw , Bee City Initiative & Projects for . Pollinators °a Continue to support current and prospective Bee City member municipalities, Pollinator handout material at SSEA Partner Reception providing information and assisting the municipalities with fulfilling Bee City commitments to create pollinator habitat and provide public education on the importance of protecting pollinators and practicing good environmental stewardship. Completed a No Mow Policy scan for Penetanguishene. Continuing to work towards the completion of the materials in the SSEA's Projects for Pollinators, funded by TD Friends of the Environment Foundation. Developed a distribution plan to give out the pollinator guide books. The latest draft of the pollinator garden How-to Guide has been completed and is undergoing further review. Additional native seed packets have been assembled and will be handed out at community and habitat stewardship events. Data Analysis and Reporting Statistics, Data Management&Analysis, Reporting, and GIS/Mapping Statistics/Data Management & Analysis Routine, year-round data management consisting of PWQMN, Georgian Bay water levels and regional climate data, and open water/inland lake water chemistry, zooplankton and algae data processing continues as normal. Significant updates to Open Water and Inland Lake data sets made to reflect recently received data. Reporting and Educational Content _ Completed 1 winter conditions update for both Bass and Orr lakes, which can be viewed online and on SSEA social media feeds. Provided updated water quality t summary for Honey Harbor to Georgian Bay Township for their environmental report card. Updates were made to numerous posters and displays summarizing inland lake, open water, tributary, climate, and groundwater conditions. Significant updates were also made to Severn Sound water quality display website content under the Monitoring section, which will be live once all updates are completed. sseainfo(a)severnsound.ca www.severnsound.ca - 7 - Page 118 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... Partnerships New/Updated NGO partners and MOD's,Academia SSEA is always working with municipal and NGO/external NORTH SIMCOF AND AREA'S partners to deliver effective environmental stewardship, cc including membership with GBB's ICECAP and the Vitalsigns. SMDHU's Climate Change Exchange Committee and2023 Climate Change Charter Working Group. SSEA is also a member of the Lake Huron Working Group, and Great , ,, Lakes Ecoregion Network. Reviewed and provided input on SICURITY the draft 2022-2026 Lake-wide Action and Management WATER Plan for Lake Huron. QUALITY LIVING Provided leadership and content for the environmental WAGES - section of the HCF Vital Signs report, which can be viewed online. CD THANK YOU to the Gloucester Pool Cottage Association for again providing free ad space in their annual magazine. ... Academia Continue to work with PhD student from the University of Ontario Institute of Technology on a nearshore algae project. Continue collaborating on data analysis projects focused on tributary flow and water quality with University of Waterloo researcher and undergraduate students. Will be collaborating with Georgian College students doing a Zebra and Quagga mussel research project in the watershed during Q2 & Q3. Financial Grants, Budget, Invoicing Grants Multiple grants have been secured or applied for by SSEA to enhance services including: • $75,000 The State of Severn Sound 20 Years Post-Delisting as an Area of Concern (COA) • $70,000, Piloting the Inclusion of Wastewater and Stormwater Effluents into Existing Long-Term Watershed Monitoring program (COA) • Lake Huron Forever: $10,000, Severn Sound Citizen Science: Expanding Community Engagement (unsuccessful) • TD Friends of Environment Foundation: $9,300, Severn Sound Citizen Science: Expanding Community Engagement (pending approval) • Canada Summer Jobs: $10,850, summer staff wage subsidies, multiple programs (pending approval) sseainfoa-severnsound.ca - www.severnsound.ca - 8 - Page 119 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... Budget SSEA completed budget deputations to the Township of Tay, Township of Georgian Bay, Township of Oro-Medonte and the Town of Midland. SSEA also completed council orientation for the Township of Springwater, Township of Georgian Bay and the SSEA Board of Directors. Invoicing In Q1, SSEA issued invoices including 1 to MECP for 2022 equipment purchase reimbursement, 1 to Wye Marsh for EWM holdback and 1 to ABCA for final payment of 20th anniversary delisting communications and algae/zooplankton analysis. Thank you from Team SSEA • Julie Cayley - Executive Director • Lex McPhail - IT Manager/GIS Applications Specialist • Paula Madill - Ecosystem Technologist • Michelle Hudolin - Manager Watershed Resilience, Wetlands & Habitat Biologist • Aisha Chiandet -Water Scientist/ Limnologist • Melissa Carruthers - Manager Source Water Protection, RMO/RMI • Judy Limoges - Financial Services Coordinator (Treasurer) (p/t) • Nikki Priestman - Watershed Health Specialist • Patrick Jackson - Invasive Species Program Coordinator • Cliff Evanitski —Office Manager • Nicole Stott - Source Water Protection Intern • Travis van Engelen - Tree Plant Program Specialist • Cameron Epp -Watershed Resilience-Habitat Project Intern E r - '#F 1' sseainfo(a-)severnsound.ca -www.severnsound.ca - 9 - Page 120 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... SEVERN SOUND ENVIRONMENTAL ASSOCIATION JOINT MUNICIPAL SERVICE BOARD (JMSB) 2022 Fourth Quarter (Q4) Meeting --�- January 30t", 2023 1:00pm —4:00pm Harbour Shore Community Room, Victoria Harbour Present: SSEA Chair„ Councillor Steffen Walma Township of Tiny Councillor Danielle Alexander Township of Springwater Councillor Roberta Bald Town of Midland Councillor Brian Bochek (via Zoom) Township of Georgian Bay Councillor Suzanne Marchand Town of Penetanguishene Deputy Mayor Barry Norris Township of Tay Councillor Mark Taylor Township of Severn Staff present: Julie Cayley Executive Director Melissa Carruthers Manager Source Water Protection, RMO/RMI Aisha Chiandet (via Zoom) Water Scientist/Limnologist Cliff Evanitski Office Manager Judy Limoges (via Zoom) Financial Services Coordinator/Treasurer Paula Madill (via Zoom) Ecosystem Technologist Lex McPhail IT Manager/GIS Applications Specialist Nikki Priestman (via Zoom) Watershed Health Specialist Nicole Stott (via Zoom) Source Water Protection Intern Travis van Engelen (via Zoom) Tree Plant Program Specialist Regrets: Councillor Lori Hutcheson Township of Oro-Medonte Guests: Councillor Kristian Graziano (via Zoom) Township of Georgian Bay Christie Lee-Hazzard (via Zoom) CLH & Co. Inc. Dr. Frank Seglenieks (via Zoom) Environment and Climate Change Canada 1. WELCOME AND CALL TO ORDER Chair Walma called the meeting to order at 1:00 pm. 2. ADOPT AGENDA MOTION: 2022-085 Moved by: B. Norris Seconded by: S. Marchand RESOLVED THAT: the SSEA Joint Municipal Service Board approves the Meeting Agenda as amended, dated January 30t", 2023; and Page 121 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS SSEA Joint Service Board Meeting—2022 4th Quarter Mt_q-January 30 1h 2023 Page 2 of 10 FURTHER THAT: the Special Council Resolution (Budget) received from the Township of Georgian Bay dated January 4th, 2023, be added under OTHER BUSINESS as Item 15.1 and Fairlain Lake Funding Agreement under OTHER BUSINESS as Item 15.2. Carried; 3. DECLARATION OF PECUNIARY INTEREST None declared. 4. APPROVAL OF PAST MINUTES 4.1 Minutes of 2022 Third Quarter(Q3) meeting of the SSEA Joint Municipal Service Board held October 27th, 2022 MOTION: 2022-086 Moved by: R. Bald Seconded by: M. Taylor RESOLVED THAT: the SSEA Joint Municipal Service Board approves the minutes of the Third Quarter(Q3) meeting of the SSEA Joint Service Board held October 27th, 2022. Carded; 4.2 Business arising from the minutes MOTION: 2022-087 Moved by: D. Alexander Seconded by: B. Norris RESOLVED THAT: the SSEA Joint Municipal Service Board receives the verbal update re: action items arising from the minutes of the 2022 Q3 Meeting of October 27th, 2022, as information. Carried; 5.ELECTION OF SSEA CHAIR AND VICE CHAIR SSEA 2022 Chair Walma stepped down. Pro Tem Chair Julie Cayley, SSEA Executive Director, conducted the election portion of the meeting. I Election Procedures Julie Cayley, Pro Tern Chair reviewed election procedures. Appointment of Scrutineers MOTION: 2022-088 Moved by: S. Walma Seconded by: S. Marchand RESOLVED THAT: Lex McPhail and Melissa Carruthers be appointed as scrutineers for the 2023 Election of SSEA Officers; and FURTHER THAT: the electronic ballots be destroyed after the election process. Carried; Nominations for the Position of Chair Suzanne Marchand nominated Steffen Walma for the position of Chair for 2023. Page 122 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... SSEA Joint Service Board Meeting—2022 4th Quarter Mtg-January 30t'.2023 Page 3 of 10 Affirmation of nomination Steffen Walma affirmed he would be willing to run for the position of Chair for 2023. Pro Tern Chair Julie Cayley called for further nominations three times. No further nominations were put forward. MOTION: 2022-089 Moved by: B. Norris Seconded by: D. Alexander RESOLVED THAT: nominations for the position of SSEA Board Chair be closed. Carried; Election of SSEA Chair Result Steffen Walma was acclaimed as Chair for 2023. Nomination for the Position of Vice Chair Steffen Walma nominated Danielle Alexander for the position of Vice-chair for 2023. Affirmation of nomination Danielle Alexander affirmed she would be willing to run for the position of Vice-chair for 2023. Pro Tern Chair Julie Cayley called for further nominations three times. No further nominations were put forward. MOTION: 2022-090 Moved by: M. Taylor Seconded by: B. Norris RESOLVED THAT: nominations for the position of SSEA Board Vice-chair be closed. Carried; Election of SSEA Vice-chair Result Danielle Alexander was acclaimed as Vice-chair for 2023. MOTION: 2022-090A Moved by: M. Taylor Seconded by: B. Norris RESOLVED THAT: Suzanne Marchand be nominated as member of SSEA Executive for 2023. Carried; MOTION: 2022-091 Moved by: B. Norris Seconded by: S. Marchand RESOLVED THAT: The Severn Sound Environmental Association Joint Municipal Service Board has elected and/or appointed for the year of 2023, Officers as follows: Chair: Steffen Walma Vice Chair: Danielle Alexander Executive Member: Suzanne Marchand Carried; Chair Walma resumed the Chair and thanked the Board for their vote of confidence. Page 123 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... SSEA Joint Service Board Meeting—2022 4th Quarter Mtg -January 3001 2023 Page 4 of 10 6.SEVERN SOUND SOURCE PROTECTION AUTHORITY MEETING No SSSPA meeting this Quarter. 7.SSEA FOURTH QUARTER 2022 REPORT MOTION: 2022-092 Moved by: B. Bochek Seconded by: R. Bald RESOLVED THAT: the SSEA Joint Municipal Service Board receives the 4th Quarter 2022 Report for information. Carried; 8. PRESENTATIONS 8.1 Great Lakes Water Level Forecast- Dr. Frank Seglenieks, Environment and Climate Change Canada MOTION: 2022-093 Moved by: M. Taylor Seconded by: D. Alexander RESOLVED THAT: the SSEA Joint Municipal Service Board receives Environment and Climate Change Canada's Great Lakes Water Level Forecast, for information. Carried; 9. SSEA FINANCIAL REPORTS 9.1 Staff Report 48-22-SSEA-2022 41h Quarter Draft Financials MOTION: 2022-094 Moved by: R. Bald Seconded by: M. Taylor RESOLVED THAT: Staff Report No. 48-22-SSEA regarding the 2022 Fourth Quarter Draft Financials be received as information. Carried; S. Walma turned Chair over to Vice-chair, in order to speak to next report. 9.2 Staff Report 49-22-SSEA—SSEA Drinking Water Source Protection 2022 Municipal Revenue MOTION: 2022-095 Moved by: S. Walma Seconded by: R. Bald RESOLVED THAT: Staff Report No. 49-22-SSEA regarding SSEA Drinking Water Source Protection 2022 Municipal Revenue be received; and FURTHER THAT: the SSEA Board approves Option #1 as presented. Carried; S. Walma resumed the Chair. Page 124 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... SSEA Joint Service Board Meeting—2022 4th Quarter Mtq-January 301h 2023 Page 5 of 10 9.3 Staff Report 50-22-SSEA—Transfer of 2021 Unrestricted Surplus to Reserve MOTION: 2022-096 Moved by: B. Norris Seconded by: D. Alexander RESOLVED THAT:Staff Report No. 50-22-SSEA regarding SSEA 2021 unrestricted surplus be received as information: and FURTHER THAT: the SSEA Joint Municipal Service Board approves the transfer of the 2021 unrestricted surplus in the amount of$49,588 to the contingency reserve for future needs. Carried; 9.4 Staff Report 51-22-SSEA— Deferral of 2022 Unspent Reserve MOTION: 2022-097 Moved by: S. Marchand Seconded by: R. Bald RESOLVED THAT: Staff Report No. 51-22-SSEA, regarding the deferral of reserve funds designated in the 2022 budget to cover consulting services, be received as information; and FURTHER THAT: said funds not spent, be deferred to 2023. Carried; 9.5 Staff Report 52-22-SSEA—SSEA Reserve Schedule as of December 31, 2022 and Projected Reserve Schedule as of December 31, 2023 MOTION: 2022-098 Moved by: D. Alexander Seconded by: B. Bochek RESOLVED THAT: Staff Report No. 52-22-SSEA regarding the 2022 SSEA Reserve Schedule and the Projected 2023 Reserve Schedule, be received for information; and FURTHER THAT: the 2022 reserve schedule and 2023 projected reserve schedule be approved by the Board. Carried; 9.6 Staff Report 53-22-SSEA—Appointment of Auditors for 2022 MOTION: 2022-099 Moved by: R. Bald Seconded by: M. Taylor RESOLVED THAT: the SSEA appoints the audit firm for the SSEA Treasurer municipality, Township of Tay, currently Pahapill and Associates Professional Corporation, to perform the 2022 annual financial audit of the SSEA. Carried; Page 125 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... SSEA Joint Service Board Meeting—2022 4th Quarter Mta -January 301n 2023 Page 6 of 10 10. SSEA CORPORATE ADMINISTRATION UPDATES 10.1 Staff Report 54-22-SSEA—2023 SSEA Board Meeting Schedule MOTION: 2022-100 Moved by: S. Marchand Seconded by: B. Bochek RESOLVED THAT: Staff Report No. 54-22-SSEA regarding the 2023 SSEA Board Schedule, be received for information; and FURTHER THAT: the Joint Municipal Board of Directors approves the following schedule of SSEA Board of Directors meetings for 2023. Meetings will be held from 9:00 a.m. to 12:00 noon at a location to be determined. • First Quarterly Meeting: April 27, 2023 • Second Quarterly Meeting: July 20, 2023 • Third Quarterly: October 26, 2023 • Fourth Quarterly: January 25, 2024 Carried; 10.2 Staff Report 55-22-SSEA—Severn Sound Source Protection Authority (SS SPA) Drinking Water Source Protection Update and SSEA Risk Management Services 2022 Q4 Update MOTION: 2022-101 Moved by: S. Marchand Seconded by: B. Norris RESOLVED THAT: Staff Report No. 55-22-SSEA regarding an update on the activities undertaken by SS SPA and SSEA Risk Management staff during Q4 of 2022, be received for information. Carried; 10.3 Staff Report 56-22-SSEA—SSEA Q4 Grant Application Update MOTION: 2022-102 Moved by: B. Bochek Seconded by: D. Alexander RESOLVED THAT: Staff Report No. 56-22-SSEA regarding SSEA Grant Application Update, be received for information. Carried; 10.4 Staff Report 57-22-SSEA— Improving Habitat in the Severn Sound Watershed Project (GLLAF) Update MOTION: 2022-103 Moved by: S. Marchand Seconded by: R. Bald RESOLVED THAT: Staff Report No. 57-22-SSEA regarding Improving Habitat in the Severn Sound Watershed Project (GLLAF) Update, be received for information. Carried; Page 126 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS SSEA Joint Service Board Meeting—2022 4th Quarter Mto-January 301h. 2023 Page 7 of 10 10.5 Staff Report 58-22-SSEA—SSEA Invasive Species Program Q4 Update MOTION: 2022-104 Moved by: R. Bald Seconded by: M. Taylor RESOLVED THAT: Staff Report No. 58-22-SSEA, regarding SSEA Invasive Species Program Update, be received for information. Carried; 10.6 Staff Report 59-22-SSEA-SSEA Sustainable Severn Sound (SSS) Special Project Q4 Update MOTION: 2022-105 Moved by: B. Norris Seconded by: B. Bochek RESOLVED THAT: Staff Report No. 59-22-SSEA regarding Sustainable Severn Sound Special Project Q4 Update, be received for information. Carried; 10.7 Staff Report 60-22-SSEA—Weather Station Update MOTION: 2022-106 Moved by: R. Bald Seconded by: S. Marchand RESOLVED THAT: Staff Report No. 60-22-SSEA regarding Weather Station Update, be received for information. Carried; 10.8 Staff Report 61-22-SSEA—Building Tree Capacity in the Severn Sound Watershed Project MOTION: 2022-107 Moved by: M. Taylor Seconded by: B. Bochek RESOLVED THAT: Staff Report No. 61-22-SSEA regarding Building Tree Planting Capacity in the Severn Sound Watershed Project Update, be received for information. Carried; 10.9 Staff Report 62-22-SSEA—SSEA Past and Upcoming Events MOTION: 2022-108 Moved by: R. Bald Seconded by: D. Alexander RESOLVED THAT: Staff Report No. 62-22-SSEA regarding SSEA Past and Upcoming Events, be received for information. Carried; Page 127 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... SSEA Joint Service Board Meeting—2022 4th Quarter Mtq -January 301h 2023 Page 8 of 10 10.10 Staff Report 63-22-SSEA—Great Lakes and St. Lawrence Cities Initiative re: Freshwater Action Plan MOTION: 2022-109 Moved by: B. Bochek Seconded by: S. Marchand RESOLVED THAT: Staff Report No. 63-22-SSEA regarding the Great Lakes and St. Lawrence Cities Initiative regarding the Freshwater Action Plan, be received for information; and FURTHER THAT: the Severn Sound Environmental Association calls upon the federal government to implement its commitment to invest$1 billion over 10 years to the Freshwater Action Plan; and FURTHER THAT: the Severn Sound Environmental Association submit a similar letter of support under the Board Chair's signature. Carried; 11. EXECUTIVE DIRECTOR UPDATE 11.1 Staff Report 64-22-SSEA— Executive Director Q4 Report(On Table) MOTION: 2022-110 Moved by: D. Alexander Seconded by: S. Marchand RESOLVED THAT: The Executive Director Staff report 64-22-SSEA be received for information. Carried; 12. ANNOUNCEMENTS S. Marchand (Town of Penetanguishene), M. Taylor(Township of Severn) and B. Bochek (Township of Georgian Bay) provided updates on at what stage their respective municipalities were in re: 2023 municipal budgets. 13. CORRESPONDENCE None. 14. CLOSED SESSION 14.1 MOTION: 2022-111 Moved by: D. Alexander Seconded by: B. Norris RESOLVED THAT: the SSEA Joint Municipal Service Board does now enter into a Closed Session to discuss two property matters. Carried; Page 128 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... SSEA Joint Service Board Meeting—2022 4th Quarter Mtg -January 30th. 2023 Page 9 of 10 14.2 MOTION: 2022-112 Moved by: M. Taylor Seconded by: R. Bald RESOLVED THAT: the SSEA Joint Municipal Service Board does now rise from the Closed Session. Carried; 14.3 MOTION: 2022-113 Moved by: S. Marchand Seconded by: B. Norris RESOLVED THAT: Staff Report No. 65-22-SSEA regarding SSEA Infrastructure, be received for information; and FURTHER THAT: the SSEA Joint Municipal Service Board directs staff to implement Option #4. Carried; 14.4 MOTION: 2022-114 Moved by: M. Taylor Seconded by: D.Alexander RESOLVED THAT: Staff Report No. 66-22-SSEA regarding the SSEA Office Lease be received; and FURTHER THAT: THE Board supports the SSEA Executive Director's recommendation to move forward with a rental agreement at 489 Finlayson (Port McNicoll). Carried; 15. OTHER BUSINESS 15.1 Special Council Resolution (Budget) received from the Township of Georgian Bay MOTION: 2022-115 Moved by: Seconded by: RESOLVED THAT: SSEA Joint Municipal Service Board receives the Special Council Resolution (Budget)from the Township of Georgian Bay dated January 4th, 2023, as information. Tabled; 15.2 Fairlain Lake Funding Agreement MOTION: 2021-115A Moved by: B. Norris Seconded by: D. Alexander RESOLVED THAT: SSEA Joint Municipal Service Board supports the Fairlain Lake Proposal on a fee per service basis. Carried; Page 129 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... SSEA Joint Service Board Meetinq—2022 4th Quarter MW-January 3001, 2023 Page 10 of 10 16. ADJOURN MOTION: 2022-116 Moved by: B. Bochek Seconded by: S. Marchand RESOLVED THAT: this meeting of the SSEA Board of Directors held on January 301, 2023 adjourn at 3:59 PM to meet again on April 27th, 2023 or at the call of the chair. Carried; rd Ch Steffen Exec irector, lie ley Approved this 27th day of April, 2023 Page 130 of 265 15.h) Severn Sound Environ ssociation (SSEA), 2022 Q4 Minutes, SS... CL� G- G� �G SSEA Board Meeting Highlights 2023 Q1 Meeting - April 27th, 2023 For the full meeting agenda including documents and reports, visit our web site https://severnsound.ca/about/meetings Presentation on SSEA Monitoring • Provincial $ Great Lakes Local Plans for 2023 Action Fund - Improving Habitat SSEA's Watershed Health Coordinator, in the Severn Sound Watershed Nikki Priestman, summarized this year's including plans to support planned monitoring activities including municipal partners, the Fairlain Lake Algae Causation Study Penetanguishene and Midland, in and a new pilot Stormwater and Waste implementing 20,000 m2 of Water Monitoring Project in Elmvale (6 habitat naturalization/restoration sites along the Wye River). on municipally-owned land • a progress report on SSEA's Invasive In brief Species Program including status of During the meeting the Board also-, the Municipal Invasive Species Authorized reports, as well as, the Spongy Moth • change of charge-out rates for SSEA potential defoliation forecast services effective April 27t", 2023 • an update on HYDAT stream flow • Executive Committee to work with gauges in Severn Sound staff in preparing the Draft 2024 • a summary of current and upcoming Budget for the Board's consideration events • use of $10,000 from the capital asset Held reserve towards obtaining new Flow • First Severn Sound Source Meter equipment required for SSEA's Protection Authority meeting for water monitoring activities • Chair and Executive Director to 2023. execute a new lease for the office in Future meetings and Events Port McNicoll • approval of signing officers for SSEA . July 20t", 2023, or at the call of the for 2023 Chair Received Location to be determined visit: • the 2023 1st Quarter draft financials https://severnsound.ca/about- • updates on the status of the 2022 us/meetings Audit and 2023 insurance rates • Q1 grant applications summary • Special projects reports: • Federal $ 2 Billion Trees - Building Tree Planting Capacity in the Severn Sound Watershed 489 Finlayson St. Box 460 Port McNicoll, ON, LOK 1 RO Phone: 705-534-7283 www.severnsound.ca Page 131 of 265 15.h) Severn Sound Environmental Association (SSEA), 2022 Q4 Minutes, SS... DRINKING WATER ��'' "`� 4etn sQ,r Lake Simcoe Region =°,�� h SOURCE PROTEC0 TION conservation authority F ACT FOR CLEAN WATER '"tl"� mias South Georgian Bay Lake Simcoe Source Protection Region Severn Sound Source Protection Authority Meeting Highlights April 27, 2023 Meeting For the full meeting agenda including documents and reports, visit our web site https://severnsound.ca/about/meetings 2022 South Georgian Bay Lake Simcoe Source Protection In brief Regional Annual Reporting During the meeting the Board also: Progress Presentation Received Highlighted progress made on the A Source Protection Committee implementation of the regional South update from Lynn Dollin, Chair of the Georigna Bay-Lake Simcoe Source South Georgian Bay- Lake Simcoe Protection Plan: Source Protection Region; • All municipalities have submitted A presentation entitled - Source their annual reports to Source Protection; A Partnership to Protect Protection Authority staff; Municipal Drinking Water Sources by • Most policies (98%) that address Bill Thompson, Manager, Watershed significant drinking water threats in Plans and Strategies at Lake Simcoe the Plan have been or are in the Region Conservation Authority; and process of being implemented in An update from SSEA Manager accordance with the timelines set out Source Water Protection, RMO/RMI in the Plan or otherwise amended; on actions taken as an SPA and • It is estimated that 94% (4,070 of RMO in Severn Sound for Q1/23 4,317) of existing significant drinking o Assisted municipalities meet water threats have been mitigated 2022 annual reporting through policy implementation; requirements. A total of 271 risk management plans o Commented on 13 • have been established and an development applications, estimated 92 risk management plans sent out 12 draft risk remain to be negotiated across the management plans, held 7 Source Protection Region. Risk risk management plan Management Officials have negotiation meetings, signed workplans that indicate the remaining 7 risk management plans, 5 risk management plans will be site visits, 3 inspections. established by the July 2024 deadline; and Future Meetings and Events • Approximately 94% (1,954 of 2,083) At the call of the Chair. of the round-two on-site sewage (septic) system inspections required Location to be determined visit have been completed. https://severnsound.ca/about-us/meetings 489 Finlayson St. Box 460 Port McNicoll, ON, LOK 1 RO Phone: 705-534-7283 www.severnsound.ca Page 132 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... Ontario Land Tribunal Tribunal ontarien de I'amenagement du territoire E a ,qWMMr Ontario ISSUE DATE: May 29, 2023 CASE NO(S).: OLT-22-004811 PROCEEDING COMMENCED UNDER section 51(39) of the Planning Act, R.S.O. 1990, c. P.13, as amended Applicant/Appellant: Project Services Inc. Subject: Conditions of approval of draft plan of subdivision Description: Draft plan of subdivision to permit 18 residential lots Reference Number: 2012-SUB-03 Property Address: Part of Lot 24, Concession 8 Municipality/UT: Township of Oro-Medonte/ County of Simcoe OLT Case No.: OLT-22-004811 OLT Lead Case No.: OLT-22-004811 OLT Case Name: Project Services Inc. v. Oro-Medonte (Township) Heard: March 21, 2023 by video hearing APPEARANCES: Parties Counsel Project Services Inc. Bruce Engell Township of Oro-Medonte Edward B. Veldboom MEMORANDUM OF ORAL DECISION DELIVERED BY STEVEN COOKE AND JENNIFER GOLD ON MARCH 21, 2023, AND ORDER OF THE TRIBUNAL Link to Order INTRODUCTION [1] This matter was a merit hearing for the Project Services Inc. ("Applicant") appeal Page 133 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 2 OLT-22-004811 pursuant to s. 51(39) of the Planning Act, R.S.O. 1990, c. P. 13, as amended ("Act"), regarding the conditions of approval of a draft plan of subdivision to permit 18 lots, required by the Township of Oro-Medonte ("Township") for the properties legally described as Part of Lot 24, Concession 8 ("Subject Lands") in the Township. [2] Prior to the commencement of the merit hearing, the Tribunal was informed that the parties reached a settlement. Pursuant to Rule 12 of the Tribunal's Rules of Practice and Procedure, the matter before the Tribunal was converted to a settlement hearing. BACKGROUND [3] On September 7, 2016, the Township gave a Draft Plan Approval to the Applicant's Subdivision for a period of three (3) years for the development of 18 single detached residential lots and other features such as a storm management pond, two 0.3 metre ("m") reserves, a 6.0 m drainage access, and a walkway/emergency access to Ridge Road. The Draft Plan Approval included 48 conditions that were to be completed to the satisfaction of the Township and other agencies. The Subject Lands are located within the Oro Station Rural Settlement Area and designated as such in the Township of Oro-Medonte Official Plan. [4] On July 18, 2019, the Township granted the Applicant an 18-month extension to the lapsing condition associated with the draft plan. On November 27, 2020, the Applicant requested a three year extension of draft plan approval and the Township approved a twelve month extension on February 3, 2021. On November 24, 2021 , the Applicant requested a three-year extension of draft plan approval and the Township approved a twelve month extension on February 2, 2022. Following the submission of this appeal to the Tribunal, the Applicant requested a three-year extension of draft plan approval on November 23, 2022. A final extension was granted for an additional one- year to expire on March 7, 2023. As part of the final extension, Council altered the condition related to the water storage provisions within the development. The Applicant Page 134 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 3 OLT-22-004811 was unable to advance the final details and related requirements for the new water system required by the Township. [5] In addition to the lapsing condition, the Applicant appealed other conditions of the draft plan, specifically Conditions Number 2, 11, 17, 19(g), 40, and 50, as was imposed by the Township on February 2, 2022. On February 8, 2023, the Township approved a revised set of draft plan conditions. Based on the revised set of conditions, the Applicant was satisfied, save and except for Conditions 11 , 15, 16, 17, 40, and 50. The Applicant requested that the Tribunal revise Conditions 11 , 15, 16, 17, 40 and 50. As the Applicant did not appeal Conditions 15 and 16, the Tribunal does not have authority to expand the appeal to include the revision to Conditions 15 and 16. During the hearing, the parties settled on revisions to Conditions 11, 17, 40 and 50 as follows: Condition No. 11: That the owner shall agree in the subdivision agreement to implement the works, at their cost, relating to Block 22 as identified in the plans prepared by WMI &Associates, dated March 8, 2023, Revision 3. Condition No. 17: The owner shall agree in the subdivision agreement to be wholly responsible for the actual cost related to the design and construction of upgrades (potable water supply, fire water demands and pumping storage)to the Canterbury municipal water system as provided for in the WMI &Associates plans dated March 8, 2023, Revision 3. Condition No. 40: That the owner shall agree in the subdivision agreement to conduct works as required by the Tree Inventory and Preservation Plan, prepared by Landmark Environmental Group dated August 29, 2022, Revision 3. Condition No. 50: Draft approval shall automatically and irrevocably lapse if final Plan approval is not given to this plan by March 21, 2025, which is a twenty-four(24) month extension to the previous lapsing date of March 7, 2023, if no further extensions have been granted. If the Owner wishes to request an extension to the draft approval period, a written explanation shall be submitted to the Township of Oro-Medonte at least ninety (90) days prior to the lapsing with reasons why the extension is required. A resolution from Township Council must also be obtained prior to the lapsing date. PLANNING EVIDENCE [6] The Applicant retained Kevin Bechard, a Land Use Planner and Senior Associate at IPS Consulting Inc, to provide evidence in this proceeding. After a review of his credentials and his signed Acknowledgement of Expert Duties form, the Tribunal Page 135 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 4 OLT-22-004811 qualified Mr. Bechard to provide expert opinion evidence in the field of land-use planning. [7] Mr. Bechard gave an overview of applications, the Subject Lands, and the municipal planning approvals. [8] The Subject Lands consist of a total of 5.35 hectares ("ha") in area and are located within the Oro-Station Settlement Area. The Subject Lands are surrounded by residential lands to the east, south and west. Lands to the north are Rural/Agricultural in nature. [9] The Subject Lands are approved for residential development and are subject to an existing draft plan of subdivision permitting single detached dwellings with associated draft plan conditions. [10] Mr. Bechard informed the Tribunal that these lands are subject to "A Place to Grow: A Growth Plan for the Greater Golden Horseshoe, 2020" ("Growth Plan"), the "County of Simcoe Official Plan", the "Township of Oro-Medonte Official Plan", and the "Township of Oro-Medonte Zoning By-law 97-95". [11] In his evidence, Mr. Bechard discussed the application of the Provincial Policy Statement, 2020 ("PPS") to the Subject Lands. It is the expert opinion of Mr. Bechard, that the proposed draft plan of subdivision has appropriate regard for s.51(24) of the Planning Act and both the draft plan and conditions are appropriate and reasonable as required by s.51(25) of the Planning Act. The draft Plan conditions are consistent with the PPS in that it is directed to an existing settlement area and enhances the servicing efficiency of adjacent residential development lands. It is further consistent with Policy 1.6.6.5 which considers development on partial services on lands rounding out existing settlement areas. The proposed draft Plan conditions conform with the Growth Plan. The residential uses of the proposed development are permitted under the County of Simcoe Official Plan and the Township of Oro-Medonte Official Plan and the proposed infrastructure within Block 19 of the proposed development and on lands designated Page 136 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 5 OLT-22-004811 Agricultural is permitted, particularly considering that Block 19 will be conveyed into public ownership. [12] Public participation through oral and written comments factored into the review of the applications for the proposed development and the Draft Plan conditions. [13] The parties have worked towards a settlement of the conditions in dispute. Mr. Bechard stated that the proposed draft plan and revised conditions represent good planning. FINDINGS OF THE TRIBUNAL [14] In determining this matter, the Tribunal accepts and adopts the uncontested land use planning evidence and expert opinions provided Mr. Bechard. The Tribunal is persuaded by the evidence that the draft plan of subdivision and conditions promote efficient development of land and intensifies uses within the settlement area. [15] The Tribunal finds that the proposed development is consistent with the policy direction established by the Provincial Policy Statement, conforms to the relevant directives established by the Growth Plan for the Greater Golden Horseshoe, and conforms to the County of Simcoe and Township of Oro-Medonte Official Plans. The draft plan has satisfactory regard for the conditions set out in s.51(24) of the Planning Act and both the plan and conditions are appropriate and reasonable as required by s.51(25) of the Planning Act. The Tribunal is further satisfied that the proposed development has due regard for matters of provincial interest, is consistent with the principles of good land use planning and is in the greater public interest. The proposal furthers the goals and objectives of the provincial planning regime to increase housing opportunities. ORDER [16] THE TRIBUNAL ORDERS that the appeal is allowed in part and conditions 11, 17, 40 and 50 are amended as set out in Attachment 1 to this Order. Page 137 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 6 OLT-22-004811 [17] AND THE TRIBUNAL ORDERS that the Township of Oro-Medonte shall clear the subdivision agreement within 30 days for the purposes of s.51(26) of the Planning Act. [18] AND THE TRIBUNAL ORDERS that pursuant to subsection 51(56.1) of the Planning Act, the Township of Oro-Medonte shall have the authority to clear the conditions of draft plan approval and to administer final approval of the Plan of Subdivision for the purposes of subsection 51(58) of the Act. In the event that there are any difficulties implementing any of the conditions of draft Plan Approval, or if any changes are required to be made to the draft Plan, the Tribunal may be spoken to. "Steven Cooke" STEVEN COOKE VICE-CHAIR "Jennifer Gold' JENNIFER GOLD MEMBER Ontario Land Tribunal Website: olt.gov.on.ca Telephone: 416-212-6349 Toll Free: 1-866-448-2248 The Conservation Review Board, the Environmental Review Tribunal, the Local Planning Appeal Tribunal and the Mining and Lands Tribunal are amalgamated and continued as the Ontario Land Tribunal ("Tribunal"). Any reference to the preceding tribunals or the former Ontario Municipal Board is deemed to be a reference to the Tribunal Page 138 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 7 OLT-22-004811 ATTACHMENT 1 Conditions of Draft Plan Approval No. Condition 1. That this approval applies to the draft plan prepared by Innovative Planning Solutions, dated August 15, 2016, in Part of Lot 24, Concession 8, former geographic Township of Oro, Township of Oro-Medonte, which shows a total of 18 single detached residential lots, a future road (Street 'A') including daylighting triangles connecting to Line 7 South, a stormwater management pond and access (Blocks 19 & 23), two 0.3 m reserves (Blocks 20 & 21), and a walkway/emergency access (Block 22). 2. That the owner shall enter into a subdivision agreement with the Township of Oro-Medonte, agreeing to satisfy all conditions, financial and otherwise, of the Township of Oro-Medonte. 3. That the subdivision agreement between the Owner and the Township of Oro Medonte be registered by the Municipality against the lands to which it applies, pursuant to the provisions of the Planning Act. 4. That prior to final Plan approval, the road allowances, including daylighting triangles, included within this draft plan of subdivision shall be dedicated as public highways to the Township of Oro-Medonte without monetary consideration and free of all encumbrances. 5. That prior to final Plan approval, the final alignment and radii of all roads be designed to the satisfaction of the Township of Oro-Medonte in accordance with the Township's Development Engineering Policies, Process and Design Standards. 6. That prior to final Plan approval, the road allowances within this draft plan of subdivision shall be named to the satisfaction of the Township of Oro-Medonte. 7. That the Owner shall agree in the Subdivision Agreement that a municipal numbering system be assigned to the satisfaction of the Township of Oro-Medonte. 8. That prior to registration of the plan, the 0.3 m reserves (Blocks 20 and 21) included within this draft plan of subdivision shall be conveyed to the Township of Oro- Medonte without monetary consideration and free of all encumbrances. 9. That prior to registration of the plan, Blocks 19 and 23 be conveyed to the Township of Oro-Medonte for stormwater management purposes without monetary consideration and free of all encumbrances. Page 139 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 8 OLT-22-004811 10. That prior to registration of the plan, Block 22 be conveyed to the Township of Oro Medonte for walkway and emergency access purposes without monetary consideration and free of all encumbrances. 11. That the owner shall agree in the subdivision agreement to implement the works, at their cost, relating to Block 22 as identified in the plans prepared by WMI & Associates, dated March 8, 2023, Revision 3. 12. That prior to final Plan approval, the appropriate zoning shall be in effect for this subdivision, in accordance with the provisions of the Planning Act. 13. The owner shall agree in the subdivision agreement to submit to the Township of Oro-Medonte a certificate from an Ontario Land Surveyor confirming that the frontage and area of each lot meets the minimum requirements of the Township of Oro-Medonte Zoning By-law. 14. That prior to registration of the plan, such easements as may be required for utility or drainage purposes shall be granted to the appropriate authority. 15. That prior to final Plan approval, an Environmental Compliance Approval from the Ministry of the Environment and Climate Change be obtained with respect to ownership and operation of the stormwater facilities. 16. That prior to final Plan approval, an Environmental Compliance Approval from the Ministry of the Environment and Climate Change be obtained with respect to ownership and operation of the water works facilities. 17. The owner shall agree in the subdivision agreement to be wholly responsible for the actual cost related to the design and construction of upgrades (potable water supply, fire water demands and pumping storage) to the Canterbury municipal water system as provided for in the WMI & Associates plans dated March 8, 2023 Revision 3. 18. That the Owner shall agree in the Subdivision Agreement that the water distribution system for this plan shall be looped along both sides of proposed Street 'A' on the draft plan to the existing municipal water treatment plant. 