05 24 2023 Council Agenda The Township of Oro-Medonte
Council Meeting Agenda
Electronic Hybrid Meeting
,as
�4 Wednesday, May 24, 2023
Township of
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 249
Council Meeting Agenda - May 24, 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; (Zone 1 Water).
d) Robin Dunn, CAO; Derek Witlib, Director, Development Services re: Solicitor-
Client Privilege; Litigation affecting the municipality (Short Term Rentals).
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).
f) Donna Hewitt, Director, Corporate Services re: Aquisition/Disposition of Land
(2299 Highway 11 North).
5. Minutes of Council and Committees:
6 - 18 a) Minutes of Council meeting held on May 10, 2023.
19 - 22 b) Minutes of Special Council meeting held on Tuesday, May 16, 2023.
23 - 26 c) Minutes of Emergency Council meeting held on Tuesday, May 16, 2023.
Page 2 of 249
Council Meeting Agenda - May 24, 2023
27 - 55 d) Minutes of Heritage Committee meeting held on Monday, May 15, 2023.
6. Recognition of Achievements:
None.
7. Public Meetings:
None.
8. Deputations/Presentations:
56 - 65 a) 3:30 p.m. Deputation by Ted Beaton re: Request for Exception to Streetlight
By-law for the North Side of Shelswell Blvd.
66 - 78 b) 3:40 p.m. Presentation by Fiona Davis, General Manager, Real Tax;
Carolynn Kent, Operations Manager, Real Tax re: Tax Registration/Sale
Process.
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:
79 - 81 a) OCS2023-07: Justin Metras, Manager, Infrastructure and Capital Projects re:
Award of tender OCS2023-006 Pine Ridge Cul-de-Sac Reconstruction.
82 - 84 b) OCS2023-08: Karla Musso-Garcia, Manager of Operations re: Right of Way
Controls By-law update [Refer to 18b)].
85 - 94 c) DS2023-044: Andy Karaiskakis, Senior Planner re: Proposed Bill 97(Helping
Homebuyers, Protecting Tenants Act) and New Provincial Planning
Statement Changes and Impacts.
95 - 171 d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
172 - 187 e) CS2023-17: Donna Hewitt, Director, Corporate Services and Yvonne
Aubichon, Clerk re: Community Consultation Group.
12. Reports of Municipal Officers for Information Only:
188 - 190 a) ES2023-07: Michelle Jakobi, Director, Environmental Services re: User Fee
Streetlight Charges.
Page 3 of 249
Council Meeting Agenda - May 24, 2023
191 - 200 b) Vanessa Cooper, Social Media Coordinator/Corporate Executive Assistant;
Sherri Moore, Septic Inspector re: Lean 6 Sigma Continuous Improvement
Council Agenda.
201 - 242 c) CS2023-18: Vanessa Cooper, Social Media Coordinator/Corporate Executive
Assistant re: Corporate Project Update for March, April 2023.
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.
14. Announcements:
15. Consent Agenda:
None.
a) Announcements of Interest to the Public
16. Communications/Petitions:
243 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.
244 b) Correspondence dated May 8, 2023, from Steve Holdings Inc. re: Request
for repayment plan.
245 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.
17. Notice of Motions:
None.
18. By-Laws:
246 a) 2023-030: A By-law to Appoint Building Inspectors and to Repeal By-law
2022-081.
247 - 248 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.
Page 4 of 249
Council Meeting Agenda - May 24, 2023
19. Closed Session Items (Unfinished Items):
20. Confirmation By-Law:
249 a) 2023-041: Being a by-law to confirm the proceedings of the Council meeting
held on Wednesday, May 24, 2023.
21. Adjournment:
a) Motion to Adjourn.
Page 5 of 249
5.a) Minutes of Council meeting held on May 10, 2023.
The Township of Oro-Medonte
Council Meeting Minutes
T°unship°f Electronic Hybrid Meeting
Proud Heritage,Exciting Future
Wednesday, May 10, 2023 2:01 p.m.
2022-2026 Council
Present: Mayor Randy Greenlaw
Deputy Mayor Peter Lavoie
Councillor Lori Hutcheson
Councillor John Bard
Councillor David Clark
Councillor Robert Young
Regrets: Councillor Richard Schell
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, Tamara Obee, Director, Human Resources; Derek
Witlib, Director, Development Services; Nelly Morrow, Director, Finance/
Chief Financial Officer; Karla Musso-Garcia, Manager of Operations;
Justin Metras, Manger, Infrastructure and Capital Projects; Jenny Legget,
Communications and Public Relations Officer; Curtis Shelswell, Manager,
Chief Municipal Law Enforcement Officer; Roz Llewellyn, Manager,
Community Services; Janette Teeter, Supervisor, Clerk's Services/Deputy
Clerk; Jason Scharapenko, Information Technology Technician (IT);
All Council and staff participated via Zoom platform.
1. Call to Order - Moment of Reflection:
Mayor 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 13
Page 6 of 249
5.a) Minutes of Council meeting held on May 10, 2023.
Council Meeting Minutes — Wednesday, May 10, 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. C051023-1
Moved by Hutcheson, Seconded by Young
Be it resolved that the agenda for the Council meeting of Wednesday, May 10, 2023 be
received and adopted.
Carried.
Motion No. C051023-2
Moved by Lavoie, Seconded by Bard
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:
None declared.
Page 2 of 13
Page 7 of 249
5.a) Minutes of Council meeting held on May 10, 2023.
Council Meeting Minutes — Wednesday, May 10, 2023
4. Closed Session Items:
a) Motion to go In Closed Session.
Motion No. C051023-3
Moved by Bard, Seconded by Clark
Be it resolved that we do now go in Closed Session at 2.04 p.m. to discuss
• Solicitor-client privilege; Litigation affecting the municipality (Zone 1 Water); (Cannabis);
(Short Term Rentals);
• A position, plan, procedure, criteria or instruction to be applied to any negotiations
related to the municipality (Inter-Municipal Relationships).
Carried.
b) Motion to Rise and Report.
Motion No. C051023-4
Moved by Clark, Seconded by Lavoie
Be it resolved that we do now Rise at 3.07 p.m. and Report on the Closed Session Items 4
c) Robin Dunn, CAO re: Solicitor-client privilege; Litigation affecting the municipality (Zone 1
Water).
d) Robin Dunn, CAO re: Solicitor-client privilege; Litigation affecting the municipality
(Cannabis).
and that Closed Session Items 4
e) Robin Dunn, CAO; Derek Witlib, Director, Development Services re: Solicitor-client
privilege; Litigation affecting the municipality (Short Term Rentals).
f) Robin Dunn, CAO re: A position, plan, procedure, criteria or instruction to be applied to
any negotiations related to the municipality (Inter-Municipal Relationships)
be brought forward to Item 18 Closed Session Items (Unfinished Items).
Carried.
c) Robin Dunn, CAO re: Solicitor-client privilege; Litigation affecting the municipality
(Zone 1 Water).
The following staff were present: Robin Dunn, CAO; Yvonne Aubichon, Clerk; Donna
Hewitt, Director, Corporate Services; Michelle Jakobi, Director Environmental Services;
Shawn Binns, Director, Operations and Community Services; Jenny Legget,
Page 3 of 13
Page 8 of 249
5.a) Minutes of Council meeting held on May 10, 2023.
Council Meeting Minutes — Wednesday, May 10, 2023
Communications & Public Relations Officer; Brian Chung, Aird & Berlis LLP; Chris
Williams, Aird & Berlis LLP, Jason Scharapenko, Information Technology Technician
(IT).
Motion No. C051023-5
Moved by Young, Seconded by Hutcheson
Be it resolved
1. That the confidential verbal information presented by Robin Dunn, CAO, Brian Chung
and Chris Williams, Aird & Berlis LLP re: Solicitor-client privilege; Litigation affecting the
municipality (Zone 1 Water) be received.
2. That staff, specific Members of Council and legal Counsel proceed as directed by
Council.
Carried.
d) Robin Dunn, CAO re: Solicitor-client privilege; Litigation affecting the municipality
(Cannabis).
The following staff were present: Robin Dunn, CAO; Yvonne Aubichon, Clerk; Donna
Hewitt, Director, Corporate Services; Derek Witlib, Director Development Services;
Shawn Binns, Director, Operations and Community Services; Curtis Shelswell,
Manager, Municipal Law Enforcement Officer/Chief Municipal Law Enforcement Officer;
Jenny Legget, Communications & Public Relations Officer; Andrea Skinner, Aird &
Berlis LLP; Chris Williams, Aird & Berlis LLP; Jason Scharapenko, Information
Technology Technician (IT).
Motion No. C051023-6 -AL, r
Moved by Clark, Seconded by Bard
Be it resolved
1 . That confidential memorandum correspondence dated May 5, 2023 from Chris Williams
and Andrea Skinner, Aird & Berlis LLP and presented by Robin Dunn, CAO, Chris
Williams and Andrea Skinner, Aird & Berlis LLP re: Solicitor-client privilege; Litigation
affecting the municipality (Cannabis) be received.
2. That staff and legal counsel proceed as directed by Council.
Carried.
Page 4 of 13
Page 9 of 249
5.a) Minutes of Council meeting held on May 10, 2023.
Council Meeting Minutes — Wednesday, May 10, 2023
5. Minutes of Council and Committees:
a) Minutes of Council meeting held on April 26, 2023.
Motion No. C051023-7
Moved by Hutcheson, Seconded by Clark
Be it resolved that the draft minutes of the Council meeting held on Wednesday, April 26,
2023 be received and adopted as printed and circulated.
Carried.
6. Recognition of Achievements:
a) Karla Musso-Garcia re: Second Vice President — Karla Musso-Garcia, Manager of
Operations, Township of Oro-Medonte (representing Simcoe County Road Supervisors
Association).
Motion No. C051023-8
Moved by Lavoie, Seconded by Young
Be it resolved
1. That the press release from the Association of Ontario Road Supervisors (A.O.R.S.)
announcing the appointment of Karla Musso-Garcia, Manager of Operations, as Second
Vice President (representing Simcoe County Road Supervisors Association) be received.
2. That Karla Musso-Garcia be recognized under the Mayor's signature.
Carried.
7. Public Meetings:
None.
8. Deputations/Presentations:
a) Presentation by Inspector Coyer Yateman, Detachment Commander, Orillia
Detachment, Ontario Provincial Police (OPP) re: Quarter 1 (January, February, March
2023) Statistic Update.
Motion No. C051023-9
Moved by Young, Seconded by Lavoie
Be it resolved that the Presentation by Inspector Coyer Yateman, Detachment Commander,
Orillia Detachment, Ontario Provincial Police (OPP) re: Quarter 1 (January, February, March
2023) Statistic Update be received.
Carried.
Page 5 of 13
Page 10 of 249
5.a) Minutes of Council meeting held on May 10, 2023.
Council Meeting Minutes — Wednesday, May 10, 2023
b) Deputation by Scott Watson and Suzanne Dean of Canada Post re: Overview of Canada
Post, Post Master Provided Location in Warminster.
Motion No. C051023-10
Moved by Bard, Seconded by Hutcheson
Be it resolved that the Deputation by Scott Watson and Suzanne Dean of Canada Post re:
Overview of Canada Post, Post Master Provided Location in Warminster be received.
Carried.
c) Presentation by Stephen Slawuta, RC Strategies re: Township of Oro-Medonte Parks
and Recreation Master Plan.
Motion No. C051023-11
Moved by Clark, Seconded by Young
Be it resolved
1 . That the Presentation by Stephen Slawuta, RC Strategies re: Township of Oro-Medonte
Draft Parks and Recreation Master Plan be received.
2. That staff report back to Council following the public consultation on the draft plan.
Carried.
9. Identification From the Public of an Agenda Item of Interest:
None. A 'N
10.Open Forum:
Ten (10) individuals provided Open Forum comments with respect to Item 11 a).
Page 6 of 13
Page 11 of 249
5.a) Minutes of Council meeting held on May 10, 2023.
Council Meeting Minutes — Wednesday, May 10, 2023
11.Reports of Municipal Officers for Action:
a) OCS2023-06, Shawn Binns, Director Operations and Community Services re: Line 15
North Traffic Calming - Pilot Project Review.
Council consented to allow additional questions from members of the public.
Nine (9) individuals presented additional questions/comments with respect to this item.
Motion No. C051023-12
Moved by Lavoie, Seconded by Hutcheson
Be it resolved
1. That OCS2023-06, Shawn Binns, Director Operations and Community Services re: Line
15 North Traffic Calming - Pilot Project Review be received and adopted.
2. That Council support the recommended changes to remove the directional closure and
re-configure the traffic calming as outlined in OCS2023-06 for implementation as soon as
feasible.
3. That staff bring forward the requisite amendments to Traffic By-laws for Council's
ratification.
4. That staff continue to review effectiveness of the revised measures and report back to
Council through the monthly project update report.
5. That staff continue to liaise with the City of Orillia to address growth and traffic planning
impacts and report back to Council prior to the end of 2023.
Carried.
b) Robin Dunn, CAO; and Tamara Obee, Director, Human Resources re: Township of Oro-
Medonte, Council Remuneration.
Motion No. C051023-13
Moved by Bard, Seconded by Clark
Be it resolved
1. That the correspondence dated March 27, 2023 from ML Consulting and presented by
Robin Dunn, CAO; and Tamara Obee, Director, Human Resources re: Township of Oro-
Medonte, Council Remuneration be received.
2. That the Deputy/Ward Councillor combined salary in the amount of $37,237.00 be
approved effective January 1, 2023, plus Cost of Living Adjustment.
3. That Orillia & Lake Country Tourism be added to Section 5.4.1 of Schedule A of the
Remuneration By-Law.
4. That the Director, Human Resources proceed accordingly.
Carried.
Page 7 of 13
Page 12 of 249
5.a) Minutes of Council meeting held on May 10, 2023.
Council Meeting Minutes — Wednesday, May 10, 2023
Motion No. C051023-14
Moved by Clark, Seconded by Young
Be it resolved
1. That the verbal information presented by Robin Dunn, CAO; and Tamara Obee,
Director, Human Resources re: Council remuneration and benefits be received.
2. That the remainder of the discussion re: Item 4h) Solicitor-Client Privilege initially
discussed in closed session on April 26, 2023 (Compensation) and deferred to May 10
meeting on this matter now be brought forward for consideration in open session.
3. That a schedule be added to the Council Remuneration By-Law to include OMERS
Pension, Health and Dental Benefits and Life Insurance.
4. That staff bring forth the revised by-law for Council consideration pending determination
of the 2023 Cost of Living Adjustment.
Carried.
W, N
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.
None.
14.Announcements:
The following members of Council provided Announcements: Mayor Greenlaw and
Councillor Hutcheson.
15.Consent Agenda:
a) Announcements of Interest to the Public:
1. Township of Oro-Medonte, Holiday Closure, Monday, May 22, 2023 for Victoria
Day.
2. Boots on Pedals Event, May 13, 2023.
3. Township of Oro-Medonte, Tourism Ambassador Certificate Program and Art
Trees Expansion.
Page 8 of 13
Page 13 of 249
5.a) Minutes of Council meeting held on May 10, 2023.
Council Meeting Minutes — Wednesday, May 10, 2023
b) Nottawasaga Valley Conservation Authority, Minutes of March 24, 2023 meeting and
Highlights of April 28, 2023 meeting.
Staff Recommendation: Receive for Information Only.
c) Minutes of Lake Simcoe Region Conservation Authority meeting held on March 24,
2023.
Staff Recommendation: Receive for Information Only.
d) Minutes of Orillia Public Library meeting held on April 19, 2023.
Staff Recommendation: Receive for Information Only.
e) Minutes of Barrie Public Library Board Meeting held on February 23, 2023.
Staff Recommendation: Receive for Information Only.
f) Correspondence dated May 3, 2023 from Enbridge Gas Inc. re: Location Charges.
Staff Recommendation: Receive for Information Only.
Motion No. C051023-15
Moved by Hutcheson, Seconded by Young
Be it resolved that the staff recommendation with respect to the items listed under "Consent
Agenda Correspondence" be adopted as printed:
a) Announcements of Interest to the Public:
1 . Township of Oro-Medonte, Holiday Closure, Monday, May 22, 2023 for Victoria Day.
2. Boots on Pedals Event, May 13, 2023.
3. Township of Oro-Medonte, Tourism Ambassador Certificate Program and Art Trees
Expansion.
b) Nottawasaga Valley Conservation Authority, Minutes of March 24, 2023 meeting and
Highlights of April 28, 2023 meeting.
Received for Information Only.
c) Minutes of Lake Simcoe Region Conservation Authority meeting held on March 24, 2023.
Received for Information Only.
d) Minutes of Orillia Public Library meeting held on April 19, 2023.
Received for Information Only.
e) Minutes of Barrie Public Library Board Meeting held on February 23, 2023.
Received for Information Only.
f) Correspondence dated May 3, 2023 from Enbridge Gas Inc. re: Location Charges.
Received for Information Only.
Carried.
Page 9 of 13
Page 14 of 249
5.a) Minutes of Council meeting held on May 10, 2023.
Council Meeting Minutes — Wednesday, May 10, 2023
16.Communications/Petitions:
None.
17.Notice of Motions:
None.