19. That prior to final Plan approval, a plan or plans shall be prepared to the satisfaction of the Township Engineering Consultant showing: a) drainage control measures; b) general lot grading including existing and proposed elevations; building envelopes; c) erosion control measures; d) location and type of drinking water supply; e) locations of streetscape features, utilities, driveways and landscaping; Page 140 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 9 OLT-22-004811 f) location of all existing wells on abutting properties along Ridge Road (County Road 20); g) design details for the fire water storage tank within the Line 7 South road allowance, adjacent to Block 19; h) A detailed Landscaping Plan for the proposed stormwater pond. The above-noted approved plan(s) will form part of the Subdivision Agreement with the Township of Oro-Medonte. 20. That prior to final Plan approval, the owner's engineer shall to the satisfaction of the Township Engineering Consultant, provide calculations confirming that drainage flow can be accommodated by the existing ditches and culverts from the development site to its outlet at the Oro-Medonte Rail Trail to the south. 21 . That prior to registration of the plan, the Owner to the satisfaction of the Township of Oro-Medonte provide adequate storm drainage outlets including any necessary easements. 22. That prior to final Plan approval, the owner's engineer shall to the satisfaction of the Township Engineering Consultant, provide an Operation and Maintenance Manual for the stormwater management facility. 23. That the Owner shall agree in the Subdivision Agreement to install, to the satisfaction of the Township of Oro-Medonte, fencing in accordance with the standards of the Township of Oro-Medonte. This shall involve, but is not limited to, fencing along Block 22 (walkway/emergency access) and the limits of the Storm Water Management Facility (Blocks 19 and 23). 24. That the Owner shall agree in the Subdivision Agreement that the owner's engineer may be required to check the elevations of the building footings, prior to further construction, to ensure conformity with the approved plans noted above. 25. That the Owner shall agree in the Subdivision Agreement that the owner's engineer shall be required, prior to the issuance of a Final Inspection Report, to certify in writing that the installed works have been carried out in accordance with the approved plans. 26. That prior to final Plan approval, the following shall be prepared to the satisfaction of the Lake Simcoe Region Conservation Authority (LSRCA) and the Township of Oro-Medonte: a) A detailed Storm Water Management Report; b) An Erosion and Sediment Control Plan; Page 141 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 10 OLT-22-004811 c) A detailed Grading Drainage Plan; d) A detailed Geotechnical Report for the proposed stormwater pond; and e) A detailed Rain scaping Report demonstrating the means to maximize the use of Low Impact Development measures consistent with Policy 1 .6.6.7 of the Provincial Policy Statement. 27. That prior to final plan approval, the following shall be undertaken to the satisfaction of the LSRCA, in accordance with the Lake Simcoe Protection Plan Water Budget Offsetting Policy for LSPP 4.8-DP and 6.40-DP: a) Water Balance; b) Compensatory Measures if required. 28. That prior to final plan approval, the following shall be undertaken to the satisfaction of the LSRCA, in accordance with the LSRCA Phosphorus Offsetting Policy.. a) Phosphorus budget; b) Compensatory measures if required. 29. That prior to final Plan approval, a detailed stormwater management design shall be prepared to the satisfaction of the LSRCA and the Township of Oro-Medonte demonstrating that the common law and riparian rights of drainage shall be maintained including the maintenance of existing internal and external drainage patterns. The Draft Plan may need to be "red-lined" in order to increase the stormwater management block (pond) should 100% volume control be required. 30. That prior to final Plan approval, a detailed Hydrogeological Report shall be prepared to the satisfaction of the LSRCA demonstrating that the anticipated changes in water balance from pre-development to post-development will be minimized in accordance with Designated Policy 4.8d of the Lake Simcoe Protection Plan. 31 . That prior to final Plan approval, a detailed phosphorus budget shall be prepared to the satisfaction of the LSRCA demonstrating that the anticipated changes in phosphorus loading from pre-development to post-development will be minimized in accordance with Designated Policy 4.8e of the Lake Simcoe Protection Plan. 32. That prior to final Plan approval the owner shall provide confirmation to the LSRCA and the Township of Oro-Medonte that the proposed development adequately addressed the requirements of the South Georgian Bay Lake Simcoe Source Water Protection Plan related to wellhead protection. Page 142 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 11 OLT-22-004811 33. That the owner shall agree in the Subdivision Agreement to carry out or cause to be carried out the recommendations and requirements contained within the plans and reports as approved by the LSRCA. 34. That the owner shall agree in the Subdivision Agreement and Pre-Servicing Agreement (if applicable) to retain a qualified professional to certify in writing that the works were constructed in accordance with the plans and reports as approved by the LSRCA. 35. That the owner shall agree in the Subdivision Agreement to ensure that proper erosion and sedimentation control measures will be in place in accordance with the approved Grading and Drainage Plan, and Erosion and Sediment Control Plan prior to any site alteration or grading. 36. That the owner shall agree in the Subdivision Agreement to maintain all existing vegetation up until a maximum of 30 days prior to any grading or construction on site in accordance with 4.20b.-DP of the Lake Simcoe Protection Plan. 37. That prior to final Plan approval, the Owner shall pay all development fees to the LSRCA in accordance with the LSRCA's approved fees policy, under the Conservation Authorities Act. 38. That prior to final Plan approval, the Owner shall submit to the Township of Oro Medonte an archaeological assessment to be conducted of the development site by a licensed archaeologist and adverse impacts to any significant archaeological resources found on the site be mitigated through preservation or resource removal and documentation. No demolition, grading or other soil disturbances shall take place on the subject property prior to the Ministry of Tourism, Culture and Sport confirming that all archaeological resource concerns have met licensing and resource conservation requirements. NOTE: A copy of the archaeological assessment report is to be submitted to the County of Simcoe Planning Department for information. 39. That prior to final Plan approval, the Owner submit to the Township of Oro Medonte written confirmation from the Ministry of Natural Resources and Forestry of the appropriate butternut impact form having been registered with the Ministry. 40. That the owner shall agree in the subdivision agreement to conduct works as required by the Tree Inventory and Preservation Plan, prepared by Landmark Environmental Group dated August 29, 2022, Revision 3. 41 . That the Owner agree in the subdivision agreement to pay all applicable development charges prior to the issuance of a building permit. Page 143 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 12 OLT-22-004811 42. That the Owner agree in the subdivision agreement to pay cash-in-lieu of parkland in accordance with the requirements of the Planning and/or Municipal Act to the satisfaction of Council. 43. That the Subdivision Agreement contain the following clause to the satisfaction of the Simcoe Muskoka Catholic District School Board: "The owner shall include in all offers of purchase and sale a clause advising prospective purchasers that pupils from this development attending educational facilities operated by the Simcoe Muskoka Catholic District School Board may, be transported to, and/or be accommodated in temporary facilities out of the neighbourhood school's area. 44. That the Subdivision Agreement contain the following clause to the satisfaction of the Simcoe County District School Board: "Purchasers, renters, lessees are warned that there are no schools planned within this subdivision, or within walking distance of it and that pupils may be accommodated in temporary facilities and/or be directed to facilities outside of the area. 45. That the Subdivision Agreement contain the following clause to the satisfaction of the Simcoe County District School Board: "The owner agrees to include in all offers of purchase and sale a statement that advised the prospective purchaser that school busses will not enter cul de sacs and pick-up points will generally be located on through-streets convenient to the Simcoe County District School Board. Additional pick- up points will not be located within the subdivision until major construction activity has been completed. 46. That the Owner shall agree in the Subdivision Agreement that the services installed by the Owner shall be in accordance with the standards and specifications of the Township of Oro-Medonte, and shall include storm water works, adequate pavement widths for roadways, street lighting, regulatory signs, street name signs, municipal address signs, water distribution system with hydrants and any other services or facilities as required to meet the Township's Standard. Furthermore, the Subdivision Agreement will stipulate that hydrant markers be placed to the satisfaction of the Municipality. 47. That the Owner shall agree in the Subdivision Agreement to locate a pad for a Canada Post community mailbox, to be identified on the engineered drawings, to the satisfaction of Canada Post and that prior to final Plan approval, the Township of Oro- Medonte be advised, in writing, by Canada Post how this condition has been satisfied. 48. That the Owner agree in the Subdivision Agreement to make satisfactory arrangements for the construction of utilities (including but not limited to electrical, telephone, natural gas and cable television). 49. That to obtain verification that the agency conditions are fulfilled, the Township of Oro-Medonte shall provide the following agencies with a copy of the subdivision agreement to be executed and a copy of the draft M-Plan: Page 144 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 13 OLT-22-004811 a) Lake Simcoe Region Conservation Authority; b) Simcoe Muskoka Catholic District School Board; c) Simcoe County District School Board; and d) Canada Post 50. Draft approval shall automatically and irrevocably lapse if final Plan approval is not given to this plan by March 21, 2025, which is a a twenty-four (24) month extension to the previous lapsing date of March 7, 2023, if no further extensions have been granted. If the Owner wishes to request an extension to the draft approval period, a written explanation shall be submitted to the Township of Oro-Medonte at least ninety (90) days prior to the lapsing with reasons why the extension is required. A resolution from Township Council must also be obtained prior to the lapsing date. Clearance of Conditions 51 . Prior to granting approval to the final Plan, the Township's Development Services Department will require written notification from the following agencies that their respective conditions have been met satisfactorily: • Township of Oro-Medonte Operations Division, Development Engineering Division and Environmental Services Department how Condition(s) 4, 5, 6, 8, 9,10, 14, 17, 18, 19, 20, 21 , 22, 23, 24, 25, 26, 29, 32, 35, 36, & 46 has/have been satisfied. • Township of Oro-Medonte Development Services Department how Condition(s) 1, 2, 3, 7, 12, 13, 41, 42, & 49 has/have been satisfied. • Council of the Township of Oro-Medonte how Condition(s) 11 & 40 has/have been satisfied. • Lake Simcoe Region Conservation Authority how Condition(s) 26, 27, 28, 29, 30, 31, 32, 33, 34 & 37 has/have been satisfied. • Ministry of Heritage, Sport, Tourism and Culture Industries how Condition(s) 38 has/have been satisfied. • Simcoe Muskoka Catholic Separate School Board how Condition(s) 43 has/have been satisfied. • Simcoe County District School Board how Condition(s) 44 & 45 has/have been satisfied. Page 145 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 14 OLT-22-004811 • Ministry of the Environment, Conservation and Parks how Condition(s) 15 & 16 has/have been satisfied. • Ministry of Northern Development, Mines, Natural Resources and Forestry how Condition(s) 39 has/have been satisfied. • Canada Post how Condition(s) 47 has/have been satisfied. • Hydro One, Bell Canada and Enbridge how Condition(s) 48 has/have been satisfied. Notes to Draft Plan Approval 1. It is the applicant's responsibility to fulfill the conditions of Council's approval and to ensure that the required clearance letters are forwarded by the appropriate agencies to the Township of Oro-Medonte, Development Services Department, 148 Line 7 South, Oro-Medonte, ON LOL 2EO, quoting Township file number 2012-SUB-03. 2. Land Required to be Registered Under the Land Titles Act: a) Section 160(1) of The Land Titles Act, which requires all new plans be registered in land titles systems; b) Section 160(2) - allows certain exceptions. 3. Water and Sewerage Systems: Inauguration or extensions of a piped water supply, a sewerage system, a storm drainage system or a stormwater management system is subject to approval of the Ministry of the Environment and Climate Change (Approvals Branch) pursuant to The Environmental Protection Act, R.S.O. 1990. 4. The Township of Oro-Medonte uses a 0.3 m reserve to notify the public that access to the Municipal highway will not be granted across the reserve. It should be shown as a block on the final Plan outside the road allowance. Deeds in triplicate conveying this reserve to the Corporation of the Township of Oro-Medonte together with the proposed final Plan should be sent to the municipal Clerk. 5. Hydro One wishes to advise the developer of the following: a) The costs of any relocations or revisions to Hydro One facilities which are necessary to accommodate this subdivision will be borne by the developer b) Any easement rights of Hydro One are to be respected c) The developer should contact the local Hydro One Area Office to verify if any low voltage distribution lines may be affected by the proposal. Page 146 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 15 OLT-22-004811 6. The Lake Simcoe Region Conservation Authority, the Simcoe Muskoka Catholic Separate School Board, the Simcoe County District School Board and Canada Post will require the following prior to issuance of a clearance letter: a) A copy of the subdivision agreement to be executed, and b) A copy of the draft M-Plan. 7. The final Plan approved by the Township of Oro-Medonte must be registered within 30 days or the Township may withdraw the approval under Section 51(59) of the Planning Act, R.S.O. 1990. 8. All measurements in the subdivision final Plan must be presented in metric units. 9. Clearances are required from the following agencies: Corporation of the Township of Ministry of Heritage, Sport, Tourism and Oro-Medonte Culture Industries 148 Line 7 South 400 University Avenue, 4t" Floor Toronto, Oro Medonte ON LOL 2EO ON, M7A 2R9 Ministry of the Environment, Ministry of Northern Development, Mines, Conservation and Parks Natural Resources and Forestry 54 Cedar Pointe Drive, Unit 1201 2284 Nursery Road Midhurst, Barrie ON L4N 5R7 Ontario L0L1XO Canada Post Lake Simcoe Region Conservation 1860 Midland Ave Authority Scarborough ON M1 P 5A1 120 Bayview Parkway Newmarket ON L3Y 3W3 Bell Canada Enbridge Inc. 20 Hunter Street West, FIr.3 500 Consumers Road North York ON Hamilton, ON L81P 2Z2 M2J 1 PB Hydro One Simcoe Muskoka Catholic District 420 Welham Road Barrie School Board ON L4N 8Z2 46 Alliance Blvd. Barrie ON L4M 51<3 Simcoe County District School Board 1170 Highway 26 Midhurst ON LOL 1XO Page 147 of 265 15.i) Ontario Land Tribunal, May 29, 2023, OLT Case No. OLT-22-004811 re... 16 OLT-22-004811 If the agency conditions concern conditions in the Subdivision Agreement, a copy of the relevant section of the agreement should be sent to them. This will expedite clearance of the final Plan. 10. Please note that an updated review of the plan, and revisions to the conditions of approval, may be necessary if an extension is to be granted. 11 . When the Zoning By-law is being prepared, reference to this subdivision application OM-file number should be included in the explanatory note. This will expedite the Township's and other agencies' consideration of the by-law. 12. Please be advised that the approval of this draft plan will lapse on March 21 , 2025. If final Plan approval is not given to this plan within twelve (12) months of the prior lapsing date of March 21 , 2025, and no extensions have been granted, draft approval shall lapse under subsection 51(32) of the Planning Act, R.S.O. 1990, as amended. This approval may be extended pursuant to subsection 51 (33)of the Planning Act, but no extension can be granted once the approval has lapsed. If the Owner wishes to request an extension to draft approval, a written explanation, must be received by the Township of Oro Medonte at least ninety (90) days prior to the lapsing date. Subject to the conditions set forth above, this Draft Plan is approved under Section 51 of the Planning Act R.S.O. 1990, Chapter 13, as amended. Page 148 of 265 16.a) Correspondence dated June 2, 2023 from Jon Main, Sustainability ancoo ... �4 oTownship of INFORMATION BRIEFING NOTE `�� J� _ � ` Partners for Climate Protection Proad Heritage, Exciting Facture orita� �` g , g Township of Oro-Medonte Purpose This report is to provide context and importance of the Partners for Climate Protection program, and the role that SSEA will play in the development of a climate change mitigation strategy. Background & Opportunities Oro-Medonte is a leader in environmental initiatives. Oro-Medonte is home to vibrant neighbourhoods, the Lake Simcoe Airport, large tracks of managed forests, highly productive farmlands, and Hardwood Hills - the epicentre of mountain biking in Ontario. Oro-Medonte is a key partner in protecting its watershed. The township was a key contributor to the 2009 Severn Sound Sustainability Plan which helped launch the sustainability steering committee. The partnership approach of the sustainability plan has helped municipalities share resources and knowledge. Severn Sound Environmental Association and the Municipal Climate Leadership Committee (formerly Sustainable Severn Sound) has been an effective collaborative organization to implement climate action. The SSEA Municipal Climate Leadership Committee has representation from Tay, Tiny, Springwater, Oro-Medonte, Severn, Georgian Bay, Midland, and Penetanguishene. The Partners of Climate Protection (PCP) program is administered by the Federation of Canadian Municipalities (FCM) with technical assistance from ICLEI Canada. The PCP program has become the standard climate change mitigation program for municipalities across Canada with over 400 municipal signatories. Signing onto the PCP program allows the Township to show environmental leadership, be a valuable partner in moving climate change mitigation and adaptation forward, to deliver on our national climate goals, and prepare for Oro-Medonte's future. The PCP program is focused on mitigating climate change by understanding our municipal and community energy uses and work to decrease our carbon footprint associated with our energy use. The township will be able to hit the ground running as the Sustainable Severn Sound program has been collecting the community energy use of the township since 2015. Establishing a baseline green-house-gas inventory involves gathering energy data from our local energy partners to help identify the corporate (municipal uses) and community energy use. We will work with the talented township staff to gather corporate energy use. Mitigation is the concept of reducing energy consumption and switching to low-carbon and zero emission energy sources. It involves reviewing and retrofitting existing buildings and planning for sustainable growth. The electrification of municipal fleet, and community vehicles, 11 Severn Sound Environmental Association, 489 Finlayson St, PO Box 460, Port McNicoll ON LOK 1 RO Phone (705) 534-7283 1 Fax (705) 534-7459 Email: sseainfoQsevernsound.ca Website: www.severnsound.ca Page 149 of 265 16.a) Correspondence dated June 2, 2023 from Jon Main, Sustainability an... and a focus on sustainable and active transportation will be a key priority of the climate mitigation strategy. The township of Oro-Medonte is a leader in forestry, which is a key initiative for mitigation. Climate action has many benefits to the community as climate initiatives also deliver on the town's goal for liveability, inclusion, accessibility, and affordability. On behalf of the SSEA and the Municipal Climate Leadership Committee, we are excited to continue to work with Oro- Medonte on building resilient communities. Summary • Signing onto the PCP program will achieve a key Townships strategic goal of developing a climate change strategy. • SSEA will act as the associate PCP member and work with Oro-Medonte staff to achieve the program Milestones by gathering energy information, helping set a target for reduction, and developing and implementing a local climate action for Oro-Medonte. Prepared By: Jon Main, Sustainability and Climate Action Coordinator Date: June 2, 2023 21 Severn Sound Environmental Association, 489 Finlayson St, PO Box 460, Port McNicoll ON LOK 1 RO Phone (705) 534-7283 1 Fax (705) 534-7459 Email: sseainfoQsevernsound.ca Website: www.severnsound.ca Page 150 of 265 16.a) Correspondence dated June 2, 2023 from Jon Main, Sustainability an... Council Resolution to Join the FCM—ICLEI Partners for Climate Protection Program WHEREA! The Federation of Canadian Municipalities (FCM) and ICLEI—Local Governments for Sustainability (ICLEI Canada) have established the Partners for Climate Protection (PCP) program to provide a forum for municipal governments to share their knowledge and experience with other municipal governments on how to reduce GHG emissions; WHEREAS over 350 municipal governments across Canada representing more than 65 per cent of the population have already committed to reducing corporate and community GHG emissions through the PCP program since its inception in 1994; WHEREA: the PCP program is based on a five-milestone framework that involves completing a GHG inventory and forecast, setting a GHG reduction target, developing a local action plan, implementing the plan, and monitoring progress and reporting results; BE IT RESOLVED that the municipality of Oro-Medonte review the guidelines on PCP Member Benefits and Responsibilities and then communicate to FCM and ICLEI Canada its participation in the PCP program and its commitment to achieving the milestones set out in the PCP five- milestone framework; dE IT FURTHER RESOLVE[ that the municipality of Oro-Medonte appoint the following: a) Corporate staff person (Name) Robin Dunn (Job Title) CAO (Contact number) 705-487-2171 x 2141 (Email address) RDunn@oro-medonte.ca b) Elected official (Name) Lori Hutchinson (Job Title) Councillor/ Deputy Mayor(2025-2026) (Contact number) 705-487-2171 (Email address) Lori.Hutcheson@oro-medonte.ca to oversee implementation of the PCP milestones and be the points of contact for the PCP program within the municipality. Signature Date Page 151 of 265 16.a) Correspondence dated June 2, 2023 from Jon Main, Sustainability an... PCP Member Benefits and Responsibilities The PCP program offers you a proven approach to reducing greenhouse gas (GHG) emissions, and the support you need to achieve success. Being actively engaged in the PCP program gives your municipality the chance to become a leader by taking systematic and organized action on climate change. By participating in the PCP program, Canadian municipalities gain access to the following tools and resources: • Support and guidance, through the PCP Milestone Framework, to help members reduce GHG emissions. • Access via the PCP Hub to a network of over 350 local governments across Canada that are taking action on climate change and can help your community succeed by offering their experience and examples. • Technical support tools, including the PCP Milestone Tool and PCP Protocol. • Information and access to funding opportunities, such as those offered by FCM's Green Municipal Fund. • Capacity-building resources, including workshops, case studies and training opportunities. • Awards and recognition for milestone achievements and for reported measures. Members of the PCP program have the following responsibilities: • Move through the Milestone Framework within 10 years of joining • Report on progress at least once every two years, with our support • Email us if your contact information changes • Actively participate in program activities and share your experience with other network members If your municipality is not able to meet the PCP program requirements, you can always leave the program and rejoin it at a later date. You can also contact the PCP Secretariat anytime for help with submitting documentation to meet the requirements. Page 152 of 265 16.a) Correspondence dated June 2, 2023 from Jon Main, Sustainability an... supporting Rationale for Consideration It is well established that climate change is increasing the frequency of extreme weather events and posing other risks, such as drought, forest fires and rising sea levels, which present serious threats to our natural environment, our health, our jobs and our economy. The 2016 Paris Agreement, signed by more than 190 countries, including Canada, committed to limit the global temperature increase to below two degrees Celsius and to pursue efforts to limit this increase to 1.5 degrees Celsius, in order to avoid the most severe climate change impacts. Local governments are essential to the successful implementation of the Paris Agreement. Canada's cities and communities influence approximately 50 per cent of national greenhouse gas (GHG) emissions and can drive systemic low-carbon practices, including: building high- efficiency buildings, undertaking building retrofits and developing district heating; building active transit, electric vehicle infrastructure and electrified public transit; implementing near-zero GHG waste plans; and delivering high-efficiency water and wastewater services. Investments in these types of measures also reduce operating costs, help municipalities maintain and plan for future community services, protect public health, support sustainable community development, increase community resilience and reduce a community's vulnerability to environmental, economic and social stresses. A number of government and international and national organizations have called for greater cooperation among all stakeholders to meet reduction targets, including Canada's Big City Mayors' Caucus, which supports binding GHG emission reduction targets at the international, national and city levels, action plans that cut emissions, identification of risks and mitigation solutions, and regular municipal GHG emissions reporting. Page 153 of 265 18.a) 2023-037: A By-law to Authorize the execution of a Tax Arrears Ext... The Corporation of the Township of Oro-Medonte By-law No. 2023-037 A By-law to authorize the execution of a Tax Arrears Extension Agreement Whereas The Corporation of the Township of Oro-Medonte registered on the 13th day of July 2022 a tax arrears certificate against the land described in Schedule "A" attached hereto and forming part of this By-law. And Whereas Section 378 of the Municipal Act, 2001, S.O., 2001, C.25 as amended provides that after the registration of a tax arrears certificate and before the expiry of one (1) year following the date of the registration of the tax arrears certificate, a municipality may by By—law authorize an extension agreement with the owner of the land, the spouse of the owner, a mortgagee or a tenant in occupation of such land to extend the period of time in which the cancellation price in respect to the Owner's land is to be paid; And Whereas the statutory period within which such a By-law may be enacted has not elapsed; Now Therefore the Council of the Corporation of the Township of Oro-Medonte hereby enacts the following as a By-law: 1. THAT an agreement be entered into by The Corporation of the Township of Oro-Medonte, with the owner(s) of the land described in Schedule "A" to extend the time period in which the cancellation price payable on this land is to be paid on the terms and generally in the form of Schedule "B" attached to this By-law; 2. THAT the agreement be substantially the same form and contain the same terms and conditions as set out in Schedule `B", a copy of which is attached hereto. 3. THAT the Mayor and Clerk be and are hereby authorized and directed to enter into the agreement on behalf of the Corporation; 4. THAT this by-law shall take effect upon the final passing thereof. By-law read a first, second and third time, and passed this 14th day of June, 2023 The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 154 of 265 18.a) 2023-037: A By-law to Authorize the execution of a Tax Arrears Ext... Schedule "A" to By-law No. 2023-037 for The Corporation of the Township of Oro-Medonte DESCRIPTION OF THE LAND: Roll#4346 010 001 22100 1548 Highway 11 PLAN 1237 LOT 3 Page 155 of 265 18.a) 2023-037: A By-law to Authorize the execution of a Tax Arrears Ext... Schedule "B" to By-law No. 2023-037 for The Corporation of the Township of Oro-Medonte THIS AGREEMENT made in triplicate this 12t" day of June, 2023. BETWEEN: The Corporation of the Township of Oro-Medonte (Hereinafter called the "Corporation") -and- Steve Holding Inc. (Hereinafter called the "Owner") Whereas the owner is the owner of the land in the Township of Oro-Medonte described in Schedule "A"attached hereto and forming part of this Agreement; And Whereas the Owners land is in arrears of taxes on the 30th day of May 2023 in the amount of$25,716.53 and a tax arrears certificate was registered in the Land Registry Office on the 13th day of July 2022 in respect of the Owners land; And Whereas pursuant to Section 378 of the Municipal Act, 2001, S.O. 2001, C.25 as amended provides that after the registration of a tax arrears certificate and before the expiry of one (1) year following the date of the registration of the tax arrears certificate, a Municipality may by By—law authorize an extension agreement with the Owner(s) of the land, the spouse of the owner, a mortgagee or a tenant in occupation of such land to extend the period of time in which the cancellation price in respect to the Owner(s)/Spouse/Mortgagee/Tenant's land is to be paid; And Whereas the period during which there is a subsisting extension agreement shall not be counted by the Treasurer in calculating the periods mentioned in subsection 379(1) of the Municipal Act, 2001; Now therefore this agreement witnesseth that in consideration of the premises and of the covenants and obligations hereinafter contained, it is hereby agreed as follows: 1. The Corporation will extend to the 12t" day of June 2024 the payment period for the cancellation price payable in respect of the land. 2. The Owner will make payments to the Corporation in accordance with Schedule "B" attached hereto. 3. In addition to paying the amounts provided for in paragraph 2, the Owner agrees to pay: a. all further taxes levied on the land as they become due and payable during the term of this Agreement; and b. not later than (5) five days following the due date of the last payment under paragraph 2, such additional amount, if any, as is necessary to bring the total amount paid under this Agreement up to the amount of the cancellation price payable in respect of the land. 4. Notwithstanding any of the provisions of this Agreement, the Municipal Act, 2001, S.O. 2001, C.25, as amended, shall continue to apply to the collection and enforcement of all tax arrears and all taxes except that the Treasurer and the collector of taxes of the Corporation, without waiving the statutory rights and powers of the municipality or of the Treasurer, shall not enforce collections of such tax payments, except as set out in paragraph 2 and 3, during the time the Agreement is in force so long as the Owner is not in default hereunder. Page 156 of 265 18.a) 2023-037: A By-law to Authorize the execution of a Tax Arrears Ext... Schedule "B" to By-law No. 2023-037 for The Corporation of the Township of Oro-Medonte 5. In the event the Owner defaults in any payments required by this Agreement, this Agreement upon notice being given to the Owner by the Corporation, this Agreement shall be terminated, and the Owner shall be placed in the position they were before this Agreement was entered into. In the event of a default, this Agreement shall cease to be considered a subsisting agreement on the day that the notice of termination is sent to the Owner. 6. Immediately upon the Owner or any other person making all the payments required under paragraphs 2 and 3, this Agreement shall be terminated and, the Treasurer shall forthwith register a tax arrears cancellation certificate in respect of the said lands. 7. Notwithstanding the provisions of paragraphs 2 and 3, the Owner and any other person may at any time pay the balance of the cancellation price and upon receipt of the aforesaid payment by the Corporation, this Agreement shall terminate and the Treasurer shall forthwith register a tax arrears cancellation certificate. 8. This Agreement shall cease to be considered a subsisting Agreement upon the date of the sale or other disposition of the land. 9. This Agreement shall extend to and be binding upon and ensure to the benefit of the Parties and to their respective heirs, successors, and assigns. 10. If any paragraph or part of paragraphs in this Agreement is determined by a court or tribunal of competent jurisdiction to be illegal or unenforceable, it or they shall be considered separate and severable from the Agreement and the remaining provisions of the Agreement shall remain in force and effect and shall be binding upon the Parties hereto as though the said paragraph or paragraphs or part or parts of paragraphs had never been included. 11. Any notice required to be given to the Owners hereunder shall be sufficiently given if sent by registered post to the Owners at the following address: 188 Epsom Downs Drive North York, Ontario M3M 1 S9 In Witness Whereof the Owner has hereunto set his hand and seal and the Corporation has caused its Corporate Seal to be hereunto affixed, attested by its proper Officers. Signed, sealed, and delivered in the presence of Mayor, R. Greenlaw Clerk, Y. Aubichon Witness Steve Holding Inc. Treasurer, Nelly Morrow Page 157 of 265 18.a) 2023-037: A By-law to Authorize the execution of a Tax Arrears Ext... Schedule "B" to By-law No. 2023-037 for The Corporation of the Township of Oro-Medonte PAYMENTS REQUIRED UNDER EXTENSION AGREEMENT: The Owner agrees to pay to the Corporation the sum of$2,500.00 (two thousand five hundred dollars) monthly, commencing on the 19th day of June 2023 to and including the 19th day of June, 2024. Page 158 of 265 18.b) 2023-038: A By-law to Amend By-law No. 2010-075, being a By-law to... The Corporation of the Township of Oro-Medonte By-law No. 2023-038 A By-law to Amend By-law No. 2010-075, being a By-law to Regulate Signs and other Advertising Devices. Whereas the Municipal Act, 2001, S.O. 2001, c.25, as amended, Section 11 authorizes a municipality to pass by-laws respecting signs; And Whereas the Municipal Act, 2001, S.O. 2001, c.25, as amended, Section 99 provides that all costs and charges incurred by a municipality for the removal, care and storage of an advertising device that is erected or displayed in contravention of a by-law of the municipal are a lien on the advertising device, and all costs and charges incurred for disposing of an advertising device may be recovered by the municipality as a debt owned by the owner of the device; And Whereas Part XIV of the Municipal Act, 2001, S.O. 2001, c.25, as amended, confers broad authority on municipalities to inspect lands at any reasonable time and to take such necessary enforcement actions as are required to ensure ongoing compliance with a municipality's by-laws; And Whereas the Council of the Corporation of The Township of Oro-Medonte did, on the 15t" day of May, 2010, enact By-law No. 2010-075, as amended. Being a By-law to Regulate Signs and other Advertising Devices. And Whereas the Council of the Corporation of The Township of Oro-Medonte deems it appropriate to regulate signs and other advertising devices and the posting of notices on buildings, vacant lots or property of public utilities within the Township of Oro- Medonte; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That Section 5.1.2 of By-law No. 2010-075 as amended, as shown below, be deleted in its entirety. "5.1.2 A Zoning Certificate obtained from the Township's Planning Division;" 2. That the numbering of all sections be adjusted accordingly. 3. 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 June, 2023. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk,Yvonne Aubichon Page 159 of 265 18.c) 2023-039: A By-law to Amend By-law No. 2009-099, being a By-law to... The Corporation of the Township of Oro-Medonte By-law No. 2023-039 A By-law to Amend By-law No.2009-099, being a By-law to Regulate Fencing around Private Outdoor Swimming Pools within the Township of Oro-Medonte. Whereas Section 11 of the Municipal Act, 2001, S. O. 2001, c. 25, as amended, provides that councils of local municipalities may pass by-laws respecting fences; And Whereas the Council of the Corporation of The Township of Oro-Medonte did, on the 15t" day of July, 2009, enact By-law No. 2009-099, being a By-law to Regulate Fencing around Private Outdoor Swimming Pools within the Township of Oro-Medonte. And Whereas the Council of the Corporation of The Township of Oro-Medonte deems it necessary and expedient and in the public interest to enact a By-law to regulate fencing around private outdoor swimming pools within the Township of Oro-Medonte; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That Section 3.2 of By-law No. 2009-099 as amended, as shown below, be deleted in its entirety. "3.2 A Zoning Certificate from the Township of Oro-Medonte Development Services Department." 2. That the numbering of all sections be adjusted accordingly. 3. 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 June, 2023. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk,Yvonne Aubichon Page 160 of 265 18.d) 2023-043: A By-law to Govern the Proceedings of Council and Commit... Pagel of 38 The Corporation of the Township of Oro-Medonte By-Law No. 2023-043 A By-law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte and to Repeal By-law Nos. 2017-165, 2020-009, 2020-092,2020-097,2021-004, 2021-131, 2022-033, 2022-077,2023-003 (Procedural By-law) Whereas Section 238(2) of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that every municipality and local board shall pass a procedure by-law for governing the calling, place and proceedings of meetings; And Whereas Section 238(2.1) of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that the procedure by-law shall provide for public notice of meetings; And Whereas the Township of Oro-Medonte By-law No. 2017-165, being a by-law to govern the proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte was passed under the authority of the Municipal Act, 2001, S.O. 2001, c.25, Section 238(2); And Whereas the Council of the Corporation of the Township of Oro-Medonte deems it expedient to enact By-law No. 2023-043, so that Council may reflect the current practices, procedures and statutory requirements of Council and Committees/Technical Support Groups of Council and repeal By-law No. 2017-165 as amended; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That the proceedings of Council and its Committees/Technical Support Groups, the conduct of the Members and the calling of meetings shall be governed by the provisions and regulations contained in Schedule "A", attached hereto and forming part of this by-law. 2. That the current edition of"Robert's Rules of Order Newly Revised"shall be the basis of interpretation for questions of procedure or order not provided for in Schedule "A". 