18.By-Laws:
a) 2023-032: A By-law to Amend By-law No. 2023-009, Being a By-law to Appoint
Municipal Law Enforcement Officers/Provincial Offences Officers. "Appointment By-law".
Motion No. C051023-16
Moved by Young, Seconded by Lavoie
Be it resolved that By-Law No. 2023-032
a) 2023-032: A By-law to Amend By-law No. 2023-009, Being a By-law to Appoint
Municipal Law Enforcement Officers/Provincial Offences Officers. "Appointment By-law";
be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed
by the Mayor.
Carried.
b) 2023-033: A By-law to authorize the Sale of Surplus Land described as Part Lot 21, Con
5 Oro (as in Oro14028 except Oro18577) (2299 Highway 11 North), now in the Township
of Oro-Medonte, County of Simcoe.
Motion No. C051023-17
Moved by Young, Seconded by Lavoie
Be it resolved that By-Law No. 2023-033
b) 2023-033: A By-law to authorize the Sale of Surplus Land described as Part Lot 21, Con
5 Oro (as in Oro14028 except Oro18577) (2299 Highway 11 North), now in the Township
of Oro-Medonte, County of Simcoe; be respectfully denied.
Carried.
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5.a) Minutes of Council meeting held on May 10, 2023.
Council Meeting Minutes — Wednesday, May 10, 2023
19. Closed Session Items (Unfinished Items):
a) Motion to go In Closed Session.
Motion No. C051023-18
Moved by Bard, Seconded by Lavoie
Be it resolved that we do now go in Closed Session at 6.57 p.m. to discuss
• Solicitor-client privilege; Litigation affecting the municipality (Short Term Rentals);
• Position, plan, procedure, criteria or instruction to be applied to any negotiations
related to the municipality (Inter-Municipal Relationships).
Carried.
b) Motion to Rise and Report. 4e
Motion No. C051023-19
Moved by Young, Seconded by Clark
Be it resolved that we do now Rise at 7.38 p.m. and Report on the Closed Session
Items 4
e) Robin Dunn, CAO; Derek Witlib, Director, Development Services re: Solicitor-client
privilege; Litigation affecting the municipality (Short Term Rentals).
f) 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.
lqqr*) IN
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5.a) Minutes of Council meeting held on May 10, 2023.
Council Meeting Minutes — Wednesday, May 10, 2023
e) Robin Dunn, CAO; Derek Witlib, Director, Development Services re: Solicitor-client
privilege; Litigation affecting the municipality (Short Term Rentals).
The following staff were present: Robin Dunn, CAO; Yvonne Aubichon, Clerk; Donna
Hewitt, Director, Corporate Services; Derek Witlib, Director Development Services;
Shawn Binns, Director, Operations and Community Services; Curtis Shelswell,
Manager, Municipal Law Enforcement Officer/Chief Municipal Law Enforcement
Officer; Jenny Legget, Communications & Public Relations Officer; Meaghan Barrett,
Aird & Berlis LLP; Chris Williams, Aird & Berlis LLP.
Motion No. C051023-20
Moved by Young, Seconded by Bard
Be it resolved
1 . That confidential memorandum correspondence dated May 3 2023 from Aird & Berlis
LLP and presented by Robin Dunn, CAO, Chris Williams and Meaghan Barrett, Aird &
Berlis LLP re: Solicitor-client privilege; Litigation affecting the municipality (Short Term
Rentals) be received.
2. That staff and legal counsel proceed as directed by Council.
Carried.
f) Robin Dunn, CAO re: A position, plan, procedure, criteria or instruction to be applied
to any negotiations related to the municipality (Inter-Municipal Relationships).
The following staff were present: Robin Dunn, CAO; Yvonne Aubichon, Clerk; Donna
Hewitt, Director, Corporate Services; Derek Witlib, Director Development Services;
Shawn Binns, Director, Operations and Community Services; Michelle Jakobi, Director,
Environmental Services.
Motion No. C051023-21
Moved by Lavoie, Seconded by Hutcheson
Be it resolved that the confidential verbal information presented by Robin Dunn, CAO re: A
position, plan, procedure, criteria or instruction to be applied to any negotiations related to
the municipality (Inter-Municipal Relationships) be received.
Carried.
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5.a) Minutes of Council meeting held on May 10, 2023.
Council Meeting Minutes — Wednesday, May 10, 2023
20.Confirmation By-Law:
a) 2023-034: Being a by-law to confirm the proceedings of the Council meeting held on
Wednesday, May 10, 2023.
Motion No. C051023-22
Moved by Clark, Seconded by Young
Be it resolved that By-Law No. 2023-034: Being a by-law to confirm the proceedings of the
Council meeting held on Wednesday, May 10, 2023 be read a first, second and third time,
passed, be engrossed by the Clerk, signed and sealed by the Mayor.
Carried.
21.Adjournment:
a) Motion to Adjourn.
Motion No. C230510-23
Moved by Lavoie, Seconded by Hutcheson
Be it resolved that we do now adjourn at 7.41 p.m.
Carried.
Mayor, Randy Greenlaw Clerk, Yvonne Aubichon
Page 13 of 13
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5.b) Minutes of Special Council meeting held on Tuesday, May 16, 2023.
�- 1 The Township of Oro-Medonte
wnshipo�4 Special Council Meeting Minutes
�To
h Electronic Hybrid Meeting
Proud Heritage,Excitireq Future
Tuesday, May 16, 2023 1:34 p.m.
2022-2026 Council
Present: Mayor Randy Greenlaw
Deputy Mayor Peter Lavoie
Councillor Lori Hutcheson
Councillor David Clark
Councillor Richard Schell
Councillor Robert Young
Regrets: Councillor John Bard
Staff Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna
Present: Hewitt, Director, Corporate Services; Derek Witlib, Director, Development
Services; Jenny Legget, Communications and Public Relations Officer
Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Jason
Scharapenko, Information Technology Technician (IT)
All Council and staff participated via Zoom platform.
1. Call to Order - Moment of Reflection:
Mayor 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
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
Page 1 of 4
Page 19 of 249
5.b) Minutes of Special Council meeting held on Tuesday, May 16, 2023.
Special Council Minutes — Tuesday, May 16, 2023.
commitment begins with acknowledging the Truth so that we can move forward together
towards Reconciliation.
Motion No. SC230516-1
Moved by Clark, Seconded by Lavoie
Be it resolved that Rule 4.3.1 , Electronic Meeting Participation, as per the consolidated
Procedural By-law No. 2017-165, be suspended in order to allow required remote
attendance.
Carried.
2. Adoption of Agenda:
a) Motion to Adopt the Agenda.
Motion No. SC230516-2
Moved by Schell, Seconded by Young
Be it resolved that the agenda for the Special Council meeting of Tuesday, May 16, 2023 be
received and adopted.
Carried.
3. Disclosure of Pecuniary Interest:
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.
4. Closed Session Items:
a) Motion to go In Closed Session.
Motion No. SC230516-3
Moved by Lavoie, Seconded by Clark
Be it resolved that we do now go in Closed Session at 1 .38 p.m. to discuss
• litigation affecting the municipality (Short Term Rentals).
Carried.
Page 2 of 4
Page 20 of 249
5.b) Minutes of Special Council meeting held on Tuesday, May 16, 2023.
Special Council Minutes — Tuesday, May 16, 2023.
b) Motion to Rise and Report.
Motion No. SC230516-4
Moved by Clark, Seconded by Lavoie
Be it resolved that we do now Rise at 2.07 p.m. and Report on the Closed Session Item 4
c) Robin Dunn, CAO; Derek Witlib, Director, Development Services re: Litigation affecting
the municipality (Short Term Rentals).
Carried.
c) Robin Dunn, CAO; Derek Witlib, Director, Development Services re: 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 and did not
discuss or vote on this item.
The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne
Aubichon, Clerk; Donna Hewitt, Director, Corporate Services; Derek Witlib, Director,
Development Services; Jenny Legget, Communications and Public Relations Officer; Jason
Scharapenko, Information Technology Technician (IT) .
Motion No. SC230516-5
Moved by Young, Seconded by Hutcheson
Be it resolved
1. That confidential verbal information presented by Robin Dunn, CAO, and Derek Witlib,
Director, Development Services: Litigation affecting the municipality (Short Term Rentals)
be received.
2. That staff and legal counsel continue to proceed with the leave to appeal as directed by
Council.
Carried.
Page 3 of 4
Page 21 of 249
5.b) Minutes of Special Council meeting held on Tuesday, May 16, 2023.
Special Council Minutes — Tuesday, May 16, 2023.
5. Confirmation By-Law:
a) 2023-035: Being a by-law to confirm the proceedings of the Special Council meeting
held on Tuesday, May 16, 2023.
Motion No. SC230516-6
Moved by Lavoie, Seconded by Young
Be it resolved that By-Law No. 2023-035: Being a by-law to confirm the proceedings of the
Special Council meeting held on Tuesday, May 16, 2023 be read a first, second and third
time, passed, be engrossed by the Clerk, signed and sealed by the Mayor.
Carried.
6. Adjournment:
a) Motion to Adjourn.
Motion No. SC230516-7
Moved by Hutcheson, Seconded by Schell
Be it resolved that we do now adjourn at 2.09 p.m.
Carried.
Mayor, Randy Greenlaw Clerk, Yvonne Aubichon
Page 4 of 4
Page 22 of 249
5.c) Minutes of Emergency Council meeting held on Tuesday, May 16, 2023.
�- 1 The Township of Oro-Medonte
Emergency Council Meeting Minutes
T°unship°f Electronic Hybrid Meeting
Proud Heritage,Excitireq Future
Tuesday, May 16, 2023 2:10 p.m.
2022-2026 Council
Present: Mayor Randy Greenlaw
Deputy Mayor Peter Lavoie
Councillor Lori Hutcheson
Councillor David Clark
Councillor Richard Schell
Councillor Robert Young
Regrets Councillor John Bard
Staff Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna
Present: Hewitt, Director, Corporate Seri .as; Shawn Binns, Director, Operations
and Community Services; Derek Witlib, Director, Development Services;
Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Jason
Scharapenko, IrformaVon Technology Technician (IT)
All Council A staff participated 'a Zoom platform.
1. Call to Order - Mor,pnt L -'eflection:
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
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
Page 1 of 4
Page 23 of 249
5.c) Minutes of Emergency Council meeting held on Tuesday, May 16, 2023.
Emergency Council Meeting Minutes — Tuesday, May 16, 2023.
commitment begins with acknowledging the Truth so that we can move forward together
towards Reconciliation.
Motion No. EC230516-1
Moved by Hutcheson, Seconded by Young
Be it resolved that Rule 4.3.1, Electronic Meeting Participation, as per the consolidated
Procedural By-law No. 2017-165, be suspended in order to allow required remote
attendance.
Carried.
2. Adoption of Agenda:
a) Motion to Adopt the Agenda.
Motion No. EC230516-2
Moved by Young, Seconded by Clark
Be it resolved that the agenda for the Emergency Council meeting of Tuesday, May 16, 2023
be received and adopted.
Carried.
3. Disclosure of Pecuniary Interest: Wl
None.
4. Closed Session Items
a) Motion to go In Closed Session.
Motion No. EC230516-3
Moved by Schell, Seconded by Lavoie
Be it resolved that we do now go in Closed Session at 2.16 p.m. to discuss
• A position, plan, procedure, criteria or instruction to be applied to any negotiations related
to the municipality (Inter-Municipal Relationships).
Carried.
Page 2 of 4
Page 24 of 249
5.c) Minutes of Emergency Council meeting held on Tuesday, May 16, 2023.
Emergency Council Meeting Minutes — Tuesday, May 16, 2023.
b) Motion to Rise and Report.
Motion No. EC230516-4
Moved by Clark, Seconded by Schell
Be it resolved that we do now Rise at 2.58 p.m. and Report on the Closed Session Item
4c) 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.
c) Robin Dunn, CAO re: A position, plan, procedure, criteria or instruction to be applied to
any negotiations related to the municipality (Inter-Municipal Relationships).
The following staff were present: Robin Dunn, Chie' ,-administrative Officer; Yvonne
Aubichon, Clerk; Donna Hewitt, Director, Corporate Services; Derek Witiib, Director,
Development Services; Jenny Legget, Communication r a Public Relations Officer; Jason
Scharapenko, Information Technology Technicia, 'T'
Motion No. EC230516-5
Moved by Hutcheson, Seconded by Young
Be it resolved that the confiential verbal information presented by Robin Dunn, CAO re: A
position, plan, procedure, ,riteria or instruction to be applied to any negotiations related to
the municipality (Inter-Municipal Relationships) be received.
Carried.
5. Confirm .,on By-Lae
a) 2023-040: Being a by- w to confirm the proceedings of the Emergency Council meeting
held on Tuesday, Mp 6, 2023.
Motion No. EC23051 t,-6
Moved by Lavoie, Seconded by Hutcheson
Be it resolved that By-Law No. 2023-040: Being a by-law to confirm the proceedings of the
Emergency Council meeting held on Tuesday, May 16, 2023 be read a first, second and
third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor.
Carried.
Page 3 of 4
Page 25 of 249
5.c) Minutes of Emergency Council meeting held on Tuesday, May 16, 2023.
Emergency Council Meeting Minutes — Tuesday, May 16, 2023.
6. Adjournment:
a) Motion to Adjourn.
Motion No. EC230516-7
Moved by Lavoie, Seconded by Clark
Be it resolved that we do now adjourn at 3.00 p.m.
Carried.
Mayor, Randy Greenlaw Clerk, Yvonne Aubici, a
Page 4 of 4
Page 26 of 249
5.d) Minutes of Heritage Committee meeting held on Monday, May 15, 2023.
The Township of Oro-Medonte
T Heritage Committee Meeting Minutes
Township of
to Council Chambers
Proud Heritage,Exciting Future
Monday, May 15, 2023 6:30 p.m.
Present: Mayor Randy Greenlaw
Councillor Lori Hutcheson, Co-Chair
Jessica Allen
Robert Bayley
Ruth Fountain
Dorothy Moore
Kayla Thibeault
Victoria Veenstra
Regrets: Councillor Richard Schell, Chair
Staff Present: Catherine McCarroll, Intermediate Planner; Janette Teeter, Supervisor,
Clerk's Services/Deputy Clerk
, 1:
Councillor Hutcheson (Co-Chair) assumed the Chair and called the meeting to order.
1. Agenda Approval:
a) Motion to Approve the Agenda.
Motion No. HC230515-1 it Akh
Moved by Fountain, Seconded by Thibeault
It is recommended that the agenda for the Heritage Committee meeting held on
Monday, May 15, 2023 be received and approved.
Carried.
2. Disclosure of Pecuniary Interest:
None declared.
Page 1 of 5
Page 27 of 249
5.d) Minutes of Heritage Committee meeting held on Monday, May 15, 2023.
Heritage Committee Minutes — Monday, May 15, 2023.
3. Approval of Minutes of Previous Meeting:
a) Minutes of Heritage Committee meeting held on Monday, April 17, 2023.
Motion No. HC230515-2
Moved by Bayley, Seconded by Moore
It is recommended that the draft minutes of Heritage Committee meeting held on
Monday, April 17, 2023 be received and approved as printed and circulated.
Carried.
0 Alt
4. Reports of Members of Committee/Municipal Officers:
a) Catherine McCarroll, Intermediate Planner; and Dorothy Moore, Committee Member re:
Update of the 100th Anniversary Celebrations for the Hawkestone Community Hall re:
Contribution Opportunities.
Motion No. HC230515-3
Moved by Allen, Seconded by Fountain
It is recommendedAOW
1 . That the verbal information presented by Catherine McCarroll, Intermediate Planner;
and Dorothy Moore, Committee Member re: Update of the 100th Anniversary
Celebrations for the Hawkestone Community Hall re: Contribution Opportunities to
be received.
2. That the applicant be advised accordingly under the Manager, Community Services'
signature.
Carried.
X N
b) Catherine McCarroll, Intermediate Planner re: Register of Heritage Listed and
Designated Properties.
Motion No. HC230515-4
Moved by Veenstra, Seconded by Bayley
It is recommended
1. That the information presented by Catherine McCarroll, Intermediate Planner re:
Register and Heritage Listed of Designated Properties be received.
2. And that the matter be brought back to the next Heritage Committee meeting for
further review.
Carried.
Page 2 of 5
Page 28 of 249
5.d) Minutes of Heritage Committee meeting held on Monday, May 15, 2023.
Heritage Committee Minutes — Monday, May 15, 2023.
c) Catherine McCarroll, Intermediate Planner re: Follow up re: Correspondence from Taylor
Liedtke of Ideas for the Oro African Church, Cemetery Signs and Wilberforce Street
Signs [from April 17,2023 Heritage Committee meeting].
The Committee consented to allow Mr. Liedtke to provide additional comments.
Motion No. HC230515-5
Moved by Thibeault, Seconded by Moore
It is recommended 'At
1. That the information presented by Catherine McCarroll, Intermediate Planner re:
Follow up re: correspondence from Taylor Liedtke of Ideas for the Oro African
Church, Cemetery Signs and Wilberforce Street Signs be received.
2. That it is recommended to Council that Staff report back to Council with proposed
signage design, location and funding options to recognize former Wilberforce Street.
Carried.
d) Dorothy Moore, Committee Member re: Request for Delegated Authority, Township
Heritage Books.