3. That should any section, subsection, clause, paragraph or provision of this by- law be declared by a court of competent jurisdiction to be invalid, the same shall not affect the validity of the by-law as a whole or any part thereof, other than the provision so declared to be invalid. Any provincial Statutes imposed contrary to this by-law shall take precedence. That By-Law Nos. 2017-165, 2020-009, 2020-092, 2020-097, 2021-004, 2021- 131, 2022-033, 2022-077, 2023-003 be repealed in their entirety. 4. That this by-law may be cited as the "Procedural By-law". 5. 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 14 day of June, 2023. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk,Yvonne Aubichon Page 161 of 265 18.d) 2023-043: A By-law to Govern the Proceedings of Council and Commit... Page 2 of 38 Schedule "A"to By-law No. 2023-043 for The Corporation of the Township of Oro-Medonte Index 1.0 Definitions/General Rules and Regulations 2.0 Notice of Meeting 3.0 Calling, Place and Time of Meetings 3.1 Inaugural Meeting of Council 3.2 Regular Meeting Schedule of Council 3.3 Council Meetings-Special or Emergency 3.4 Committees or Technical Support Groups of Council Meetings 3.5 Clerk Required 4.0 Quorum 4.1 Quorum -Council 4.2 Quorum -Committees or Technical Support Groups of Council 4.3 Attendance 4.4 Non-Attendance-Committees or Technical Support Groups of Council 5.0 Open and Closed Meetings -General 5.1 Open Meetings 5.2 Closed Session Meetings 6.0 Head of Council 6.1 Chair-Council 6.2 Duties of Chair 6.3 Vacate the Chair-Head of Council 6.4 Absence from Council Meeting 7.0 Chair-Committees or Technical Support Groups of Council 7.1 Absence from Committee or Technical Support Group Meeting 8.0 Conduct 8.1 Conduct-Members of Council 8.2 Conduct-Committees or Technical Support Group Appointees 8.3 Conduct-Members of the Public 9.0 Rules of Debate 9.1 Rules of Debate-Head of Council/Chair 9.2 Rules of Debate-Members 9.3 Rules of Debate-In Council/Committee 10.0 Use of Ballot for Determining Appointee 11.0 Voting 11.1 Voting- Head of Council 11.2 Voting-Chair of Committee or Technical Support Group of Council 11.3 Voting on Questions 11.4 Failure to Vote 11.5 Appeal of Declaration of Result 11.6 Equality of Votes 11.7 Recorded Vote 11.8 Voting-Closed Session Meeting 11.9 Voting-2/3 Vote Calculation Page 162 of 265 18.d) 2023-043: A By-law to Govern the Proceedings of Council and Commit... Page 3 of 38 12.0 Motions/Recommendations 12.1 Motions/Recommendations-General 12.2 Motion to Adjourn 12.3 Motion to Recess 12.4 Motion to Call the Question 12.5 Motion to Defer 12.6 Motion to Refer 12.7 Motion to Amend 12.8 Main Motion 12.9 Substantive Motion 12.10 Motions without Ranking 12.11 Point of Order 12.12 Point of Personal Privilege a) Chair's Ruling b) Appeal of the Ruling 12.13 Motion to Divide the Question 12.14 Withdrawal of Motions 12.15 Motion to Suspend the Rules of Procedure 12.16 Motion to Reconsider 13.0 Agendas 13.1 Council Agenda 13.2 Committee Agenda 13.3 Verbal Matters 14.0 Agenda Section Headings 14.1 Call to Order 14.2 Adoption of the Agenda 14.3 Disclosure of Pecuniary Interest 14.4 Closed Session Items 14.5 Minutes of Council and Committee 14.6 Recognition of Achievements 14.7 Public Meetings and Public Information Sessions 14.8 Deputations/Presentations 14.9 Identification from the Public of an Agenda Item of Interest. 14.9 Open Forum 14.10 Reports of Municipal Officers for Action 14.11 Reports of Municipal Officers for Information Only 14.12 Reports of Members of Council 14.13 Announcements 14.14 Consent Agenda 14.15 Communications/Petitions 14.16 Notice of Motions 14.17 By-laws 14.18 Closed Session Items (Unfinished Items) 14.19 Confirmation By-law 14.20 Adjournment 15.0 Technical lnterruption(s)/Failure 16.0 Suspension/Amendment of Procedure Page 163 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 4 of 38 1.0 Definitions That in this By-law: a) "Agenda" means a list of all items to be considered by the Council/Committee at the meeting for which the agenda was published. b) "Addendum" means any addition to a published Agenda. c) "By-law" means this Procedure By-law as may be amended by Council from time to time. d) "CAO" means the Chief Administrative Officer or designate for the Township of Oro-Medonte. e) "Closed Session" means a meeting, or portion thereof, closed to the public in accordance with Section 239 of the Municipal Act, 2001, as amended. f) "Chair" means the person presiding over a meeting of Council or a Committee/Technical Support Group. g) "Clerk" means the Clerk of the Township of Oro-Medonte, or the Deputy Clerk, acting in the capacity of the Clerk in his/her absence,or a person who the Clerk has delegated authority to in accordance with Section 228(4)of the Municipal Act, 2001, as amended. h) "Committee" means an advisory committee or Technical Support Group task force, or ad hoc, or board as appointed by Council or similar entity. i) "Communications" means written submissions addressed to Mayor and Members of Council, that meet procedural requirements and timelines, and require staff input or report back direction from Council. j) Confirmation By-law means a By-law passed for the purpose of giving general effect or ratification to previous decisions or proceedings of Council. k) "Consent Agenda" means a list of items on the agenda containing recommendations from staff as to their disposition, all of which may be adopted by one motion, but any of which may be removed from the motion for debate and voted on separately upon the request of a Member. 1) "Council" means the Council of The Corporation of the Township of Oro- Medonte. m) "Defer, Deferred or Deferral"when used in conjunction with a matter before the Council or Committee, means that the matter is to be dealt with at the next regular meeting of the same body, or at the meeting of the same body which is specified in the motion to defer. n) "Deputation" means an address to Council/Committee by an individual or a group for the purpose of making a presentation for information or asking for an action; and/or an individual or a group who have requested to provide an address to Council/Committee. o) "Electronic Participation" means participation in a meeting from a remote location by such electronic means or service as determined and provided by the Clerk, and "participate electronically' has a corresponding meaning. p) "Emergency Meeting" means a meeting not scheduled in accordance with the approved schedule of meetings and must be held as expeditiously as possible. q) "Head of Council" means the Mayor of The Corporation of the Township of Oro-Medonte or the Deputy Mayor acting in the capacity of the Mayor in Page 164 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 5 of 38 his/her absence. In the absence of the Mayor and Deputy Mayor, the Head of Council shall fall to the appointed Alternate. r) "Holiday" means: i) any holiday as defined in the Section 88 of the Legislation Act, 2006. S.O. 2006, c.21, Sched. F, ii) any day proclaimed by the Head of the Council as a Civic Holiday. s) "Improper Language" means the use of profane, indecent or obscene language that is deemed, at the discretion of the Chair, to be disrespectful. t) "Local Board" means a public utility commission, transportation commission, board of park management, board of health, planning board, or any other board, commission, Committee, body or local authority established or exercising any power or authority under any general or special act with respect to any of the affairs or purposes of a municipality or of two or more municipalities or parts thereof. u) "Meeting" means any regular, special, Committee or other meeting of Council, or a Local Board or of a Committee of either of them,where (a)a quorum of members is present, and (b)members discuss or otherwise deal with any matter in a way that materially advances the business or decision making of the Council, or Committee. v) "Member" means a member of the Council, including the Head of Council, or a member which Council has appointed to a Committee/Technical Support Group. w) Motions: i) Friendly Amendment: means an amendment to a Motion under debate with the consent of the mover and seconder and without the requirement for a Motion to Amend. ii) Main Motion: means a Motion that is brought before the presiding body for its consideration on any particular subject, independent of any other pending motion. iii) Motion to Amend: means a Motion to change the words of a pending motion. iv) Motion to Defer: means a motion to postpone all discussion on the matter until later in the same meeting or to a future date which is 'M-1y established as part of the motion. v) Motion to Divide the Question: means a request to divide a motion into two parts, which can stand alone to be voted on separately. vi) Motion to Receive: means a Motion to receive the information being presented for consideration. vii) Motion to Reconsider: means a Motion to allow Council to consider a motion again after any question has been decided before the end of the meeting or at the next subsequent meeting. viii) Motion to Refer: means a motion to direct a matter under discussion by Council to a Committee or staff for further examination/information and if so specified, report back to Council/Committee. ix) Motion to Suspend or waive the rules of procedure: means a motion to render temporarily ineffective one or more Rules of Order. 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Page 6 of 38 x) Notice of Motion: means an advanced notice to Members of a matter on which Council will be asked to take a position at the next scheduled meeting. xi) Withdrawal of Motion: means a request by the mover,with consent of the seconder, to withdraw a motion that is in the possession of Council, prior to amendment or voting thereon. xii) Point of Order: means a question raised by a Member drawing attention to an infraction of the Rules of Procedure. xiii) Point of Privilege or Point of Personal Privilege" means a question raised by a Member of Council who feels the safety, rights, or integrity of the Member, another Member, member of the public or staff member have been impugned by anyone present at the Meeting. x) "Municipal Act" means the legislation in the Municipal Act, 2001 as amended, providing the authority to Ontario municipalities to act as the local government and to perform all the attendant duties contained therein. y) Municipality means The Corporation of the Township of Oro-Medonte. z) "Notice" means a public notice given in writing, posted on the Township website prior to the Council meeting, using all reasonable and appropriate means to inform the public of Council and Committee activities. aa) "Presentations" means an address to Council or Committee by an individual or a group that is a partner,joint agency,government body, consultant, including third parties who have been engaged to undertake work on behalf of the Township and/or its partners and agencies who are to provide an address to Council or Committee. bb) Proclamations: An official public announcement and symbolic gesture of endorsement requested on behalf of an organization or similar entity. cc) "Public Meeting" means a meeting held for the purpose of providing information to the public and/or obtaining public comments. It may be included as part of any meeting of Council to consider such matters. dd) "Public Record" means a record required by law to be made and kept, a) record made by a public officer or a government agency in the course of the performance of a duty, b) a record filed in a public office. ee) "Quorum" means the majority of members required for the legal conduct of business of Council, a Committee or Local Board. ff) "Recess" means to take a short break in the proceedings of the meeting during which members may leave the room. gg) "Recorded Vote" means the written recording by the Clerk or designate of the name and vote of every Member on any matter of question, as requested by a Member. hh) "Resident' means an individual who resides or rents/owns property within the boundaries of the Township. ii) Rules of Procedure means the rules and regulations set out in this Procedural By-law or otherwise addressed in Roberts Rules of Order Newly Revised. jj) "Special Meeting" means a meeting not scheduled in accordance with the approved schedule of meetings. Page 166 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 7 of 38 kk) "Table a motion" means to set a motion on the floor for debate. II) "Technical Support Group" means an advisory Committee where less than 50 percent of the Members are members of Council of the Township of Oro-Medonte. mm) "Township" means The Corporation of the Township of Oro-Medonte. General Rules and Regulations 1. The rule and regulations contained in this By-law shall be observed in all proceedings of Council and Committees in the dispatch of business of Council and Committees, including the Development Services Committee,with the changes necessary to give effect thereto. 2. The rules and regulations contained herein may be suspended by a two-thirds (2/3)vote of the members of Council or Committee present at the meeting, provided that such rule or regulation is not prescribed by statute. 3. Procedural matters not specifically addressed in this By-law shall be decided by the Chair in accordance with Roberts Rules of Order(Newly Revised)as far as reasonably practicable. 2.0 Notice of Meeting a) The Clerk or designate shall ensure that the Agenda, for each regular meeting of Council and/or Committee, shall be distributed to Council up to one day prior to, but no later than noon on the last business day prior to its release to the public via the Township website by end of the last business day of the week prior to the meeting. The posting of the Agenda on the Township website shall constitute public notice of the meeting. b) Notice of a Special Council Meeting shall be given to the public by posting of the Agenda on the Township website as soon as is practicable after notice of the Special Meeting has been given. c) Notice of an Emergency Council Meeting shall be given to the public by posting the Agenda on the Township website as soon as is practicable. Such posting may not occur prior to the Emergency Meeting. d) The Mayor or Chair may, if it appears that a storm or like occurrence will prevent the Members from attending a meeting, postpone that meeting by advising the Clerk and as many Members as they are able to reach. Postponement shall not be for any longer than the next regularly scheduled meeting. e) The Chair may cancel a meeting due to lack of items for consideration, or the Clerk, in consultation with the Chair, may cancel a meeting when it has been confirmed before the meeting that there will be a lack of quorum present. Such cancellation shall be noted on the Township's website as soon as is practical after the meeting has been cancelled. f) The Clerk, or designate, shall provide notice of cancellation to Council, Staff, and Media a minimum of two (2) hours,whenever possible, in advance of any meeting, public meeting, hearing, or information session in the case of severe inclement weather. The notice of cancellation shall be posted on the Township's website, and may be communicated in any other manner deemed appropriate for the circumstances of the cancellation. g) Lack of receipt of notice or Agenda for a meeting by any person shall not affect the validity of the meeting or any action lawfully taken at the meeting. Page 167 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 8 of 38 h) In the event the Township's website is unavailable for posting of a notice or cancellation of a meeting,staff will take alternative measures to post a notice or cancellation in a medium as available, such as but not limited to at the Township's Administration Centre located at 148 Line 7 South, Oro- Medonte and/or through social media, if available.As soon as practicable after the website is available, the notice or cancellation is to be posted on the Township's website. i) The Clerk, or designate will ensure that information on how the public may access the meeting will be provided on the meeting agenda and on the Township website. j) Meetings of Council or committee, except those portions held in closed session, may be livestreamed and/or recorded for public convenience and information sharing, and is not required as a record of the proceedings. Any inability, technical or otherwise, to livestream or record a meeting shall not preclude the holding of a meeting where public notice requirements have been met. 3.0 Calling, Place and Time of Meetings 3.1 Inaugural Meeting of Council a) The Inaugural Meeting of Council shall take place at 7:00 p.m. on the fourth Wednesday of November following a regular election. b) The Mayor Elect and Clerk shall be responsible for the location, content and format of the Agenda for the Inaugural Meeting and all arrangements for the Inaugural proceedings. c) That prior to the commencement of the first meeting of the newly elected Council, the Clerk in consultation with the Mayor Elect, shall establish the seating arrangement to be used for the Term of Council, or portion thereof. 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 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 15th 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 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 shall commence at 9:00 a.m.with Closed Session to commence immediately following the opening of the meeting. The open session shall reconvene immediately following Closed Session. Any unfinished Closed Session matters may be carried forward to Page 168 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 9 of 38 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 open session shall commence immediately upon the Chair calling the meeting to order. f) When a Development Services Committee meeting is held, there shall be a Regular meeting of Council held immediately following the Development Services Committee meeting. 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. k) During the year of a municipal election the regular meeting schedule of Council may be altered, or meetings may be cancelled by the Clerk and Chief Administrative Officer in consultation with the Mayor. 3.3 Council Meetings—Special or Emergency a) The Head of Council may, at any time, call a Special Meeting of the Council. b) The Clerk, in consultation with the Head of Council, may call a Special Meeting of the Council in circumstances where Council needs to make decisions or actions need to be taken before the next regularly scheduled meeting. c) Upon receipt of a petition of the majority of the Members of Council, the Clerk shall call a Special Meeting for the purpose and at the time mentioned in the petition. d) No business may be transacted at a Special Meeting of Council other than that specified in the notice of the meeting or Agenda. e) Once the Agenda for a Special Meeting of Council is posted on the Township website,there shall be no amendment to the notice of the meeting or the Agenda. 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Page 10 of 38 f) Notice of a Special Meeting of Council shall be delivered to all Members of Council at least one calendar day before the date established for the Special Meeting, or as soon as practicable. g) If a Special Meeting of Council is summoned as the result of a request from an applicant to deal with a specific matter before the next regular meeting of Council, the applicant shall be responsible for all costs associated with the Special Council meeting, including per diem and mileage payments, etc. The minimum charge of$750.00 shall be applicable in such circumstances where a Special Council meeting is deemed to be a "half day". h) The Head of Council may, at any time, call an Emergency Meeting of Council without the required one calendar day notice where the Head of Council is satisfied an extraordinary situation exists that will negatively impact the health, safety and well-being of persons, expose the municipality to liability, or negatively impact the municipality's position in negotiation, if Council does not make a decision and the Township does not act on the matter within one calendar day of the Emergency Meeting. i) No business may be transacted at an Emergency Meeting of Council other than the business dealing directly with the emergency or extraordinary situation. j) When the Head of Council calls an Emergency Meeting of Council, the Clerk shall notify Members of Council of the meeting in the most expedient manner. k) For the purposes of the Township's Remuneration By-law, an Emergency Meeting of Council shall be classified as a Special Meeting of Council. I) In the year of an election, the Clerk and Chief Administrative Office in consultation with the Mayor Elect, may call a Special Meeting of Council to be held immediately following the Inaugural meeting. This meeting would be subject to all Special meeting criteria outlined above. 3.4 Committees or Technical Support Groups of Council Meetings a) Committees or Technical Support Groups wholly within the sphere of the jurisdiction of Council may be established, revised, disbanded and/or replaced as Council deems necessary. b) The majority of Members of such Committees or Technical Support Groups shall be Residents within the municipality. c) The Mayor shall be an ex-officio member of all Township Committees and Technical Support Groups where not otherwise prohibited by any Act. d) Council, in its sole discretion, may amend the appointment of any public member to a Committee or Technical Support Group during its term. e) The provisions of this By-law,with necessary modification, shall apply to Township Committees or Technical Support Groups and to any other Committees or Local Boards established by Council from time to time. f) In the event that Council has enacted a Committee or Technical Support Group specific procedural by-law, the provisions of this By-law, shall apply when the Committee or Technical Support Group specific procedural by- law does not speak to the matter in question. g) Meetings of Committees or Technical Support Groups of Council shall be scheduled by the Township. h) In the event that the day scheduled for a regular Committee or Technical Support Group meeting is a public Holiday, civic Holiday, or a day on Page 170 of 265 18.d) 2023-043: A By-law to Govern the Proceedings of Council and Commit... Page 11 of 38 which a Municipal Election is to be held, the Committee shall meet at the same hour on the 1 sc business day thereafter, unless otherwise provided by resolution. i) During the year of a municipal election the Committees meeting schedule may be altered or meetings may be cancelled by the Clerk and Chief Administrative Office in consultation with the Mayor. 3.5 Clerk Required No meeting of Council or Committee/Technical Support Groups, including any Closed Session, shall be held in the absence of the Clerk or his/her designate. This provision of the By-law may not be suspended. 4.0 Quorum 4.1 Quorum—Council a) Four(4) Members of Council shall be physically or electronically present to discuss or otherwise deal with any matter in a way that materially advances the business or decision-making of the Council, Local Board or Committee to constitute a quorum. b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Clerk shall call the roll and record the names of the Members present. The meeting shall stand adjourned until the next regular meeting or until a Special Meeting is called. c) Members of Council are required to inform the Clerk's Office and fellow members of any anticipated absences from meetings. d) Members of Council are required to inform the Clerk's Office of their intention to attend any meeting via electronic means. e) Members of Council are required to inform the Clerk's Office and IT Support Services if they are out of the Country and planning on attending any meeting via electronic means. f) When attending any meeting by electronic means Members of Council are required to do so with video camera in use. g) When attending a Closed Session meeting by electronic means Members of Council are to do so from a location that is as secure as the Council Chambers. 4.2 Quorum—Committees or Technical Support Groups of Council a) A majority of the whole number of voting Members required to constitute the Committee or Technical Support Group shall be physically or electronically present to form a quorum (being the next whole number in excess of one-half the number of Members). b) Where quorum is not present within thirty minutes of the time appointed for a meeting, the Clerk shall call the roll and record the names of the Members present. The meeting shall stand adjourned until the next regular meeting or until a date is fixed by the Chair for which 48 hours notice is given to all Committee or Technical Support Group Members. 4.3 Attendance a) Attendance shall be in person or electronically for Members of Council, Committee or Local Boards. Electronic participation is permitted for Members of Council, Committee or Local Boards. Page 171 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 12 of 38 b) Any member of Council may attend any meeting of any Committee or Technical Support Group to which he/she has not been appointed and such a Member shall only participate in the discussion at the invitation of the Chair. Such attendance at the Committee or Technical Support Group meeting shall be at the Member's own discretion and without per diem. c) Electronic Meeting Participation That while every effort shall be made by members to attend meetings physically in person, during the following circumstances members may participate remotely in a meeting to the extent and in the manner set out in this By-law: (i) It is not safe or possible to attend an in person meeting due to a natural weather event (inclement weather); (i i) Health and safety restrictions as determined by the Chief Administrative Officer in consultation with the Head of Council; (iii) Restrictions, guidelines or recommendations set out by the Simcoe Muskoka District Health Unit, the Ontario Provincial Police or the Province of Ontario; (iv) The activation of the Emergency Control Group or a declared emergency by any level of government; (v) Illness or disability; (vi) Need to care for a sick family member that makes in person attendance difficult; or (vii) Trip/vacation that may make in person attendance difficult. d) In accordance with the criteria set out in 4.3.1 above, a member of Council, local board or committee may participate fully in a meeting by electronic means (via teleconference or video conference). This applies to regular, special, emergency and closed sessions of Council and meetings of local boards and committees and Public Meetings under the Planning Act or other Provincial legislation. e) Electronic participation shall mean participation by teleconference or video conference. f) Electronic participation by members of Council, Local Boards and Committees shall count towards quorum in accordance with section 238(3.3)(a)of the Municipal Act, 2001, as amended. g) Members of Council, Local Boards and Committees shall be permitted to participate electronically in a meeting that is open or closed "in camera"to the public in accordance with section 238(3.3)(b)of the Municipal Act, 2001, as amended. h) Votes cast by members of Council, Local Boards and Committees electronically shall be counted towards the overall decision by show of vote cards or show of hands or verbal means. i) In the case that members of Council participate electronically in closed sessions, all members must attest to the fact that they recognize they will be in a closed session and are able to ensure confidentiality. j) In the event of technical failure during the meeting, Council, the local board or committee may take a recess to allow staff to reinstate the electronic participation. If a member can no longer participate by electronic means, it will not affect the validity of the meeting or decisions made. Page 172 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 13 of 38 k) Any member of Council participating remotely shall notify the Clerk, via email, as soon as possible in advance of the meeting. 1) Members participating via video conference, shall have webcams turned on. m) When participating via video or telephone, all microphones should be muted unless the Member is speaking. n) Any Members participating via video conference or telephone shall announce their leaving and disconnect if they wish to leave the meeting prior to adjournment. If leaving the meeting for a personal break, a member shall announce their leaving and turn off audio and video prior to leaving the meeting. o) Members are responsible for ensuring that there is no background noise at their location that would interfere with the meeting and for muting their device when they are not speaking. 4.4 Non-Attendance—Committees or Technical Support Groups of Council a) The seat of a Member of a Committee or Technical Support Group shall be declared vacant if the Member is absent for three (3)consecutive meetings,without prior approval from Council,with the exception of illness/health reasons. b) If that person is prepared to show just cause why they should remain on the Committee or Technical Support Group, the continuation of their appointment shall be determined by Council. c) Members of a Committee or Technical Support Group are required to inform the Clerk's office of any anticipated, but unavoidable, absences from upcoming meetings. 5.0 Open and Closed Meetings -General 5.1 Open Meetings All meetings of Council and all meetings of any Committees/Technical Support Groups of Council shall be open to the public subject to the exceptions listed in Section 5.2. 5.2 Closed Session Meetings a) A meeting or part of a meeting may be closed to the public if the subject matter being considered relates to: i) the security of the property of the municipality (may be cited as "security of municipal property"); ii) personal matters about an identifiable individual, including municipal employees (may be cited as "personal matters about an identifiable individual"); iii) the proposed or pending acquisition/disposition of land by the municipality (may be cited as"acquisition/disposition of land"); iv) labour relations or employee negotiations (may be cited as "labour relations/employee negotiations"); v) litigation or potential litigation affecting the municipality, including matters before administrative tribunals (may be cited as"litigation affecting the municipality"); vi) advice that is subject to solicitor-client privilege, including communications necessary for that purpose (may be cited as "solicitor-client privilege"); Page 173 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 14 of 38 vii) a matter in respect of which a council, committee or other body may hold a closed meeting under another Act; viii) the education or training of the members; provided that no member discusses or otherwise deals with any matter in a way that materially advances the business or decision making of the Council or committee (may be cited as"education or training of members"). ix) information explicitly supplied in confidence to the municipality or local board by Canada, a province or territory or a Crown agency of any of them (may be cited as "information explicitly supplied in confidence to the municipality"); x) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board,which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person,group of persons, or organization (may be cited as "trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality"); xi) a trade secret or scientific, technical, commercial or financial information that belongs to the municipality or local board and has monetary value or potential monetary value (may be cited as "a trade secret or scientific, technical, commercial or financial information that belongs to the municipality");or xii) a position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (may be cited as "a position, plan, procedure, criteria or instruction to be applied to any negotiations related to the municipality"). b) A meeting or part of a meeting shall be closed to the public if the subject matter being considered is: i) a request under the Municipal Freedom of Information and Protection to Privacy Act, if the Council is designated as the head of the institution for the purposes of the Act; ii) an ongoing investigation respecting the municipality, a local board or a municipally-controlled corporation by the Ombudsman appointed under the Ombudsman Act, an Ombudsman referred to in subsection 223.13 of the Municipal Act,or the investigator referred to in subsection 239.2 of the Municipal Act. c) Confidentiality Members shall ensure that confidential matters disclosed to them during Closed Session are kept confidential. 6.0 Head of Council 6.1 Chair—Council The Head of Council shall assume the duties of Chair during Council Meetings. 6.2 Duties of Chair a) The Chair shall preserve order and decorum, decide questions of order (subject to an appeal to the Council/Committee by any Member)and, without unnecessary comment, cite the rule of authority commonly accepted (under parliamentary procedures or the procedural by-law) applicable to the case, if called upon to do so. b) To open the meeting of Council/Committee by taking the chair and calling the Members to order. Page 174 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 15 of 38 c) To announce the business before the Council/Committee in the order in which it is to be acted upon. d) To receive and submit, in the proper manner, all motions/ recommendations presented by the Members. e) To put to vote all questions which are regularly moved and seconded, or necessarily arise in the course of proceedings, and to announce the results. f) To decline to put to vote motions which infringe on the rules of procedure. g) To restrain the Members,within the rules of order,when engaged in debate. h) To enforce, on all occasions, the conduct of the Members. i) To expel any person for improper conduct. j) To call by name any Member persisting in breach of the rules of order of the Council/Committee, thereby ordering him/her to vacate the Council Chamber, or designated meeting place. k) To receive all messages and other communications and announce them to the Council/Committee. 1) To authenticate, by affixing either electronically or manually his/her signature when necessary, to all by-laws (if applicable), and minutes of the Council/Committee. m) To represent and support the Council/Committee, declaring its decision on all business matters. n) To ensure that the decisions of Council/Committee are in conformity with the laws and by-laws governing activities of the Council/Committee. o) To adjourn the meeting when the business is concluded. p) To unilaterally adjourn the meeting without a motion, in the event of grave disorder arising in the meeting place. 6.3 Vacate the Chair—Head of Council a) If the Head of Council/Chair desires to introduce a motion or by-law, he/she shall vacate the chair for that purpose only, and shall call on another Member of Council to fill his/her place until he/she resumes the chair. b) The Clerk shall note in the minutes of the meeting when the Head of Council/Chair vacates and resumes the chair. 6.4 Absence from Council Meeting a) When the Head of Council knows in advance that he/she will be absent at the commencement of a Council meeting, the Head of Council shall advise the Deputy Mayor and Clerk as soon as possible prior to the commencement of the meeting. In the event that the Head of Council and Deputy Mayor will both be absent at the commencement of the Council meeting, the Head of Council may appoint a Member of Council to preside during the meeting or until the arrival of the Head of Council or Deputy Mayor, and the Head of Council shall advise the Clerk of the appointment as soon as possible prior to the commencement of the meeting. b) In the unexpected absence of the Head of Council, within fifteen (15) minutes after the time appointed for the meeting, the Deputy Mayor shall Page 175 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 16 of 38 call the Members to order and, if a quorum is present, shall preside during the meeting or until the arrival of the Head of Council. In the absence of the Head of Council and the Deputy Mayor, and a quorum is present, the Clerk shall call the Members to order, and a Chair shall be chosen from the Members to preside during the meeting or until the arrival of the Head of Council or Deputy Mayor. c) When the Chair is vacated by the Head of Council, the Deputy Mayor shall assume the Chair and shall preside during the meeting until the Head of Council resumes the chair. d) While presiding, the Deputy Mayor or Chair chosen by Council shall have all the powers of the Head of Council and shall be entitled to vote as a Member. e) The seat of a member of Council shall be declared vacant if the Member is absent for three (3)consecutive meetings, without prior approval from Council,with the exception of illness/health reasons. f) If that member is prepared to show just cause why they should remain on the Council, the continuation of their appointment shall be determined by Council. g) Members of Council are required to inform the Clerk's office of any anticipated, but unavoidable, absences from meetings 7.0 Chair—Committees or Technical Support Groups of Council a) With the exception of the Development Services Committee,the Chair of a Committee or Technical Support Group of Council shall be appointed by a majority vote of its members. b) The Deputy Mayor shall Chair the Development Services Committee- c) In the absence of the Deputy Mayor, the Mayor or Alternate shall Chair the Development Services Meetings. 7.1 Absence from Committee or Technical Support Group Meeting a) When the Chair of a Committee/Technical Support Group knows in advance that he/she will be absent at the commencement of the meeting, the Chair shall advise the ex-officio,Vice Chair if appointed, and the Clerk as soon as possible prior to the commencement of the meeting. When a Vice Chair is appointed, the Vice Chair shall assume the Chair for the meeting. When there is no Vice Chair appointed, the ex-officio shall assume the Chair for the meeting or until the arrival of the Chair. In the event that the Chair and ex-officio will both be absent at the commencement of the meeting,the ex-officio may appoint a Member of Council to act in an ex-officio capacity, to preside during the meeting or until the arrival of the Chair or ex-officio, and the ex-officio shall advise the Clerk of the appointment, in writing, as soon as possible prior to the commencement of the meeting. b) In the unexpected absence of the Chair and quorum is present, the Clerk shall call the Members to order and a Chair shall be chosen from among the Members of the Committee/Technical Support Group to preside during the meeting or until the arrival of the Chair. c) During the meeting, the Chair of a Committee or Technical Support Group may appoint another Member of the Committee to act as the Chair while he/she is temporarily absent from the meeting. Page 176 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 17 of 38 8.0 Conduct 8.1 Conduct—Members of Council Members of Council shall: a) not disturb another, or the Council itself, by any disorderly deportment disconcerting to any Member speaking. b) not resist the rules of Council or disobey the decision of the Chair on questions of order or practice or upon the interpretations of the rules of order of the Council. c) not be permitted to retake his/her seat at any meeting after being ordered by the Chair to vacate after committing a breach of any rule of order of the Council,without making apology and the consent of the Council expressed by a majority vote of the other Members present,determined without debate. d) not speak until he/she has addressed himself/herself to the Chair. e) not walk across or out of the Chamber/designated meeting place or make any noise or disturbance when the Chair is putting a question and shall occupy his/her seat while a vote is being taken and until the result thereof is declared. f) not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public. g) declare where a pecuniary interest or possible pecuniary interest exists and shall not participate in the discussion of or vote on any question with respect to the matter. i) upon the declaration of a pecuniary interest, the member shall record his/her declaration as part of the Council Conflict Registry within twenty- four(24) hours after the declaration. j) convey the position of Council once a question has been decided, including when a Member had a minority opinion,while demonstrating respect for democracy. k) adhere to a dress code for Council Meetings as agreed to by the current term of Council. 1) adhere to POL-ADM-24 Code of Conduct for Members of Township Council and the Township's Local Boards 8.2 Conduct—Committees or Technical Support Group Appointees Statement Persons appointed to Township Committees or Technical Support Groups are representatives of the Township and their conduct reflects on the Township and the Council. Council expects that Appointees will perform their duties with a high standard of personal and professional conduct, integrity, impartiality, good faith and in the best interests of the Township. The Township is committed to providing a safe and secure workplace that respects human rights and is free from violence, discrimination, threats and harassment. The Township will not tolerate any action or failure to act which results in violence, discrimination, threat, harassment or a violation of the human rights of any employee, or persons appointed to Committees or Technical Support Groups. Principles of Conduct Page 177 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 18 of 38 a) All Members of Committees or Technical Support Groups of Council shall: i) Promote the general goals, objectives and policies of the Township. ii) Convey the position of the Committee or Technical Support Group, and Council once a question has been decided, including when a Member had a minority opinion,while demonstrating respect for democracy. iii) Not disclose any written or verbal information received at a meeting or part of a meeting closed to the general public; iv) Declare where a pecuniary interest or possible pecuniary interest exists, and shall not participate in the discussion of or vote on any question with respect to the matter; v) Not discriminate or harass another Member of Council, Committees, Technical Support Groups, staff or public. vi) Not benefit from the use of information acquired or used, and that is not generally available to the public, during the course of their duties. vii) Council Appointees, their immediate family and family Members residing in their households may not sell goods, materials or services to the Township without the express written permission of the Chief Administrative Officer. viii) Not place themselves in a position where they could derive any benefit or gain from any Township contracts, persons, groups, companies or organizations with which the Township does business, pursuant to Township policy. ix) Not accept gifts that are given in anticipation of special consideration by the Township. x) Adhere to POL-ADM-24 Code of Conduct for Members of Township Council and the Township's Local Boards Consequences for Violations of Conduct All reports of incidents shall be considered serious,will be investigated and appropriate action will be taken and where deemed necessary may be processed through the Township's Integrity Commissioner. A report with recommendations, if required,shall be provided by the Integrity Commissioner for Council's consideration.. 8.3 Conduct—Members of the Public Members of the public shall respect the decorum of Council/Committee and shall refrain from public outbursts; shouting; or behaviour intended to disrupt the debate,discussion and/or general proceedings of Council/Committee. Members of the public shall respect the dignity and rights of all persons present, and shall not ridicule,demean or intimidate any person. Members of the public who displays signs, posters, clothing or other advertising devices,whether political or otherwise, that demonstrate a lack of respect for the formal nature of the meeting may be requested, by the Chair to leave or remove these items. No person shall use offensive, insulting or Improper Language in or against the Council/Committee or any Member thereof, employees of the Township or any other person. Page 178 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 19 of 38 Any member of the public who contravenes any provision of this section, may be requested to leave or be expelled from the meeting place by the Chair or in accordance with the direction of Council. The Chair may unilaterally suspend the meeting until order is restored in the meeting place. In the event of grave disorder arising in the meeting place, the Chair may unilaterally adjourn the meeting without a motion. 9.0 Rules of Debate 9.1 Rules of Debate—Head of Council/Chair In directing the course of debate,the Head of Council/Chair shall: a) designate the Member who has the floor when Members raise their hand to speak. b) preserve order and decide questions of order. c) cause to be read all motions/recommendations presented in writing and state all motions/recommendations presented verbally before permitting debate on the question, except when otherwise provided in this by-law. 9.2 Rules of Debate—Members In addressing the Council/Committee, no Member shall: a) speak disrespectfully of Our Reigning Sovereign or any of the Royal Family, or of the Governor-General, Lieutenant-Governor or any member of the Senate, the House of Commons of Canada, or the Legislative Assembly of Ontario. b) use offensive, insulting or Improper Language in or against the Council/Committee or any Member thereof, employees of the Township or any other person. c) speak on any subject other than the question in debate. d) speak against any decision of Council/Committee except for the purpose of moving that the question be reconsidered or to bring forward a motion to rescind or alter or amend the decision. e) disobey the rules of Council/Committee or a decision of the Chair. 9.3 Rules of Debate—In Council/Committee a) Every Member may participate in a meeting by in person or electronic means. b) Every Member when speaking to any question or motion shall respectfully address the Chair. c) When a Member is speaking, no other Member shall pass between him/her and the Chair or interrupt him/her except to raise a point of order. d) Any Member may require the question or motion under discussion to be read at any time during the debate, but not so as to interrupt a Member while speaking. e) No Member shall speak more than once, except as outlined in Section 9.3 f), until every Member who desires to speak has spoken. f) Upon verbal notification by the Chair of their intention to enforce the following time limits, no Member shall speak to the same question for Page 179 of 265 18.d) 2023-043: A By-law to Govern the Proceedings of Council and Commit... Page 20 of 38 longer than 2 (two) minutes. With the leave of the Chair, a supplementary question with a further 1 (one) minute, may be granted. (i) A Member may ask a question only for the purpose of obtaining facts relevant to the matter under discussion and necessary for a clear understanding thereof. (ii) All questions shall be stated succinctly and questions shall not be used as a means of making statements or assertions. g) The Chair may take part in any debate without leaving the Chair. h) Upon consent by a 2/3 vote of the Members present, Council/Committee may permit members of the public to speak to a specific matter on an Agenda, without a formal Deputation, at the time the matter is being considered in order to provide additional information that may assist Council/Committee in rendering a decision on the matter. 10.0 Use of Ballot for Determining Appointee a) Where Council wishes to appoint a Member of Council as its representative to a Board, Commission, Committee, etc. and more Members of Council than available vacancies have expressed an interest in being the appointed representative, Council may use a ballot for determining the appointee. b) The Clerk shall provide a ballot to Members of Council with the names of the Members who have expressed an interest in being the appointed representative(s). c) Each Member of Council shall select their preferred representative(s) on the ballot, shall fold the ballot and return it to the Clerk. d) The Clerk and another staff member shall tally the votes and the Clerk shall announce the successful representative(s). e) In the event of a tied vote, the Clerk shall draw a lot consisting of the names that received the tied vote. f) Following the announcement of the successful representative(s), the Chair shall ask for a motion to destroy the ballots. 11.0 Voting 11.1 Voting—Head of Council Notwithstanding Section 11.3 c), the Head of Council (except where disqualified from voting by reason of interest or otherwise) may vote with the Members on all questions. 11.2 Voting—Chair of Committee or Technical Support Group of Council a) Members of Council sitting as Members of Committees or Technical Support Groups of Council may not vote with the public Members of the Committee or Technical Support Group on any question. b) Notwithstanding Section 11.2 a), Members of Council sitting as Members of Committees or Technical Support Groups of Council may vote on any question, when no public Members have been appointed to the Committee or Technical Support Group. 11.3 Voting on Questions a) When the Chair calls for the vote on a question, each Member shall Page 180 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 21 of 38 occupy his/her seat and shall remain there until the result of the vote has been declared by the Chair. During such time no Member shall walk across the room or speak to any other Member or make any noise or disturbance. b) After a question is finally put by the Chair or Member, no Member shall speak to the question nor shall any other motion be made until after the vote is taken and the result has been declared. c) Every Member present at a meeting of the Council/Committee,when a question is put,shall vote thereon, unless he/she has declared any pecuniary interest, direct or indirect in the question. d) The manner of determining the decision of the Council/Committee on a motion shall be by a show of voting card or show of hands. e) Any motion shall require a majority of votes of the quorum present in order to be valid and binding on Council/Committee, unless otherwise set out in this By-law or in any Act. 11.4 Failure to Vote Failure to vote by any Member present, except when a Member has declared a pecuniary interest, shall be taken as a negative vote. 11.5 Appeal of Declaration of Result If a Member who has voted on a question disagrees with the declaration of the Chair that the question is carried, or lost, he/she may, but only immediately after the declaration by the Chair, appeal the declaration. On an appeal of the declaration by a Member, the Chair shall call for a Recorded Vote to be taken on the question in the manner prescribed in Section 11.7 of this By-law. 11.6 Equality of Votes Where a vote on a question results in an equality of votes,the result shall be deemed to be negative. 11.7 Recorded Vote a) When a Member present requests, immediately prior to or immediately subsequent to the taking of the vote, that the vote be recorded, each Member present, except a Member who is disqualified from voting by any Act, shall announce his/her vote openly. b) The Chair, immediately following the request for a Recorded Vote,will put the question again. c) All Members present at the Council or Committee Meeting, unless disqualified from voting by any Act, must vote in alphabetical order, beginning with the Member who has requested the Recorded Vote. The Clerk shall call each Member individually, record the Member's vote, and report the result of the vote to the Chair. d) The Chair shall vote last. 11.8 Voting—Closed Session Meeting a) Subject to Section 11.3, a meeting shall not be closed to the public during the taking of a vote. b) Notwithstanding Section 11.3, a meeting may be closed to the public during the taking of a vote where: i) Section 5.2 permits a meeting to be closed to the public; and Page 181 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 22 of 38 ii) The vote is for a procedural matter or for giving directions or instructions to officers, employees or agents of the Township or persons retained by or under contract with the Township. 11.9 Voting—2/3 Vote Calculation a) When a 2/3 vote is required, the following table sets out the number of votes required to meet the 2/3 requirement: #Members Present #Votes Required for 2/3 vote 7 5 6 4 5 4 4 3 12.0 Motions/Recommendations 12.1 Motions/Recommendations—General a) Motions/recommendations, or notices thereof, shall be in writing, moved and seconded. b) Every motion/recommendation,when duly moved and seconded, shall be received by the Chair, and shall then be open for discussion prior to the vote being taken. Immediately preceding the taking of the vote, the Chair, may state the question in the form introduced and shall do so if required by a Member. He/she shall state the question in the precise form in which it will be recorded in the minutes. c) A motion in respect of a matter which is beyond the jurisdiction of Council shall not be in order. d) A Member shall speak to a motion in accordance with Section 9.3—Rules of Debate— In Council/Committee. e) Motions relating to an item under consideration shall be voted on in the following order(each matter or motion takes precedence over those that fall below it in the list): i)a motion to adjourn; ii) a motion to recess; (for an extended period of time beyond one hour) iii)a motion to call the question (call the vote); iv)a motion to defer(postpone); v)a motion to refer; vi)a motion to amend; vii)the main motion. f) If one of the above motions is pending, any motion listed above it is in order. Those listed below it are not in order. 12.2 Motion to Adjourn A motion to adjourn is used to bring the proceedings to a close.A motion to adjourn takes precedence over any other motion; • requires a seconder; • is not amendable; • is not debatable; • is always in order, except: o when another Member is in possession of the floor; o when a vote has been called; o when the Members are voting; o when a Member has indicated to the Chair his or her desire to speak on the matter before Council. Page 182 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 23 of 38 When a motion to adjourn has been decided in the negative, no further motion to adjourn shall be made until Council has conducted further proceedings. 12.3 Motion to Recess A motion to recess is intended to provide for an intermission in the meeting's proceedings which does not close the meeting; after which business will be resumed at exactly the point where it was interrupted. A motion to Recess: • requires a seconder; • is not in order when another Member is in possession of the floor; • is not debatable; •shall specify the length of the recess; • may only be amended with respect to the length of the recess. Please note for the purposes of this by-law a motion to recess will only pertain to breaks longer than one (1) hour. Short intermittent breaks will not require a motion to recess. 12.4 Motion to Call the Question (Call the Vote) A motion to call the question enables immediate closure of debate. Such motion shall not be put until all speakers who have indicated a desire to speak as listed by the Chair have spoken and the mover has had the opportunity to reply.A motion to call the question: •does not require a seconder; • is not in order when another Member is speaking; • is not allowable in meetings of Committee; • is not debatable, except to provide the reasons for moving the motion; • is not amendable; • cannot be made when there is an amendment to a main motion under consideration. Upon receiving an affirmative vote on the motion to 'call the question', the main motion under debate is to be put forward without any further debate.A Member who moves a motion to 'call the question'shall not be allowed to speak to the question again if the motion is decided in the negative. 12.5 Motion to Defer(Postpone) i) A motion to defer(or Postpone Definitely) is a motion by which action relating to a pending motion may be put off,within limits, to a definite day, meeting, or hour, or until after a certain event has occurred. ii) A motion to defer is always in order, except when a Member is speaking; during a vote;or immediately following the affirmative vote on a motion to call the vote on a question. iii)A motion to defer: • requires a seconder; • is not amendable; • is not debatable; • may be made while the main motion or an amendment is on the floor and takes precedence; •shall specify a date or time period within which, consideration of the matter is to be deferred. 12.6 Motion to Refer A motion to refer is a motion by which a matter, action or a pending motion can be sent or directed to a committee,other body or staff named in the motion, to report back to Council or Committee. A motion to refer: Page 183 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 24 of 38 • requires a seconder; • is not in order when another Member has possession of the floor; • is debatable provided that comments are confined to the merits of referring and the instructions included; debate with regard to the main motion is not permitted; • is amendable with respect to the Committee or other body to which the matter is to be referred and the instructions to that Committee or other body; •shall take precedence over all amendments or debate of the original motion until it is decided. A motion to refer a matter shall indicate the Committee, body or official to whom the matter is to be referred and may contain instructions as to the time period in which the matter is to be brought back. 12.7 Motion to Amend i) A motion to amend the main question is intended to perfect the main motion. Amendments can be done in four ways: (1)striking out words, (2) inserting words (3)striking out and inserting words, (4)substituting one main motion for another. A motion to amend: • requires a seconder; • is not in order when another Member is in possession of the floor; • is debatable; • is amendable, however, an amendment to the amendment (secondary amendment) is not; • must be relevant to the main motion; •shall not be in order if it is contrary to or in direct opposition to the main motion. ii) Only one motion to amend a main motion (primary amendment)shall be on the floor at any one time. iii) Only one motion to amend an amendment (secondary amendment)shall be on the floor at any one time. iv) A secondary amendment cannot be amended and must be relevant to the primary amendment. v) Voting on a main motion which has been amended shall be conducted in the following order: •vote on the secondary amendment(motion to amend the amendment) •vote on the primary amendment if or as amended (motion that amends the main motion) •vote on main motion (as amended) 12.8 Main Motion A main motion means a proposal that has been moved by a Member and seconded by a Member and presented in accordance with this By-law to deal with a matter before Council or Committee. A main motion: • requires a seconder; • has the lowest rank; • is amendable; and • is debatable 12.9 Substantive Motion i) An amendment shall be out of order if it is ruled by the Chair to be a substantive (new) motion and not an amendment 12.10 Motions without Ranking Page 184 of 265 18.d) 2023-043: A By-law to Govern the Proceedings of Council and Commit... Page 25 of 38 Motions which are incidental to the business at hand do not have a ranking and may be introduced as provided for in this By-law. Incidental motions are as follows: a) Point of Order or Point of Personal Privilege b)Appeal the Decision c) Divide the Question d)Withdrawal of Motion e) Suspension of the Rules 12.11 Point of Order i) Point of Order motion refers to a question raised by a Member with a view to calling to the attention of the Chair and the Members, a departure from this By- law or the rules, procedures and/or generally accepted practices of Council. ii) A Point of Order is to be raised immediately upon being noted by a Member. If the point is not brought up in a timely fashion, it may only be brought up if the breach of the rules persists. iii) A Point of Order motion; •takes precedence over any pending question out of which it may arise; • does not require a seconder; • can be applied to any breach of the rules; • is in order when another Member has the floor; 12.12 Point of Personal Privilege i) Points of Privilege or Personal Privilege refer to questions raised by a Member where they consider a statement by a Member to impugn the integrity of the Council (Privilege) or their own integrity (Personal Privilege) or that of staff(Privilege). When a point of privilege is raised, it shall be considered and decided by the Chair immediately. The decision of the Chair on a point of privilege may be appealed to Council as outlined below in this By-law. a) Chair's Ruling: i) The Chair has the authority to rule on a Point of Order, Point of Privilege or Personal privilege. When a Member rises on a point of order, the Member shall ask permission of the Chair to raise the point of order and after permission is granted, the Member shall state the point of order to the Chair and then remain silent until the Chair has ruled upon the point. ii) No further business shall be conducted until the Chair has decided and stated the point of order. iii) The Chair's ruling is final unless appealed. iv) If it is the Chair who rises on a Point of Order, Privilege or Personal Privilege and there is a disagreement on the Chair's ruling by a Member the matter moves directly to Appeal. b) Appeal of the Ruling: i) Where any Member disagrees with the ruling of the Chair, the Member may appeal the ruling. In this instance, the Member would state, without being recognized by the Chair, that the decision of the Chair is appealed. The Chair may ask for discussion, with the Member putting forth the appeal having the right to speak first. When discussion is complete, the Chair shall call a vote on the question of upholding the ruling of the Chair. The Chair shall have Page 185 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 26 of 38 the opportunity to provide further explanation of the ruling prior to calling the vote. ii) The ruling of the Chair shall be upheld by a majority vote of the members present. iii) Council's decision is final in the case of an appeal. 12.13 Motion to Divide the Question i) A motion to divide the question pertains to a request that a motion be divided into parts,which are capable of standing alone, so they may be voted on separately. Such a request may be due to a conflict or pecuniary interest by a Member. ii) When a motion under consideration contains distinct propositions that are capable of standing as a complete proposition if the others are removed, the parts can be separated, to be considered and voted on as if they were distinct questions, upon the adoption of a motion to divide the question and provided that a recorded vote has not previously been called. iii) A motion to divide the question: • requires a seconder; • is in order when another Member has the floor; • is not amendable; and • is not debatable. 12.14 Withdrawal of Motions i) After a Motion has been read or stated by the Chair, it shall be deemed to be in the possession of Council, but may,with the permission of Council, be withdrawn by the originator at any time before a decision or amendment.A motion successfully withdrawn is as though it had never been made and is not reflected in the record of the proceedings. 12.15 Motion to Suspend the Rules of Procedure i) A motion to suspend the rules is used when Council wishes to do something during a meeting that would interfere with one or more of its regular rules. In such a case, a motion can be adopted to Suspend the Rules, provided that such suspension does not conflict with this or any other Township by-laws, or any other statute prescribing rules of procedure applicable to Township Council. A motion to suspend the rules: • requires a seconder • is not amendable • is not debatable • requires a 2/3 majority vote 12.16 Motion to Reconsider a) A previous decision of Council made earlier in a meeting: i) may be presented at any time prior to the adjournment of the Meeting by any Member who voted on the prevailing side when the decision was made; ii) May not be applied to a decision to postpone indefinitely; and iii) Requires an affirmative vote of the Majority of the members present b) A motion to reconsider a decision of Council made at a previous meeting: i) may only be introduced by a member who was present at the meeting when the decision was made and voted on the prevailing side, or who was not at the meeting when the decision was made; ii) shall require a two-thirds vote of the members present at the meeting Page 186 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 27 of 38 c) The mover of the Motion to Reconsider will specify whether the Reconsideration will address the entire original decision of Council or part of the original decision of Council. d) No discussion, except that obtaining information that justifies the reconsideration, shall be allowed until the motion for reconsideration is decided upon. e) Where the Motion to Reconsider is approved, reconsideration will become the next order of business unless the Motion to Reconsider includes direction to postpone reconsideration to a definitive date. f) No main motion may be reconsidered more than once during a term of Council, and may only be reconsidered if action has not yet been taken. g) Should a motion to reconsider be defeated, the original motion or decision to be reconsidered shall not be debated or voted upon until eligible under this By-law. 13.0 Agendas 13.1 Council Agenda a) Notwithstanding the Order of the Day for a regularly scheduled Council meeting, an Agenda may be published with such section headings as may be required and listing all matters to be considered. b) Notwithstanding the Order of the Day, the Clerk has the authority to arrange or omit headings as may be required to address the items of the agenda. c) In accordance with the Township's Accountability and Transparency Policy, additions to the Agenda shall not be permitted, except when a matter is of a time sensitive nature. In the event of a matter of a time sensitive nature, the Member or staff shall provide the matter to the Clerk, along with justification as to why the matter is of a time sensitive nature, by noon on the day of an evening meeting or noon of the day prior to a day meeting. If the Clerk, Head of Council and Chief Administrative Officer are satisfied that the matter is of a time sensitive nature, and should not wait until the next regular meeting, the Clerk shall add the matter to the Agenda on the Township's website in advance of the meeting. The matter will then be included in the Adoption of the Agenda motion. e) For the purpose of this section, a matter is deemed to be of a time sensitive nature when it will negatively impact the health, safety and well- being of persons, expose the municipality to liability, or negatively impact the municipality's position in negotiation, if Council does not make a decision and the Township does not act on the matter prior to Council's next regular meeting. f) When the Clerk's office has not been advised in a timely manner to permit a matter to be included on the Agenda, and such matter does not meet the definition of a matter of a time sensitive nature as defined in Section 13.1d), the matter shall be referred to the appropriate staff member for consideration prior to being brought forward for Council's consideration. g) Written comments received from the public, addressed to Mayor and Members of Council, received by the Clerk's office by 3:00 p.m. on the business day prior to the scheduled meeting, pertaining to an item on the current upcoming Council agenda shall be forwarded directly to Council, in its original form,for their consideration, as the governing body and decision-makers of the municipality. A copy shall be filed with the Township as part of the public record and an automatic receipt response will be provided to the sender. h) The Order of the Day shall have preference during a regularly scheduled Council meeting, save and except that the Chair may change the order at any time during the meeting. Page 187 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 28 of 38 Order of the Day The business of Council shall be taken up in the following order: 1. Call to Order 2. Adoption of the Agenda 3. Disclosure of Pecuniary Interest 4. Closed Session Items 5. Minutes of Council and Committees 6. Recognition of Achievements 7. Public Meetings 8. Deputations/Presentations 9. Identification from the Public of an Agenda Item of Interest. 10. Open Forum 11. Reports of Municipal Officers for Action a)for Action b)for Information Only 12. Reports of Members of Council 13. Announcements 14. Consent Agenda 15. Communications/Petitions 16. Notice of Motions 17. By-laws 18. Closed Session Items(Unfinished Items) 19. Confirmation By-law 20. Adjournment 13.2 Committee Agenda a) The Clerk shall forward all notices and Agendas, to each Member of Council and Committee, for regular Committee/Technical Support Group meetings a minimum of 48 hours in advance of such meetings. b) The Clerk shall publish an Agenda with such section headings as may be required and listing all matters to be considered. c) In accordance with the Township's Accountability and Transparency Policy, additions to the Agenda shall not be permitted, except when a matter is of a time sensitive nature. In the event of a matter of a time sensitive nature, the Member or staff shall provide the matter to the Clerk, along with justification as to why the matter is of a time sensitive nature, by noon on the day of an evening meeting or noon of the day prior to a day meeting. If the Clerk, Head of Council and Chief Administrative Officer are satisfied that the matter is of a time sensitive nature, and should not wait until the next regular meeting, the Clerk shall add the matter to the Agenda on the Township's website in advance of the meeting. The matter will then be included in the Adoption of the Agenda motion. d) For the purpose of this section, a matter is deemed to be of a time sensitive nature when it will negatively impact the health, safety and well- being of persons, expose the municipality to liability, or negatively impact the municipality's position in negotiation, if Committee does not make a recommendation for Council's consideration at Council's next regular meeting and the Township must act immediately upon Council's decision at such meeting. e) When the Clerk's office has not been advised in a timely manner to permit a matter to be included on the Agenda, and such matter does not meet the definition of a matter of a time sensitive nature as defined in Section 13.2d), the matter shall be referred to the appropriate staff member for consideration prior to being brought forward for Committee's consideration. Page 188 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 29 of 38 f) Written comments related to an Agenda item when the comments are received by the Clerk's office by 3:00 p.m. on the business day prior to the scheduled meeting will be forwarded, in its initial form, to Council for their consideration, as the governing body and decision-makers of the municipality. A copy shall be filed with the Township as part of the public record and an automatic receipt response will be provided to the sender. Any information contained in a written submission, including contact information,will become part of the public record. 13.3 Verbal Matters a) In the event that a matter is addressed during a meeting, and no report, memorandum or correspondence exists as background for the matter, it shall be the responsibility of the Member of Council/Committee or staff member, who spoke to the matter,to provide, at a minimum, a written record of speaking points to the Clerk's office within 7 calendar days of the meeting. b) Such written record shall be included in the Agenda package for all open session matters. c) For Closed Session matters, such record shall be retained by the Clerk's office, in a secure manner. 14.0 Agenda Section Headings 14.1 Call to Order a) As soon after the hour fixed for the Council or Committee/Technical Support Group meeting as there is a quorum present, the Chair shall take the chair and call the Members to order. b) Land Acknowledgement 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 [0-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. c) Moment of Reflection At the discretion of the Chair a Moment of Reflection may also be introduced to address significant events. 14.2 Adoption of the Agenda A motion/recommendation will be brought forward to adopt the Agenda. The motion/recommendation may include any addenda items which have been added Page 189 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 30 of 38 per the Procedural By-law, and/or written comments related to an Agenda item. 14.3 Disclosure of Pecuniary Interest Every Member shall comply with the provisions of the Municipal Conflict of Interest Act. a) Where a Member has a pecuniary interest pertaining to any item listed on a meeting Agenda, the Member shall so disclose the pecuniary interest in writing, the general nature thereof, and shall provide such declaration in writing to the Clerk,within 24 hours of the scheduled meeting. The Clerk shall record the declaration in the minutes of the meeting, and maintain the declaration in a registry. b) When a Member has declared a pecuniary interest on a matter that is to be considered during an open meeting, the Member shall leave the table, and will physically or electronically leave the open meeting until the matter has been dealt with.Electronically leaving an Open Meeting shall mean that the Member will turn off their video stream. In such circumstances the recused Member will be called back to the meeting by the Chair or a person delegated by the Chair." c) When a Member has declared a pecuniary interest on a matter that is to be considering during Closed Session, the Member shall leave the Closed Session during the consideration of the matter. 14.4 Closed Session Items a) A meeting or part of a meeting may be closed to the public as provided in Section 239 of the Municipal Act. b) Before all or part of a meeting is closed to the public, the Members shall state by motion: i) the fact of the holding of the closed meeting and the general nature of the matter to be considered at the closed meeting; or ii) in the case of a meeting under Section 239(3.1)of the Municipal Act, Education or training sessions, the fact of the holding of the closing meeting, the general nature of the matter and that it is closed under that subsection. c) Except as provided for in Section 239 of the Municipal,Act, a meeting shall not be closed to the public during the taking of a vote. Any matters considered during Closed Session Items shall be brought forward and voted upon when the Members rise from Closed Session. d) All Members shall ensure that all confidential matters disclosed to them with respect to a Closed Session Item are maintained as Confidential, and that all materials distributed to Members during a Closed Session are required to be returned to the Clerk, at the conclusion of the matter, for destruction. 14.5 Minutes of Council and Committees The minutes of meetings of Council and Committee shall record, without note or comment: a) the place,date and time of meeting; b) the names of those present; c) disclosure of pecuniary interest and the nature thereof; d) the fact of the holding of a closed meeting and the general nature thereof; Page 190 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 31 of 38 e) all motions/recommendations, decisions and proceedings of the meeting. The minutes of the meeting shall record when the Chair has exercised the right to unilaterally adjourn a meeting without a motion, in the case of grave disorder arising in the designated meeting place, and shall identify any outstanding agendas items that will be brought forward to a future meeting. If there are multiple minutes listed,they shall be the subject of one motion, unless a separate vote is required by a member of Council or deemed appropriate by the Clerk. 14.6 Recognition of Achievements Recognition of Achievements shall include Township employee recognition type events, and written correspondence recognizing the accomplishments and actions of Township staff and Council. 14.7 Public Meetings and Public Information Sessions a) Council, from time to time, may conduct Public Meetings or Public Information Sessions for any purpose giving such notice as may be deemed necessary or required by legislation or the Township's Notice Policy. b) Public Meetings required for an application, in accordance with the Planning Act, may be conducted during a scheduled meeting of Council or Committee, or if deemed necessary by the Clerk, or designate, may be conducted as a separate meeting on a designated day. c) Public Information Sessions may be conducted as a separate meeting on a designated date in a format that is appropriate to provide the information. d) All Public Meetings shall be digitally recorded, and such recording shall be available to the public through the Township website. e) Written comments related to a Public Meeting or Public Hearing, held in accordance with the Planning Act,when the comments are received by the Township will be forwarded, in its initial form, to the Development Services Committee/Council for their consideration, as the governing body and decision-makers of the municipality. A copy shall be filed with the Township as part of the public record and an automatic receipt response will be provided to the sender. Any information contained in a written submission, including contact information, will become part of the public record. 14.8 Deputations/Presentations a) Individuals or Groups desiring to present information verbally on matters of fact or make a request of Council/Committee shall give notice, in writing on the prescribed form, to the Clerk by 9:00 a.m. ten (10)calendar days prior to the preferred meeting, stating the purpose of the Deputation. Deputations must confine their remarks to the business stated in the prescribed form to the Clerk. If the individual(s)/group requesting the deputation is unable to present and would like an alternate individual to present on their behalf, they may do so but a written authorization is required to be submitted to staff prior to the start of the meeting and before the deputation commences. Notwithstanding subsection (e) below this individual who has presented on their behalf continues to be entitled to their ability for one deputation in a calendar year. b) Council/Committee may, at its sole discretion, entertain Deputations with less notice as circumstances warrant. When determining if a Deputation will be heard with less notice than stipulated in Section 14.8 b), consideration shall be given to the Township's Accountability and Page 191 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 32 of 38 Transparency Policy. c) Individuals representing an agency, in partnership with or a consultant for the Municipality, may request(or be requested)to present information at a Council meeting. Notice shall be provided to the Clerk no later than ten (10) business days prior to the meeting and include the information to be presented. d) Presentations may include the Township receiving and/or presenting an award, certificate, cheque, etc. e) Any individual/group/organization shall be limited to one (1)deputation in a calendar year on the same subject matter, not including presentations requested by Council or staff. f) If an individual/organization has additional information to provide to Council/Committee on the matter,they may provide written correspondence to the Clerk to be placed on the next regular scheduled Council agenda or, at the discretion of the Clerk, placed on a future agenda where the matter will be debated by members. g) Council/Committee will entertain up to three (3) Deputations/Presentations per meeting. h) Deputations shall be limited in speaking to not more than ten (10)minutes. i) A Deputation wishing to appear before Council/Committee shall be limited to no more than two (2)speakers with a total speaking time of not more than ten (10)minutes. j) Upon consent of the majority of Members present,the ten (10)minute time limit for Deputations may be extended. k) Individuals/Groups requesting to appear before Council/Committee shall be advised of the time limitation in advance of their Deputation. 