Motion No. HC230515-
Moved by Allen, Seconded by Veenstra
It is recommended
1. That the verbal information presented by Dorothy Moore, Committee Member re:
Request for Delegated Authority, Township Heritage Books be received.
2. That it is recommended to Council that the Heritage Committee be granted
delegated authority to distribute all Township Heritage Books as the Heritage
Committee deems fit to do so.
3. That the funds collected with a distribution of the books be retained for local heritage
matters/projects recommended by the Committee.
4. And further that this delegated authority is to be ratified through the Confirmation
By-Law at the May 24, 2023 Council meeting.
Carried.
Page 3 of 5
Page 29 of 249
5.d) Minutes of Heritage Committee meeting held on Monday, May 15, 2023.
Heritage Committee Minutes — Monday, May 15, 2023.
e) Kayla Thibeault Committee Member re: Update to 2024 Ontario Heritage Conference,
G raven h u rst.
Motion No. HC230515-7
Moved by Bayley, Seconded by Fountain
It is recommended that the information provided by Kayla Thibeault, Committee
Member re: Update to 2024 Ontario Heritage Conference, Gravenhurst be received.
Carried.
At
f) Catherine McCarroll, Intermediate Planner re: Ontario Heritage Conference, London,
Ontario, June 15-17, 2023.
Motion No. HC230515-8
Moved by Moore, Seconded by Thibeault f%h" A&
It is recommended that the correspondence presented by Catherine McCarroll,
Intermediate Planner re: Ontario Heritage Conference, London, Ontario, June 15-17,
2023 be received.
Carried.
5. Communications
a) Catherine McCarroll, Intermediate Planner re: Press Release, Township of Oro-Medonte
Tourism Ambassador Certificate Program Launch & Art Trees Expansion.
Motion No. HC230515-9'
Moved by Veenstra, Seconded by Allen
It is recommended that Township of Oro-Medonte Press Release presented by
Catherine McCarroll, Intermediate Planner re: Tourism Ambassador Certificate Program
Launch & Art Trees Expansion be received.
Carried.
6. Next Meeting Date:
Monday, June 19, 2023.
Page 4 of 5
Page 30 of 249
5.d) Minutes of Heritage Committee meeting held on Monday, May 15, 2023.
Heritage Committee Minutes — Monday, May 15, 2023.
7. Adjournment:
a) Motion to Adjourn.
Motion No. HC230515-10
Moved by Fountain, Seconded by Bayley
It is recommended that we do now adjourn at 8.27 p.m.
Carried.
Councillor Lori Hutcheson, Co-Chair Janette Teeter, Deputy Clerk
Page 5 of 5
Page 31 of 249
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the cairn that had wrong information on
it.
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The Black families that settled in OroCD
were not part of the Underground
Railroad and were free people (more on
next slide.)
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Wilberforce Street (Line 1) does not run rn
to village of Shanty Bay as it shows on
the plaque. w AaA d CD
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1 would suggest it be removed so it
doesn't confuse visitors to the site. The
plaque on the back of the cairn could Q
move to its place.
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This is from my Grandmother's book called "The Oro African Church:' It is edited by Tim Crawford cn
and was published by the Township of Oro-Medonte in 1999. It says that the first Black residents
were soldiers and were NOT part of the Underground Railroad. The County Of Simcoe website that
shows the history of the Black settlement makes no mention of the Underground Railroad: m
https://www.simcoe.ca/Archives/Pages/blacl<.aspx
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Was Oro
a Terminus for the Underground Railroadg
r ears it was local folk lore that Oro was part of the underground 0
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railroad. Original research by local secondary school teacher W. Allan 3
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Fisher suggested that the first Blacks to arrive were retired soldiers from
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Capt. Robert Runchey's Colour Corps.s Subsequent research by Elmvale
lawyer, Gary French clearly indicated that Black settlers were either from
this coloured corps or were mostly freemen from the Northern Unite Q
States. This research will be expanded in subsequent sections of this book.
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***UPDATE*** o
After having a meeting with Tim
Crawford, he feels the plaque should
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plate below it. n
It could say something like:
"It was later discovered that the Black rn
settlers who came to Oro were not
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linked to the Underground Railroad. ,;; , �, Via.,
Wilberforce Street was later renamed
Line 1:' 7,
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Not only is there a cemetery on the church property, but several books say there are two other
gravesites. One on Line 3 about 1 km south from the church on the West side of the road. The
other is on Line 4 also on the west side about 1 km south of Edgar. I feel there should be a sign at m
each spot to show that there were people buried in those areas.
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A sign similar to one of these could be put up on Township property near the two cemeteries. It
could say "This historic area of land contains an unmarked cemetery of former Black residents of
Oro-Medonte. Please be respectful." (Or something similar.)
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**UPDATE**
After meeting with Tim Crawford, he said the map in the Oro African Church book was incorrect and the
cemetery south of the church on Line 3 didn't exist. The cemetery on Line 4 did exist, but he was not sure if
anyone was buried there.
Maybe a sign mentioning the Line 4 cemetery could be added underneath the black and white sign located at
the church instead? o
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"An additional half-acre burial ground was located on Line 4—south of the village of Edgar."
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Wilberforce Street is mentioned many times in many books and on plaques around the church. Yet cn
there's no sign to show the historic area along Line 1 N (closer to the church). I am suggesting that
two signs be put up at the intersection of Old Barrie Road and Line 1 N. They could be like the ones
below and could say "Formerly Wilberforce Street." m
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References -r
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The Oro African Church. A History of the African Methodist Episcopal Church.
Edgar Ontario Canada. Edited by Tim Crawford. 1999 0
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3
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Men of Colour: An historical account of the Black settlement on Wilberforce Street 3
and in Oro Township, Simcoe County, Ontario, 1819-1949. By Gary E French a
Kith 'n Kin Township of Oro. Compiled and Edited by Joanna McEwen o
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THE COUNTY OF SIMCOE� " '
AND THE TOWNSHIP OF ORO
IN MEMORY OF
4 THE FOLLOWING FAMILIES WHO
WORSHIPPED AND ARE BURIED KERB
A BANKS MELON -41
BARBER -NAORRI S :q=;
f BUSH MUNRO
DARKMN-N PREBBLIE
.� EDDY SMITH
HANDY S-MOOTS
T-JARTNVELL ST. DANEY
VIAWK1N S SYLVAN
j.
'HF,R0 THOMAS
TNCKSON TI-jOMPSON
TENNINC, TURNER
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x Dedicated f6 fh rrscmary :off flit Black r � le �
fhis area. The first seftlers , rye soldiers a ` ap ; '
"Company of Coloured -_ hrler" Who' feugl ~
War of` 1812, The nexfi wave ,-. sefflers were free
the Northern U: S, They . iriifi Ily `set l d o;r wllb� rforce- Sfttef
worshipped in this church and were sled lr: .f'his
Y y ,
and nearby, -unmarked cemo�eries,:' i
If is with the highest esteem wee acknowledg s fhs ;challenge t
fhey accepted, the c6intrib ' ion t�he�y made to the evelapmSnf
of t-his community and their unique S�ilrltuallty.
Co-mmem6ra#ing the 150* " AnnivefteTy of thls lie* ,?a:gS' Ch,UT °
The Township of Card .mse odnte s.
lan Beard, MsyQr
ate"
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fj . � 3 r `..'•tf � .�'+s'2'y.**r�-, u� '-r 'yrp �4. ice"(' -i`r tit � tL t;.
THSAFRICAN METHODIST EPISCOPAL CHURCH OF ORO
S �-
L'EGLISE AFRICAN METHODIST EPISCOPAL D'ORO
CANADA
Built in 1849, this church is the last vestige of one of tV:
oldest African-Canadian settlements in Upper Canada. F5
at Oro, former members of the Loyalist militia from the Vti'ar
of 1812 established the' only Black community sponsore. }
the government. Free Blacks from the ,northern t Tr< <
State$ later joined them. Located in the (heart of .
and vulnerable region, the community guarded agar ►►
American invasion via Georgian Bay. This church is a
testament to the contribution of African Canadians to-the
settlement and defence of.Canada in the 19th century.
Erigee en 1849, cette eglise constitue le Bernier vestige d'un $ .
des plus anciens etablissemrients afro-canadiens du Haut-
Canada. Soule implantation noire parrainee par le �^
gouvernem�ent, la communaute d'Oro debuta on 1819 avec
i 1 arrivee d anciens miliciens loyalistes de la Guerre de
1812, auxquels se joignirent ensuite des Noirs affranchis du
nord des Etats=Unis. Situe au cceur dune region strategique,
mais vulnerable, cot etablisse"ment devait prevenir une
invasion americaine a partir de la baie Georgienne. Cette
eglise symbolise la contribution des Afro-Canadiens au
peuplement et a la defense du Canada au X1Xe siecle. `
Historic Sites and Monuments Board of Canada
Commission des lieux et monuments historiques du Canada
0ouvernewent du Canada
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HEESTABLISHMENT OF THE
OROAFRICAN SETTLEMENT
Blacks were only permitted to fi8 positions as Non-Commissioned Officers.Curiously, Compiled By.,Janie Cooper-Wilson
tack
although Richard Pierpoint was proficient in the use of the musket,tomahawk& soldiers l were capable of acting as as aem fbuffeor r in the event of a p ssible Ame Government.The seaso ed rrican
scalping knife and spoke several First Nations languages,he remained a Private attack on the capitol of York via Georgian Bay.Black laborers could be utitized to
throughout the War of 1812. clear large tracts of land in the wilderness of the Northern townships in advance
p
' r —- -— - of pending White settlement and it provided a convenient way to satisry _
disgruntled White citizens in the southern portion of the Province,who resented
the presence of Blacks in their midst.Subsequently,between 1819-1826,Black
P � ;
--. _ - - veterans began to settle along Wilberforce Street,Oro Township.
8l -k ie!ans ui butler's Rangers fought for Great Britain during the American
Revolution.This irregular Militia Unit,along with the Mohawk and other tribes
associated with the Iroquois Confederacy were instrumental in establishing
British control in Upper New York State,south of the Great Lakes.Butlers
Rangers were stationed at Fort Niagara when they were mustered out in 1784. Runchey's Corps of Colored Men was stationed at Fort George,opposite Fart Niagara,
when the Americans attacked below Queenston Heights in the early hours of October
13,1812.
MOHAWKS
CHIEFS �
The Rangers'commanding officer was Lieutenant Colonel John Butler.After the
American Revolution many of the Black Soldiers who served with him settled in the The Oro Black Settlement was the only Government sponsored Black settlement
Niagara Peninsula.Lieutenant Colonel Butler died at Newark.U.C.,now present-day The Corps and the Native Allies circled around to the heights above the enemy in the history of Canada,pre-dating the Wilberforce Settlement at Lucan,Biddulph
Niagara-on-the-Lake. advance and succeeded in driving the Americans back to the river,capturing 900 Township,by 11 years and the Elgin Settlement in Raleigh Township by 20 years.
enemy soldiers.The Colored Corps acted as Guard of Honor in General Brock's
Richard Pierpoint was one of the Rangers'Black soldiers who settled on a 200 acre funeral cortege,after he was killed in the Battle of Queenstun Heights. About 1845 Ore's Black settlers wanted their own Church. Later that year,a
Military Land Grant at Lots 13&14,Concession 6,Grantham Township,located at self-emancipated Maryland slave and fiery Preacher,Rev.Richard S.Sorrick
the centre of present-day St.Catharines,Ontario.His status as a Free Black man arrivedin the Settlementto minister to and guide thesetttem in theestablishment
with military experience,automaticatly secured his position as an important and of their awn House of Warship and agricultural practices.While in bondage Rev.
revered leader of the Niagara African community. Sorg ck had been imprisoned for preaching the Gospel to his fellow slav Rev
Sorrck remained in the Oro Settlement from 1845 1847 �S
Approximately,200 Blacks were residing in the Niagara District between 1806- � Hamilton,C.W.
1812,immediately prior to the outbreak of.the War of 1812.The African community
was uick to realize their lives and 1!he The Oro African Church was built at the corner of
q liberty were in grave peril.Richard Pierpoint
petitioned Major General Isaac Brock offering to raise an aft-Black Mifitia Unit to elate ws m:orrt.w.ronera present-day Line 3 and Old Barrie Road,on a one-acre
r parcel of and purchased from Noah Morris,a fellow
defend U.C.Initially,Brock denied the request. When the War of 1812 was over,Black veterans pressed the Government of U.C.to Black settler and a native of Connecticut.The original
honor the promise of Military Land Grants to all soldiers,who fought for the British, Deed,dated 1849,records Henry Montgomery,George I
Brock finally granted permission to raise a Black Incorporated Militia Unit in July regardless of their ethnic origin. In 1819 after much debate and with the Eddy,Henry St.Dennis,Luther Barber&Benjamin
1812.Captain,Robert Runchey of the 2nd.Flank Company,1 st.Lincoln Militia was endorsement of Lieutenant Governor,Sir Peregrine Maitland;the Government Johnston as the first Trustees.
the Commanding Officer, offered the Stack veterans land in Oro Township.
z' s
-war—o-y atrenuou cmmn rogemer,mumany mat—thodlststdeedd _
culmination from white congregants.In response,the black congregants of a Like other contemporary African-Canadian communities,the social and cut- apparently served the rest of his community an a drum,elder As Oro Town-
Methodist Episcopal church in Philadelphia formed their own church.In 1816, tarot life of Ora Township's black community was probably centered on its ship's population declined during the last decades of the 19th century so too
their leader,Reverend William Allen,held a conference with other black church,whose ministers served as the natural leaders of the community.Rev- did the congregation of the Oro African Church.By 1916,the church appears
church leaders that created an exclusively African-American denomination of erend R.S.W Sorrick,an AME Church minister who had bought his way out to have been declared abandoned by the BME Church,although serjeas may
Methodism,called the African Methodist Episcopal(AME)Church.This new cf slavery,served Oro Township's African-Canadian community between 1845 have continued there into the 1920s,and burials in the adjacent cemetery into
church quickly spread throughoutblack communities in the United States and and 1847,,probably around the rime that the community began to make plans the 1940s.The last member of the local African-Canadian—onoury to be
into Canada,where a Canadian Annual Conference of the AME was°stab- far establishing its own 6 11u,From 1863,the community was served by buried at the site appears to have been James Axon Thomp—,who died in
fished in 1640.In 1856.
'I HE FIRST BLACK settlers arrived in what is Bible,they cultivated the soil in the clearings and
ORO BLACK SETTLEMENT AND ENVIRONS 1819-1837 now Oro Township between about 1819 and 1826. grew crops such as oats,barley,corn,tumips,pota-
Theynwmberedaboutfivefamiliesand we..—of, toes and especially wheat,a cash crop.Later,they
Psxnnnsuisxsrve o I the first settlers to colonize the area.Roughly 27 built log houses typically consisting of one room
22 nines _ "^"
—� white families,mostly English immigrants,settled inwhich the family rooked,ate and slept.The set-
nearby along the Penetanguishens Road between tlers made most of their own clothing and house-
1 about 1819 and 1822,Many more Afriean-Canadi- hold items and supplemented the food they pro-
---_ 1� an families,about 33 in a1L arrived between 1828 dared by gathering wild fruit from the forest and
c wa-_ _w_�
— and 1831, by fishing and hunting game and wildfowl.When
_ - they could find the time,the men could earn extra
Due to changes in Upper Canada's land policies money or produce by hiring thernaelvro vat as 1,
in 1826,most later settlers were not granted land bourers.
ZE for free but purchased it from the t at
pure governmen
the highly discounted to of one shilling per acre Initially,the nearest grist mill to the African-Ca-
Q (a 75 per cent discount,since the provincial goy- Wadi,,settlement was at Holland Landing.To
�•. -,- ernmenthad recently valued lots in Oro at four reach[,°mill most of the settlers would have had
a,m u,de hr
EDyAR shillings an acre).Rather than being settled along to haul their grain by foot or ox cart as much as
Wi1L.erforce Street,later black settlers were located 10 miles to Kempenfcldt then transport it by boat
E R"T DA S ON m° �1 , iur of Oru Township in au area across Lake Shoo-to Holland Landin an add,
I
I^ Iwnna':coraasl �.. °l+nunRGno n,urr �._
P -Wilson _ _ foy ea,ni•.anxcl roughly centred on what became the Old Barrie tional 10 hours,before returning with their flour,
ones Black Road, and the village of Edgar. probably on the following day.
_pssible American _ 1
Uld be utilized to
ad ^� In 1854 tyre nshipas in s, Most African-Canadian settlers would have Regular church
e t w y t° tisty - wservices would not have been aryegian
¢n118who resented reached the township by travelling north from available to the African-Canadian settlers until more_gOSef
1q-1g26. Toronto u Yon a Street, babl y ou foot or b ISaS
p p g pro y y ,when English-Canadian settler Peter White
Oro Township. I'
oxcart Where Yonge Street ended on the marshy established a Methodist church on his property
-- -- -�`— banksofthe Holland Rive,,thesehlerswouldhave at the in rsechon of the Penetanguishene Road /
boarded,bateaux or sloop tocross Lake Simcoc to and what would become the Old Barrie Road-
-- KeuH,mfeldt,the go—o—L-lion at the south- as much as a^eight-hour round hip.The closest
end of the Penetanguishene Road.After 1825, markets for their produce were at Holland Land-
•° the Id als°have reached Kempen(eldk along, ing and the military base at Penetangrrishene,both
®•� •• 6�ke I— �` Gt1tHRIE road that had just been cleared through the bush about a two-day round trip.