1) Specific types of audio visual equipment may be used to assist in Deputations to Council/Committee, provided that such equipment has been requested from the Clerk at the time of the Deputation request. All deputation materials must be provided in an electronic format to the Clerk at the time of submitting the deputation request form to the Clerk. m) The Chair may expel or exclude from the meeting, any individual who in the opinion of the Chair, has behaved improperly. n) Deputations appearing before Council/Committee with respect to the same matter on the same agenda will be requested to limit their Deputation so as not to repeat the same points. o) Upon the completion of comments to Council/Committee by a Deputation, any discourse between the Members of Council/Committee and the Deputation shall be limited to Members asking questions for clarification and obtaining additional, relevant information only. Members of Council/Committee shall not enter into debate with the Deputation respecting their comments. Council may not respond to a deputation during the meeting at which it occurs. All deputations shall either be received for information, or shall be received for information and request for further information from staff. p) Deputations will not be permitted on items that shall be or have been the subject of a scheduled public meeting pursuant to the Planning Act or other relevant legislation. Persons should present their concerns and opinions at the scheduled public meeting where their comments can be considered along with all other submissions. Deputations to Council after Page 192 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 33 of 38 the Public Meeting has been completed and before Council has made its determination will not be permitted. q) Notwithstanding (p)above, persons may speak to an item that has been the subject of a Public Meeting during the Open Forum portion of a Council meeting where the item is included on the agenda. r) Scheduling shall be at the discretion of the Clerk and may include consultation with the Head of Council, CAO and appropriate Director. s) No Deputation shall: i) Speak disrespectfully of any person; ii) Use Improper Language or unparliamentary language; iii) Speak on any subject other than the subject for which they have received approval to address Council/Committee; iv) Disobey the rules of procedure or a decision of the Chair of Council/Committee. t) No person will be permitted to address Council relating to any litigation matters with respect to the Municipality. u) For Emergency Council meetings or Public Meetings the Clerk/designate will authorize all deputation requests to ensure they are related to agenda items for the meeting. 14.9 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. 14.10 Open Forum The Open Forum provides an opportunity for the public to provide verbal comments to Council, in Open Session, on matters scheduled on the current agenda, and shall be conducted as follows: Open Forum shall last no longer than 20 minutes; Each speaker shall be required to identify the agenda item they are speaking to and provide their name and affirm they are a resident of the Township, which may become part of the public record; A speaker shall be limited to 2 minutes per agenda item; No response shall be provided to any question posed during Open Forum; No discussion, debate or decisions will occur during Open Forum; Each speaker is permitted to speak only once per agenda item; A speaker may provide comment on one agenda item and then shall step aside to enable another to provide comment on an agenda item; No speaker shall speak to a second agenda item until other individuals have had an opportunity to speak once; Speakers providing comment on the same agenda item, shall be requested to limit their comments so as to provide additional information and not repeat the same information provided by a previous speaker; Comments made during Open Forum will not form part of the minutes of the meeting; Public attendance to Electronic Meetings in accordance with the circumstances outlined in the Procedural By-law, as amended may be restricted to electronic means and will be indicated on the meeting agenda. • Depending on circumstances, an Electronic Meeting may not permit an in- person Open Forum or deputations, but will permit electronic submissions received in advance of the meeting. Open forum registration requests shall be submitted to the Clerk's Department at agendacomment(a�oro-medonte.ca. no later than 3:00 p.m.the day prior to the electronic meeting or as otherwise noted on the agenda. • The following matters will not be permitted during Open Forum: o Comments/complaints against Members of Council or Township staff; Page 193 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 34 of 38 o Matters beyond the jurisdiction of Council or the Township; o Closed Session agenda items, including current or pending litigation, or Insurance claims and/or pending claims by or against the Township; o Comments with respect to Minutes of Council and Committees; o Comments that are contrary to the Municipal Freedom of Information and Protection of Privacy Act; o Comments with respect to any applications which have proceeded through a Public Meeting in accordance with the Planning Act,with the exception of comment related to a recommendation contained within the Staff Report. o Continued participation by the same individual in Open Forum pertaining to the same matter unless the participant has new information to provide. o Any comment or matter that runs in violation of a protection as set out in the Canadian Charter of Rights and Freedoms. • The Chair may conclude Open Forum prior to the 20 minute maximum time limit, for non-compliance with the Open Forum parameters, Conduct of Members of the Public, or any other reason. 14.11 Reports of Municipal Officers (a) Reports of Municipal Officers for Action Staff reports for action includes matters for Council/Committee consideration that requires action or direction. These reports are brought forward by Township staff, including Township hired consultants and the Township's appointed auditor. (b) Reports of Municipal Officers for Information Only Staff reports for information includes matters for Council/Committee that are being provided for informational purposes only and do not require a decision. These reports are brought forward by Township staff, including Township hired consultants and the Township's appointed auditor. All staff reports for information may be adopted by one motion, but any of which may be removed from the motion and voted upon separately upon the request of a Member or at the discretion of the Clerk. 14.12 Reports of Members of Council Reports of Members of Council includes "Updates from Council Representatives —County of Simcoe and Township Partners and Agencies", as well as matters for Council consideration/information that are brought forward by the Members of Council. a) Updates from Council Representatives—County of Simcoe and Township Partners and Agencies: Provides an opportunity for the Township's representatives at the County of Simcoe, and the Council members appointed as the Township's representatives at the Township's Partners and Agencies, to deliver updates on the activities of the County of Simcoe and the Township's Partners and Agencies. b) Reports seeking direction from fellow Members of Council; must follow the submission timelines consistent with staff generated reports and include the following sections: background, analysis, financial/legal/impact/risk, alignment with corporate goals and summary. 14.13 Announcements The Chair may call on members to state items related to events that are taking place within their ward/municipality, i.e., community events and/or Major events i.e. golf tournament, etc. The member of Council may state the event noting Page 194 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 35 of 38 date/time. There is no discussion/debate and any Announcements will not form part of the minutes of the meeting. 14.14 Consent Agenda Consent Agenda includes correspondence received from Federal, Provincial and Regional levels of Government and agencies, resolutions from other municipalities, associations, municipal partners/stakeholders, businesses, etc., that appear as a list of items on the agenda containing recommendations from Staff as to their disposition, all of which may be adopted by one motion, but any of which may be removed from the motion and voted upon separately upon the request of a Member. 14.15 Communications/Petitions a) Petitions designed to be presented to Council/Committee and filed with the Clerk shall meet the following requirements: i. Petitions that relate to a matter listed on an agenda shall be submitted to the Clerk by 3:00 p.m. on the business day prior to the scheduled meeting. ii. Petitions not relating to a matter on an agenda but requested for a subsequent agenda must be filed with the Clerk by 9:00 a.m. ten (10)calendar days prior to the preferred meeting. ii) The petition must be addressed to the Township and request a particular action within the authority of Council; iii) Petitions must be legible, typewritten or printed in pen (no pencil); iv) The individual or group initiating the petition, or submitting the petition to the Clerk, must provide a key contact name, mailing address, and telephone contact information. v) For multiple page petitions, the text of the petition must be listed at the top of each page, so that each petitioner is aware of what they are signing or affixing their name to. Pages should be numbered and total number of pages indicated; vi) The petition must be appropriate and respectful in tone, and must not contain any improper or offensive language or information; vii) Each petitioner must sign or affix their own name. A paper petition must contain original or digital signatures, provided directly on the petition; viii) Each petitioner must provide his or her full address; ix) For electronic petitions, petitioners must provide name, address and a valid e-mail address; and x) The petition must clearly disclose on each page that it will be considered a public document by the Township of Oro-Medonte and the information contained in it may be subject to scrutiny as part of the public record. xi) Staff may prepare recommendations related to the matter for Council's consideration. xii) The Township is not accountable for the accuracy or reliability of petitions that are submitted. b) Communications designed to be presented to Council/Committee shall be filed with the Clerk by 9:00 a.m. ten (10) business days prior to the scheduled meeting and must meet the following requirements: Page 195 of 265 18.d) 2023-043: A By-law to Govern the Proceedings of Council and Commit... Page 36 of 38 i) Communications must be legible, typewritten or printed in ink(no pencil); ii) The communication must be appropriate and respectful in tone, and must not contain any improper or offensive language or information; iii) Every communication shall be dated and shall include the name of at least one person, and an address where return correspondence or contact is to be directed to. Paper communications shall contain signatures; and iv) Every communication shall be considered a public document by the Township or Oro-Medonte and all information contained in the communication will become part of the public record of the meeting at which it is received. c) Communications, as described in 1.0 g) Definitions above, addressed to Mayor and Members of Council that require staff input or require report back direction from Council, may be placed on a Council agenda for disposition, at the Clerk's discretion, in consultation with the Head of Council and Chief Administrative Officer or their designate. d) Every communication or petition, to be printed on an agenda, shall be delivered to the Clerk no later than 9:00 a.m. 10 calendar days prior to the meeting. If, in the Clerk's opinion, the petition is of a time sensitive nature, the Clerk may bring forward such petition for Council/Committee consideration, after the aforementioned deadline. 14.16 Notice of Motions Notice of Motion means an advance notice to Members of a matter on which Council will be asked to take a position. a) Shall be provided in writing to the Clerk no later than 8:30 a.m. eight(8) business days in advance of the date of the regular meeting at which the Notice of Motion is to be introduced; b) The Clerk, upon receipt of the Notice of Motion shall include the motion in its entirety into the next regular Council meeting agenda. c) A Notice of Motion shall not be discussed, considered or otherwise disposed of by Council at the regular meeting at which the notice is first introduced or printed in the agenda, but may be discussed, considered or otherwise disposed of at the next regular or subsequent meeting of Council provided the mover of the motion is in attendance at the meeting. d) Notwithstanding a Motion to Reconsider, A motion by a Member to rescind or amend a motion previously adopted shall also be undertaken as a Notice of Motion. 14.17 By-laws a) Every by-law shall be introduced upon motion by a Member of the Council, specifying the title and number of the By-law. b) Every by-law when introduced shall be in typewritten form and shall contain no blanks except such as may be required to conform to accepted procedure or to comply with provisions of any act and shall be completed by the department with whom the responsibility and expertise lies. c) All amendments to any by-law approved by Council shall be deemed to be incorporated into the by-law and if the by-law is enacted and passed by the Council, the amendments shall be inserted therein by the Clerk. d) Every by-law shall have three readings prior to it being passed. Page 196 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 37 of 38 e) The first, second and third readings of all by-laws listed on an agenda, with the exception of the Confirmation By-law, shall be the subject of one motion, unless a separate vote is requested by a Member of Council, or deemed appropriate by the Clerk. f) If Council so determines, a by-law may be taken as read. g) The Clerk shall set out on all by-laws enacted by Council the date of the several readings thereof. h) The Clerk is authorized to make such minor additions, deletions or correct other grammatical and clerical errors or changes in form to any by-law, that does not change the intent of the by-law, for the purpose of ensuring correct and complete implementation of the action of Council forming the subject matter of the by-law. i) Every by-law enacted by the Council shall be numbered and dated and shall be sealed with the seal of the Corporation and signed by the Clerk and the Head of Council or Chair and shall be deposited by the Clerk in the office for safekeeping. j) By-laws approved in accordance with this Procedural By-law will be available on the Township's website once signed by the Head of Council/Chair and Clerk. 14.18 Closed Session Items (Unfinished Items) Any matters considered during Closed Session Items that were not concluded prior to rising from Closed Session, are brought forward to Closed Session Items (Unfinished Items)to enable for discussion on the matters so that they may be brought forward and voted upon when the Members rise from Closed Session Items (Unfinished Items). 14.19 Confirmation By-law Council shall adopt a Confirmation By-law at every meeting to confirm the decisions of Council. The Confirmation By-law confirms that the actions of Council in respect to each motion, resolution or other actions passed and taken by Council at a Council meeting, except where prior approval of the Ontario Land Tribunal or other authority by law is required, is thereby adopted, ratified and confirmed as if all such proceedings were expressly embodied in a by-law. The Confirmation By-law shall be listed separately on the agenda and enacted by one motion that is not amendable or debatable. 14.20 Adjournment a) Meetings shall adjourn 4 hours after their scheduled commencement unless this rule is temporarily suspended by motion of the majority of the Members present. b) In the event of grave disorder arising in the meeting place, the Chair may unilaterally adjourn the meeting without a motion. c) A meeting lasting 4 hours or less shall be deemed to be a "half day" in accordance with the Township's Remuneration By-Law. 15.0 Technical lnterruption(s)/Failure a) In the event of a Township connection/service interruption with the electronic meeting or a question as to the performance of the meeting technology impacting the meeting,the Chair may recess the meeting to confirm the electronic format is performing effectively before proceeding with the meeting. Page 197 of 265 18.d) 2023-043:A By-law to Govern the Proceedings of Council and Commit... Page 38 of 38 b) In the event of technical difficulties/failure during the meeting that cannot be resolved, the Chair may unilaterally adjourn the meeting after thirty (30) minutes of the technical failure. c) A subsequent meeting to deal with those items not dealt with shall be scheduled as soon as possible thereafter. Notice of the disruption shall be noted in the minutes of the meeting. d) Township Staff shall ensure, to the best of their ability, that the video conference is available to members of the public and other stake holders via the Township's YouTube channel or similar streaming platform. e) In the event a member is attending remotely and connection or service disruption occurs, the Chair may recess the meeting to allow for attempts to reconnect the Member to the meeting; however, it is the Members' duty to ensure that their equipment and technology are set up and operational in advance of the meeting. After fifteen (15)minutes of not connecting, the meeting shall resume and no further efforts will be made to connect the Member. Council members shall provide staff with the telephone number(s)to best reach them in the event of disconnection or failure to connect to the meeting. 16.0 Suspension/Amendment of Procedure a) Any procedure required by this by-law may be suspended with consent by a 2/3 vote of the Members of the Council present. b) No amendment or repeal of this By-law or any part thereof shall be considered at any meeting of the Council unless notice of proposed amendment or repeal has been provided in writing on a meeting agenda of Council.The waiving of this notice by the Council is prohibited. Page 198 of 265 18.e) 2023-052: A By-law to adopt the estimates of all amounts required ... The Corporation of the Township of Oro-Medonte By-law No. 2023-052 A By-law to adopt the estimates of all amounts required during the year and for levying the tax rates for the year 2023. Whereas Section 290 of the Municipal Act, 2001, S.O. 2001 , c.25, as amended, authorizes the Council of a local municipality to prepare and adopt estimates of all amounts required during the year for the purposes of the municipality; and And Whereas Section 312 of the Municipal Act, 2001, S.O.2001 , c.25, as amended, authorizes the Council of a local municipality to pass a by-law levying a separate tax rate, as specified in the by-law, on the assessment in each property class in the local municipality rateable for local municipality purposes; and And Whereas the County of Simcoe has established by by-law the following tax ratios for the year 2023: Residential/Farm 1 .000000 Multi-Residential 1 .000000 Commercial 1 .222300 Industrial 1 .192500 Pipelines 1 .296600 Farmlands 0.250000 Managed Forests 0.250000 Landfill ' 1 .000000 And the County tax rates for the year 2023. And Whereas the Ministry of Finance has by Ontario Regulation 11/22 under the Education Act amended O. Reg. 400/98 to establish Tax Rates for School Purposes for 2023-land And Whereas Section 329 of the Municipal Act, 2001, S.O. 2001, c.25, as amended establishes limitations on the taxes for the commercial, industrial, and multi-residential classes; and And Whereas Section 391 of the Municipal Act, 2001, S.O. 2001 , c.25, as amended, authorizes a municipality to pass by-laws imposing fees or charges for services provided by it; and Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: Page 199 of 265 18.e) 2023-052: A By-law to adopt the estimates of all amounts required ... 1. That the estimates of Operating Expenditures net of non-taxation revenue for the year 2023 for the purposes of the municipality shall be adopted as follows: Council $ 483,349 Administration 5,370,637 Emergency Services 2,366,011 Police 2,846,451 Municipal Law Enforcement 647,303 Environmental Services 656,777 Planning 1 ,105,057 Public Works 6,501,772 Libraries 270,871 Parks and Recreation 1 ,297,242 Facilities 287,228 Environmental Initiatives 382,342 Net Corporate revenue excluding tax levy (2,210,350) $ 20,004,690 2. That the estimates of capital expenditures net of non-taxation revenue for the year 2023 for the purposes of the municipality shall be adopted as follows: Reserve Transfers — Capital Replacement $5,082,007 Debt Repayment N 715,105 $5,797,112 3. That the following amounts shall be raised by taxation within the Township of Oro-Medonte in the year 2023: Township General Purposes $25,801,802 County Purposes 15,066,697 School Board Purposes 9,730,905 Total Tax Levy $50,599,404 4. That the Tax Rates shown on Schedule "A" attached hereto and forming part of this By-law shall be levied upon and collected from the whole of the assessment for real property, in accordance with the last returned Assessment Roll for the Township of Oro-Medonte, as amended. 5. That in addition to the foregoing the following Special Charges and Collectables be levied and collected: (a) A levy for the purpose of recovering amounts advanced under the provisions of the Tile Drainage Act, Chapter T.8, R.S.O. 1990, as amended, from benefitting properties. Page 200 of 265 18.e) 2023-052: A By-law to adopt the estimates of all amounts required ... (b) A special levy to collect the annual estimates for the following Street Lighting Areas in addition to any Street Lighting Areas that are assumed during 2023 apportioned on a flat rate basis of $57 to the benefitting properties: Bachly Bidwell Black Forest Lane Cairns Estates Canterbury Conder Drive Country Lane Estates Craighurst Day Subdivision Edgar Estates ` Evans Subdivision Fairway Forest Forest Glen Forest Home Industrial Park Guthrie Industrial Subdivision Hastings Estates Harbourwood Hawkestone Horseshoe Highlands Houben Kade Meadows Lakewood Subdivision Martinbrook Medonte Estates Mount St. Louis Estates Oro Hills Parkside Beach Pritchard Subdivision Reid's Ridge Estates Robincrest Subdivision Shanty Bay Simoro Snowshoe Trail Sprucewood Estates Sugarbush Turtle River Warbler Way Warminster Wesley Heights Whispering Creek Estates Page 201 of 265 18.e) 2023-052: A By-law to adopt the estimates of all amounts required ... Windfield Estates (c) An adjustment to taxes for the commercial, industrial, and multi-residential classes as determined in accordance with Section 329 of the Municipal Act, 2001 , S.O. 2001, c.25, as amended. (d) A levy for any or all other amounts collectible pursuant to any statute or by- law and chargeable to any or all real property and business and/or person or persons to be raised in the same manner and at the same time as all other levies, rates, charges and/or collections. 6. That the final tax bill less the interim tax bill be due and payable in two equal installments on or before Monday, July 31st, 2023, and Friday, September 29tn 2023. 7. For payments-in-lieu of taxes due to the Township of Oro-Medonte the actual amount due and payable shall be based on the last revised assessment roll and the tax rates for the year 2023. 8. For railway rights-of-way and electrical corridors, taxes due to the Township of Oro-Medonte shall be calculated in accordance with the regulations established by the Minister of Finance and based on the last revised assessment roll. 9. The Treasurer is hereby authorized to mail or cause to be mailed the notice of taxes due to the address of the residence or place of business of the person to whom such notice is required to be given as shown on the latest revised Assessment Roll. 10. If the taxes of any class or installment thereof so levied in accordance with this b- by-law remain unpaid on the due date, a penalty of one and one-quarter percent (1 .25%) per calendar month of the taxes remaining unpaid shall be levied on the first day of default. 11 . On the first day of the calendar month following the due date and every month thereafter for as long as there are taxes remaining unpaid, interest at the rate of one and one-quarter percent (1.25%) of the unpaid taxes shall be levied. 12. That taxes may be paid either in full or by installments for remittance payments to the credit of the Treasurer on or before the day on which such taxes fall due, at most financial institutions, which accept and process payments on behalf of customers, with the onus on the financial institution to remit payments on time. 13. That all taxes be paid into the Office of the Treasurer. 14. That the Treasurer be authorized and directed to collect any penalty or interest or any other levies, rates, charges, or collections in the same manner as empowered to collect taxes levied by the Council. Page 202 of 265 18.e) 2023-052: A By-law to adopt the estimates of all amounts required ... 15. That the Treasurer be authorized to accept part payment from time to time on account of any taxes due and to give a receipt for such part payment provided that acceptance of any such payment does not affect the collection of any penalty or interest or any other levies, rates, charges or collections imposed, collectible and due in respect to any non-payment. 16. That tax rates be applicable and levied upon any assessment that was not on the assessment roll as returned. 17. This by-law shall take effect on the final passing thereof. By-law read a First, Second, and Third time, and Passed this 14th day of June 2023. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 203 of 265 18.e) 2023-052: A By-law to adopt the estimates of all amounts required ... Schedule "A" to By-Law 2023-052 The Corporation of the Township of Oro-Medonte 2023 Tax Rates Property Class Township County Education Total Tax Rate Residential / Farm 0.00498800 0.00288800 0.00153000 0.00940600 Multi-Residential 0.00498800 0.00288800 0.00153000 0.00940600 Commercial Occupied 0.00609683 0.00353000 0.00880000 0.01842683 Commercial Vacant 0.00609683 0.00353000 0.00880000 0.01842683 Commercial - New 0.00609683 0.00353000 0.00880000 0.01842683 Construction Commercial - New 0.00609683 0.00353000 0.00880000 0.01842683 Construction Vacant Commercial - Small 0.00152421 0.00088250 0.00220000 0.00460671 Scale on Farm Bu (C7) Industrial Occupied 0.00594819 0.00344394 0.00880000 0.01819213 Industrial Vacant 0.00594819 0.00344394 0.00880000 0.01819213 Industrial - New 0.00594819 0.00344394 0.00880000 0.01819213 Construction Industrial - New 0.00594819 0.00344394 0.00880000 0.01819213 Construction Vacant Industrial - Small Scale 0.00148705 0.00086099 0.00220000 0.00454804 on Farm Bu (I0) Industrial - Small Scale 0.00148705 0.00086099 0.00220000 0.00454804 on Farm Bu (I7) Landfill 0.00498800 0.00288800 0.00880000 0.01667600 Pipelines 0.00646744 0.00374458 0.00880000 0.01901202 Farmlands 0.00124700 0.00072200 0.00038250 0.00235150 Managed Forest 0.00124700 0.00072200 0.00038250 0.00235150 NOTE: Vacant includes both vacant and excess Commercial Class includes both parking lots and shopping centres Page 204 of 265 18.E 2023-053:A By-law to delegate authority to authorize the executio... The Corporation of the Township of Oro-Medonte By-law No. 2023-053 A By-law to delegate authority to authorize the execution of a Tax Arrears Extension Agreement Whereas section 23.1(1)and 23.2 of the Municipal Act, 2001, S.O.2001, c. 25, as amended, authorizes a municipality to delegate certain powers and duties subject to certain restrictions; And Whereas the Council of The Corporation of the Township of Oro-Medonte has deemed that certain routine administrative and legislative powers are of a minor nature, and the delegation of these powers would contribute to the efficient management of the Township while still adhering to the principles of accountability and transparency; Now Therefore the Council of the Corporation of the Township of Oro-Medonte hereby enacts the following as a By-law: 1. That the municipal Treasurer/designate is authorized to negotiate and execute tax extension agreements on behalf of The Corporation of the Township of Oro-Medonte. The authority is subject to the following limitations: a. The tax extension agreement must be requested by and entered into with any owner of the land, the spouse of any owner of the land, any mortgagee, any tenant in occupation of the land or any person the Treasurer is satisfied has an interest in the land, in accordance with Section 378 of the Municipal Act,2001; and b. The tax extension agreement must be compliant with the requirements of Section 378 of the Municipal Act, 2001 and in the form of Schedule A(attached)as negotiated by the Treasurer/designate; and c. The tax extension agreement can only be entered into after a tax arrears certificate has been registered, and before the expiry of the one-year period. 2. This by-law shall take effect on the final passing thereof. By-law read a first, second and third time,and passed this 14th day of June, 2023 The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 205 of 265 18.0 2023-053: A By-law to delegate authority to authorize the executio... Schedule "A" to By-law No. 2023- for The Corporation of the Township of Oro-Medonte THIS AGREEMENT made in triplicate this day of , 20_. BETWEEN: The Corporation of the Township of Oro-Medonte (Hereinafter called the "Corporation") -and- Owner(s)/Spouse/Mortgagee/Tenant/person the Treasurer is satisfied has an interest in the land (Hereinafter called the "Owner") Whereas the Owner(s)/Spouse/Mortgagee/Tenant/person the Treasurer is satisfied has an interest in the land is the owner of the land in the Township of Oro-Medonte described in Schedule "A"attached hereto and forming part of this Agreement; And Whereas the Owner(s)/Spouse/Mortgagee/Tenant/person the Treasurer is satisfied has an interest in the land is in arrears of taxes on the day of ,20_in the amount of $ and a tax arrears certificate was registered in the Land Registry Office on the day of , 20_in respect of the Owner(s)/Spouse/Mortgagee/Tenant/person the Treasurer is satisfied has an interest in the land; And Whereas pursuant to Section 378 of the Municipal Act, 2001, S.O. 2001, C.25 as amended provides that after the registration of a tax arrears certificate and before the expiry of one (1) year following the date of the registration of the tax arrears certificate, a Municipality may by By—law authorize an extension agreement with the Owner(s) of the land, the spouse of the owner, a mortgagee or a tenant in occupation of such land to extend the period of time in which the cancellation price in respect to the Owner(s)/Spouse/Mortgagee/Tenant/person the Treasurer is satisfied has an interest in the land is to be paid; And Whereas the period during which there is a subsisting extension agreement shall not be counted by the Treasurer in calculating the periods mentioned in subsection 379(1) of the Municipal Act, 2001; Now therefore this agreement witnesseth that in consideration of the premises and of the covenants and obligations hereinafter contained, it is hereby agreed as follows: 1. The Corporation will extend to the _day of , 20_the payment period for the cancellation price payable in respect of the land. 2. The Owners)/Spouse/Mortgagee/Tenant/person the Treasurer is satisfied has an interest in the land will make payments to the Corporation in accordance with Schedule "B" attached hereto. 3. In addition to paying the amounts provided for in paragraph 2, the Owner(s)/Spouse/Mortgagee/Tenant/person the Treasurer is satisfied has an interest in the land agrees to pay: a. all further taxes levied on the land as they become due and payable during the term of this Agreement; and b. not later than (5) five days following the due date of the last payment under paragraph 2, such additional amount, if any, as is necessary to bring the total amount paid under this Agreement up to the amount of the cancellation price payable in respect of the land. Page 206 of 265 18.0 2023-053: A By-law to delegate authority to authorize the executio... Schedule "A" to By-law No. for The Corporation of the Township of Oro-Medonte 4. Notwithstanding any of the provisions of this Agreement, the Municipal Act, 2001, S.O. 2001, C.25, as amended, shall continue to apply to the collection and enforcement of all tax arrears and all taxes except that the Treasurer and the collector of taxes of the Corporation, without waiving the statutory rights and powers of the municipality or of the Treasurer, shall not enforce collections of such tax payments, except as set out in paragraph 2 and 3, during the time the Agreement is in force so long as the Owner is not in default hereunder. 5. In the event the Owner(s)/Spouse/Mortgagee/Tenant/person the Treasurer is satisfied has an interest in the land defaults in any payments required by this Agreement, this Agreement upon notice being given to the Owner by the Corporation, this Agreement shall be terminated, and the Owner shall be placed in the position they were before this Agreement was entered into. In the event of a default, this Agreement shall cease to be considered a subsisting agreement on the day that the notice of termination is sent to the Owner. 6. Immediately upon the Owner(s)/Spouse/Mortgagee/Tenant/person the Treasurer is satisfied has an interest in the land or any other person making all the payments required under paragraphs 2 and 3, this Agreement shall be terminated and, the Treasurer shall forthwith register a tax arrears cancellation certificate in respect of the said lands. 7. Notwithstanding the provisions of paragraphs 2 and 3, the Owner(s)/Spouse/Mortgagee/Tenant/person the Treasurer is satisfied has an interest in the land and any other person may at any time pay the balance of the cancellation price and upon receipt of the aforesaid payment by the Corporation, this Agreement shall terminate and the Treasurer shall forthwith register a tax arrears cancellation certificate. 8. This Agreement shall cease to be considered a subsisting Agreement upon the date of the sale or other disposition of the land. 9. This Agreement shall extend to and be binding upon and ensure to the benefit of the Parties and to their respective heirs, successors, and assigns. 10. If any paragraph or part of paragraphs in this Agreement is determined by a court or tribunal of competent jurisdiction to be illegal or unenforceable, it or they shall be considered separate and severable from the Agreement and the remaining provisions of the Agreement shall remain in force and effect and shall be binding upon the Parties hereto as though the said paragraph or paragraphs or part or parts of paragraphs had never been included. 11. Any notice required to be given to the Owner(s)/Spouse/Mortgagee/Tenant/person the Treasurer is satisfied has an interest in the land is hereunder shall be sufficiently given if sent by registered post to the Owner(s)/Spouse/Mortgagee/Tenant/person the Treasurer is satisfied has an interest in the land is at the following address: (insert address) In Witness Whereof the Owner(s)/Spouse/Mortgagee/Tenant/person the Treasurer is satisfied has an interest in the land has hereunto set his hand and seal and the Corporation has caused its Corporate Seal to be hereunto affixed, attested by its proper signing Officers in that behalf. Signed, sealed, and delivered in the presence of THE CORPORATION OF THE Page 207 of 265 18.0 2023-053: A By-law to delegate authority to authorize the executio... TREASURER Witness Owner, Schedule "A" to By-law No. for The Corporation of the Township of Oro-Medonte (insert description of land) Schedule "B" to By-law No. for The Corporation of the Township of Oro-Medonte PAYMENTS REQUIRED UNDER EXTENSION AGREEMENT: Page 208 of 265 18.g) 2023-054:A By-law to provide for an interim tax levy and to provi... The Corporation of the Township of Oro-Medonte By-Law No. 2023-054 A By-law to provide for an interim tax levy and to provide for the payment of taxes and to provide for penalty and interest Whereas Section 317(1)of the Municipal Act, 2001, S.O. 2001, c.25 as amended, provides that the Council of a local municipality may before the adoption of the estimates for the year pass a by-law levying amounts on the assessment of property in the local municipality rateable for local municipality purposes; And Whereas Section 317(3) of the Municipal Act, 2001, S.O. 2001, c.25 as amended, provides that the amount levied on a property shall not exceed 50% (percent)of the total amount of taxes for municipal and school purposes levied on the property for the previous year; And Whereas the Council of the Corporation of the Township of Oro-Medonte deems it expedient to enact such a by-law; Now Therefore the Council of the Corporation of the Township of Oro-Medonte enacts as follows: 1. There shall be levied and collected upon all properties having a rateable assessment in the Corporation of the Township of Oro-Medonte an amount of 50%of the total amount of taxes for municipal and school purposes levied on the property for the previous year. 2. The said interim tax levy shall be due and payable in two equal installments on or before February 28th, 2023, and April 28th,2023. 3. The Treasurer is hereby authorized to mail or cause to be mailed the notice of taxes due to the address of the residence or place of business of the person to whom such notice is required to be given as shown on the latest revised Assessment Roll. 4. If the taxes of any class or installment thereof so levied in accordance with this b-by-law remain unpaid on the due date, a penalty of one and one- quarter percent (1.25%) per calendar month of the taxes remaining unpaid shall be levied on the first day of default. 5. On the first day of the calendar month following the due date and every month thereafter for as long as there are taxes remaining unpaid, interest at the rate of one and one-quarter percent(1.25%)of the unpaid taxes shall be levied. 6. Taxes are payable at the Township of Oro-Medonte Administration Office or at most financial institutions which accept and process payments on behalf of customers, with the onus on the financial institution to remit payments on time. 7. That the Treasurer be authorized to accept part payment from time to time on account of any taxes due and to give a receipt for such part payment, provided that acceptance of any such payment shall not affect the collection of any penalty or interest or any other levies, rates, charges or collections imposed, collectible and due in respect to any non-payment. 8. That By-law No. 2022-005 is hereby repealed in its entirety Page 209 of 265 18.g) 2023-054: A By-law to provide for an interim tax levy and to provi... 9. 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 June, 2023. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk,Yvonne Aubichon Page 210 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... The Corporation of the Township of Oro-Medonte By-law No. 2023-055 A By-law to Authorize the Execution of an Agreement Between The Township of Oro-Medonte And The Canadian Union of Public Employees and Its Local 2380-04 Whereas Section 5(3) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that a municipal power, including a municipality's capacity, rights, powers and privileges under Section 9, shall be exercised by by-law unless the municipality is specifically authorized to do otherwise. And Whereas Section 8(1) of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides the powers of a municipality under this or any other Act shall be interpreted broadly so as to confer broad authority on the municipality to enable the municipality to govern its affairs as it considers appropriate and to enhance the municipality's ability to respond to municipal issues. And Whereas Section 9 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides a municipality the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under this or any other Act. And Whereas Section 224 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides that it is the role of Council to ensure that administrative policies, practices and procedures are in place to implement the decisions of Council. And Whereas the Council of The Corporation of the Township of Oro-Medonte deems it desirable to enter into a collective agreement with the Canadian Union of Public Employees and its Local 2380-04, effective January 1, 2023 to December 31, 2025. Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That the Mayor and the Clerk be authorized to execute the Collective Agreement attached hereto as Schedule "A" and forming part of this By- Law. 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 14th day of June, 2023. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk,Yvonne Aubichon Page 211 of 265 ` Twnship of CUPE Proud Heritage, Exciting Future (0000, THE CORPORATION OF THE TOWNSHIP OF ORO—MEDONTE AND CANADIAN UNION OF PUBLIC EMPLOYEES AND ITS LOCAL 2380-04 COLLECTIVE AGREEMENT 2023 — 2025 Page 212 of 2U7— 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 CONTENTS ARTICLE 1 — PURPOSE.........................................................................................................................5 ARTICLE 2— RECOGNITION..................................................................................................................5 ARTICLE 3— INTERPRETATION............................................................................................................5 3.01 "Employer"............................................................................................................................5 3.02 "Days"...................................................................................................................................5 3.03 "Days/Hours" ........................................................................................................................5 3.04 "Employee" or"Employees"...................................................................................................6 3.05 Gender Neutrality„ ................................................................................................................6 3.06 "Full-time Employee".............................................................................................................6 3.07 Position Categories Schedule ...............................................................................................6 3.08 "Probationary Period"............................................................................................................7 3.09 Qualifications".......................................................................................................................7 3.10 "Unit Chair"...........................................................................................................................7 3.11 "Steward"..............................................................................................................................7 3.12 "Temporary Employees"........................................................................................................7 3.13 "Temporary Employees" Exclusions......................................................................................8 ARTICLE 4— MANAGEMENT RIGHTS...................................................................................................9 ARTICLE 5— RELATIONSHIP.................................................................................................................9 ARTICLE 6—ACQUAINTING NEW EMPLOYEE WITH COLLECTIVE AGREEMENT............................ 10 ARTICLE 7—CORRESPONDENCE......................................................................................................10 ARTICLE 8— LABOUR MANAGEMENT COMMITTEE..........................................................................11 ARTICLE 9— REPRESENTATION ........................................................................................................11 9.01 Negotiating Committee .......................................................................................................11 9.03 Stewards ............................................................................................................................11 9.04 Notification of Identity..........................................................................................................11 9.05 Servicing Grievances..........................................................................................................12 ARTICLE 10— NO STRIKE, NO LOCKOUT...........................................................................................12 ARTICLE 11 —GRIEVANCE PROCEDURE...........................................................................................12 ARTICLE 12— DISCIPLINE AND DISCHARGE.....................................................................................15 12.01 Employees Who Have Completed Probationary Period....................................................... 15 12.02 Probationary Employees.....................................................................................................15 12.04 Personnel Files...................................................................................................................15 12.05 Disciplinary Records ...........................................................................................................16 ARTICLE 13—SENIORITY ...................................................................................................................16 13.01 Seniority.............................................................................................................................16 13.02 Seniority List.......................................................................................................................16 13.03 Loss of Seniority.................................................................................................................16 13.04 Transfer Outside of the Bargaining Unit...............................................................................17 Collective Agreement 2023-2025 Page 1 of 52 Page 213 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 13.05 Seniority-Temporary Employees.......................................................................................17 13.06 Probationary Employees.....................................................................................................18 13.07 Former Medonte Employees...............................................................................................18 13.08 Licenses and Certifications .................................................................................................18 ARTICLE 14-JOB POSTING, PROMOTION AND TRANSFER............................................................ 18 14.01 Job Postings.......................................................................................................................18 14.05 Trial Period.........................................................................................................................19 ARTICLE 15- LAYOFF AND RECALL..................................................................................................19 15.01 Layoff Procedure ................................................................................................................19 15.03 Bumping.............................................................................................................................19 ARTICLE 16- HOURS OF WORK........................................................................................................20 16.02 Position Categories Schedule - Section "A"-Article 3.07....................................................21 16.03 Position Categories Schedule - Section "B"-Article 3.07....................................................21 16.04 Position Categories Schedule - Section "C"-Article 3.07....................................................21 16.05 Position Categories Schedule - Section "D"-Article 3.07....................................................21 16.06 Flex Time............................................................................................................................22 16.07 Employment Standard Act,2000 &Ontario Regulation 555/06 Hours of Service ..................23 ARTICLE 17-OVERTIME....................................................................................................................24 17.01 Overtime.............................................................................................................................24 17.04 Time off in Lieu of Overtime................................................................................................24 17.05 Minimum Call Out...............................................................................................................25 17.06 Meal Allowance ..................................................................................................................25 ARTICLE 18- PUBLIC HOLIDAYS.......................................................................................................25 18.01 Public Holidays...................................................................................................................25 18.02 Substitute Day for Observance of Holiday...........................................................................26 18.03 Holidays for 7 Day-A-Week Operations...............................................................................26 18.04 Shifts Extending Over Two Calendar Days..........................................................................26 18.05 Eligibility for Paid Holiday....................................................................................................26 ARTICLE 19-VACATIONS..................................................................................................................26 19.01 Vacation Entitlement...........................................................................................................26 19.02 Vacation Pay......................................................................................................................27 19.03 Vacation Proration ..............................................................................................................27 19.04 Vacation Scheduling ...........................................................................................................28 19.05 Unbroken Vacation Period ..................................................................................................29 19.06 Compensation for Holidays Falling Within Vacation Schedule .............................................29 19.07 Maximum Vacation Carry Over...........................................................................................29 19.08 Vacation Carry-Over- Leaves............................................................................................29 19.09 Vacation Upon Termination.................................................................................................30 19.11 Vacation - Payout...............................................................................................................30 ARTICLE 20-SICK LEAVE..................................................................................................................30 Collective Agreement 2023-2025 Page 2 of 52 Page 214 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 20.01 Sick Leave..........................................................................................................................30 20.02 Sick Leave Allocation..........................................................................................................30 20.03 Sick Leave Proration...........................................................................................................30 20.04 Sick Leave Utilization..........................................................................................................31 20.07 Short Term Disability Top Up Reserve ................................................................................31 ARTICLE 21 —ATTENDANCE...............................................................................................................32 21.03 Unpaid Personal Leave of Absence ....................................................................................32 ARTICLE 22— LEAVES.........................................................................................................................32 22.01 Bereavement Leave............................................................................................................32 22.02 Jury Service or Court Witness Leave ..................................................................................33 22.03 Union Leave .......................................................................................................................33 22.04 Job Protected Leave(s) of Absence.....................................................................................33 22.05 Pregnancy, Parental Leave.................................................................................................34 ARTICLE 23—WAGES AND ALLOWANCES........................................................................................35 23.01 Wage/Salary Administration................................................................................................35 23.02 Automobile Allowance.........................................................................................................35 23.03 Clothing and Boot Allowance ..............................................................................................35 23.04 Temporary Transfers/Assignment.......................................................................................37 23.05 Supervisors Assistant.........................................................................................................37 23.06 Payroll Advances................................................................................................................38 23.07 Stand-By Pay......................................................................................................................38 Employees holding a position within Section "D" of Article 3.07 - Position Categories Schedule - Second (2nd) Tuesday of April to end of October.................................................................38 23.08 Stand-By Pay......................................................................................................................39 Employees holding a position within Section "D" of Article 3.07 - Position Categories Schedule -Winter Operations..........................................................................................................................39 23.09 Stand-By Pay......................................................................................................................39 All other Employees excluding those holding a position within Section "D" of Article 3.07 - Position CategoriesSchedule...........................................................................................................39 23.10 Shift Premiums ...................................................................................................................40 23.11 Equipment Premiums..........................................................................................................40 ARTICLE 24— BENEFITS.....................................................................................................................41 24.01 Benefits ..............................................................................................................................41 a) Life insurance.....................................................................................................................41 b) Accidental Death & Dismemberment...................................................................................41 c) Long-Term Disability...........................................................................................................41 d) Weekly Indemnity (Short Term Disability)............................................................................41 e) Prescription Drugs ..............................................................................................................41 f) Dental Insurance Benefit.....................................................................................................41 g) Chiropractic, Massage & Physiotherapy Therapy Benefits...................................................42 h) Mental Health Practitioners.................................................................................................42 Collective Agreement 2023-2025 Page 3 of 52 Page 215 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 i) Comprehensive Travel Benefits ..........................................................................................42 24.02 Retiree Benefits..................................................................................................................42 24.03 Pension ..............................................................................................................................43 24.04 Employee Assistance Program...........................................................................................43 24.05 Vision Care benefits............................................................................................................43 24.06 Critical Illness Benefit..........................................................................................................43 ARTICLE 25—TRAINING AND DEVELOPMENT..................................................................................44 ARTICLE 26— HEALTH AND SAFETY COMMITTEE............................................................................44 ARTICLE 27— BULLETIN BOARD........................................................................................................44 ARTICLE 28—ALTERATION OR AMENDMENT...................................................................................44 ARTICLE 29—AMALGAMATION OR MERGER....................................................................................45 ARTICLE 30—JOB SECURITY.............................................................................................................45 ARTICLE 31 — RETROACTIVITY ..........................................................................................................45 ARTICLE 32—TERM OF AGREEMENT................................................................................................45 WAGE/SALARY SCHEDULE - effective January 01, 2023.....................................................................47 WAGE/SALARY SCHEDULE - effective January 01, 2024.....................................................................48 WAGE/SALARY SCHEDULE - effective January 01, 2025.....................................................................49 NOTES APPLICABLE TO WAGE/SALARY SCHEDULE .......................................................................50 LETTER OF UNDERSTANDING —Benefits...........................................................................................51 LETTER OF UNDERSTANDING — Hours of Work— Feasibility Study....................................................52 Collective Agreement 2023-2025 Page 4 of 52 Page 216 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 ARTICLE 1 — PURPOSE 1.01 The purpose of this Agreement is to provide for a collective bargaining relationship between the Employer and the Union with respect to the bargaining unit described herein, to secure the prompt disposition of grievances, and to promote the efficient and responsible operation of the Employer's business and activities. ARTICLE 2 — RECOGNITION 2.01 The Employer recognizes the Union as the exclusive bargaining agent with respect to all matters covered by this Agreement for all employees of the Corporation of the Township of Oro-Medonte save and except foreperson, persons above the rank of foreperson, administrative secretary, students employed during the school vacation period, students employed on a cooperative or government sponsored work program with a community college and Recreation program instructors and persons regularly employed for not more than twenty-four (24) hours per week. 2.02 The Union's National Representative, and it's legal representative, are entitled to be present at meetings with the Employer relating to the grievance procedure, arbitrations, collective bargaining, whenever otherwise entitled under relevant labour legislation, and at any other time as mutually agreed by the parties. ARTICLE 3 — INTERPRETATION 3.01 "Employer" "Employer" shall be defined as the Corporation of the Township of Oro-Medonte 3.02 "Days„ "Days" shall mean working days, Monday to Friday, 8:30 am to 4:30 pm unless otherwise specified. 3.03 "Days/Hours" "Days/hours" credits shall be defined as for the purposes of the calculation of Public Holiday, vacation and sick pay/leave • seven (7) hours per day on a thirty five (35) hour work week • eight (8) hours per day for a forty (40) hour work week. Collective Agreement 2023-2025 Page 5 of 52 Page 217 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 3.04 "Employee" or "Employees" The word "employee" or "employees" whenever used in the Agreement, shall mean only the employees in the bargaining unit defined herein. 3.05 Gender Neutrality" Wherever the language of this Agreement shall either read "the employee or they/them", to ensure gender neutral references. 3.06 "Full-time Employee" A "Full-time Employee" is one who is employed by the Employer, that has successfully completed their "probationary period" and who is not a "Temporary Employee" as defined in Article 3.12. 3.07 Position Categories Schedule POSITION CATEGORIES SCHEDULE A B Finance & Procurement Analyst Intermediate Planner Tax & Revenue Analyst Planner Senior Revenue Clerk IT Technician Records Clerk Environmental Services Analyst Accounts Payable Clerk GIS Analyst Operations & Community Services Zoning Coordinator Assistant - Recreation Operations & Community Services Website Information Coordinator Assistant - Transportation Fire & Emergency Services Assistant IT Help Desk Technician Municipal Law Assistant Development Services Assistant Environmental Services Assistant Customer Service Representative Septic/Building Septic/Building Assistant Revenue Clerk Clerk's Services Assistant C D Plans Examiner/Building Inspector Fleet & Heavy Equipment Technician Environmental Services Technician AZ Equipment Operator Se tic Plans Examiner/Ins ector Equipment Operator Permit Coordinator/Junior Plans Operations Labourer Examiner - Municipal Law Enforcement Officer Collective Agreement 2023-2025 Page 6 of 52 Page 218 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 POSITION CATEGORIES SCHEDULE Continued C D Facility Maintenance Technician Parks & Facilities Operator Facility Maintenance/Custodian Seasonal Municipal Law Enforcement Officer Parks & Facilities Labourer The Employer in consultation with the Unit Chair shall add positions within the Position Categories Schedule. 3.08 "Probationary Period" The "probationary period" for a new employee is 6 continuous months of service from the date of hire in the same position or division. Should a Temporary Employee be a successful applicant to a bargaining unit position, such employee shall have their probation prorated accordingly to account for time already worked within the same position. 3.09 Qualifications" Qualifications" shall include education, certifications, licenses and/or designations where applicable. 3.10 "Unit Chair" The "Unit Chair" shall be a Full-time Bargaining Unit employee employed by the Township of Oro-Medonte and recognized within this Collective Agreement. 3.11 "Steward" "Steward" is an employee elected by the Union members and duly accredited in writing as authorized to represent an employee(s) in presenting a grievance to the Employer. 3.12 "Temporary Employees" "Temporary Employees" It is recognized that the Employer will have periodic and recurring needs for which it will hire Temporary Employees. Temporary Employees are persons employed under the provisions of a written employment contract for a term. It is agreed that the Employer shall not hire Temporary Employee's when the hiring of such employees results in the lay-off or the reduction of the regular hours of work of permanent bargaining unit employees. The maximum term for Temporary Employees is as follows: Collective Agreement 2023-2025 Page 7 of 52 Page 219 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 a) Seasonal Temporary Employees — Employees hired to perform seasonal duties for a maximum of eight (8) months within each calendar year. b) Temporary Employees that are filling in for a permanent employee absent as a result of illness, injury or leave of absence including maternity/paternity leave to a maximum of 24 months. Temporary Employees with a minimum contract duration of twelve (12) months shall be entitled to the equivalent of three (3) sick days in hours and Article 24.04— Employee Assistance Program. c) Special Project Temporary Employees — an Employee hired for a special project to a maximum of twelve (12) months, or longer by mutual agreement, which shall not be unreasonably withheld. The nature of the special project and the term of the employment period shall be discussed with the Union prior to the employee being hired. Special Project Temporary Employees with a minimum contract duration of twelve (12) months shall be entitled to the equivalent of three (3) sick days in hours and Article 24.04— Employee Assistance Program. 3.13 "Temporary Employees" Exclusions The Union shall be provided with a copy of the Temporary Employee's employment contract. Employment contracts shall meet the requirements as outlined in the Employment Standards Act and shall include the terms for termination. Temporary Employee's shall be covered by this Collective Agreement, with exception to the Articles listed below: Article 9 Representation Article 11 Grievance Procedure Article 12.01 — 12.03 Discipline and Discharge Article 13.01 — 13.07 Seniority Article 15 Layoff and Recall Article 16.06 Flex Time Article 17.02 & 17.04 Overtime in Lieu Article 19 Vacations Article 20 Sick Leave Article 22 Leaves — except for 22.04 Article 23.03 Clothing & Boot Allowance Article 23.04 Temporary Transfers Article 24 Benefits Article 29 Amalgamation or Merger Article 30 Job Security Or whereas otherwise specified. Collective Agreement 2023-2025 Page 8 of 52 Page 220 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 ARTICLE 4 — MANAGEMENT RIGHTS 4.01 The Union recognizes and acknowledges that the management of the Corporation and the direction of the working forces are fixed exclusively with the Employer. Without restricting the generality of the foregoing, the Union acknowledges that it is the exclusive function of the Employer to: a) maintain order, discipline and efficiency; b) hire, promote, demote, classify, transfer and retire employees; c) discipline or discharge a probationary employee for just cause; d) discipline or discharge regular employees for just cause; e) make, enforce and alter, from time to time, rules and regulations to be observed by the employees, provided such rules and regulations do not conflict with the provisions of this collective agreement; f) determine the nature and kind of business and activities conducted by the Employer, machinery and equipment to be used, the methods and techniques of work, the content of jobs, the scheduling of work, the scheduling of employees including the scheduling of shifts and overtime, the number of employees to be employed, the extension, limitation, curtailment or cessation of operations or any part thereof, the standards of performance of employees, and to determine and exercise all other functions and prerogatives; g) to set qualifications and establish and administer tests for the purpose of assisting the Employer in determining employees' qualifications in relation to job postings for promotion and transfers; h) and, without limiting the generality of the foregoing, generally to manage the Corporation. ARTICLE 5 — RELATIONSHIP 5.01 The Employer shall deduct from the wages of employees the amount of regular Union dues payable to the Union. "Regular Union dues" is as defined in the Labour Relations Act, R.S.O. 1990, C.L.2 as amended. 5.02 The parties agree to a mandatory irrevocable check-off of regular Union dues from the pay of all bargaining unit employees. Deductions shall be made from the bi- weekly payroll period. It shall be forwarded to the National Secretary-Treasurer of the Union no later than the fifteenth (15t") day of the month following, accompanied by a list of names of all employees from whose wages the deductions have been made. Collective Agreement 2023-2025 Page 9 of 52 Page 221 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 5.03 Union Con stitution/Bv-Laws The Union will provide to the Corporation an approved copy of the section of the by- laws or constitution of CUPE Local 2380 authorizing any such dues/fees and contributions, and an approved copy of the section of the minutes of a meeting at which any change in such dues/fees and contributions is made. 5.04 The Union and its CUPE Local 2380 shall indemnify and save the Corporation harmless from any claims, suits, judgments, attachments and from any other form of liability as a result of the Employer making any deductions in accordance with the foregoing authorizations and assignments. The Union will make refunds to the Employer for any incorrect deductions that have been made. 5.05 At the same time that Income Tax (T-4) slips are made available, the Employer shall indicate the amount of union dues paid by each Union member in the previous year. ARTICLE 6 — ACQUAINTING NEW EMPLOYEE WITH COLLECTIVE AGREEMENT 6.01 a) The Employer agrees to acquaint new employees with the fact that a Collective Agreement is in effect. b) The Employer agrees that a Local Union representative will be given the opportunity to meet with each newly-hired employee who is a member of the Union once during the employee's first week of employment. This meeting would be for the purpose of advising such employee of the existence of the Union and of their rights and obligations under the terms of this Agreement. Such meeting may take place on the Employer's premises at a time and location designated by the Employer for such meeting, and shall not exceed thirty (30) minutes in duration. ARTICLE 7 — CORRESPONDENCE 7.01 Unless otherwise specified in this Agreement, correspondence between the Employer and the Union shall pass between Human Resources and the Unit Chair of the Union local. The employer shall provide the following documents to the Unit Chair and the Recording Secretary of the Union local via email: a) Seniority List b) Job Postings c) Appointment Announcements (within 5 days of commencement of employment) Collective Agreement 2023-2025 Page 10 of 52 Page 222 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 ARTICLE 8 — LABOUR MANAGEMENT COMMITTEE 8.01 A Labour Management Committee shall be established consisting of three (3) representatives of the Union and three (3) representatives for the Employer. The Committee shall meet once every six (6) months to discuss issues relating to the workplace which affect the parties. By mutual agreement of both parties, the committee can meet more frequently. Committee members shall receive a notice and an agenda prepared by Human Resources at least forty-eight (48) hours in advance of the meeting. The Union shall inform Human Resources of agenda items not later than forty-eight (48) hours in advance of the agenda deadline. Union committee members shall not suffer any loss of pay for having attended a meeting. ARTICLE 9 — REPRESENTATION 9.01 Negotiating Committee The Employer shall recognize a Negotiating Committee composed of not more than three (3) employees selected by the Union, to include the Unit Chair and one (1) employee from Schedule - "A" or "B" of the Position Categories Schedule as defined in Article 3.07 and one (1) employee from Schedule - "C" or "D" of the Position Categories Schedule as defined in Article 3.07. 9.02 Bargaining unit members of the Negotiating Committee, up to and including conciliation shall not suffer a loss of pay or benefits when meeting with the Employer. 9.03 Stewards In order to provide an orderly and expeditious procedure for the disposition of a grievance, the Employer acknowledges the right of a Union to elect or appoint not more than three (3) Stewards, not including the Unit Chair. Subject to the following considerations, a Steward shall assist any bargaining unit member in preparing and presenting their grievance in accordance with the Collective Agreement. 9.04 Notification of Identity a) The Union shall notify the Employer in writing of the names of its Stewards, Officers and Officials. The Union shall notify the Employer of any and all changes in this regard. The Employer shall not be required to recognize a Steward, Officer or Official until their name has been provided by the Union to the Employer in writing. b) The Employer shall, if requested, supply the Union with a list of its supervisory or other personnel with whom the Union may be required to transact business. Collective Agreement 2023-2025 Page 11 of 52 Page 223 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 9.05 Servicing Grievances It is understood that a Steward has Employer work to perform. Accordingly, the Steward shall normally service grievances outside of regular working hours. If it is necessary to service a grievance during working hours, they will not leave their work without first obtaining the permission of their immediate supervisor. Permission shall not be unreasonably withheld. In requesting such permission, the Steward shall state their destination to their immediate supervisor and report again to them at the time of their return to work. In accordance with this understanding, if the Steward deals with grievances during their regular hours of work they shall only be paid for a reasonable amount of time so spent. What is reasonable is to be determined by the immediate supervisor. ARTICLE 10 — NO STRIKE, NO LOCKOUT 10.01 There shall be no strikes or lockouts so long as this Agreement continues to operate. ARTICLE 11 — GRIEVANCE PROCEDURE 11.01 A grievance is a difference between the parties relating to the interpretation, application, administration, or alleged violation of the Collective Agreement. 11.02 The parties agree that it is of utmost importance that grievances be addressed as quickly as possible. 11.03 No employee shall have a grievance until the employee has given their immediate supervisor an opportunity to resolve the complaint. 11.04 If an employee has a complaint, the employee shall discuss it with their immediate supervisor within five (5) working days of the occurrence, or origin of the circumstances giving rise to the complaint, in order to afford their supervisor an opportunity to resolve the complaint. The employee and their supervisor shall meet to discuss the complaint and the supervisor shall respond to the complaint within seven (7) working days of the meeting. The Employer shall notify the employee of their right to request the presence of a Steward and shall accommodate if such request is made. In the event a request has been made, the discussions shall cease until the Unit Chair or Steward is present. 11.05 Failing adjustment of the complaint to the mutual satisfaction of the employee and the supervisor, the employee may grieve. A complaint shall be considered a grievance if it is produced in writing, signed and dated by the employee and a Steward, and presented by a Steward to the Chief Administrative Officer or Designate prior to 12.00 noon and no later than three (3) working days after the supervisor's response in Article 11 .04. Collective Agreement 2023-2025 Page 12 of 52 Page 224 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 11.06 When the Chief Administrative Officer or Designate receives the grievance, they shall arrange a grievance meeting with the Union to discuss the grievance within seven (7) working days of receiving it, or such longer period as may be mutually agreed upon to accommodate the parties. The Chief Administrative Officer, or their Designate, will provide the Union with a decision in writing within seven (7) working days of the grievance meeting. Union representation shall include the National Representative and the Unit Chair or Steward. Upon mutual agreement of the parties the griever may be excused from attending the meeting. 11.07 In the event any difference arising from the interpretation, application, administration or alleged contravention of this Agreement has not been satisfactorily settled under the foregoing procedure, the matter may then be referred to mediation/arbitration as hereinafter provided. The Union shall provide the employer with a copy of its written notice referring the matter to mediation/arbitration. No matter may be referred to arbitration beyond ten (10) working days, of the receipt of the written response from the Chief Administrative Officer as specified in Article 11.06, or such longer period as may be mutually agreed upon to accommodate the parties, such agreement shall not be unreasonably denied. 11.08 By mutual agreement the parties may submit a grievance to mediation in an effort to find a satisfactory settlement before arbitration. The process is without prejudice and only a final agreement duly executed by both parties is binding. The parties reserve the right to proceed to Arbitration prior to executing a final agreement if a satisfactory resolution is not reached. Should the parties move forward with mediation the timeline to forward the matter to Arbitration will be extended. A mediator shall be selected through mutual agreement of both parties. 11.09 Any matter so referred to arbitration, including any question as to whether a matter is arbitrable, shall be by mutual agreement heard by a Sole Arbitrator or a Board of three (3) members composed of a Chair and a nominee appointed by each of the Employer and the Union. The notice of the party referring the decision to arbitration shall contain the name of its nominee to the Arbitration Board. The recipient of the notice shall within fourteen (14) days advise the other party of the names of its nominee. The two (2) nominees so appointed shall, within fourteen (14) days of the appointment of the second of them, appoint a third person who shall be the impartial Chair. If the recipient of the notice fails to appoint a nominee, or if the two (2) nominees fail to agree upon a chair, within these time limits, the appointment shall be made by the Minister of Labour upon the requests of either party. The Arbitration Board shall hear and determine the matter and shall issue a decision. The decision shall be final and binding upon the parties and upon any employee affected by it. The decision of a majority shall be the decision of the Arbitration Board, but if there is no majority, the decision of the Chair will govern. Collective Agreement 2023-2025 Page 13 of 52 Page 225 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 11.10 The Arbitration Board shall not be authorized to alter, modify, or amend any of the terms of this Agreement, nor to make any decision inconsistent therewith. 11.11 The Employer and the Union shall each pay one-half (1/2) of the fees and expenses of the Chair of the Arbitration Board and shall each pay the fees and expenses of their nominee. 11.12 It is agreed by the parties that the time limits set out with respect to grievances and arbitration are mandatory and must be adhered to unless mutually agreed otherwise by the parties. 11.13 Where no reply is given to a grievance within the time limits specified, the Union or the Employer may submit the grievance to the next step in the Grievance Procedure. 11.14 Where the Arbitration Board determines that a disciplinary penalty or discharge is excessive, it may substitute such other penalty for the discipline or discharge as it considers appropriate in the circumstances. 11.15 The Employer has the right to file a grievance with respect to the interpretation, application, administration or alleged contravention of the Agreement by the Union. Such grievance shall be presented in writing signed by the Chief Administrative Officer or their Designate, and handed to the Unit Chair of the Local within ten (10) working days of the occurrence or origination of the circumstances giving rise to the grievance. Failing settlement, a meeting will be held with the Union and the National Representative, and the Union shall give its written reply to the grievance within ten (10) working days following the meeting. Failing settlement, such grievance may be referred to arbitration under this Article within fourteen (14) working days of the date the Employer received the Union's reply. 11.16 The Union shall have the right to file a grievance based on a difference with the Employer arising out of the interpretation, application, administration or alleged contravention of the Agreement. Such grievance shall not include any matters which can only be raised as a personal grievance. Such grievance shall be submitted in writing by the Union to the Chief Administrative Officer or Designate within ten (10) working days of the occurrence or origination of the circumstances giving rise to the grievance. Failing settlement, a meeting will be held with the Union within seven (7) working days of the presentation of the grievance and the Employer shall give the Union its written reply to the grievance within ten (10) working days of the meeting or such longer period as may be mutually agreed upon to accommodate the parties. Failing settlement, such a grievance may be referred to arbitration under this Article within fourteen (14) working days of the date the Union received the Employer's reply. 11.17 The Unit Chair and a Steward shall not suffer a loss of pay or benefits when meeting with the Employer at grievance meetings. Collective Agreement 2023-2025 Page 14 of 52 Page 226 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 11.18 The grievor and the Steward shall not suffer a loss of pay or benefits while attending a grievance arbitration involving this Local. ARTICLE 12 — DISCIPLINE AND DISCHARGE 12.01 Employees Who Have Completed Probationary Period No Employee shall be disciplined or discharged without just cause. 12.02 Probationary Employees The Employer may, in its discretion, terminate a probationary employee provided only that such discretion shall not be exercised in a manner that is in bad faith. 12.03 Prior to the imposition of discipline or discharge, an employee shall be given reason in the presence of their Steward or Union Representative, if so requested by the employee. Such employee shall be advised promptly in writing by Human Resources or Supervisor of the reason for such discipline or discharge. 12.04 Personnel Files An employee is entitled to review their personnel file in the presence of Human Resources. The employee must provide Human Resources at a mutually convenient time. Subject to clause (b) below, an employee shall not alter, destroy or remove any documents or page(s) contained in their personnel file, but has the right to: a) review their personnel file; b) initial any documents therein (such initials shall not alter or reduce legibility of document(s)); c) receive a copy of any document therein; and, d) respond in writing to any document contained therein. Collective Agreement 2023-2025 Page 15 of 52 Page 227 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 12.05 Disciplinary Records The record of any disciplinary action shall not be referred to or used against an employee at any time after eighteen (18) months of uninterrupted continuous service without leaves of more than 30 consecutive days excluding vacation time following the occurrence of the action that led to the discipline, provided no other disciplinary action has been taken against that employee within that eighteen (18) month timeframe. Where an employee has been on leave for a period of 30 consecutive days or longer, the duration of the leave shall not be included in the determination of the eighteen (18) month timeframe which will be extended accordingly. In situations where there is more than one (1) action that led to the discipline, the occurrence date would be considered the most recent action having taken place. An employee may request the removal of disciplinary records from their personnel file provided there has been no other discipline and that eighteen (18) months of uninterrupted continuous service without leaves of more than 30 consecutive days excluding vacation time has passed. ARTICLE 13 — SENIORITY 13.01 Seniority Seniority is the length of service with the Employer since the last date of hire. For purposes of lay off, recall, job posting and promotion, seniority shall be on a departmental basis. In all other cases, seniority shall operate on a bargaining unit wide basis. 13.02 Seniority List The Employer shall maintain a seniority list showing the date upon which each employee's service commenced. Where two (2) or more employees commenced work on the same day, preference shall be in accordance with the date of application for employment. An up-to-date seniority list shall be sent to the Union and posted on all bulletin boards Semi-annually in January and July of each year. The Seniority date as posted shall be deemed to be accurate if no objection is made to the seniority date within twenty (20) full working days. 13.03 Loss of Seniority Seniority shall terminate, and the employee shall be deemed to have quit, when the employee: a) resigns from the employ of the Employer; b) retires, or is retired; Collective Agreement 2023-2025 Page 16 of 52 Page 228 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 c) is discharged for just cause and is not subsequently reinstated through the grievance or arbitration procedures in this agreement; d) is off work due to layoff for a period of twelve (12) months; e) is absent without leave for three (3) consecutive working days during which time the employee has failed to contact their immediate supervisor. It is the responsibility of the employee to provide an explanation satisfactory to the Employer; f) fails to report to work within five (5) working days after being notified by the Employer of a recall; g) fails to return to work upon termination of an authorized leave of absence unless a reason acceptable to the Employer is given; h) is absent due to sickness or accident for a period of their seniority, or twenty- four (24) months, whichever is less. This provision shall be administered in accordance with the provisions of the Human Rights Code of Ontario. This clause does not apply to any employee meeting the requirements of any occupation long-term disability as of the date of ratification. Notwithstanding clauses (c) through (h) above, the employee shall have the right to rescind their resignation within twenty-four (24) hours. 13.04 Transfer Outside of the Bargaining Unit An employee who is consensually temporarily transferred to a position outside the bargaining unit shall continue to be covered by this Collective Agreement, with exception of the Articles listed below, during such transfer and the employee shall retain their seniority for a period of up to 18 consecutive months. Article 11 - Grievances (related to the non-Union position) Article 12 - Discipline & Discharge (related to the non-Union position) Article 16 - Hours of Work Article 17 - Overtime Article 19.09 - Vacation Scheduling Article 23 - Wages & Allowances 13.05 Seniority — Temporary Employees a) If a temporary employee works thirteen (13) consecutive months they will be deemed to be a full-time employee, and shall be placed on the seniority list with a service date of their most recent hire. This clause is not retroactive and shall be effective from the date of ratification forward. b) The Union understands and agrees that Temporary Employees referred to in Article 3.12 (b) are excluded from this Article. Collective Agreement 2023-2025 Page 17 of 52 Page 229 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 c) Where there is a mutual agreement as outlined in Article 3.12 (c) and the maximum time is in excess of twelve (12) consecutive months the Union understands and agrees that these Employees are excluded from this Article. 13.06 Probationary Employees Probationary employees are not subject to the seniority provisions of this Agreement, with the exception of Article 12.02. Upon successful completion of the probationary period, an employee's name shall be placed on the seniority list with a service date indicating the date of their most recent hire. 13.07 Former Medonte Employees Current members of the bargaining unit who were employed by the former Township of Medonte ("Medonte") as of December 31, 1993, shall receive full credit for continuous employment with Medonte, as per the language of the Collective Agreement. 13.08 Licenses and Certifications An employee, who is required to hold a valid license and/or certification as a bona fide occupational requirement to perform all or part of their regular duties shall, in the event such privilege be either lost or temporarily withdrawn for whatever reason, be subject to either demotion, lay-off, suspension or discharge. ARTICLE 14 —JOB POSTING, PROMOTION AND TRANSFER 14.01 Job Postings When a new position is created within the bargaining unit, or where in the view of the Employer a vacancy occurs, the Employer shall post notice of the position on a department bulletin board and provide notice of such position by way of a digital format for a period of ten (10) working days to notify employees of the new position or vacancy and to invite written application within the time period. The Employer may post/advertise a position outside concurrently, or where there are no qualified Bargaining Unit Employees. In addition, the Employer reserves the right to withdraw a posting at any time including after the termination of the ten (10) day posting period. No outside applicant for a posted position shall be hired until it is determined that none of the applicants from the bargaining unit are capable of being promoted pursuant to Article 14.04. 14.02 Such notice shall contain the following information: a) number of positions to be filled; b) title and description of position; Collective Agreement 2023-2025 Page 18 of 52 Page 230 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 c) qualifications, experience, knowledge, skills and abilities required; d) wage rate or range; and e) final date by which application must be received by the Employer. 14.03 To be considered for the posted position an employee must make written application no later than the final date indicated in the notice. 14.04 In cases of promotion to bargaining unit positions, the following factors shall be considered: a) qualifications, experience, knowledge, skills and abilities required; b) seniority. Where the criteria referred to in factor (a) are relatively equal, factor (b) will govern. 14.05 Trial Period An employee who is the successful applicant for a promotion shall be confirmed in the position subject to satisfactory completion of a trial period of ninety (90) working days including on-call in the classification to which the employee has been promoted. Where the Employer "or Employee" determines than an employee has failed to satisfy the requirements of the position into which they were posted, the employee shall be returned to their former job classification. ARTICLE 15 — LAYOFF AND RECALL 15.01 Layoff Procedure Layoffs shall be in inverse order of seniority on a departmental basis provided that the remaining employees have the qualifications and ability to perform the work available. 15.02 Employees who have been laid off in accordance with this Article shall be recalled in order of seniority, provided they have the qualifications and ability to perform the work available. This provision shall not operate where an employee's right to be recalled has been extinguished pursuant to Article 13.03 (d). 15.03 Bumping An employee who is displaced from their job and who is unwilling to be laid off from the Employer may bump into any job classification that is occupied by a bargaining unit employee with less seniority, subject to the following: a) the employee exercising the right to bump must have the qualifications and ability to perform the job satisfactorily at the Employers sole discretion; Collective Agreement 2023-2025 Page 19 of 52 Page 231 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 b) the employee exercising the right to bump must have more seniority than the employee they are bumping; c) if there is more than one employee in the job classification, it shall be the employee with the least seniority who is bumped. 15.04 It is the responsibility of an employee on layoff to keep the Employer advised, in writing, of their current address. The Employer shall be deemed to have given an individual on layoff notice of recall by sending notice of recall by registered mail to the last address supplied to the Employer by the individual. Such notice shall state the date and time that the individual is required to report to work. Such notice shall be deemed to have been received on the third working day after it has been sent by the Employer. 15.05 The Employer shall not hire a new employee to perform work in the circumstance where there is an employee on layoff that is willing, qualified and able to perform the work. 15.06 A grievance as to layoff or recall shall be initiated at the grievance procedure step described in Article 11.06. 15.07 If the Employer issues a layoff notice to an employee, the employee and the Unit Chair shall be given the opportunity to meet with the Employer to discuss the bumping options available to the employee within 72 business hours of the layoff notice issuance. The Employer shall notify permanent and probationary employees who are to be laid off from the Corporation at least fifteen (15) working days before the layoff is to be effective. If the employee laid off has not had the opportunity to work fifteen (15) full days after notice of layoff, the employee shall be paid in lieu of work for that part of fifteen (15) days during which work was not made available. If a greater period of notice is required by legislation, such greater period of notice or pay in lieu shall be given. ARTICLE 16 — HOURS OF WORK 16.01 The scheduling of work is within the discretion of the Employer. The Employer shall provide ten (10) working days' notice in writing in advance of a change in hours except in an emergency and/or exceptional circumstance as defined in Township Policy. It is recognized, that such advance notice is not required in cases of emergency, weather event or illness. Collective Agreement 2023-2025 Page 20 of 52 Page 232 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 16.02 Position Categories Schedule - Section "A" — Article 3.07 Employees holding a position within section "A" of Article 3.07 - Position Categories Schedule shall work seven (7) consecutive hours per day, thirty-five (35) hours per week Monday to Friday. 16.03 Position Categories Schedule - Section "B" — Article 3.07 Employees holding a position within section "B" of Article 3.07 - Position Categories Schedule shall work 35 hours per week. Their normal working hours shall be as outlined in 16.02 however, it is agreed that with ten (10) working days notice as per Article 16.01 their hours may be shifted due to planned meetings or scheduled server maintenance. 16.04 Position Categories Schedule - Section "C" — Article 3.07 Employees holding a position within section "C" of Article 3.07 - Position Categories Schedule shall work forty (40) hours per week consisting of either eight (8) hour or ten (10) hour shifts which shall be determined in consultation with the respective Employees. In the event an employee is late or is unable to come into work due to illness, where the nature of an employee's work, requires another employee to relieve them from their duties prior to them departing their workplace going home the employee on duty will remain at work, until relieved up to a maximum of four (4) hours and shall be paid for actual hours worked at time and one half their regular rate of pay. 16.05 Position Categories Schedule - Section "D" — Article 3.07 Employees holding a position within section "D" of Article 3.07 - Position Categories Schedule - hours of work shall be as follows: Summer hours of forty (40) hours per week shall commence the first Monday in May and end the Tuesday following the Labour Day Holiday. Hours to be worked in four (4) — ten (10) hours shifts. Summer hours may be extended depending on weather conditions and project workload at the discretion of the Employer. Winter hours of forty (40) hours per week shall commence the Tuesday following Labour Day and end the first Monday in May. Hours to be worked in five (5) — eight (8) hour shifts. Shifts may be extended beyond eight (8) or ten (10) hours as applicable in cases of emergency, weather event or illness. It is agreed that such changes shall not be made in an arbitrary or discriminatory manner. Collective Agreement 2023-2025 Page 21 of 52 Page 233 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 16.06 Flex Time Full-time Employees holding a position within section "A" and "B" of Article 3.07 - Position Categories Schedule are eligible to participate in Flex Time. Participation is subject to the following terms and conditions: Subject to approval, Employee's may accumulate 30 minutes of their lunch breaks to be utilized as Flexible Hours, with no more than one Flex Day per calendar month. For clarity, eligible employees must take a minimum 30 minute lunch break per day, and cannot use 15 minute breaks to accumulate time. The accumulated time to be used for Flex Time is at straight time only and is not to be included as overtime in Articles 17.03 and/or Article 17.04 — Overtime. Flex time must be accumulated prior to booking Flex time. Employees shall not be permitted to accumulated more hours than required in Option 3. There will be no carry forward and no payment in lieu of accumulated flex time from year to year. Available options for flexible hours are as follows: Option 1 Work 4 — 30 minute lunch breaks to accumulate 2 hours • On the day that the flexible hours will be utilized, the employee may include their lunch; • If the employee has added their lunch to the flexible hours, the employee shall work through until the specified departure time, or from the specified arrival time. Option 2 Work 7 — 30 minute lunch breaks to accumulate 3 '/2 hours • On the day that the flexible hours will be utilized, the employee may choose to either take the '/2 day off or utilize a '/2 vacation day to have a full day off. Option 3 Work 14— 30 minute lunch breaks to accumulate 7 hours • On the day that the flexible hours will be utilized, the employee takes the full day off. All flexible hours to be banked and taken off must be pre-approved by the eligible employee's Manager/Supervisor, subject to operational requirements for the additional time to be worked and provided that sufficient personnel are available to provide the required level of service as determined in the Employer's sole discretion. Employees shall be permitted to utilize their eligible December flex day during the Holiday Shut Down period as established in Township policy. The three (3) days prior to and one (1) day following Tax Due Date (for Finance Staff and the Customer Service Representative) and any other day as may be determined by the Employer shall not be eligible to be utilized as Flexible Hours. Collective Agreement 2023-2025 Page 22 of 52 Page 234 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 16.07 Employment Standard Act,2000 & Ontario Regulation 555/06 Hours of Service a) In accordance with s. 17(2) of the Employment Standards Act, 2000 & Ontario Regulation 555106 Hours of Service, but subject to the exceptional circumstances provisions of Section 19 of that Act, the Union agrees that the bargaining unit employees may work in excess of the normal working hours to a maximum of fourteen (14) hours per day or seventy (70) hours per week, subject to the overtime provisions in Article 17 of the Collective Agreement. The fourteen (14) hour maximum does not apply to employees On Call and not working. b) Employees shall maintain Hours of Service logs for work performed for the Township, on a daily basis in the manner as directed by the Employer. Such employee approaching the maximum Hours of Service who at the Township's sole discretion will require a mandatory time off as prescribed in Ontario Regulation 555/06 Hours of Service as amended and the mandatory time off cannot be accommodated due to their regularly scheduled hours, they shall be sent home during the reset period only and shall be removed from on call until they have met the required time off. The manner in which the rest period is scheduled is at the Employers sole discretion. Employees are not required to use time accrued as set out in this agreement for reset hours as required for work performed for the Township. The Employee shall not suffer a loss of pay to their regular base hours due to the reset requirements for work performed for the Township. Where an Hours of Service exemption is declared this section does not apply. c) The union consents that for the duration of this Collective Agreement, employees working the "Road Patrols" will be compensated for forty (40) hours per week, which recognizes the average work week in the designated variable shift rotation. Collective Agreement 2023-2025 Page 23 of 52 Page 235 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 ARTICLE 17 — OVERTIME 17.01 Overtime In this Agreement, "overtime" is defined as hours of work performed in a week in excess of the normal weekly hours of work described in Article 16 — Hours of Work. 17.02 When the Employer determines that overtime is required, an employee required to work overtime, and who works, may elect to either be paid at a premium rate for all overtime hours worked, or to receive time off in lieu of overtime worked. 17.03 When an employee is required to work overtime, and works the overtime, and the employee elects to be paid for said hours of overtime worked, any hours in excess of thirty five (35) hours for employees listed in Column "A" and "B" of Article 3.07 - Position Categories Schedule and forty (40) hours per week for employees listed in Column "C" and "D" of Article 3.07 - Position Categories Schedule shall be considered overtime and shall be paid at the rate of one and on-half (1-1/2) times the regular rate of pay. 17.04 Time off in Lieu of Overtime When an employee is required to work overtime, and prefers to receive time in lieu of receiving overtime pay, any hours in excess thirty five (35) hours for employees listed in Column "A" and "B" of Article 3.07 - Position Categories Schedule and forty (40) hours per week for employees listed in Column "C" & "D" of Article 3.07 - Position Categories Schedule shall be considered overtime and the time in lieu banked for the excess hours as indicated shall be at the rate of one and one-half (1-1/2) times the hours worked. An employee may choose to receive time off in lieu of overtime pay at the appropriate rate, indicating their choice on their timecard. Time off in lieu of overtime shall be taken at a time mutually agreed upon between the employee and their supervisor. There shall be permitted a maximum accumulation of forty two (42) hours for employees listed in Column "A" and "B" of Article 3.07 - Position Categories Schedule and forty eight (48) hours per week for employees listed in Column "C" & "D" of Article 3.07 - Position Categories Schedule in any calendar year. Any banked overtime not scheduled to be taken off by year's end prior to November 30, will automatically be paid out to the employee at their applicable rate as of December 31. The payment will be received with the employee's final pay cheque of the year. Overtime worked in December cannot be banked. In all circumstances, vacation time excluding permitted carry over maximums as defined in Article 19.09, must be utilized prior to the utilization of accumulated overtime. Collective Agreement 2023-2025 Page 24 of 52 Page 236 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 17.05 Minimum Call Out An employee who is called into work outside their regular hours who is not entitled to Stand-By pay as outlined in Article 23.07 shall be paid for a minimum of three (3) hours at time and one-half their regular rate of pay. An employee who is called into work outside their regular hours who is entitled to Stand-By pay shall be paid for a minimum of two (2) hours at time and one-half their regular rate of pay. A Call Out is defined as: An emergency call out where an employee is required to make an extra trip to and from their place of employment. If an employee received another call-out while working on the initial call-out, the additional call-out shall be considered to be a continuation of the first call-out. An employee cannot claim more than one call-out in the applicable three or two hour period. Should an employee be able to complete the required work through remote access i.e. telephone or computer, the amount of call-out pay shall be a minimum of thirty (30) minutes at time and one-half their regular rate of pay from the initial call until the logged out time and then in subsequent fifteen (15) minute increments. Calls within thirty (30) minutes of the previous call shall be considered continuous from the start of the previous call. 17.06 Meal Allowance Where an employee is required to work four (4) hours of continuous work in excess of the scheduled shift as established in Article 16 shall be supplied with a meal allowance of fifteen dollars ($15.00). A meal allowance shall not be paid if a meal is supplied. ARTICLE 18 — PUBLIC HOLIDAYS 18.01 Public Holidays The Employer recognizes the following as paid holidays for permanent employees: • New Year's Day • Family Day • Good Friday • Easter Monday • Victoria Day • Canada Day • Civic Holiday • Labour Day • Truth and Reconciliation • Thanksgiving Day • Remembrance Day • 1/2 Day before Christmas Day • Christmas Day Collective Agreement 2023-2025 Page 25 of 52 Page 237 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 • Boxing Day • '/2 Day before New Year's Day and any other day that is subsequently proclaimed a public holiday by the Federal or Provincial Government. 18.02 Substitute Day for Observance of Holiday When any of the holidays specified in Article 18.01 falls on a Saturday or Sunday, the next regular day of work shall be deemed to be the holiday. 18.03 Holidays for 7 Day-A-Week Operations The holiday shall be recognized on the date that the holiday actually falls and shall not be substituted. 18.04 Shifts Extending Over Two Calendar Days For a shift that extends over two calendar days, the holiday will be recognized on the calendar day in which the majority of the hours for the shift are worked (i.e., 11 :00 p.m. on February 17t" to 7:30 a.m. February 18t" is Family Day). 18.05 Eligibility for Paid Holiday An employee shall not be eligible for holiday pay unless they work their last regularly scheduled shift before the holiday and their first regularly scheduled shift after the holiday. This provision shall not apply, however, if the employee is absent from work with permission on either or both of the above days. Similarly, this provision shall not apply if an employee fails to report to work due to illness which is subsequently verified to the satisfaction of the Employer. 18.06 When any of the above noted paid holidays falls on an employee's scheduled day off, the employee shall receive another day's pay at their standard basic rate, or if in the judgment of the Employer it will not adversely affect operations, the employee shall be given an additional day off in lieu thereof with pay at a time mutually agreed upon by the employee and the Employer. 18.07 Where an employee works on any of the days listed in Article 18.01 , the employee shall be paid at the rate of time and one-half (1-1/2) the employee's regular rate of pay, plus the employee's regular pay for the day. ARTICLE 19 — VACATIONS 19.01 Vacation Entitlement All employees are entitled to vacation time in accordance with their length of service from their anniversary date. "Anniversary date" is the date on which the employee last commenced full-time employment with the Employer. Entitlement to vacation time will be determined by the chart below: Collective Agreement 2023-2025 Page 26 of 52 Page 238 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 CONTINUOUS VACATION VACATION VACATION SERVICE ENTITLEMENT ENTITLEMENT IN ENTITLEMENT IN HOURS — 35 HOURS — 40 HOUR WORK HOUR WORK WEEK WEEK 1 Year 3 Weeks 105 Hours 120 Hours 7 Years 4 Weeks 140 Hours 160 Hours 13 Years 5 Weeks 175 Hours 200 Hours 15 Years 5 Weeks + 1 Day 182 Hours 208 Hours 16 Years 5 Weeks + 2 Days 189 Hours 216 Hours 17 Years 5 Weeks + 3 Days 196 Hours 224 Hours 18 Years 5 Weeks + 4 Days 203 Hours 232 Hours 19 Years 6 Weeks 210 Hours 240 Hours Vacation accruals shall be based on an Employee's anniversary date; however, vacation allotments shall be provided to employees on January 1st of each calendar year. 19.02 Vacation Pay All employees will receive vacation pay equivalent to their regular base wages when vacation time is taken. Vacation pay will be determined in accordance with the chart below: CONTINUOUS SERVICE VACATION PAY 1 Year 6.0 % 7 Years 8.0 % 13 Years 10.0 % 15 Years 10.4 % 16 Years 10.8 % 17 Years 11.2 % 18 Years 11.6 % 19 Years 12.0 % An employee taking an approved leave of absence as described in Article 19.03 shall be granted vacation pay January 1st of the next calendar year. For example. Sally has completed 7 years of service. On February 111, Year 1 Sally goes on leave and returns on November 30t", Year 1. On January 1st, Year 2, Sally will receive 4 weeks' vacation time and 8% of her Year 1 earnings as at December 31st, Year 1 as vacation pay. 19.03 Vacation Proration Upon completion of their probationary period, all employees with less than one (1) year of continuous service from the last date of hire with the Employer shall have their vacation entitlement prorated, between the completion of the probationary Collective Agreement 2023-2025 Page 27 of 52 Page 239 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 period and the end of the calendar year. Such prorated vacation time will be with pay. Should an Employee leave the Employer, between January 1st and their anniversary date, any vacation allotment shall be on a prorated basis. In the event, that an Employee, upon termination, has exceeded the prorated vacation allotment, the Employer shall reserve the right to deduct the necessary funds from the Employee's final pay. Should the final pay not be enough to fully reimburse the necessary funds, the Employee will provide payment to the Employer within thirty (30) days. An employee's vacation time entitlement shall be reduced on a pro rata basis where the employee is absent on an approved leave of absence provided for under this agreement or as provided for under the Employment Standards Act, 2000. The proration of vacation time shall occur in a manner consistent with the Employment Standards Act, 2000. An employee taking an approved leave of absence as described in Article 19.03 above shall be granted vacation time in accordance with Article 19.01 on January 1 st of the next calendar year. 19.04 Vacation Schedulinq a) The Employer shall attempt to provide vacations during the periods preferred by employees; however, in scheduling vacations, the Employer shall in its sole discretion ensure that operational requirements are met and that sufficient personnel are available to provide the required level of service. Applications for vacation periods consisting of full work week increments will be processed first, so as to enable the greatest possible number of employees to take their vacation during their preferred periods. Once all applications have been processed for vacations in full week increments, management will process and approve applications for vacation periods consisting of less than full week increments. Applications for vacation periods shall be scheduled for a minimum of one (1) hour with thirty (30) minute increments thereafter. Requests for less than (1) hour will automatically be denied. If employees simultaneously request the same vacation time, and a conflict arises, seniority shall govern. b) Applications for scheduling vacation shall be made in writing, between December 15 and December 31 for the next year for an employee's full vacation entitlement. Management will process and approve applications as noted above. c) An application for scheduling vacation made after December 15 to December 31 shall be submitted in writing, as far in advance of the requested time as Collective Agreement 2023-2025 Page 28 of 52 Page 240 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 possible. Management will process and approve such applications, as noted above, on a first-come, first-served basis. However, notice to the employee making the request will be provided within 5 working days of making said request being received by the supervisor. Once such an application for scheduling vacation has been approved, such scheduling cannot be changed except by the approval of the immediate supervisor. d) In all circumstances vacation time excluding permitted carry over maximums as defined in Article 19.09, must be utilized prior to the utilization of accumulated overtime. e) No vacation request will be unreasonably denied. 19.05 Unbroken Vacation Period The Employer shall endeavour, when so requested, to schedule employees to receive an unbroken period of vacation. No such period may exceed three (3) consecutive weeks in duration. 19.06 Compensation for Holidays Falling Within Vacation Schedule If a paid holiday falls or is observed during an employee's vacation period, they shall be allowed an additional vacation day with pay at a time mutually agreed to. If the Employer and the employee cannot come to a mutual agreement, the holiday shall be taken within one (1) month of the employee's return to work from vacation. 19.07 Maximum Vacation Carry Over Employees may carry over a maximum of five (5) days' vacation from one year to the next. 19.08 Vacation Carry-Over— Leaves a) An employee who is absent on an approved protected leave (Pregnancy, Parental, Family Medical, Organ Donor, Personal Emergency, Emergency, Declared Emergencies and Reservist Leaves) of absence under the Employment Standards Act, 2000 at the end of the vacation entitlement year (December 31st) shall be permitted to carry over any remaining vacation entitlements to the subsequent vacation entitlement year. b) All other employees who are on an approved leave of absence at the end of the vacation entitlement year (December 31 st) may carry over up to five (5) days' unused vacation entitlement to the subsequent vacation entitlement year. Any additional vacation pay beyond such amount shall be paid out in the final pay period within the vacation entitlement year. Unpaid vacation time will not be eligible for carry over under their provision. Collective Agreement 2023-2025 Page 29 of 52 Page 241 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 19.09 Vacation Upon Termination An employee severing their employment at any time in the vacation year prior to using accrued vacation shall be entitled to a proportionate payment of wages in lieu of such vacation. 19.10 In the event of the death of an employee, their executor or administrator shall be entitled to receive such vacation pay as may stand to the employee's credit, subject to filing an executed Succession Duty Release in appropriate form with Human Resources. 19.11 Vacation — Payout An employee shall not be entitled to receive vacation pay in a lump sum payment without taking the corresponding time off. An employee on vacation shall not be entitled to receive short or long-term disability benefits in addition to vacation pay. ARTICLE 20 — SICK LEAVE 20.01 Sick Leave Sick leave with pay shall be provided to protect permanent, full-time employees against loss of income resulting from absences from work due to genuine illness. Temporary employees as defined in Article 3.12 b) and c) with a minimum contract duration of twelve (12) months shall be entitled to the equivalent of three (3) sick days in hours per work term. Employees serving a probationary period are not entitled to sick leave with pay. 20.02 Sick Leave Allocation Eligible employees shall be allocated forty-nine (49) hours sick time for employees listed in Column A & B of Article 3.07 - Position Categories Schedule and fifty six (56) hours sick time for employees listed in Column C & D of Article 3.07 - Position Categories Schedule per year on January 1 st of each year; such sick hours will be accumulated automatically to a maximum of 70 or 80 hours respectfully. 20.03 Sick Leave Proration A new employee who has completed their probationary period shall be entitled to sick leave at a rate of three and one half (3.5)/four (4) hours respectively per month from the date of hire. An employee's sick day entitlement shall be reduced on a pro rata basis where the employee is absent on an approved leave of absence provided for under this agreement or as provided for under the Employment Standards Act, 2000. The proration of sick days shall occur in a manner consistent with the Employment Standards Act, 2000. Collective Agreement 2023-2025 Page 30 of 52 Page 242 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 20.04 Sick Leave Utilization Where no one at home, other than the employee can provide for the needs of an immediate member of their "Immediate family" (as defined in 22.01(b)) during illness, an employee shall be entitled, after notifying their supervisor, to use up to a total of twenty-one (21)/twenty four (24) sick leave hours, from their annual sick leave entitlement as outlined in Article 20.02, to make arrangements for the care of the member of the family who is ill. The days as outlined in this article are to be included in the Employee's Employment Standard Act entitlements. Time off during normal working hours may be paid from sick leave credits for doctor, medical and dentist appointments upon advanced approval from the Supervisor and with notice being provided as soon as possible for Specialist and/or Emergency appointments. When requested, the Employee shall provide a medical certificate (as the cost of the Employer) confirming the employee's attendance at the appointment. Employees are requested to try to schedule all such appointments outside working hours when possible. Sick leave shall be granted for a minimum of thirty (30) minutes, with fifteen (15) minute increments thereafter. Requests for less than thirty (30) minutes will automatically be denied. 20.05 Employees absent due to a sickness occurrence shall expend not more than five (5) sick leave credits and shall be entitled to no more than five (5) days sick pay. Employees are eligible to apply for Short Term Disability as outlined in Article 24.01 d) after the equivalent of three (3) days in hours absence due to sickness. 20.06 In all cases of absence of the equivalent of three (3) days or more in hours, or upon returning to work from the absence of the equivalent of three (3) days or more in hours, the employee may be required to request from their physician a medical certificate at the Employer's discretion. If required, the employee shall deliver same to Human Resources. Said medical certificate shall indicate; the date(s) the employee was seen by their physician; dates the employee has been unable to work due to illness; and prognosis for a return to regular duties. The Employer reserves the right to request such a certificate before the equivalent of three (3) days in hours if the Employer feels that the employee's absence is not justified. This request shall not be made in an arbitrary or discriminatory manner. If there is any billing fees associated with obtaining the certificate, the Employer shall pay 100% of the billed fees. 20.07 Short Term Disability Top Up Reserve Eligible employees may carry over sick time hours in excess to those noted above for the purposes of creating a non-monetary Short-Term Disability Top Up Reserve (STD Top Up Reserve) such hours will automatically be transferred at yearend. The STD Top Up Reserve is for the sole purpose of topping up approved Short Term disability payments an employee may receive only. The Collective Agreement 2023-2025 Page 31 of 52 Page 243 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 STD Top Up is calculated at a rate of 25% of their pre-disability basic earnings, utilizing equivalent sick hours available from the Employee's STD Top Up Reserve. Any hours held in the STD Top Up Reserve may not be used for any other purposes and has no monetary value upon termination or retirement. Eligible employees listed in Column A & B of Article 3.07 - Position Categories Schedule may accumulate up to one hundred and forty nine (149) unused sick hours, and eligible employees listed in Column C & D of Article 3.07 - Position Categories Schedule may accumulate up to one hundred and seventy (170) unused sick hours in their non-monetary STD Top Up Reserve. ARTICLE 21 — ATTENDANCE 21.01 The Employer is entitled to regular attendance on the part of its employees. 