CROW i J® around tl _t m side of Lake Sun,—They
HILLwould h 1 ed their lots by tin Hio,along The closest 1 store was about o two hour
genera 1h
_ — Gre t'r g h ne Road and some of the First walk away.Since cash was scarce,many settlers Fu9tt yep sl bOn°/me
Nad t I,j ,,eye that could take as much would have paid for goods and services in barter. sev'¢rna alT Aq
nt sponsor°.t ucar gidd air h _a �_ as four hours Once at their lots,the settlers first At[he general stores it was common for settlers to �oat�a °r
e settle Township M 1g Vs xa x c k'"� ——
'II on6nrry rh ntl l
Nale9 : �— L_ had to build,temporary shelter usually,shanty obtain goods throughout the year on credrtagainst °[itch
u oix
n
hat Year.a roan/roxorvro `` -
kamr t ssmuer ` of logs with a bark of,without windows or fire. the coming harvest,and debt was very c
¢wn GM1urch. Sorrick ` i 1 mmon.
°
ey.Btchard 5'I�snmenr _____ ___ .__ _____ __ Place,and only ablanket asadoor.
¢ocher.rr In the°slab 9e peV. KEMPENFELOT I
¢the sehlerWhlle In belaves
pr-ochres.his teltow z v�n9 r A survey by deputy provincial surveyor Samu-
SNANIYaAV For black settlers,like other pioneers,receiving el Leslie Richardson in June of 1831 showed that
e Gazpelt jguq,betoro m xuaal -i full ownership of their land was conditional on abnut39hlackfamLlieslivedin Oro iownshi
p[gag wn p,with
' m I ompleting settlement duties specified b the peop
ogoasa¢nx
N. xuacx �snip[ cx I ' ermn pert Y goy- a total population of olio[90 to 100 le.Most
r ®su ent,including clearing part of the',land and of the black settlers were very
°^¢'a`re woven rnnPwnw-, snwmiu sraues n tvut a.nwe. ---- axon H LAKE SIMCCE ro poor"but aev¢o-
Aono isn nstr"'I a house.Po,many,cumpletlng these al;'Richardsonwrote"should they be successful
,%clot^xl vosromc[ sclno1.xousr camuiu sm,sas rmuxe now °r du[iea took a %sometimes decades.They felled in harvesting their It ,I believe would become ry Georoe A L y ar
lamm ^ trees by hand,usually with axes As soon as pos- useful settlers" e
,I d
O d
3C
HOW THE ORO AFRICAN CHURCH ROSE UP
BY THE MID-1840s,some members of Oro Township's African-Canadian com-
munity had begun plans for their own church.In 1846,Noah Morris,a 66-year-
old black settler from Connecticut,released one acre of his property on the -
southeast corner of the third concession line and the Old Barrie Road(now _
County Road 11)to the trustees of a"Religious Society of the Colored African
Episcopal Methodist Church in Canada"for a church and cemetery.Morris le- - - -
gally transferred the property to African-Canadian settlers Henry St.Denny, --
Luther Barber,Henry Montgomery,Benjamin Johnson and George Eddy,the
trustees of the church,on May 26,1849.
The Oro African Church was built roughly at the centre of the township's black
community,about one mile west of the village of Edgar.Construction was .It -_ _' ---�_a Yt9�'[•• -
probably completed by 1849.The church was likely built by a group of people
experienced in constructing log buildings and was certainly similar in con-
struction to the type of houses the African-Canadians would have built them- -
selves,with walls made of logs that were carefully selected from the nearby - - — A-
r
forests and squared with broadaxes.At the corners of the building,the ends of
the logs were cut to interlock with the logs of the adjacent wall Four windows `` �•-++�.
and a doorway were cut into the walls,then the spaces between the logs were
filled with scraps of wood and sealed,or"chinked,"with and.The church was t "
finished with a peaked roof covered in cedar shingles.Initially,the church ap-
pears to have had only a dirt floor,but later a wooden floor was installed.
The interior of the church was furnished with homemade wooden pews and
was probably i y amps Y P Y
babl 1't b I and heated b a stove or fire tare Eventually,wain-
scoring,a chandelier and a pulpit were added.By the 1920s,a closed in porch
or vestibule had been constructed around the entrance of the church,but it
has since been removed.The area south and east of the church was apparent- -
1 used for man ears as a burial round for man local African-Canadian
Y Y Y 8 Y
families,although all the graves are now unmarked.
ve_..
The church belonged to a denomination of Methodism that had been estab-
lished exclusively for members of the African dfaspora.Methodism emerged s� ffµana
in Britain in the mid-1700s and migrated to the United States,where a dis- The Oro African Church was built around 1849.It was used regularly for as many as 80 years,although it seems to have been officially declared abandoned in 1916.
tinctly American Methodist church,called the Methodist Episcopal Church,
was founded around 1784.Although most of its members were white,the new ish Methodist Episcopal(BME)Church,to better reflect the cultural different- performed four marriages for local black couples.Reverend Banyard appears
church also included many African-Americans.Both white and black Meth- es between African-Canadians and African-Americans. to have been replaced by Reverend R.H.Harris,another BME Church minis-
odists initially attended church together,but many black Methodists faced dis- ter,in 1869.By the 1870s,Mark Bush,a descendant of one of the black settlers,
crimination from white congregants.In response,the black congregants of a Like other contemporary African-Canadian Comm—ales,the social and cul- apparently served Lhe rest of his corn-unity as a church elder.As Oro Town-
Methodist Episcopal church in Philadelphia formed their own church.In 1816, tural life of Oro Township's black community was probably centered on its ship's population declined during the last decades of the 19th century,so too
their leader,Reverend William Allen,held a conference with other black church,whose ministers served as the natural leaders of the community.Rev- did the congregation of the Oro African Church.By 1916,the church appears
church leaders that created an exclusively African-American denomination of erend R.S.W Sorrick,an AME Church minister who had bought his way out to have been declared abandoned by the BME Church,although services may
Methodism,called the African Methodist Episcopal(AME)Church.This new of slavery,served Oro Township's African-Canadian community between 1845 have continued there into the 1920s,and burials in the adjacent cemetery into
church quickly spread throughout black communities in the United States and and 184Z probably around the time that the community began to make plans the 1940s.The last member of the local African-Canadian community to be
d into Canada,where a Canadian Annual Conference of the AME was estab- for establishing its own church.From 1863,the community was served by buried at the site appears to have been James Dixon Thompson,who died in
i*. lished in 1840.In 1856,Canadian AME churches were reorganized as the Brit- Reverend William Banyard,an African-American BME Church minister,who December,1949.
:bad ;nr
rich as r y/1r
,yboat HE• �RO AFRICAN METHODIST EPISCOPAL CHURCH ' x °'
,,addi-
Comprled By Janie Cooper Wilson
aft f,Q.t,
In I B54 the Oro African Church was one of many across the Prov nce to sw tch
allegiance to the British Methodist Episcopal Conference to (dent fy U hers moved to more Urban cities and
more closely with the British,who gave sanctuary to those escaping bondage towns n the Pronc v e white some like the
Thomas family,relocated to nearby
baV e been 1/ common t es l ke Col tl ngwond New Lowell�, f t. and Owen sound.wy he turn of the 20th. -
Century. E
only a few members 01 the Eddy
Vetet white fam ly and the Thompson family remained _ y
etty
his prop
v sbette Rpad i if Nfll fG,.t r
Road tlI 1±pp�efiy:
BaT,kia C,,-Seat ��� Jamesby td iron T e last of the or 9 nal
tflp dLaDd s Blacks to leave the Settlement When 1
p�latt m JIm Municipal Council was forced to close the Church to the public for a number of
as brought home lO African
t K tb
a en bo r •• -1�ti• y Thompson died In body y � �� years,tluemaserious biohazard issue and dangerous strut[ual issues.A Steering
i9b w the Om Oro his b
3ta gu The population of the Oro Settlement tloubletl following[he enactment of the Church Cemetery for burial. �mmittee wasformetl in 2013 andamajor Nation-wide fund raising campaign was
Fugitive Slave Act of 1850 in the United States,as more and more Blacks launched he save this important historical building.
sell—snclpated and needed across the Canadian Border seeking refuge and
t
a tV,rO•bpVt anoninity in[he wildemessofC.W.yia[he famous Underground Railroad. - r "i
a5 abou a4y SeKietS For people of color the beginning of In 19161he B.M.E.Church of Canada reported the Ora African Church as one of the -
scatae,itt ballet' American Civil War in 1861.signalled an abandoned Church properties that fell within the luristlictian of the B.M.E.Conference.,
SeSViCeS in ,�5 tp and to oppression and the homom of although regular Services continued until the late 1920's.Special Annlyersary
•a'rd pt SeK stavery.Yet,It was not until 1863 that Services were periodically held,throughout the years.Unfortunately,bym 1950s,
-c"4 against Washington announced Blacks would be the Church was In a dilapilaled state and[M1e first malpr renovation was conducted at
9 tptn Ccgd'tt was re d as soltliers in the Union Army.It the Sim.Then,in the Carty 1980's,vandals drove 2 stolen dump trucks,into the
eat on was reported about this time,a strange building seriously compromising the building structure.,prompting the communily to
they Very Black woman appeared in Me Oro rally in support of the fecal landmark.The Church was subsequently repaired and was
debt Was amV- Settlement asa recmiterr for the Union designated as a National Historic She.
pY$ Amy.That woman was twne other than, -
9UtVay ad ttsat Moses,herself-Harriet Tubman.Young
to°'natal 83�sno`y y,,ith Black men Irom the Oro Settlement and .. The Oro African Methodist
a pist.p 10 scorn
p of 1 5b p� abler Black cammunldes rushed to enlist In wa comp y res
Jtte Sown a at _ various U.S.Colored Troop regiments.Most - Parks Canada Guidelines.Municipal Officials f/r
tT} C)to pl never welcomed Federal and Provincial / -
sli�edin to 1�C pa„but Jar, relumea. �
representatives,members of the Canadian '-
a bpot 9� potr ca55EJ The Oro Settlement began to decline,after Re-EnA—e Forces,First Nations Elders,Wl of 1812
fl
tta varyp be yV[ Coma Harriet Tubman Llncotris Enn"cip'n Proelamarlpn antl Re-ks oflife friends and supporters from all
eYa a�ay dba [he Thirteenth Amendment to the U.S. walks of life and Descendants fromall over the
rsW I,SbOVid Ve v\'oVi e1B28 19t3 Constitution,when the majority ofthe world,to join the festivities for the Re-Opening -
pre• belie ettlers returnetl to the United Stares,In Celebration,on August 17,,2016. 3
r T Gtpp9, search of longlost loved ones. §
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/ / 3
5.d) Minutes of Heritage Committee meeting held on Monday, May 15, 2023.
Verbal Matters
�--� � (Section 13.3 of Township's
T°w"shrp°f Procedural By-Law No. 2015-203)
Proud Heritage,Exciting Future
Name: Dorothy Moore
Item Number/Name: Request for Delegated Authority, Township Heritage Books
Meeting Date: Monday May 15 2023
Motion No.:
Type of Meeting: ❑ Council ❑ Special Council
❑ Development Services Committee
❑ Accessibility Advisory Committee
X❑ Heritage Committee
❑ Human Resources Committee
Speaking Notes:
Motion from the Heritage Committee to council to give the Heritage Committee Permission to
distribute all Twsp. Books as the Heritage Committee deems fit to do so.
5/10/23
Page 55 of 249
8.a) 3.30 p.m. Deputation by Ted Beaton re: Request for Exception to Str...
Username: 72C6A54C-8F88-46FO-BO69-OOF7574BF27B
Numeric Response ID: 947939
Response GUID: DF3E3B8B-DC30-4117-B298-2BD2F4127A6E
Survey Start Date: Tuesday, 14 March 2023 09:04:42
Survey Completed Date: Tuesday, 14 March 2023 09:16:13
This is a Request to
Present a Deputation (10 Minute Limit)
I am requesting participation to speak at the
Council Meeting
On the Date of
(D D/M M/YYYY)
24/05/2023
regarding agenda item number
TBD
I will be participating
on behalf of a group/organization
Select method of attendance
In-Person
please state name
By stating the application number, applicant name or group/organization named below, you confirm
that you are duly authorized to act on behalf of the identified applicant or group/organization and that
the applicant or group/organization hereby gives its approval for you to act on this matter.
John Edward (Ted) Beaton
Contact Information
Note: It is the responsibility of the participant to ensure that they have received consent for any third
party information.
Page 56 of 249
8.a) 3.30 p.m. Deputation by Ted Beaton re: Request for Exception to Str...
Name of Requestor John Edward (Ted) Beaton
Address
Email
Phone
Have you presented a deputation/presentation previously on this matter?
No
Subject of Deputation/Presentation
Please describe below, the subject matter of the requested deputation/presentation in sufficient detail,
to provide the Township a means to determine its content and to assess its relative priority to other
requests for presentation. Weight will be given to those requests that provide more detailed
descriptions of the content of the presentation, particularly defining how the subject matter aligns with
Council's Mandate.
The fact that since 2021 the residents of the north side of Shelswell Boulevard have been charged for
streetlight maintenance, but there are no streetlights on Shelswell Boulevard. Because we have no
streetlights, we are asking we be exempt from the bi-law as we are not benefiting from streetlights we
do not have.
I will be providing a:
PowerPoint Presentation
Please identify the type of action you are seeking of Council/Committee on this issue.
To Request Action
Please describe in detail.
To exempt the residents of the north side of Shelswell Boulevard (even numbers)from the bi-law
requiring us to pay for streetlights we do not have.
If you are requesting action, have you been in contact with a staff member to seek a resolution with
regard to this matter?
Yes
Who were you in contact with?
MicheMichelle Jakobi Director, Environmental Services
Reason why this deputation/presentation is important to Council and to the municipality:
Page 57 of 249
8.a) 3.30 p.m. Deputation by Ted Beaton re: Request for Exception to Str...
Why should someone pay for the maintenance of streetlights when there are none on the street and
therefore do not benefit from them. This charge was added in 2021, but we have never had streetlights.
This is unfair to this group of Oro-Medonte residents and taxpayers.
I Acknowledge I have read and completed the required information
Page 58 of 249
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Request for Exception to
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Streetlight Bylaw for the North .
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There are no streetlights, therefore we do not benefit from any, but are
suddenly being charged for them.
*Only the North Side
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But we have no streetlights :
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were the most frequent responses:
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• But we don't have any streetlights!
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From:The residents of the north-east side(even numbers)of a],Boulevard in the
Township of Oro-DA _ p�
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Dear Mayor QW&tM and Deputy MayurlWard 4 Councillor Lavoie, o
Since 2021,The Corporation of the Township of Oro-Wgd9=has been charging us for
streetlights we do not have-This is not only puzzling and illogical,but it is also unfair.Why
should anyone have to pay for anything they do not have,and never have had? �
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The decision by The Corporation of the Township of Oro-Mgd=to levy these charges centres O
around a recent audit of Registered Plan of Subdivision M118.We believe that this new decision t3
is flawed bureaucracy,and whether the decades-old decision not to charge the residents of
5hd&Wj Boulevard for streetlights that were never installed(if indeed they ever were planned a
for)was an error,omission or conscious decision is irrelevant.The fact is,there are no p7
streetlights on Boulevard,yet The Corporation of the Township of Oro-Mg& S is N
suddeenly,without warning or consultation,demanding we pay for them. O
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We are asking for this errant decision to be renewed,reversed and the amounts already paid by
those residents of 5hday&Boulevard affected by this(even numbers only--another perplexing (DD
flaw in this decision)to be refunded as a credit on our next tax bill. c
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oWe do not have streetlights;use never have had streetlights;why should we pay for streetlights? �
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The Residents of abgj§&-,QU Blvd,Ora-lam ON—Signatures attached. O
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Tax Registration/Sale - what is -�
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Presented for Oro-Medonte Council Meeting T!
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On May 24, 2023 0
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Operations Manager G)
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General Manager
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• RECOVERY SPECIALISTS Properties For Sale
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This p Y resentation is only an overview s
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When conducting, or considering conducting, a tax registration,
please refer to the pertinent legislation and regulations.
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••• •• Properties For Sale X
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Definitions for the purposes of this presentationCD
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Tax sale
The set of procedures that are required in order to offer a property for sale in
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order to recover realty tax arrears
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Tax registration
The one-year long set of procedures that must be followed before you can
commence tax sale procedures
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••• •• Properties.For Sale X
Below Market Vague
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Legislation and Rules s
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Legislation
Main legislation is the Municipal Act, 2001, Part XI '
• Some sections outside of Part XI are involved
• Other Acts that may also be involved, such as s
• Farm Debt Mediation Act, -n
• Forfeited Corporate Property Act, 2015 0
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Rules cD
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Municipal Tax Sales Rules ("Rules") m
O. Reg. 181103 as amended by 571117 v
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REALTAX
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••• •• • Properties.For Sale X
Below Market Vague _^•
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Why a registration?do tax s
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All collection efforts to date have failed
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• This is the last resort m
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Highly effective o
• On 85% of the properties we've handled, the arrears were paid within 1 year—did �
not have to go to tax sale
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No cost to municipality (usually) o
• Costs are charged back to the properties that are in arrears (371 (1)) v
• When the taxes are recovered, your costs are recovered �n
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••• •• • Properties.For Sale X
Below Market Vague _^,
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Why a registration?do tax s
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There is a cost to a municipality if
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• You must charge back to the school board and upper-tier (if applicable) a -n
proportionate share of the amount that is being written off (353)
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Fairness
• Not right for some property owners to have to pay taxes, while others don't G)
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REALTAx
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••• •• • Properties.For Sale X
Below Market Vague _^•
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When is a property eligible for tax registration? W
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Second year of arrears
You can register a tax arrears certificate when a property is in at least it's second year of m
arrears m
373 (1) Where any part of tax arrears is owing with respect to land in a v
municipality on January 1 in the second year following that in which the real o
property taxes become owing, the treasurer of the municipality, unless otherwise s
directed by the municipality, may prepare and register a tax arrears certificate -n
against the title to that land. o
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In plain English... M
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• On 1 January 2022 property is in it's first year of arrears
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so you can register a tax arrears certificate any time after this day C)
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OntarioTaxSale9.ca
REALTAx
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••• •• Properties.For Sale X
Below Market Vague _^,
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When is a property eligible for tax registration? s
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Do you need to amend your collection policy?
If you were previously registering when a property was in at least it's third year of
arrears, you might need to amend your collection policy
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Send a final warning letter—it's not in the legislation, but it's a good idea! o
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••• •• Properties.For Sale X
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The Registration Process s
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• The municipality provides Realtax with the required information for each property -o
• Realtax uses this information to create Farm Debt Notices and send them out to the
appropriate parties
• After the legislated time has expired, a title search is conducted on each property (to '
confirm lands and identify interested parties)
• Upon completion of the title search, a Tax Arrears Certificate (TAC) is registered on each s
property (triggering further legislative deadlines) o
• Within 60 days of the TAC being registered, "First Notices" are sent to all interested parties v
• Once First Notices are sent, Statutory Declarations regarding the notices are prepared
and sent to the municipality v,
• If the taxes have not yet been paid, Final Notices must be sent between 280 and 310 m
days after the registration of the Tax Arrears Certificate m
• Once Final Notices are sent, Statutory Declarations regarding the notices are prepared v
and sent to the municipality
o If the taxes have not yet been paid in full, one year following the registration of the TAC,
the property may be advertised for tax sale
• At any time during this process the full amount of taxes owing (the "Cancellation Price" in ;U
the Municipal Act) may be paid. v
• Partial payment cannot be accepted after the registration of the TAC except via an
Extension Agreement (subject to conditions)
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The Sale Process (by Tender) s
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One year after the registration of the Tax Arrears Certificate on title: -o
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• Sale date is booked
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Mines (if applicable)
• Minimum Tender Amount is calculated s
• Tax Sale Form 6 advertisement is prepared 0
• Ads are placed in local paper (once a week for 4 weeks - last ad 7 days prior to
sale)
• Ad is placed in Ontario Gazette (at least 7 days before the tax sale)
• Tender packages are made available to the public m
• Tender opening is held in a public place as soon as possible after 3 pm on the date m
of tax sale as per MTSR
• Tenders are received or not
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Tenders Received? s
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• Highest and Second Highest Bidders are determined W
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• Rejected tenders and deposits are returned
• Notice to Highest Tenderer is sent °
• "Successful Purchaser" is declared (if balance is paid within 14 days) -n
• Deposit is forfeited if balance is not paid by Highest Tenderer within
14 days
• Notice is sent to Second Highest Tenderer
• "Successful Purchaser" is declared once balance has been paid
• Tax Deed is prepared and sent to Successful Purchaser
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• Tax Deed is registered on title v
• Form 5 Notice of Payment into Court is prepared and filed in court
along with surplus tax sale funds
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• Form 5 notices are sent
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No tenders? CD
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• Uncollectible taxes are written off and charged back
• If crown interests exist, balances owing are determined v
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• Whether a property is to be vested or advertised a 2nd time (2 v
year timeline)is determinedGI
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• If the property is not sold or vested within 2 years of the 1st tax
sale, the Tax Arrears Certificate shall be deemed to be
cancelled
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REALTAX
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••• •• Properties For Sale X
Below Market Value
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11 .a) OCS2023-07: Justin Metras, Manager, Infrastructure and Capital Pro...
Township of
Report 0
Proud Heritage, Exciting Future
Report No. To: Prepared By:
OCS 2023-07 Council Justin Metras
Meeting Date: Subject: Motion #
May 24, 2023
Award of tender OCS 2023-
Roll #: 006 — Pine Ridge Cul-de-Sac R.M.S. File #:
Reconstruction
Recommendation(s): Requires Action For Information Only
It is recommended that:
1 . Report No. OCS2023-07 be received and adopted;
2. That Tender OCS 2023-006— 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 Services signature.
Background:
The Pine Ridge Trail extension and cul-de-sac was originally constructed by the Pine
Ridge Ski Club as part of a severance application to create 3 new lots on the south side
of Pine Ridge Trail. The cul-de-sac was located within their lands. Under the
development agreement there was no requirement for them to dedicate the cul-de-sac
lands to the Township. There was no issue with this arrangement until the Ski Club
ceased operations and the property was sold. The new owner of the land has
requested that the cul-de-sac be removed from his property and on to Township owned
lands. As the road comes into a dead end at this location there is a need to ensure a
proper turnaround for service and emergency service vehicles. Accordingly, the 2022
budget included provisions for the design of the new cul-de-sac and the 2023 budget
included provisions for its construction.
An advertisement for Tender OCS 2023-006 Pine Ridge- Cul-de-Sac reconstruction
was posted on the Township website and advertised on the Biddingo (Government
Contract Portal) website. The Tenders were opened at the Administration Centre on
Thursday, April 6th, 2023 at 2:00 p.m.
Operations and Community Services May 24, 2023
Report No. OCS 2023-07 Page 1 of 3
Page 79 of 249
11 .a) OCS2023-07: Justin Metras, Manager, Infrastructure and Capital Pro...
Ten (10) tender packages were received prior to the tender closing. No additional
tenders were received after the advertised closing date and time.
Analysis:
The results of the tender OCS 2023-006 Pine Ridge Cul-de -Sac Reconstruction ranged
from $153,469.94 to $338,060. The top five are as follows:
Morris Shelswell KJ Excavating Duivenvoorden Leading Dufferin
and Sons Haulage Ede Construction
$ 153,469.94 $164,564.00 $167,507.00 $179,790.70 $199,768.00
All ten (10) submissions met the mandatory tender requirements.
Staff have undertaken a review of the submissions and are recommending that tender
OCS 2023-006 be awarded to Morris Shelswell and Sons.
A communication plan has been established for the project and will contain the following
elements:
a) Detailed communications to residents who will be impacted by the work
(construction notices);
b) Reports back to Council in monthly project reporting.
Financial / Legal Implications / Risk Management:
NAME OF BIDDER
Envision Excavating Ltd. $153,469.94
HST (1 .76) non- recoverable $2701 .07
$156,171.01
Geotechnical $5,000
Utility relocates $50,000
Contingency allocation $20,000
TOTAL $231,171.01
The approved 2023 capital budget allocation for this project is $350,000. The market
pricing has come in under the project budget resulting in an anticipated projected
positive variance of $118,828.99.
Operations and Community Services May 24, 2023
Report No. OCS 2023-07 Page 2 of 3
Page 80 of 249
11 .a) OCS2023-07: Justin Metras, Manager, Infrastructure and Capital Pro...
Policies/Legislation:
Purchasing and Tendering Procedures
Corporate Strategic Goals:
Prepare for Our Future
Foster Safe and Inclusive Community Living & Business Growth
Modernize Township Services
Consultations
Director, Operations and Community Service
Director, Development Services
Conclusion:
The results of tender OCS 2023-006 OCS 2023-006 Pine Ridge Cul-de-Sac
Reconstruction reflects competitive market pricing which has come in under the
approved 2023 capital budget allocation.
It is recommended tender OCS 2023-006 Pine Ridge Cul-de-Sac Reconstruction be
awarded to Morris Shelswell and Sons.
Respectfully Submitted:
Justin Metras, CET, CRS-I
Manager, Infrastructure and Capital Projects
Approvals: Date:
Shawn Binns , PBDM, MBA May 15, 2023
Director, Operations & Community Services
Robin Dunn, CAO May 17, 2023
Operations and Community Services May 24, 2023
Report No. OCS 2023-07 Page 3 of 3
Page 81 of 249
11 .b) OCS2023-08: Karla Musso-Garcia, Manager of Operations re: Right of0 ...
1 ownship o f
Proud Heritruge, Exciting Feature
Report No. To: Prepared By:
OCS 2023-08 Council Karla Musso-Garcia C.E.T
Meeting Date: Subject: Motion #
May 24, 2023 Right of Way Controls By-
law update
Roll #: R.M.S. File #:
Recommendation(s): Requires Action For Information Only
It is recommended:
1 . That report No. OCS 2023-08 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.
Background:
The Highway Traffic Act provides a Municipality powers to enact a By-law to erect right-
of-way controls on Municipal Highways and enact fines for provincial offences under the
Act.
At its meeting of May 10, 2023 Council received staff report OCS2023-06 which reviewed
the pilot traffic calming measures implemented on Line 15 N between Highway 12 and
Bass Lake Side Road and recommended direction.
Council approved the removal of the directional closure at line 15 N and Bass Lake
Sideroad and the chicanes, as well as the implementation of a 3-way stop and
crosswalk at Barr Avenue. These changes necessitate amendments to the Right of Way
Control By-law in order to comply with the Ontario Highway Traffic Act.
Analysis:
The design for the all-way stop will be implemented as per the Ontario Traffic Manual —
OTM Book 5— Regulatory signs and Book 15 Pedestrian crossovers, for the stop controls
and the crosswalk.
Operations and Community Services May 24, 2023
Report No. OCS 2023-08 Page 1 of 3
Page 82 of 249
11 .b) OCS2023-08: Karla Musso-Garcia, Manager of Operations re: Right of...
The do not enter signs will be removed and a 2-way traffic sign with a warning flag will be
placed at the intersection at Bass Lake Sideroad to advise the motoring public of the 2-
way traffic.
Based on the above, By-law 2021-114 Right of Way Controls By-law: Schedule A- Stop
Control, Schedule B— Yield and Yield to oncoming, and Schedule C— Do Not Enter m ust
be updated as follows:
Schedule A: STOP SIGNS
Name of Highway Direction of Travel Intersecting Highway Name
Line 15 N Northbound Barr Avenue
Line 15 N Southbound Barr Avenue
Schedule B: YIELD SIGNS
Name of Highway Direction of Travel Located between
REMOVEe rt h b e u PADevitt St and Highway-4-2
1 ino 154 AI
REMOVE Sass laU�Qeroad Ea�d-GaRtep Rd
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Schedule C: DO NOT ENTER SIGNS
REMOVE
Sign Location Intersecting Highway Name
I ino Iti AI Rays 1 akiz CideF9ad
*Waste, operational service and emergency vehicles exempted.
Financial / Legal Implications / Risk Management:
Enforcement of the Traffic Calming initiative on Line 15 N, requires the locations to be
ammended in the Right of Way Controls By-law 2021-114 via amending By-law 2023-
036.
The purchase of the supplies for the installation is a component of the approved project
budget identified for Line 15 North Traffic Calming in the 2023 approved Roads Capital
Program.
Changes will be implemented following receipt of all necessary materials and signage
for the reconfiguration of traffic calming.
Operations and Community Services May 24, 2023
Report No. OCS 2023-08 Page 2 of 3
Page 83 of 249
11 .b) OCS2023-08: Karla Musso-Garcia, Manager of Operations re: Right of...
Policies/Legislation:
Ontario Highway Traffic Act
O.Reg 615: Signs
By-Law 2021-114 - Right of Way Controls By-law
Corporate Strategic Goals:
Prepare for Our Future
Foster Safe and Inclusive Community Living & Business Growth
Modernize Township Services
Consultations
Director, Operations and Community Services
Attachments:
Draft Right of Way Controls By-law Amendment 2023-036
Conclusion:
The Right-of-Way Control By-law amendments have been outlined above. All locations
identified are to be added or removed to the schedules to the By-law to meet legislative
requirements.
Respectfully submitted:
Karla Musso-Garcia, C.E.T.
Manager, Operations
Approvals:
Date:
Shawn Binns, PBDM, MBA May 15, 2023
Director, Operations & Community Services
Robin Dunn, CAO May 17, 2023
Operations and Community Services May 24, 2023
Report No. OCS 2023-08 Page 3 of 3
Page 84 of 249
11 .c) DS2023-044: Andy Karaiskakis, Senior Planner re: Proposed Bill 97 ...
�` Towns hip f
Report
t.
Proud Heritage, Exciting Future
Report No. To: Prepared By:
DS2023-044 Council Andy Karaiskakis,
Senior Planner
Meeting Date: Subject: Motion #
May 24, 2023 Proposed Bill 97 (Helping
Homebuyers, Protecting
Roll #: N/A Tenants Act) and New R.M.S. File #:
Provincial Planning Statement L11
Changes and Impacts
Recommendation Requires Action For Information Only
It is recommended that:
1 . That Report DS2023-044 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.
Background/Analysis:
On April 6, 2023, the government of Ontario announced the next steps in its plan to
building 1 .5 million homes by 2031 . The two key components of this announcement are
the introduction of Bill 97, the Helping Homebuyers, Protecting Tenants Act, 2023, and
the release of a draft Provincial Planning Statement to replace the current Provincial
Policy Statement and the Growth Plan For The Greater Golden Horseshoe. Bill 97
proposes several amendments to the Planning Act, the Building Code Act, the
Development Charges Act, the Municipal Act, and the Ministry of Municipal Affairs and
Housing Act, as well as several other pieces of legislation. While there are some
positive changes in Bill 97, there are other changes in the new Provincial Planning
Statement that will impact the Township of Oro-Medonte in an adverse fashion.
The Province is seeking feedback on the proposed new Provincial Planning Statement
(ERO Posting 019-6813) by June 5, 2023. The Environmental Registry of Ontario
(ERO) Posting for Bill 97 was open for 30 days and ended on May 6, 2023; therefore
the Township can only make a submission to the Ministry on the proposed new
Provincial Planning Statement.
This report will provide a summary of the proposed Provincial Planning Statement and a
summary of the changes proposed by Bill 97.
Development Services May 24, 2023
Report No. DS2023-044 Page 1 of 10
Page 85 of 249
11 .c) DS2023-044: Andy Karaiskakis, Senior Planner re: Proposed Bill 97 ...
Proposed Provincial Planning Statement
The Provincial Policy Statement (2020) (PPS) and A Place To Grow: Growth Plan for
the Greater Golden Horseshoe (A Place to Grow) 2019 both provide comprehensive,
integrated, whole-of-government policy direction on land use planning matters including:
• Growth management, housing and economic development;
• Infrastructure planning, including sewage, water and stormwater management
services, transportation, transit, energy supply and corridor protection;
• Protection and management of resources, including prime agricultural areas,
aggregates, natural heritage, water, and cultural heritage; and,
• Protection of public health and safety, such as mitigating potential risks due to
natural and human-made hazards.
Both policy documents aim to support the achievement of livable communities, a
thriving economy, a clean and healthy environment and social equity, and improving the
quality of life for residents.
The PPS is issued under the Planning Act and is the primary Provincial land use
planning policy document, applying across Ontario. A Place to Grow is a growth plan
issued under the Places to Grow Act, 2005. It provides a more detailed framework for
where and how growth should be accommodated in the Greater Golden Horseshoe and
it works with the Greenbelt Plan, Oak Ridges Moraine Conservation Authority, and the
Niagara Escarpment Plan. The Provincial plans build upon the policy foundation of the
PPS, providing additional land use policy direction to address issues facing specific
geographic areas of Ontario. All Provincial plans are to be read in conjunction with the
PPS.
Under the Planning Act, planning decisions shall be consistent with policy statements
such as the PPS and shall conform with Provincial plans like A Place to Grow.
The integration of the PPS and A Place to Grow to create a single, Province-wide,
housing-focused land use planning document, is intended to speed up government
approval processes. The changes proposed in the proposed Provincial Planning
Statement represent fundamental changes in how growth planning is carried out in the
Province. The elimination of intensification targets, the repeal of A Place to Grow and
the ability to expand settlement areas at any time will shift how, where and when
municipalities grow. Some of the key changes are:
Growth Targets
• With the proposed repeal of the Growth Plan, municipalities will no longer be
required to plan to specific population and employment targets for a horizon year.
After 20 years of being required to plan for a specific target in a specific year, and
all land budget decisions driven by those targets, this fundamental aspect of
growth planning in Ontario will come to an end.
Development Services May 24, 2023
Report No. DS2023-044 Page 2 of 10
Page 86 of 249
11 .c) DS2023-044: Andy Karaiskakis, Senior Planner re: Proposed Bill 97 ...