21.02 If an employee is unable to attend at work as scheduled, they are required to notify their Immediate Supervisor or Designate, a minimum of one (1) hour prior to the employee's scheduled starting time, when possible, providing details of the reasons for their absence from work and of the expected duration of the absence. The employee may subsequently offer evidence of extenuating circumstances that explains the failure to provide notice as above to the satisfaction of the Employer. 21.03 Unpaid Personal Leave of Absence The Employer in their sole discretion may grant a leave of absence, without pay, to an employee for personal reasons. A request for personal leave shall be submitted in writing, through Human Resources at least two weeks in advance of the commencement of the leave period. The request shall contain all pertinent details including the reason for the leave. The Employer will not pay the premiums of the Benefit Plan specified in Article 24. The Employee shall not be entitled to Vacation Time outlined in Article 19 or be entitled to Sick Leave Article 20 for time associated with the leave. ARTICLE 22 — LEAVES 22.01 Bereavement Leave a) An employee shall be entitled to five (5) days leave of absence with pay to attend the funeral of a member of their immediate family, where these days fall on the employee's normal working day. Leave shall not be extended due to weekends or statutory holidays. b) "Immediate family" for the purpose of Article 22.01(a) means the employee's parents, stepparents, foster parent, spouse, common-law-spouse, same-sex partner, child, step-children, foster child, brother, sister, mother-in-law, father-in- law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, grandparent, step- Collective Agreement 2023-2025 Page 32 of 52 Page 244 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 grandparent, grandchild, step-grandchild, niece, nephew or an employee's relative who is dependent on the employee for care or assistance. c) A paid leave of absence of up to one (1) day may be granted to an employee for the purpose of attending the funeral or celebration of life of someone other than a member of the employee's immediate family. d) The Employer may, in it's sole discretion, grant an employee additional days off for the purpose of attending a funeral outside the Province of Ontario. e) The Employer is entitled to demand proof of death, attendance at funeral and/or relationship, and the employee shall provide same. 22.02 Jury Service or Court Witness Leave a) The Employer shall grant an employee a leave of absence to serve as a juror, or to attend at criminal court as a Crown witness pursuant to the subpoena, or as a witness for the Employer in any legal proceeding. The Employer shall pay such an employee their regular wage in respect of such leave. Any payment the employee receives in respect of jury service, or as a witness for the Crown or the Employer, shall be forwarded to the Employer immediately upon receipt thereof. The employee will present proof of service, or attendance as the case may be, and the amount of any payment received. b) The employee is required to notify the Employer as soon as possible of their selection for jury service, or in the event they have been subpoenaed by the Crown to attend as its witness in criminal court. c) The employee is required to report to work at all times and on dates when not actually required in Court. 22.03 Union Leave Upon written application to Human Resources submitted at least fourteen (14) working days in advance, an employee may be granted an unpaid leave of absence equal to an aggregate of fifteen (15) working days per calendar year for the bargaining unit (combined inside and outside units) for the purpose of representing the Union at conventions, conferences, seminars or workshops. Upon mutual consent of the Union and the Employer, additional unpaid days of leave may be granted. The employees' wages and benefits shall not be interrupted. However, the Union shall reimburse the Employer for all wages concerned. 22.04 Job Protected Leave(s) of Absence The Employer shall abide by the legislated requirements for Job Protected Unpaid Leaves of Absence in accordance with the Employment Standards Act, 2000 (Ontario) as amended. Collective Agreement 2023-2025 Page 33 of 52 Page 245 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 22.05 Pregnancy, Parental Leave Pregnancy and parental leaves will be granted in accordance with the Employment Standards Act, 2000 (Ontario) subject to the following: a) An employee who is on a pregnancy and/or parental leave as stipulated by the Employment Standards Act, 2000 (Ontario), as amended from time to time, and has applied for and is in receipt of Employment Insurance (EI) pregnancy/parental benefits shall be eligible for a weekly supplemental benefit (the "SUB benefit"). The weekly SUB benefit is calculated as twenty percent (20%) of the employee's regular weekly earnings. The employee's regular weekly earnings shall be determined by multiplying their regular hourly rate on their last day worked prior to the commencement of the leave multiplied by their normal weekly hours. The SUB benefit will be paid in accordance with the Employer's payroll practices, and is subject to all deductions required by law. The SUB benefit payment shall commence following completion of the Employment Insurance waiting period and receipt by the Employer of the employee's Employment Insurance cheque stub as proof that they are in receipt of Employment Insurance pregnancy/parental benefits, and shall continue while the employee is in receipt of El pregnancy benefits for a maximum period of twenty (20) weeks or the employee's leave ends, whichever is sooner. The employee does not have any vested right except to receive payment for the covered unemployment period. Payments in respect of guaranteed annual remuneration or in respect of deferred remuneration or severance pay benefits are not reduced or increased by SUB benefit payments. SUB benefit payments will not be used to reduce accumulated employment benefits such as vacation leave or severance pay. Employees do not have a right to SUB benefit payments except during the period of leave as specified in this clause. SUB benefit payments are financed through the general revenues of the Employer and the employee has no claim on any assets of the Employer or otherwise with respect to the payment of SUB benefits. b) The employee shall give the Employer four (4) weeks' notice, in writing, of the day upon which they intend to commence their leave of absence, unless impossible. c) An employee who intends to resume their employment on the expiration of the leave of absence granted to them under this article shall so advise the Employer at least four (4) weeks in advance of their intention to do so. Where requested by the Employer, the employee shall provide a medical certificate confirming that they are capable of returning to work. Collective Agreement 2023-2025 Page 34 of 52 Page 246 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 d) Parental Leave The Employer will abide by the requirement as set out in legislative requirements. For greater certainty, Article 22.05 (a) applies to parental leave on the same basis as those on pregnancy leave. The twenty (20) week SUB benefit can be taken during pregnancy leave, parental leave or a combination thereof. e) "SUB" Benefit Maximum The "SUB" Benefit maximum period shall be twenty (20) weeks in combination between Pregnancy and Parental Leaves. No employee shall receive more than twenty (20) weeks "SUB" Benefit. ARTICLE 23 —WAGES AND ALLOWANCES 23.01 Wage/Salary Administration a) The Employer shall pay permanent employees the wages/salary as described in the attached wage schedules. Wages shall be paid bi-weekly. b) Upon appointment to a bargaining unit position that represents a promotion, an employee's wage shall be set at that step in the range for the new position that represents the wage that is closest, and not less than the employee's current wage. 23.02 Automobile Allowance The Employer will pay an employee who is required by the Employer to use their personal automobile for Employer business, an automobile allowance in accordance with the rate established from time to time by the Employer. 23.03 Clothing and Boot Allowance a) Employees holding a position within section "C" and "D" of Article 3.07 - Position Categories Schedule except for employees identified in Article 23.03 c) shall be required to purchase uniform clothing from an Employer approved list and from an employer approved vendor. The selection of uniform clothing shall be at the Employers sole discretion. Employees under this article shall be required to wear their uniform clothing during the performance of their duties at all times as a condition of employment. Employees included in this Article shall be reimbursed upon production of a receipt for the purchase of Safety Footwear. Footwear shall be a minimum of six (6) inches in height, with laces, CSA and Dielectric certification. Safety footwear must be worn and properly fastened as a condition of employment. CSA approved rubber and/or winter boots shall not be required to have laces but must be a minimum of six (6) inches in height. The maximum combined value of uniform clothing and boots shall not exceed five hundred dollars ($500) for each year of the Collective Agreement. Collective Agreement 2023-2025 Page 35 of 52 Page 247 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 Effective January 1, 2024 seven hundred dollars ($700) for each remaining year of the Collective Agreement. Employees are responsible for their choices and must ensure they select sufficient clothing to be dressed appropriately and recognizable to the public as Township Employees. Clothing shall have the employees name and Township logo on all uniform clothing with the exception of pants. The Employer shall be responsible for such costs. b) All employees holding a position within section "A" and "B" of Article 3.07 - Position Categories Schedule shall be provided a maximum allocation of two hundred and fifty ($250) dollars per year of the Collective Agreement to select Employer approved apparel. Effective January 1, 2024 three hundred dollars ($300) for each remaining year of the Collective Agreement. Employees may choose annually from an Employer produced catalogue only. Employees shall be reimbursed a maximum of two hundred ($200) dollars every twenty-four (24) months upon production of a receipt for the purchase of safety footwear where required for the bona fide occupational requirements of their position or as deemed necessary at the Employer's sole discretion. Footwear shall be a minimum of six (6) inches in height, with laces, CSA and Dielectric certification. Safety footwear must be worn and properly fastened as a condition of employment. The Employee shall adhere to the Township of Oro-Medonte's Corporate Attire Policy. All Employer issued clothing shall be embroidered with the Township of Oro- Medonte logo at the Employers cost. c) Municipal Law Enforcement Officers) Uniform: Municipal Law Enforcement Officers shall be provided the following Uniform clothing: 3 long sleeved shirts — annually 3 short sleeved shirts — annually 3 pairs long pants — annually 1 sweater— annually 1 winter coat — every two years The selection of uniform clothing shall be at the Employers sole discretion. Municipal Law Enforcement Officers shall be required to wear their provided uniform clothing during the performance of their duties at all times as a condition of employment. Collective Agreement 2023-2025 Page 36 of 52 Page 248 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 Municipal Law Enforcement Officers(s) shall be reimbursed a maximum of two hundred ($200) dollars upon production of a receipt for the purchase of military style safety footwear for each year of the Collective Agreement. Footwear shall be black, a minimum of six (6) inches in height, with laces, CSA and Dielectric certification. Safety footwear must be worn and properly fastened as a condition of employment. d) Safety Equipment The Employer agrees to provide sunglass safety eye wear, rain gear, gloves, insulated safety rubber boots and extra liners, hard hats, and high visibility safety wear consisting of jacket, coveralls/overalls, vests, to the employees who in the Employer's opinion require such items on a need be basis. Worn out safety equipment and/or clothing must be turned in to receive new at the discretion of the Supervisor. Employees shall only wear safety clothing and/or equipment that has been issued by the Employer. Employees are not permitted to purchase or wear any non-Employer issued safety equipment or clothing. 23.04 Temporary Transfers/Assignment Where an employee, at the request of the Employer, performs a higher rated job for an entire shift, the employee shall receive the next step in the Employees wage pay band for all hours worked in that higher rated job. Where an employee, at the request of the Employer, performs a higher rated job for an entire shift and is at the top of their wage pay band, the employee shall receive a premium of $2.00 per hour for all hours worked in that higher rated job. When an employee, at the request of the Employer, is temporarily assigned to a position paying a lower rate, their rate shall not be reduced. 23.05 Supervisors Assistant Employees whom, at the request of the Employer performs the role of "Supervisors Assistant", for a minimum of 4 or 5 hours based on either an 8 or 10 hour shift, shall be entitled to receive four ($4) dollars per hour in addition to their regular rate of pay for all hours worked in this role. The Employer in their sole discretion will determine the Employees eligibility for the role assignment. Employees assigned to the role of "Supervisors Assistant" shall not assign themselves an additional shift, call out (Article 17.05) and/or overtime, without first offering to eligible employees within their division. Collective Agreement 2023-2025 Page 37 of 52 Page 249 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 23.06 Payroll Advances The Employer shall endeavor to provide an employee with payroll advances that would ordinarily be received during the employee's scheduled vacation, provided the employee makes a written request for same to Human Resources at least twenty-one (21) days in advance of the commencement of the scheduled vacation such request shall not be unreasonable withheld. 23.07 Stand-By Pay Employees holding a position within Section "D" of Article 3.07 - Position Categories Schedule - Second (2n,) Tuesday of April to end of October It shall be mandatory for all employees deemed qualified by the Employer to have their name included in a stand-by rotation schedule. The Employer and Employees shall jointly create the stand-by rotation schedule. An employee with written permission from their Supervisor may exchange shifts with another qualified employee. Employees required to be available to work on the stand-by schedule and who are given a Township cell phone or pager and vehicle for this purpose, are expected to respond to the call and be on route to the reported incident within 30 minutes. During their scheduled stand-by rotation, employees shall abide by the following rules: a) Employees are expected to remain within proximity (approximately 30 kilometers) of the Township border; b) Employees must carry the cell phone with them at all times; c) The Township vehicle provided shall not be used for any purpose other than to drive to and from work and to respond to call-outs; d) Transportation of any persons not employed by the Township is prohibited in a Township vehicle; and, e) No consumption of alcoholic beverages or drugs. Employees who are working according to the stand-by schedule shall be paid a stand-by allowance of thirty dollars ($30) per weekday, forty dollars ($40) per day on weekends and public holidays (as outlined in Article 18.01). Weekdays and weekends are based on calendar days/weeks regardless of shift scheduling. Collective Agreement 2023-2025 Page 38 of 52 Page 250 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 23.08 Stand-By Pay Employees holding a position within Section "D" of Article 3.07 - Position Categories Schedule - Winter Operations It shall be mandatory for all employees deemed qualified by the Employer to be on stand-by for winter operations. While on winter operations it is understood that employees on stand-by are to respond in a timely fashion and in a fit condition having regard to weather conditions. The Employer retains the right to maintain a sufficient number of employees to meet operational requirements. Employees deemed qualified by the Employer to be on stand-by for winter operations may request a weekend or Statutory Holiday off from stand-by. Such request shall not be unreasonably denied. Employees deemed qualified by the Employer shall be paid a stand-by allowance of forty dollars ($40) per day on weekends and public holidays (as outlined in Article 18.01) and any days included in a Holiday Shutdown as authorized by Council. Weekdays and weekends are based on calendar days/weeks regardless of shift scheduling. 23.09 Stand-By Pay All other Employees excluding those holding a position within Section "D" of Article 3.07 - Position Categories Schedule Employees excluding those as specified who are deemed qualified by the Employer shall be scheduled in a mandatory stand-by rotation schedule. The Employer and Employees shall jointly create the stand-by rotation schedule. An employee, with permission from their Supervisor, may exchange shifts with another qualified employee. Employees required to be available to work on the stand-by schedule and who are given an Employer cell phone and vehicle for this purpose, are expected to respond to the call and be on route to the reported incident within 30 minutes. Where an Employee chooses to not take the Employer's vehicle home, the Employee is required to attend the work location to pick up an Employer's vehicle prior to reporting to the incident to investigate. During their scheduled stand-by rotation, Employees shall abide by the following rules: a) Employees are expected to remain within proximity (approximately 30 kilometers) of the Township border; b) Employees must carry the cell phone with them at all times; Collective Agreement 2023-2025 Page 39 of 52 Page 251 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 c) The Township vehicle provided shall not be used for any purpose other than to drive to and from work and to respond to call-outs; d) Transportation of any persons not employed by the Township is prohibited in a Township vehicle; and, e) No consumption of alcoholic beverages or drugs. Employees who are working according to the stand-by schedule shall be paid a stand-by allowance of thirty dollars ($30) per weekday, forty dollars ($40) per day on weekends and public holidays (as outlined in Article 18.01). Weekdays and weekends are based on calendar days/weeks regardless of shift scheduling. 23.10 Shift Premiums If an employee works a shift, the majority of whole hours fall outside the hours of 7:00 a.m. and 4:30 p.m., or an employee working during the day on weekends and/or statutory holidays, shall receive a shift premium of: One Dollar and fifty cents ($1.50) per hour, in addition to their regular hourly rate, for all hours in the shift. Shift premium is not payable in addition to overtime premium. At no time shall there be two shift premiums applicable at the same time. 23.11 Equipment Premiums Employees operating the backhoe, dozer, grader, float trailer, brusher arm, and/or excavator shall receive a premium of: Two dollars and seventy five cents ($2.75) Per hour while operating such equipment. The equipment premium shall only be applicable to employees holding the position of "Equipment Operator" and will be in addition to the shift premium if applicable. Where Article 23.09 is applicable, Article 23.04 is not. 23.12 Premiums applicable in Article 23 shall not be added to the hourly rate for the purposes of overtime calculations. 23.13 The Employer will commit to maintain a minimum of two (2) AZ Equipment Operators. Collective Agreement 2023-2025 Page 40 of 52 Page 252 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 ARTICLE 24 — BENEFITS 24.01 Benefits a) Life insurance Life Insurance benefit of two times (2x) times the Employee's annual basic earnings to a maximum of $400,000 to age 65, 50% of the amount in effect on 65th birthday to a maximum benefit of $10,000; dependent coverage for spouse to $10,000 and each child for $2,500. Life insurance benefit coverage. All Life insurance benefits coverage terminates at age 70. b) Accidental Death & Dismemberment Accidental death and dismemberment, where the level of benefit is dependent upon type of loss, but in no case exceeding two times (2x) times the Employee's annual basic earnings, or $100,000 whichever is less to age 65; c) Long-Term Disability Long-term disability insurance benefit of seventy-five percent (75%) of the Employee's monthly basic earnings to a maximum of$10,000 per month to age 65 d) Weekly Indemnity (Short Term Disability) Weekly Indemnity (short-term disability) insurance benefit of seventy-five percent (75%) of the Employee's weekly basic earnings to a maximum of $2,500 per week until long term disability benefits are applicable for a maximum of seventeen (17) weeks or to age 70 whichever is sooner; e) Prescription Drugs A $10.50 limit on dispensing fees for all prescription drugs on a pay direct system. A list of locations with dispensing fees under $10.50 shall be provided by the Employer at the renewal of each Collective Agreement. Mandatory Generic Drug Program unless brand drugs are specifically prescribed by a physician and indicated as "no substitution". f) Dental Insurance Benefit Dental expense insurance benefit at O.D.A. suggested fee schedule minus two (2) years on a pay direct system; Effective January 1, 2024 O.D.A suggested fee schedule minus one (1) year on a pay direct system. Basic Services: 100% of eligible charges; no maximum Major Services: 50% of eligible charges; $1 ,500 maximum per calendar year LZ-Orthodontic: 50% of eligible charges; lifetime maximum of$1 ,500 per year Collective Agreement 2023-2025 Page 41 of 52 Page 253 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 g) Chiropractic, Massage & Physiotherapy Therapy Benefits • Chiropractic Treatments — five hundred ($500.00) yearly, no deductible • Physiotherapy Treatments - five hundred ($500.00) yearly, no deductible • Massage Therapy — seven hundred and fifty ($750.00) yearly, no deductible h) Mental Health Practitioners Psychologists, licensed social workers, licensed family therapists, or family therapists who are active members of a recognized provincial association, licensed psychotherapists, or psychotherapists who are active members of a recognized provincial association up to a combined maximum of seven hundred & fifty ($750) yearly. i) Comprehensive Travel Benefits Comprehensive Travel benefit for trips of 60 days or less. $3,000,000 lifetime maximums. j) The responsibility rests solely with the Employee to complete all eligibility requirements of the carriers of benefits under this Collective Agreement. k) The Employer will have the right to select the carrier of its choice in respect to any of the benefits provided that in the event that any carrier is changed an equivalent level of benefits and the Employee eligibility will be maintained. Notice will be provided 60 days in advance of the change where possible. 1) The Employer's obligations under this article are limited to paying the premiums to secure the coverage's as listed in Article 24.01 . any issue as to the eligibility of benefits listed in Article 24.01 shall be between the employee and the insurance provider. Such matters shall not be a dispute between the Employee and Employer and therefore shall not be subject to the grievance and arbitration provisions of this agreement and no arbitrator appointed pursuant to this agreement or the Labour Relations Act shall have jurisdiction to deal with such disputes. m) All Health and Dental benefits coverage terminates at age 70 24.02 Retiree Benefits An Employee who retires from the Employer with an unreduced OMERS pension or who has been off on sick leave for twenty-four (24) months and has fifteen (15) years of service with the Employer will be allowed to enroll in the Employer's Retiree benefits program at his expense. Coverage of the benefits will be conditional on the Employee making periodic payments in advance in a manner satisfactory to the Employer. Collective Agreement 2023-2025 Page 42 of 52 Page 254 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 24.03 Pension All permanent and probationary employees shall be enrolled in the Ontario Municipal Employees Retirement System Plan ("OMERS"). However, this Article does not apply to those current employees who elected not to enroll in OMERS prior to April 20, 1994. 24.04 Employee Assistance Program All eligible, permanent employees and covered family members shall be enrolled in an Employee Assistance Program. The Employer shall, during the term of the current Collective Agreement, pay one hundred percent (100%) of the billed premiums. 24.05 Vision Care benefits Vision Care benefits consisting of: • Effective date of ratification -two hundred dollars ($200) per family member and • Effective January 1, 2024 two hundred and twenty five dollars ($225) per family member and • Effective January 1, 2025 two hundred and fifty ($250) dollars per family member • Up to one hundred dollars ($100) for an eye examination per twenty-four (24) month period per employee and each dependent not covered by OHIP. Vision Care Benefits shall be Self-Insured and Self-Administered by the Employer as per Human Resources Policy # POL-HR-5.03 which may be amended from time to time. Such benefits will not be diminished or reduced. 24.06 Critical Illness Benefit Critical illness Benefit ($2,000 lifetime maximum payable in the event of life threatening cancer, stroke or heart attack) shall be Self-insured and Self- Administered by the Employer as per Human Resources Policy # POL-HR-5.05 which may be amended from time to time. 24.07 Such benefits will not be diminished or reduced. Collective Agreement 2023-2025 Page 43 of 52 Page 255 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 ARTICLE 25 — TRAINING AND DEVELOPMENT 25.01 The Employer shall provide training it deems necessary for the purposes of development and/or succession planning. The selection of employees for training shall be made by the employer in their sole discretion. Corporate employee training required for the day to day performance of duties including but not limited to legislative and health and safety shall be provided to all applicable Employees as directed by the Employer. Employees may request training in writing detailing the training, costs, timing and potential benefits of the training. Should the Employee be denied the requested training, the Employer shall provide an explanation. The Employer's decision to grant or deny training is final and shall not be subject to grievance and arbitration provisions of this agreement and no arbitrator appointed pursuant to this agreement or the Labour Relations Act shall have jurisdiction to deal with such disputes. The Employees will have no loss of earnings while undertaking training. Training scheduled outside of working hours shall be done on the Employees own time and is not subject to overtime provisions. ARTICLE 26 — HEALTH AND SAFETY COMMITTEE 26.01 The Employer and the Union acknowledge their shared statutory obligation of maintaining a safe and healthy workplace environment. To that end, a Joint Health and Safety Committee shall be established. 26.02 Where it is deemed appropriate by the Health and Safety Committee that an employee receive preventative vaccination as a result of the working environment, any costs shall be borne by the employer. ARTICLE 27 — BULLETIN BOARD 27.01 For the purposes of posting Union notices and other lawful activities of trade Unions, the employer shall provide the Union with a bulletin board space at the following locations: Old Town Hall, North Yard, South Yard, Arena, Administration Building and Fire Head Quarters. A copy of all such notices shall be provided to Human Resources when posted. ARTICLE 28 — ALTERATION OR AMENDMENT 28.01 Any alteration or amendment of the Agreement shall be in writing, and shall be executed by both the Employer and the Union. Collective Agreement 2023-2025 Page 44 of 52 Page 256 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 ARTICLE 29 — AMALGAMATION OR MERGER 29.01 In the event the Corporation merges or amalgamates with any other body, the Employer undertakes to make every effort to ensure that: a) Employees shall be credited with all seniority rights with the new Employer. b) All service credits relating to vacation with pay, sick leave credits and other benefits shall be recognized by the new employer subject to the provisions of any labour contract in effect with the new Employer. c) Employee will not suffer a reduction in wages. The forgoing is subject to the applicable provisions of any Provincial legislation. ARTICLE 30 —JOB SECURITY 30.01 For the duration of this collective agreement, no member of the bargaining unit with five (5) or more years of seniority with the Employer shall be laid off as a result of the contracting out of work normally performed by members of the bargaining unit. ARTICLE 31 — RETROACTIVITY Retroactivity If the signing of this agreement takes place after the termination of the previous Collective Agreement, all those employees employed by the Employer on the date of signing of this Agreement shall receive full retroactive increase in pay. All other benefits and premiums shall become effective date of ratification unless otherwise noted. For the term of this Agreement any employee who retired between the termination of the previous Collective Agreement and the ratification of this Agreement shall receive full retroactive increase in pay. ARTICLE 32 — TERM OF AGREEMENT 32.01 This Agreement is effective from January 1, 2023 to December 31, 2025. 32.02 In the event that either party to this Agreement provides written notice of its desire to renew this Agreement, negotiations shall commence within fifteen (15) days of the notice, or at a time mutually agreed upon by the parties if such written notice is given within ninety (90) days of the expiry of the agreement. Collective Agreement 2023-2025 Page 45 of 52 Page 257 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 DATED at the Township of Oro-Medonte this 14t" day of June, 2023 THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE MAYOR (R. Greenlaw) CLERK (Yvonne Aubichon) CANADIAN UNION OF PUBLIC EMPLOYEES AND ITS LOCAL 2380-04 Teresa Falconi — Unit Chair Tammy Strangemore Kevin McNaughton Scott Blackhall — National Representative Collective Agreement 2023-2025 Page 46 of 52 Page 258 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 WAGE/SALARY SCHEDULE - effective January 01, 2023 Note: all wage increases become effective in the first pay period after the date which is noted. BAND POSITION STEP STEP STEP STEP STEP 1 2 3 4 5 8 Intermediate Planner $ 38.01 $ 39.91 $ 41.84 $ 43.73 $ 45.67 Environmental Services Analyst Environmental Services Technician Finance & Procurement Analyst Fleet& Heavy Equipment Technician 7 GIS Analyst $ 36.31 $ 38.13 $ 39.96 $ 41.81 $ 43.66 IT Technician Planner Plans Examiner/Building Inspector ,Septic Plans Examiner/Inspector Accounts Payable Clerk 6 Municipal Law Enforcement Officer $ 29.07 $ 30.54 $ 32.01 $ 33.49 $ 34.95 Permit Coordinator/Jr Plans Examiner Tax& Revenue Analyst AZ Equipment Operator 5 Facility Maintenance Technician $ 27.66 $ 29.04 $ 30.45 $ 31.82 $ 33.24 Website Information Coordinator Zoning Coordinator Equipment Operator IT Help Desk Technician 4 Parks & Facilities Operator $ 25.13 $ 26.39 $ 27.67 $ 28.92 $ 30.19 Records Clerk Senior Revenue Clerk Clerks Services Assistant Customer Service Representative Development Services Assistant Environmental Services Assistant Fire & Emergency Services Assistant 3 Municipal Law Assistant $ 23.90 $ 25.11 $ 26.30 $ 27.51 $ 28.72 Operations & Community Services Assistant- Recreation Operations & Community Services Assistant-Transportation Revenue Clerk ,Septic/Building,Septic/Building Assistant 2 Facility Maintenance/Custodian $ 22.74 $ 23.90 $ 25.03 $ 26.19 $ 27.33 Seasonal Municipal Law Enforcement 1 Parks & Facilities Labourer $ 20.54 $ 21.60 $ 22.63 $ 23.67 $ 25.56 Operations Labourer Collective Agreement 2023-2025 Page 47 of 52 Page 259 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 WAGE/SALARY SCHEDULE - effective January 01, 2024 Note: all wage increases become effective in the first pay period after the date which is noted. BAND POSITION STEP STEP STEP STEP STEP 1 2 3 4 5 8 Intermediate Planner $ 39.06 $ 41.01 $ 42.99 $ 44.93 $ 46.93 Environmental Services Analyst Environmental Services Technician Finance & Procurement Analyst Fleet& Heavy Equipment Technician 7 GIS Analyst $ 37.31 $ 39.18 $ 41.06 $ 42.96 $ 44.86 IT Technician Planner Plans Examiner/Building Inspector ,Septic Plans Examiner/Inspector Accounts Payable Clerk 6 Municipal Law Enforcement Officer $ 29.87 $ 31.38 $ 32.89 $ 34.41 $ 35.91 Permit Coordinator/Jr Plans Examiner Tax& Revenue Analyst AZ Equipment Operator 5 Facility Maintenance Technician $ 28.42 $ 29.84 $ 31.29 $ 32.70 $ 34.15 Website Information Coordinator Zoning Coordinator Equipment Operator IT Help Desk Technician 4 Parks & Facilities Operator $ 25.82 $ 27.12 $ 28.43 $ 29.72 $ 31.02 Records Clerk Senior Revenue Clerk Clerks Services Assistant Customer Service Representative Development Services Assistant Environmental Services Assistant Fire & Emergency Services Assistant 3 Municipal Law Assistant $ 24.56 $ 25.80 $ 27.02 $ 28.27 $ 29.51 Operations & Community Services Assistant- Recreation Operations & Community Services Assistant-Transportation Revenue Clerk ,Septic/Building,Septic/Building Assistant 2 Facility Maintenance/Custodian $ 23.37 $ 24.56 $ 25.72 $ 26.91 $ 28.08 Seasonal Municipal Law Enforcement 1 Parks & Facilities Labourer $ 21.10 $ 22.19 $ 23.25 $ 24.32 $ 26.26 Operations Labourer Collective Agreement 2023-2025 Page 48 of 52 Page 260 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 WAGE/SALARY SCHEDULE - effective January 01, 2025 Note: all wage increases become effective in the first pay period after the date which is noted. BAND POSITION STEP STEP STEP STEP STEP 1 2 3 4 5 8 Intermediate Planner $ 40.04 $ 42.04 $ 44.06 $ 46.05 $ 48.10 Environmental Services Analyst Environmental Services Technician Finance & Procurement Analyst Fleet& Heavy Equipment Technician 7 GIS Analyst $ 38.24 $ 40.16 $ 42.09 $ 44.03 $ 45.98 IT Technician Planner Plans Examiner/Building Inspector ,Septic Plans Examiner/Inspector Accounts Payable Clerk 6 Municipal Law Enforcement Officer $ 30.62 $ 32.16 $ 33.71 $ 35.27 $ 36.81 Permit Coordinator/Jr Plans Examiner Tax& Revenue Analyst AZ Equipment Operator 5 Facility Maintenance Technician $ 29.13 $ 30.59 $ 32.07 $ 33.52 $ 35.00 Website Information Coordinator Zoning Coordinator Equipment Operator IT Help Desk Technician 4 Parks & Facilities Operator $ 26.47 $ 27.80 $ 29.14 $ 30.46 $ 31.80 Records Clerk Senior Revenue Clerk Clerks Services Assistant Customer Service Representative Development Services Assistant Environmental Services Assistant Fire & Emergency Services Assistant 3 Municipal Law Assistant $ 25.17 $ 26.45 $ 27.70 $ 28.98 $ 30.25 Operations & Community Services Assistant- Recreation Operations & Community Services Assistant-Transportation Revenue Clerk ,Septic/Building,Septic/Building Assistant 2 Facility Maintenance/Custodian $ 23.95 $ 25.17 $ 26.36 $ 27.58 $ 28.78 Seasonal Municipal Law Enforcement 1 Parks & Facilities Labourer $ 21.63 $ 22.74 $ 23.83 $ 24.93 $ 26.92 Operations Labourer Collective Agreement 2023-2025 Page 49 of 52 Page 261 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 NOTES APPLICABLE TO WAGE/SALARY SCHEDULE It is mutually agreed and understood between the parties that, the criteria required to progress along the wage grid has been developed and the following notes apply to the application of the wage/salary schedule: 1. New employees shall be placed by the Employer. 2. There will be no automatic progression. 3. Progression shall be based on merit and shall be at the discretion of the Employer. 4. The Employer shall ensure all employees recognized under this Collective Agreement will receive the applicable negotiated wage/salary increases. 5. Performance Appraisals shall be completed by December 31st, of each calendar year. Collective Agreement 2023-2025 Page 50 of 52 Page 262 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 LETTER OF UNDERSTANDING — Benefits Between: THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE and THE CANADIAN UNION OF PUBLIC EMPLOYEES RE: BENEFITS - Sunlife Financial - Policy No.: 100951 The medical benefits and disability/life insurance benefits provided under this contract will be governed by and subject to all the terms and conditions of the insurance contracts entered into by the Township with the insuring agency. It is agreed that the Employer will have the right to negotiate the terms and conditions and/or select alternative plan carriers for any employer paid benefits, provided that the benefits are maintained at an equivalent level of benefits and that Employee eligibility will be maintained. In the event the Employer exercises their right to change insurance carriers, this Letter of Understanding will be updated identifying the most current carrier and benefit plan number. The responsibility rests solely with the Employee to complete all eligibility requirements of the carriers of benefits identified under this Collective Agreement. DATED at the Township of Oro-Medonte this 14t" day of June, 2023 THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE MAYOR (R. Greenlaw) CLERK (Yvonne Aubichon) CANADIAN UNION OF PUBLIC EMPLOYEES AND ITS LOCAL 2380-04 Teresa Falconi — Unit Chair Tammy Strangemore Kevin McNaughton Scott Blackhall — National Representative Collective Agreement 2023-2025 Page 51 of 52 Page 263 of 265 18.h) 2023-055: By-law to Authorize the Execution of an Agreement Betwee... Township of Oro-Medonte and CUPE Local 2380-04 LETTER OF UNDERSTANDING — Hours of Work — Feasibility Study Between: THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE and THE CANADIAN UNION OF PUBLIC EMPLOYEES Hours of Work — Employees in Column "A" and "B" of Article 3.07 - Position Categories Schedule The Employer commits to completing a feasibility review of a "Flexible Work Policy" to be completed prior to the year-end 2023. The Local Unit Chair shall have the opportunity to provide input into the feasibility review prior to its completion. DATED at the Township of Oro-Medonte this 14t" day of June, 2023 THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE MAYOR (R. Greenlaw) CLERK (Yvonne Aubichon) CANADIAN UNION OF PUBLIC EMPLOYEES AND ITS LOCAL 2380-04 Teresa Falconi — Unit Chair Tammy Strangemore Kevin McNaughton Scott Blackhall — National Representative Collective Agreement 2023-2025 Page 52 of 52 Page 264 of 265 20.a) 2023-056: Being a by-law to confirm the proceedings of the Council... The Corporation of the Township of Oro-Medonte By-Law No. 2023-056 Being a By-Law to Confirm the Proceedings of the Council Meeting held on Wednesday,June 14, 2023 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, June 14, 2023, 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 14th day of June, 2023. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk,Yvonne Aubichon Page 265 of 265