• The government expects that municipalities will continue to use the 2051 targets
at a minimum. Over time, municipalities will be expected to carry out their own
forecasting.
• When updating official plans, municipalities will be required to have enough land
designated for at least 25 years (a change from up to 25 years), with planning
expressly allowed to extend beyond this horizon for infrastructure, employment
areas and strategic growth areas.
Intensification
• The Growth Plan contained specific intensification targets which required
municipalities to plan for a certain amount of growth within defined built
boundaries. The 2023 PPS supports intensification generally, but with no specific
targets to be met.
Municipal Comprehensive Reviews
• The concept of municipal comprehensive reviews of official plans has not been
carried forward into the 2023 PPS.
Settlement Area Expansions
• With no requirement for municipal comprehensive reviews, municipalities have
the ability to consider settlement area expansions at any time.
• Previously, a municipality must demonstrate that there were insufficient
opportunities to accommodate the forecasted growth through intensification or on
designated urban lands, before expanding its settlement area boundaries or
identifying new settlement areas. This "needs test" has been removed in the
proposed PPS.
• The proposed PPS also reduces the criteria that a municipality must consider
before identifying a new settlement area or allowing a boundary expansion,
focusing on whether there is sufficient capacity in infrastructure and public
service facilities to support the expansion or new settlement area, and avoiding
or minimizing impacts on agricultural land and operations.
Employment Land Conversions
• With no requirement for municipal comprehensive reviews, municipalities can
consider (and landowners can apply for) the removal of land from employment
areas. The tests to be met include that there is a need for the removal, and the
land is not required for employment uses over the long term; however, in the
absence of land budgets and targets to be met with the proposed repeal of the
Growth Plan, the application of these tests will rely on targets contained in official
plans.
• The province has also proposed to focus the test of "not negatively impact the
overall viability of the employment area" to land use compatibility concerns and
maintaining access to major goods facilities and corridors.
Development Services May 24, 2023
Report No. DS2023-044 Page 3 of 10
Page 87 of 249
11 .c) DS2023-044: Andy Karaiskakis, Senior Planner re: Proposed Bill 97 ...
• The proposed PPS and Bill 97 significantly revises the definition of employment
areas to prohibit institutional uses and commercial uses unless those commercial
uses are associated with the primary employment use, which are manufacturing
uses, research and development uses and/or warehouse uses. Local Official
Plans and Zoning By-laws are not permitted to contain provisions that are more
restrictive.
Employment Areas
• The definition of `employment areas' is proposed to be changed in both the
Planning Act and the new PPS. The focus is on uses that cannot locate in mixed
use areas, such as heavy industry, manufacturing and large scale warehousing.
Agriculture
• The proposed Provincial Planning Statement proposes to make significant
changes to policies related to the development of lands in prime agricultural
areas (areas where prime agricultural lands (Canada Land Inventory Class 1 , 2,
and 3 soils) predominate).
• The new policy framework speaks to encouraging a geographically continuous
agricultural land base through an agricultural system approach, but will no longer
require municipalities to use the provincially mapped Agricultural System.
• Two additional residential units would be permitted subordinate to the principal
dwelling in prime agricultural areas, provided certain conditions are met, such as
compliance with the minimum distance separation formulae and the appropriate
provisions of sewage and water services.
• At the same time, the additional residential units can be severed, meaning up to
three lots may be created, potentially conflicting with the concept that they are
subordinate to the principal dwelling.
• Notwithstanding the above, up to three residential lots may be permitted (and two
additional residential units on each lot) on any property located in an existing
prime agricultural area, provided that certain conditions can be met. Local
Official Plans and Zoning By-laws are not permitted to contain provisions that are
more restrictive.
• On a typical concession block, the proposed agricultural lot severances will allow
at least 30 new residential lots (refer to Schedules 1 and 2). Township wide, it is
estimated that this new policy would permit the creation of approximately 2,900
new residential lots on agricultural properties. If applying the minimum distance
separation, there will be virtually no space for growth in the livestock sector. This
policy could remove approximately 1 .25% of Ontario's farmland or about 145,038
acres taken out of agricultural production.
• Where new or expanding non-agricultural uses are unable to avoid impacts on
agricultural lands and operations, an agricultural impact assessment would be
Development Services May 24, 2023
Report No. DS2023-044 Page 4 of 10
Page 88 of 249
11 .c1 DS2023-044: Andyy Karaiskakis, Senior Planner re: Proposed Bill 97 ...
required to demonstrate that irfipacts are minimized and mitigated to the extent
feasible.
Rural Lands
• On rural lands (lands which are located outside settlement areas and which are
outside prime agricultural areas), residential development, including lot creation
and multi-lot residential development is permitted where site conditions are
suitable for the provision of appropriate sewage and water services. It appears
that municipalities may continue to impose restrictions on lot creation through
their Official Plans and Zoning By-law, as long as they are consistent with the
PPS.
Natural Hazards
• Planning authorities are to identify hazardous lands and hazardous sites, and
manage development in these areas in accordance with Provincial guidance.
Natural Heritage
• The proposed approach to natural heritage has not been finalized; and so we do
not know what the proposed policies are for natural heritage system protection.
Human-Made Hazards
• The proposed PPS removes the current policy requiring planning authorities to
support, where feasible, on-site and local reuse of excess soil through planning
and development approvals while protecting human health and the environment.
Implementation
• Proposed policy to require planning authorities to keep their zoning by-laws and
official plans up-to-date with the proposed PPS by establishing permitted uses,
minimum densities, heights and other development standards to accommodate
growth and development.
Proposed Bill 97
While Bill 97 does not contain the sweeping changes brought in by Bill 23, the small and
technical fixes to the Planning Act sought to be introduced through Bill 97 are important.
A summary of the changes proposed by Bill 97 are:
New Ministerial Powers
The Minister will be given the power to:
• Require landowners and municipalities to enter into agreements where the
Provincial Land Development Facilitator has been appointed. These agreements
Development Services May 24, 2023
Report No. DS2023-044 Page 5 of 10
Page 89 of 249
11 .c) DS2023-044: And�yy Kar iskakis, Senior Planner re: Prop�osed Bill 97 ...
could include matters that go beyon�what can be provided in either the Planning
Act or Development Charges Act. The order has the same effect as an interim
control by-law, only permitting existing uses to continue until agreements have
been signed.
• Exempt lands that are the subject of MZOs from complying with provincial
policies and official plans when other planning approvals are applied for, such as
plans of subdivision. This gives the Minister the ability to address circumstances
where an MZO permits residential uses in an area where the official plan does
not.
• Make regulations regarding transition related to the applicability of a new
provincial policy statement.
• Make regulations regarding the powers of municipalities to regulate demolition
and conversion of residential rental properties, including to pass a by-law
requiring a landowner to provide compensation.
• Designate areas where site plan control might still apply to 10 units or less, such
as in shoreline areas.
New Effective Date for Bill 109 Planning Fee Refunds
• The effective date for planning application fee refunds where no decision is made
within the statutory time periods that were originally in place for applications filed
on or after January 1, 2023, is proposed to be changed to July 1 , 2023.
• If any fee refunds were owing as a result of applications filed and not decided on
between January 1 and July 1, 2023, the refund is deemed not to have been
required.
Parking for Additional Units
• Bill 23 put in place restrictions on the ability to require more than one parking
space where additional residential units are permitted as of right. Bill 97 proposes
to clarify that official plans and zoning by-laws can still require more than one
parking space for the primary residential unit.
Employment Area Definition Changes
• The definition of an employment area is proposed to be limited to areas where
manufacturing, research and development related to manufacturing,
warehousing and ancillary uses occur. This appears to relate to broader
proposed policy changes regarding the protection of, and conversion from,
employment uses.
Development Services May 24, 2023
Report No. DS2023-044 Page 6 of 10
Page 90 of 249
11 .c) DS2023-044: Andy Karaiskakis, Senior Planner re: Proposed Bill 97 ...
Financial / Legal Implications / Risk Management:
There are no current implications as a result of adopting this report; however future
implications (financial and staffing) would result if any of the proposed legislated
changes made by the Province receive Royal Ascent, as a result of an anticipated
increase in development applications. Increased development would correspond with
increased application fee and development charge revenues and increased service
provision expenses for the Township.
Policies/Legislation:
Planning Act
Development Charges Act
Provincial Policy Statement 2020
Growth Plan 2020
Corporate Strategic Goals:
Continuous Improvement & Fiscal Responsibility
Balanced Growth
Consultations:
Chief Administrative Officer
Director, Development Services
Attachments:
Schedule 1: Proposed Provincial Planning Statement Agricultural Lot Creation Changes
& I m pacts
Schedule 2: Example of Lot Severances on Agricultural Lands under Proposed
Provincial Planning Statement
Conclusion:
The changes imposed by the proposed Provincial Planning Statement is a very
significant shift in where development is directed and how communities will grow. As
identified in this report, the proposed changes are much more permissive and it would
be easier to expand settlement area boundaries and designate land for development.
Furthermore, the proposed changes will make it easier to establish more housing within
prime agricultural lands. These changes would have a considerable impact on the
Township's Planning resources in order to accommodate the influx of development
applications received by the Planning Division. In addition, these changes and
resulting applications will also impact other Township departments, external agencies
and ultimately Development Services Committee and Township infrastructure.
Development Services May 24, 2023
Report No. DS2023-044 Page 7 of 10
Page 91 of 249
11 .c) DS2023-044: Andy Karaiskakis, Senior Planner re: Proposed Bill 97 ...
Staff will undertake further analysis of the potential implications for the Township as
additional information and regulations are available, and the details around
implementation are further understood. Staff will report back with additional information,
analysis on workforce and budget implications, as well as potential solutions.
On this basis, staff are recommending to Council that Planning Staff be authorized to
submit comments on behalf of the Township through the Environmental Registry
posting, and that these comments reflect the following:
• Concerns that the proposed PPS would put agricultural lands at risk of being lost
to non-agricultural uses, will increase conflicts between normal farm practices
and non-agricultural land uses and will ultimately reduce opportunities to create
and expand livestock operations, thus negatively impacting the agricultural
sector;
• Increasing the housing on agricultural and rural lands, contributing to less
efficient development and land use patterns, and increased pressures on natural
heritage and hydrologic features;
• Concerns that the proposed PPS would increase the potential for development
sprawl by permitting new settlement areas or allow a settlement area boundary
expansion at any time subject to certain criteria; and,
• Concerns that the proposed PPS would permit employment land conversion at
any time subject to certain criteria which could be difficult for the Township to
protect and preserve employment areas for current and future uses.
Respectfully submitted:
Andy Karaiskakis, RPP, Senior Planner
Approval: Date
Derek Witlib, RPP, Director, Development Services May 17, 2023
Donna Hewitt, Director Corporate Services
per Robin Dunn, Chief Administrative Officer May 18, 2023
Development Services May 24, 2023
Report No. DS2023-044 Page 8 of 10
Page 92 of 249
11 . ) DS2023-044: Andx Karaiskakip, Senior Planner re: Proposed Bill 97 ...
Schedule 1: xample of Agricultur I Lands Lot abric
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Development Services May 24, 2023
Report No. DS2023-044 Page 9 of 10
Page 93 of 249
11 . ) DS2023-044: Andy Karaiskakis, Senior Plnner re: Proposed Bill 97 ...
Schedule 2: xample of Lot Severances on Agricultural Lands under Proposed
Provincial Planning Statement
z
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Potential Lot Fabrics
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Development Services May 24, 2023
Report No. DS2023-044 Page 10 of 10
Page 94 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Report Township of
Fraud Heritage, Exciting Future
Report No. To: Prepared By:
CS2023-09 Council Yvonne Aubichon
Meeting Date: Subject: Motion #
May 24, 2023 Revised Procedural By-law
Roll #: N/A R.M.S. File #:
Recommendation(s): Requires Action For Information Only
It is recommended:
1 . That Report CS2023-09 from Yvonne Aubichon, Clerk re: Revised Procedural
By-Law be received and adopted.
2. That upon approval of the proposed revisions that a New Procedural By-law, be
brought forward for Council's consideration.
Background:
While the current Procedural By-law is seven (7) years old, a number of amendments
have occurred over the past two and a half (2.5) years. Most of these amendments
pertained to changes in meeting format due to COVID-19 practices, while others were
part of the Township's focus on continuous improvement:
By-Law No. 2020-009 dated February 26, 2020;
By-Law No. 2020-092 dated August 12, 2020,
By-Law No. 2020-097 dated September 9, 2020;
By-Law No. 2021-004 dated January 13, 2021;
By-Law No. 2021-131 dated December 8, 2021 ;
By-Law No. 2022-033 dated March 23, 2022;
By-Law No. 2022-077 dated August 18, 2022.
As noted to Council during the orientation process a more comprehensive review of the
procedural by-law was required to ensure clarity of intent in certain sections; such as,
notice of motion and motion for reconsideration, streamline/strengthen other areas and
of course attend to any housekeeping matters; such as, replacing Her Majesty the
Queen with Our Reigning Sovereign.
Corporate Services May 24, 2023
Report No. CS2023-09 Page 1 of 30
Page 95 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Analysis:
The following are the procedural changes proposed in red for Council's consideration:
Please note that the Index and other numbering orders will change in accordance with
the approved revisions.
1.0 Definitions
Current: N/A
Proposed Amendments:
Add the following definitions:
"Addendum" means any addition to a published Agenda.
"By-law" means this Procedure By-law as may be amended by Council from
time to time.
"Board" means a local authority established for the purpose of the Township.
"CAO" means the Chief Administrative Officer for the Township of Oro-
Medonte.
"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.
"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.
"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.
"Municipality" means The Corporation of the Township of Oro-Medonte.
"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.
"Presentations" means an address to Council or Committee by an individual or
a group that is a partner, joint agency, government body, consultant, including
Corporate Services May 24, 2023
Report No. CS2023-09 Page 2 of 30
Page 96 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
third parties who have been engaged to undertake work on behalf of the
Township or its partners and agencies who are to provide an address to
Council or Committee.
Proclamations: An official public announcement and symbolic gesture of
endorsement.
"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 a regular or special meeting of Council to consider such matters.
"Quorum" means the majority of members required for the legal conduct of
business of Council, a Committee or Local Board.
"Recess" means to take a short break in the proceedings of the meeting during
which members may leave the room.
"Rules of Procedure" the rules and regulations set out in the Procedural By-law
or otherwise addressed in Roberts Rules of Order.
Motions:
"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.
"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.
"Motion to Amend" means a motion to change the words of a pending motion.
"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 established as part of the
motion.
"Motion to Divide the Question" means a request to divide a motion into two
parts, which can stand alone to be voted on separately.
"Motion to Receive" means a motion to merely receive the information being
presented for consideration.
"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.
"Motion to Refer" means a motion to direct a matter under discussion by
Council to a Committee or staff for further examination or information and if so
Corporate Services May 24, 2023
Report No. CS2023-09 Page 3 of 30
Page 97 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
specified, report back to Council/Committee.
"Motion to Suspend or waive the rules of procedure" means a motion to render
temporarily ineffective one or more Rules of Order.
"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.
"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.
"Point of Order" means a question raised by a Member drawing attention to an
infraction of the Rules of Procedure.
"Point of Privilege" or Point of Personal Privilege" mean a question raised by a
Member who feels the safety, rights, or integrity of the Member, another
Member or staff member have been impugned by anyone present at the
Meeting.
"Rules of Procedure" means the rules and regulations set out in this Procedure
By-law or otherwise addressed in Roberts Rules of Order Newest Edition.
Amend existing definitions as follows:
"Committee" means an advisory committee or Technical Support Group, task
force, or ad hoc or board as appointed by Council or similar entity.
"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.
"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
his/her absence. In the absence of the Mayor and Deputy Mayor, the head of
Council shall fall to the appointed Alternate.
"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.
"Recorded Vote" means the written recording by the Clerk or designate of the
name and vote of every Member on any matter of question, when requested
by a Member.
Corporate Services May 24, 2023
Report No. CS2023-09 Page 4 of 30
Page 98 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
General Rules and Regulations
Current: N/A
Proposed Amendment:
General Rules and Regulations
1 . The rules 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 Newest Edition
(Canadian Parliamentary Authority) as far as reasonably practicable.
2.0 Notice of Meetings
Current:
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.
Proposed Amendment:
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 be possible prior to the Emergency Meeting.
Current:
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. As
soon as practicable after the website is available, the notice or cancellation is to
be posted on the Township's website.
Proposed Amendment:
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
Corporate Services May 24, 2023
Report No. CS2023-09 Page 5 of 30
Page 99 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
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.
Current N/A
Proposed Amendment:
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.
Rationale
This caveat was noted in our virtual and subsequent hybrid meeting protocols from
2020 but not in the procedural by-law. Given the recent change under motion no.
C230222-13, it is important that this now be included in the procedural by-law.
3.1 Inaugural Meeting of Council
Current:
a) The Inaugural Meeting of Council shall take place at 7.00 p.m. on the first
Wednesday of December following a regular election.
Proposed Amendments:
a) The Inaugural Meeting of Council shall take place at 7.00 p.m. on the fourth
Wednesday of November following a regular election.
d) That prior to the commencement of the first meeting of the newly elected Council,
the Clerk and Chief Administrative Officer, in consultation with the Mayor Elect,
may call a special meeting of Council, immediately following the Inaugural
meeting, for the purpose of electing the Deputy Mayor for the new term of Council.
Rationale
a) Prior to the changes in legislation that occurred under the Modernization Act 2016,
Bill 181 , the inaugural meeting scheduled for the first Wednesday in December
was not an issue, as there was a very small gap of a one-week time period
between start of the term of office and the Inaugural. The amendments under Bill
181 established a longer gap between the November 15 start of the new term of
office and the first Wednesday in December. Therefore, in an effort to enhance
business continuity, staff are proposing a change in the Inaugural meeting
schedule from the first Wednesday, in December to the fourth Wednesday in
November. This will reduce the wait time from four weeks to two weeks before the
Oath of Declaration and Allegiance are taken by Council elect.
b) With the Deputy Mayor now being appointed from within the Council membership
versus elected at large, it is important that clear language is set out in the
procedural by-law to permit the Clerk and Chief Administrative Officer, in
consultation with the Mayor Elect, to call a special Council meeting immediately
following the inaugural meeting for the purposes of Council electing the Deputy
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Mayor for the term of Council. This will eliminate public scrutiny as to the authority
of the Mayor Elect to call a special meeting prior to taking the Oath of Declaration
and Allegiance. It will also allow for the County's inaugural meeting to occur more
expeditiously, as this change in council composition also caused some delay with
the County orientation schedule, as they were awaiting the appointment of Oro-
Medonte's Deputy Mayor.
3.2 Regular Meeting Schedule of Council
Current
A to d References public session (open session) and notes the start time
Proposed amendment
A to d remove public session and replace with open session, as all meetings are
public meetings that are defined legislatively as open session versus closed
session. Insert applicable start time where applicable.
Current
e) In the absence of a scheduled closed session the public session (open session)
shall commence at 9.00 a.m..
Proposed Amendment
e) In the absence of a scheduled closed session the open session shall
commence immediately upon the Chair calling the meeting to order.
Current N/A
Proposed Amendment
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.
Rationale
This has always been the practice, but should be reflected in the procedural by-
law.
3.3 Council Meetings — Special or Emergency
Current:
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 and
actions need to be taken before the next regularly scheduled meeting.
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Proposed Amendment:
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 .- actions
need to be taken before the next regularly scheduled meeting.
Current:
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.
Proposed Amendment:
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.
Current — N/A
Proposed amendment
1) In the year of an election, the Clerk and Chief Administrative Officer 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.
Rationale
Refer to rationale b) outlined in item 3.1 Inaugural Meeting of Council
3.4 Committees or Technical Support Groups of Council Meetings
Current:
a) Committees or Technical Support Groups wholly within the sphere of the
jurisdiction of Council may be established, revised, disbanded and replaced
as Council deems necessary.
Proposed Amendment:
a) Committees or Technical Support Groups wholly within the sphere of the
jurisdiction of Council may be established, revised, disbanded
replaced as Council deems necessary.
Current N/A
Proposed Amendment:
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 Officer in consultation with the Mayor.
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11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Rationale
This has always been the practice, but as noted above should be reflected in
the procedural by-law.
4.1 Quorum of Council
Current N/A
Proposed Amendment:
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.
Rationale
It is important for business continuity purposes and imperative to Planning Act notices to
ensure quorum is maintained. It is also important for the scheduling of any special
Council meeting to ensure quorum is available. Therefore the Clerk's office needs to be
advised of any scheduled absences.
Similarly, there are administrative and technical changes required when Members are
attending a meeting via electronic means, therefore the Clerk's office and IT must be
notified ahead of time so that the appropriate changes can be addressed.
4.2 Quorum — Committees or Technical Support Groups of Council
Current:
b) Where quorum is not present within thirty minutes of the time appointed for a
meeting, the Clerk shall 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.
Proposed Amendment:
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.
Rationale
Required to ensure no Member in attendance is missed and to maintain a record of
those Members present. Required under the Act.
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11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
4.3 Attendance
Add
4.3.10 Members participating via video conference, should have videos turned
on.
4.3.11 When participating via video or telephone, all microphones should be
muted unless the Member is speaking.
4.3.12 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.
4.3.13 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.
Rationale:
These items were included in the initial electronic procedures established during
the pandemic and should be included in the procedural by-law to accommodate
ongoing electronic participation.
5.2 Closed Session Meetings
Current: N/A
Proposed Amendment:
c) Confidentiality
Members shall ensure that confidential matters disclosed to them during Closed
Session are kept confidential.
Rationale
Important to have this reflected as a reminder in the procedural by-law.
6.2 Duties of Chair
Current:
I) To authenticate, by his/her signature when necessary, all by-laws (if applicable),
motions/recommendations and minutes of the Council/Committee.
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Proposed Amendment:
1) To authenticate, by affixing either electronically or manually his/her signature when
necessary, `; : all by-laws (if applicable), motions/recommendations and minutes of
the Council/Committee.
Rationale
Motions are created electronically and are no longer required to be printed for signature
The additional words more fulsomely complete the sentence and are more in keeping
with modern practices.
Current:
m) To represent and support the Council/Committee, declaring its decision MR a"cgs.
Proposed Amendment:
m) To represent and support the Council/Committee, declaring its decision on all
Council related matters.
Rationale
More appropriate wording
7.0 Chair— Committees or Technical Support Groups of Council
Current:
a) The Chair of a Committee or Technical Support Group of Council shall be appointed
by Council.
Proposed Amendment:
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.
Current: N/A
Proposed Amendment:
Add
b) The Deputy Mayor shall Chair the Development Services Committee.
Rationale
This is a current practice and therefore should be reflected in the procedural by-law.
8.1 Conduct — Members of Council
Current:
h) 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.
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11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Proposed Amendment:
h) 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.
Add
i): Upon the declaration of a pecuniary interest at a meeting, the member shall record
his/her declaration as part of the Council Conflict Registry within twenty-four (24) hours
after the declaration.
Rationale
The registry form is required by the Township as per the Conflict of Interest Act
therefore should be cited in the procedural by-law.
Current N/A
Proposed Amendment:
1) Adhere to POL-ADM-24 Code of Conduct for Members of Township Council and the
Township's Local Boards
8.1 Conduct — Members of Council and 8.2 Conduct— Committees or Technical
Support Group Appointees
Current: N/A
Proposed Amendment:
k) Adhere to POL-ADM-24 Code of Conduct for Members of Township Council and the
Township's Local Boards
Consequences for Violations of Conduct
Current:
All reports of incidents shall be considered serious, will be investigated and appropriate
action will be taken up to and including removal from the Township Committee or
Technical Support Group.
Proposed Amendment:
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.
Rationale
The mandatory appointment of an Integrity Commissioner under section 223.1 of the
Municipal Act, 2001, as amended has changed the manner in which such a violation
may be addressed.
Section 9.2 Rules of Debate - Members
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11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Current:
a) speak disrespectfully of Her Majesty the Queen 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.
Proposed Amendment:
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.
Rationale
Citing Our Reigning Sovereign will eliminate the need to make further changes in the
event changes occur within the Monarchy and is consistent with the general titles
outlined in the section; such as, Governor-General, Lieutenant-Governor, etc.
Current:
c) speak beside the question in debate.
Proposed Amendment:
c) speak on any subject other than the question in debate.
Rationale
Clarify wording
11.3 Voting on Questions
Current:
b) The manner of determining the decision of the Council/Committee on a motion shall
be by a "show of hands".
Proposed Amendment:
a) 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".
Rationale
This has been the continued practice since 2020, therefore should be reflected in the
procedural by-law. Those Members attending remotely who may not have cards are
therefore covered by a show of hands.
12.1 Motions/Recommendations — General
Revise entire section as follows:
Current:
c) i) to vii) revise
Proposed Amendment:
c) i) to vii) revise in order of rank and include additional motions as deemed necessary
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11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Current:
c)v) a motion that the vote now be taken
Proposed Amendment:
c)v) a motion to call the question (thereby ending debate)
Rationale
Define the motions and outline the ranking and rules with respect to said motions as per
parliamentary practices and where possible to be more consistent with County practices
for ease of transition for Mayor and Council representatives transitioning between both
by-laws.
Ranking of Motions
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;
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.
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
o on the matter before Council.
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
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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.
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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:
• 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.
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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 amendment)
• vote on the primary amendment (motion that amends 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
Motions without Ranking
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
12.10 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;
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11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
• does not require a seconder;
• can be applied to any breach of the rules;
• is in order when another Member has the floor;
12.11 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.
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
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.
12.12 Motion to Divide the Question
i) A motion to divide the question pertains to a request that a motion be
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divided into parts, which are capable of standing alone, so they may be
voted on separately.
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.
12.13 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.
12.14 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 two (2/3) majority vote
12.15 Motion to Reconsider
Current:
After any question has been decided, the following shall prevail:
a) A motion to reconsider a question can only be made by a Member who
voted on the prevailing side, or a Member who was absent from the
meeting when the question was considered, and must be made on the day
the vote was taken or at the next succeeding regular meeting of Council.
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b) No discussion, except that obtaining information that justifies the
reconsideration, shall be allowed until the motion for reconsideration is
decided upon.
c) No main motion may be reconsidered more than once, and may only be
reconsidered if action has not yet been taken.
Proposed Amendment:
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
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 one (1) year term,
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.
Rationale
The amendment is just to clarify timelines and provide more definitive wording
associated with a Motion to Reconsider
13.1 Council Agenda
Current:
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.
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Order of the Day
The business of Council shall be taken up in the following order:
1. Call to Order— Moment of Reflection
Proposed Amendment:
Call to Order— Replace Moment of Reflection with Reading of Land Acknowledgement
Rationale
At the request of Council, the Moment of Reflection shall be replaced with the reading of
the Land Acknowledgement. It is important that the Land Acknowledgement be the
focus of reflection. This change will be implemented for all Council and Development
Services Committee meetings.
Current:
11. Reports of Municipal Officers
12. Reports of Municipal Officers
Proposed Amendment:
11 . Reports of Municipal Officers for Action
12. Reports of Municipal Officers for Information Only
Rationale
For greater clarity otherwise it appears that Reports of Municipal Officers is listed twice
13.4 Announcements
Current:
a) Announcements of Interest to the Public are to be provided to the Clerk's
office by 9:00 a.m. 7 calendar days prior to the meeting.
b) Upon receipt of the aforementioned announcements, the Clerk's Office
shall prepare a written record of the Announcements, which shall be
included in the Consent Agenda portion of the Agenda.
Proposed Amendment:
Delete in its entirety
Rationale
Announcements and Announcements of Interest create confusion. In recent years, item
13.4 a) has only be used primarily for office closures. This item is believed by staff to
be redundant as announcements from the public would not be treated any differently
than other correspondence that must be received in accordance with the procedural
timelines and would automatically be processed under the consent agenda
correspondence to be received.
14.1 Call to Order— Moment of Reflection
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Proposed Amendment
Replace Moment of Reflection with Reading of Land Acknowledgement
Rationale
See changes referred to in 13.1 above
14.3 Disclosure of Pecuniary Interest
Current:
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 at
his/her discretion may remain or leave the open meeting until the matter has been
dealt with.
Proposed Amendment
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 at
his/her discretion may remain or physically or electronically leave the open
meeting until the matter has been dealt with.
Rationale
To reflect current in-person and remote practices
14.7 Public Meetings and Public Sessions
Current:
d) All Public Meetings/Public Information Sessions shall be digitally recorded, and
such recording shall be available to the public through the Township website.
Proposed Amendment
d) All Public Meetings P blin InfE)FMatlnn SessieRs shall be digitally recorded, and
such recording shall be available to the public through the Township website.
Rationale
The Township does not have the resources to record public information sessions; such
as, but not limited to Open Houses or other such sessions, therefore they are being
removed from the by-law.
14.9 Open Forum
Current:
• Second bullet: Each speaker shall be required to identify the agenda item they are
speaking to and provide their name and address, which may become part of the
public record;
Proposed amendment:
• Second bullet: Each speaker shall be required to identify the agenda item they are
speaking to and provide their name, arm, .,,,I,,Fes which may become part of the
public record;
Corporate Services May 24, 2023
Report No. CS2023-09 Page 22 of 30
Page 116 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Rationale
No longer requires address for security reasons
Current:
• The following matters will not be permitted during Open Forum:
o Comments/complaints against Members of Council or Township staff;
o Matters beyond the jurisdiction of Council or the Township;
o Closed Session agenda items, including current or pending litigation, or
Insurance claims and/or pending claims by or against the Township;
o Comments with respect to Minutes of Council and Committees;
o Comments that are contrary to the Municipal Freedom of Information and
Protection of Privacy Act;
o Comments with respect to any applications which have proceeded through
a Public Meeting in accordance with the Planning Act, with the exception
of comment related to a recommendation contained within the Staff
Report.
Proposed Amendment:
• The following matters will not be permitted during Open Forum:
o Comments/complaints against Members of Council or Township staff;
o Matters beyond the jurisdiction of Council or the Township;
o Closed Session agenda items, including current or pending litigation, or
Insurance claims and/or pending claims by or against the Township;
o Comments with respect to Minutes of Council and Committees;
o Comments that are contrary to the Municipal Freedom of Information and
Protection of Privacy Act;
o Comments with respect to any applications which have proceeded through
a Public Meeting in accordance with the Planning Act, with the exception
of comment related to a recommendation contained within the Staff
Report.
o Continued attendance at Open Forum pertaining to the same matter
unless the participant has new information to provide.
Rationale
To ensure continued moving forward of the business of the Township
14.10 Reports of Municipal Officers
Current:
11 . Reports of Municipal Officers
12. Reports of Municipal Officers
Proposed Amendment:
11 . Reports of Municipal Officers for Action
12. Reports of Municipal Officers for Information Only
Rationale
Consistent with 13.1 above, for greater clarity otherwise it appears that Reports of
Corporate Services May 24, 2023
Report No. CS2023-09 Page 23 of 30
Page 117 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Municipal Officers is listed twice.
14.11 Reports of Members of Council
Current:
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.
Proposed Amendment:
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.
Rationale
To allow a more structured approach to Council reports
14.13 Consent Agenda
Consent Agenda includes correspondence received from Federal, Provincial and
Regional levels of Government and agencies, resolutions from other
Corporate Services May 24, 2023
Report No. CS2023-09 Page 24 of 30
Page 118 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
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.
Proposed Amendment:
Consent Agenda includes ""nr^„nnerneRt . of IRteFest to the P blin"
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.
Rationale
Removed, as "Announcements of Interest to the Public" are now posted on the General
Correspondence webpage on the Township's website.
14.14 Communications/Petitions
Current:
a) Petitions designed to be presented to Council/Committee and filed with the
Clerk shall meet the following requirements:
i) The petition must be addressed to the Township and request a
particular action within the authority of Council;
ii) Petitions must be legible, typewritten or printed in ink (no pencil);
iii) The text of the petition must be listed at the top of each page.
Pages should be numbered and total number of pages indicated;
iv) The petition must be appropriate and respectful in tone, and must
not contain any improper or offensive language or information;
v) Each petitioner must sign his or her own name. A paper petition
must contain original signatures, directly on the petition;
vi) Each petitioner must provide his or her full address;
vii) For electronic petitions, petitioners must provide name, address
and a valid e-mail address; and
viii) The petition must clearly disclose on each page that it will be
considered a public document by the Township of Oro-Medonte
Corporate Services May 24, 2023
Report No. CS2023-09 Page 25 of 30
Page 119 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
and the information contained in it may be subject to scrutiny as
part of the public record.
b) 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.
iii) The petition must be addressed to the Township and request a
particular action within the authority of Council;
iv) Petitions must be legible, typewritten or printed in ink (no pencil);
v) 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.
vi) 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;
vii) 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;
ix) Each petitioner must provide his or her full address;
x) For electronic petitions, petitioners must provide name, address and a
valid e-mail address; and
xi) 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.
xii) Staff may prepare recommendations related to the matter for
Council's consideration.
xiii) The Township is not accountable for the accuracy or reliability of
Corporate Services May 24, 2023
Report No. CS2023-09 Page 26 of 30
Page 120 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
petitions that are submitted.
14.15 Notice of Motions
Current:
Notice of Motion means an advance notice to Members of a matter on which Council
will be asked to take a position.
a) A motion to rescind or alter or amend a motion entered upon the minutes shall be
received or put only when notice of intention to introduce such motion is given in
accordance with Section 14.15 b).
b) Notice of Motion requires the Member of Council to provide, at a minimum, a brief
verbal explanation of the matter and to provide the Head of Council with a written
motion at a regularly scheduled meeting of Council. Such motion shall be
provided to Members in an agenda for consideration by Council at its next
regularly scheduled meeting.
Proposed Amendment:
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 eight (8) business
days in advance of the date of the regular meeting at which the Notice of
the 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 or
special meeting agenda called for that purpose.
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 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, any proposal by a Member
to reconsider, rescind or amend a motion previously adopted shall
also be undertaken as a Notice of Motion.
Rationale
To provide clarity and define the parameters suited to the intended purpose of a Notice
of Motion versus a Motion to Reconsider.
14.16 By-laws
Current:
Corporate Services May 24, 2023
Report No. CS2023-09 Page 27 of 30
Page 121 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural 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 Clerk.
Proposed Amendment:
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.
Rationale
This is already an administrative practice, so for clarity should be reflected as such in
the procedural by-law. While the Clerk's division provides legislative advise on by-law
creation as required, it was determined that a more efficient means of creating
Township by-laws would lie with the department with whom the responsibility and
expertise lies.
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, for the purpose of
ensuring correct and complete implementation of the action of Council forming the
subject matter of the by-law.
Proposed Amendment:
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.
Rationale
As the Clerk does not have the authority to change the direction of Council.
14.18 Confirmation By-law
Current:
Remove Ontario Municipal Board
Proposed Amendment:
Replace with Ontario Land Tribunal
14.19
2. Technical Interruption(s) Failure
Current:
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.
Corporate Services May 24, 2023
Report No. CS2023-09 Page 28 of 30
Page 122 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
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) Information Technology (IT) Staff shall ensure 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.
Proposed Amendment
Add
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 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.
Rationale
This was part of the procedures for electronic attendance and therefore should be
reflected in the procedural by-law.
Financial / Legal Implications / Risk Management:
N/A
Policies/Legislation:
Municipal Act, 2001 , as amended
Roberts Rules of Order
Conflict of Interest Act
Various Procedural By-laws including the County of Simcoe
Corporate Strategic Goals:
• Prepare for Our Future
• Modernize Township Services
Corporate Services May 24, 2023
Report No. CS2023-09 Page 29 of 30
Page 123 of 249
11 .d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Consultations:
Deputy Clerk
Attachments:
Appendix 1 — Draft Revised Procedural By-law
Conclusion:
The current procedural by-law is seven (7) years old and has been amended a number
of times during that period, more especially with the pivots required during the pandemic
and therefore was subject to a more comprehensive review to ensure current practices
and legislative changes were met.
Respectfully submitted:
Yvonne Aubichon, Clerk
Approvals: Date
Donna Hewitt, Director Corporate Services May 16, 2023
Robin Dunn CAO May 17, 2023
Corporate Services May 24, 2023
Report No. CS2023-09 Page 30 of 30
Page 124 of 249
11.d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
C--)ffm A eQ T e rr 69.10.1.-,tiGR Q„ L , NG 2917 165 .,.deal h„
By Law Ale 2020 009 dated Cehr6iar,a 76 7979�
By Law n,Ne_20-21 121 dated rlenemher 52 2m1
The Corporation of the Township of Oro-Medonte
By-Law No. '^'�a2023-???
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 Noss. '^'5 '^3, '^'6 46 ^^d"^'6 "^2017-165, 2020-009,
2020-092, 2020-097, 2021-004, 2021-131,2022-033
(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. 201�02017-165, 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 a+mepd-enact By-law No. 2QI 72023-1-65026???, as mEnQnCIQCI, 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;
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".
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.
2-That By-Law Nos. 2017-165, 2020-009, 2020-092, 2020-097, 2021-004, 2021-
131, 2022-033 be repealed in their entirety.
4. That this by-law may be cited as the"Procedural By-law".
By-Law Read a First, Second and Third time, and Passed this day of , 2023.
The Corporation of the Township of Oro-Medonte
Mayor, Randy Greenlaw
Clerk,Yvonne Aubichon
Page 125 of 249
11.d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Page 2 of 47
Page 126 of 249
11.d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Page 3 of 47
Schedule "A" to By-law No. '^'�a2023-???for
The Corporation of the Township of Oro-Medonte
Index
1.0 Definitions
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 127 of 249
11.d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Page 4 of 47
12.0 Motions/Recommendations
12.1 Motions/Recommendations-General
12.2 Withdrawal of a Motion
12.3 Motion to Amend
12.4 Motion to Reconsider
12.5 Motion to Refer
13.0 Agendas
13.1 Council Agenda
13.2 Committee Agenda
13.3 Verbal Matters
13.4 Announcements
14.0 Agenda Section Headings
14.1 Call to Order-n4'A'm'e t Af oofleAtiep
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
14.11 Reports of Members of Council
14.12 Announcements
14.13 Consent Agenda
14.14 Communications/Petitions
14.15 Notice of Motions
14.16 By-laws
14.17 Closed Session Items (Unfinished Items)
14.18 Confirmation By-law
14.19 Adjournment
15.0 Suspension/Amendment of Procedure
Page 128 of 249
11.d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Page 5 of 47
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) "Board" means a local authority established for the purpose of the
Township.
e)"CAO" means the Chief Administrative Officer or designate for the Township of
Oro-Medonte.
#}f "Closed Session" means a meeting, or portion thereof, closed to the public
in accordance with Section 239 of the Municipal Act, 2001, as amended.
G ,nniI . similaF 84t
4)gL"Chair" means the person presiding over a meeting of Council or a
Committee/Technical Support Group.
e)hL__"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.
i) "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.
#)R)Confirmation By-law means a By-law passed for the purpose of giving general effect
or ratification to previous decisions or proceedings of Council.
1
g4n1 "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 epon separately upon the request of a Member.
4)n) "Council" means the Council of The Corporation of the Township of Oro-
Medonte.
o) "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.
p) "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.
+)q)"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.
Page 129 of 249
11.d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Page 6 of 47
})LL"Emergency Meeting" means a meeting not scheduled in accordance with the
approved schedule of meetings and must be held as expeditiously as possible.
-k)L)_"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 his/her
absence. In the absence of the Mayor and Deputy Mayor, the head of Council
shall fall to the appointed Alternate.
�)L"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.
m)LL__"Improper Language" means the use of profane, indecent or obscene
language that is deemed, at the discretion of the Chair, to be disrespectful.
Page 130 of 249
11.d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Page 7 of 47
+R}yL_"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.
w)"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.
x)"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.
y) Motions:
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.
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.
Motion to Amend: means a Motion to change the words of a pending motion.
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 established as part of the
motion.
Motion to Divide the Question: means a request to divide a motion into two
parts, which can stand along to be voted on separately.
Motion to Receive: means a Motion to receive the information being presented
for consideration.
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.
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.
Motion to Suspend or waive the rules of procedure: means a motion to render
temporarily ineffective one or more Rules of Order.
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.
Withdrawl of Motions: 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.
Point of Order: means a question raised by a Member drawing attention to an infraction
of the Rules of Procedure.
Point of Privilege: means a question raised by a Member who feels the safety,
rights, or integrity of the Member, another Member or staff member have been
impugned by anyone present at the Meeting.
Page 131 of 249
11.d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Page 8 of 47
z) "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.
aa)Municipality means The Corporation of the Township of Oro-Medonte.
bb)"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.
cc)"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.
dd)Proclamations: An official public announcement and symbolic gesture of
endorsement.
ee)"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 a
regular or special meeting of Council to consider such matters.
ff) "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.
qq)"Quorum" means the majority of members required for the legal conduct of
business of Council, a Committee or Local Board.
hh)"Recess" means to take a short break in the proceedings of the meeting during
which members may leave the room.
e4ii
P) ,P44.Do...�,-.1 D„hl;..Do...�,-.1 ,ry.o p,;a resaf:d rrequir@d by lavv--cr,o b@ R4aa@ and--k@pt,
"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
Membe
a)"Resident' means an individual who resides or rents/owns property within the
boundaries of the Township.
a3b) Rules of Procedure: the rules and regulations set out in this Procedural
By-law or otherwise addressed in Roberts Rules of Order Newest Edition.
b-)cL_"Special Meeting" means a meeting not scheduled in accordance with
the approved schedule of meetings.
e3) "Technical Support Group" means an advisory Committee where less
than 50 per cent of the Members are members of Council of the Township of
Oro-Medonte.
d)fj_ "Township" means The Corporation of the Township of Oro-Medonte.
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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(Newest Edition) as far as
reasonably practicable.
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.
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4)�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)j_L_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.
#) 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.
gD__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.
4)L_ln 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 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.
1h)The Corporate Services Division will ensure that information on how the public
may access the meeting will be provided on the meeting agenda and on the
Township website.
0 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#+rst
fourth Wednesday of np�"er 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.
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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 93:00 ep.m.with the Closed Session to
commence immediately following the opening of the meeting. The popen
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. They, b 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 2pen session
shall reconvene immediately following Closed Session. Any unfinished
Closed Session matters may be carried forward to the Closed Session
Items(Unfinished Items)towards the end of the meeting agenda.
ii) On the third Wednesday,a regular Council meeting may be dedicated to
Recognition at a time confirmed with the Head of Council.
iii) There shall be no meeting the fourth Wednesday of the month.
e) In the absence of a scheduled closed session the open session{epe*
sessioo)shall commence at 9�fimmediately 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. 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 1 st 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.
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
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which is deemed appropriate by the Clerk, to inform the Residents of the
area in which the meeting will be held.
i3k) Durinq 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 armor 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.
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 Meetinq of Council to
be held immediately following the Inaugural meeting. This meeting would
be subject to all Special meeting criteria outlined above.
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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
which a Municipal Election is to be held, the Committee shall meet at the
same hour on the 1st 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.
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d) Members of Council are required to inform the Clerk's Office of
their intention to attend anv 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.
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
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.
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.
4.3.1 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:
(a) It is not safe or possible to attend an in person meeting due to a natural weather
event(inclement weather);
(b) Health and safety restrictions as determined by the Chief Administrative Officer
in consultation with the Head of Council;
(c) Restrictions,guidelines or recommendations set out by the Simcoe Muskoka
District Health Unit,the Ontario Provincial Police or the Province of Ontario;
(d) The activation of the Emergency Control Group or a declared emergency by any
level of government;
(e) Illness or disability;
(f) Need to care for a sick family member that makes in person attendance difficult;
or
(g) Trip/vacation that may make in person attendance difficult.
4.3.2 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.
4.3.3 Electronic participation shall mean participation by teleconference or video
conference.
4.3.4 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.
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4.3.5 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.
4.3.6 Votes cast by members of Council,Local Boards and Committees electronically
shall be counted towards the overall decision by show of vote cards or if by
teleconference,by verbal means.
4.3.7 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.
4.3.8 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.
3.3.9 4 3 9 Any member of Council participating remotely shall notify the Clerk,via
email,as soon as possible in advance of the meeting.
3.3.10 Members participating via video conference, should have webcams turned
on.
3.3.11 When participating via video or telephone, all microphones should be
muted unless the Member is speaking.
3.3.12 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.
3.3.13 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
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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");
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.
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6.0 Head of Council
6.1 Chair—Council
The Head of Council shall assume the duties of Chair during Council Meetings.
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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.
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.
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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
minutes after the time appointed for the meeting, the Deputy Mayor shall
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.
4}ee)_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.
e4iLIf 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.
#jgL_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
With the exception of the Development Services Committee, T-the Chair of a
Committee or Technical Support Group of Council shall be appointed by a
majority vote of its members.
The Deputy Mayor shall Chair the Development Services Committee.
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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.
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.
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g) Where a Member of Council has exhibited conduct, outside of the Council
Chambers, that is unbecoming of a Council Member, Council may impose
sanctions and/or reprimands on that Member of Council, in its sole
discretion, by a majority of Members present.
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
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.
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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.^ ^c'^^*^^' ^^^'
414
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.
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.
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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 HeF Majesty the Q6188ROur 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 beside 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
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.
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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.
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11.3 Voting on Questions
a) When the Chair calls for the vote on a question, each Member shall
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.
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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
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.
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2e) A motion in respect of a matter which is beyond the jurisdiction of Council
shall not be in order.
Lf) A Member shall speak to a motion in accordance with Section 9.3—Rules
of Debate— In Council/Committee.
Motions relating to an item under consideration shall be voted on in the followinq order
(each matter or motion takes precedence over those that fall below it in the list):
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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.
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
o on the matter before Council.
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)
0 A motion to defer(or Postpone Definitely) is a motion by which action relating to a
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pendinq 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 pendinq 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:
• 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
• 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
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followinq order:
•vote on the secondary amendment(motion to amend amendment)
•vote on the primary amendment (motion that amends 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
Motions without Ranking
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
12.10 Point of Order
0 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;
12.11 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:
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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 rulinq is final unless appealed.
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
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 malority vote of the
members present.
iii) Council's decision is final in the case of an appeal.
12.12 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.
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.
12.13 Withdrawal of Motions
0 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.
12.14 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.
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A motion to suspend the rules:
• requires a seconder
• is not amendable
• is not debatable
• requires a tw-942/34 majority vote
12.15 Motion to Reconsider
Current:
After any question has been decided, the following shall prevail:
i) A motion to reconsider a question can only be made by a Member who
voted on the prevailing side, or a Member who was absent from the
meeting when the question was considered, and must be made on the day
the vote was taken or at the next succeeding regular meeting of Council.
ii) No discussion, except that obtaining information that justifies the
reconsideration,shall be allowed until the motion for reconsideration is
decided upon.
iii) No main motion may be reconsidered more than once, and may only be
reconsidered if action has not yet been taken.
iv) A motion to reconsider requires a 2/3 majority vote.
Proposed Amendment:
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
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.
v) No discussion, except that obtaining information that justifies the reconsideration,
shall be allowed until the motion for reconsideration is decided upon.
vi) 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.
vii) No main motion may be reconsidered more than once during a term of Council,
and may only be reconsidered if action has not vet been taken.
viii) 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.
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a Shall e presented OR WFitiRg.
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b) shall be FelevaRt+^+he ^,,^s#e^ to aeFesewed.
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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 fashien 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.
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Order of the Day
The business of Council shall be taken up in the following order:
1. Call to Order—MA-Mont f Retie..+,,,.,Land Acknowledgement
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
12. Reports fs+of Municipal Officers for Information Only
4-2-13. Reports of Members of Council
4-314. Announcements
44.15. Consent Agenda
4-5-16. Communications/Petitions
46-17. Notice of Motions
4-7-18. By-laws
4-8-19. Closed Session Items (Unfinished Items)
49-20. Confirmation By-law
2-4-21. 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.
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e) When the Clerk's office has not been advised in a timely fashien 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.
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.
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14.0 Agenda Section Headings
14.1 Call to Order—" 4i
4arnaR*of RaflannR Read ing of the Land
Acknowledgement
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.
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[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 Mdtis 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
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all Treaty People. Our commitment begins with acknowledging the Truth so that we can
move forward together towards Reconciliation.
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
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 at his/her discretion may remain or physically or electronically leave
the open meeting until the matter has been dealt with_.-
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.
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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;
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.
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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.7_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
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-7-10
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.
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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
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 a 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.
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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.
14.9 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 named mess,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(&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;
• 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;
__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.
• 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.
14.10 Reports of Municipal Officers
(a) Reports of Municipal Officers for Actiongtaff RepeFts f r ReA-A-M. .ean ead
Staff reports for action includes matters for Council/Committee consideration
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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".
14.11 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.
14.12 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 Mayor events i.e.golf
tournament,etc. The member of Council may state the event noting date/time. There is
no discussion/debate and any Announcements will not form part of the minutes of the
meeting.
14.13 Consent Agenda
Consent Agenda includes^^^^i��m�^*s of r#y4:y4 to toe 12 4e2 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.
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14.14 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.
O 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 ink (no pencil);
+4iv) 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.
44v) For multiple page petitions,T4&-the text of the petition must be
listed at the top of c�h each page^^� fer multiple page petitie,&
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;
44y The petition must be appropriate and respectful in tone, and must
not contain any improper or offensive language or information;
v}vii Each petitioner must PFORt and sign#i_sor affix er- e their own
name. A paper petition must contain original or digital signatures
e#y, WFi#@R provided directly on the petition;
v+)viii Each petitioner must provide his or her full address;
v+4ix For electronic petitions, petitioners must provide name, address
and a valid e-mail address; and
XThe 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.
*i=Oxi) 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
beams filed with the Clerk s by 9:00 a.m. ten 0 0) business days prior
to the scheduled meeting and must meet the following requirements:
O Communications must be legible, typewritten or printed in ink (no
pencil);
+4iii The communication must be appropriate and respectful in tone, and
must not contain any improper or offensive language or information;
44jy Every communication shall be dated and shall include the name of
at least one person, and an address where return correspondence
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or contact is to be directed to. Paper communications shall contain
signatures; and
44yL__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/Deputy Chief Administrative Officer.
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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.
14.15 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.
4 MAtinn to P89GOAd n of+or APPMPAd o MAtinn ontorord i n tho m i i+oo
QA- moil o+ # R@Xt regularly ilarly oohed sled moo4inrr
a) Shall be provided in writing to the Clerk no later than 8:30 a.m. seven (7)
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 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.
14.16 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. Clerk
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.
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.
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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
befo-re same 06 SigR@d and sealer!, that does not change the intent of the
by-1 aw,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.
14.17 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).
14.18 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.
14.19 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.
2. Technical Interruption(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.
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)Information Technology(IT)Staff shall ensure 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.
Page 169 of 249
11.d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Page 46 of 47
e) In the event a member is attending remotely and connection or service disruption occurs,
the Chair may recess the meetinq 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 in advance of the meeting. After fifteen(15)minutes of not connecting,the
meetinq 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.
"Noler,
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11.d) CS2023-09: Yvonne Aubichon, Clerk re: Revised Procedural By-law
Page 47 of 47
15.0 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.
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11 .e) CS2023-17: Donna Hewitt, Director, Corporate Services and Yvonne A...
Township of
p
Re ort 0
Proud Heritage, Exciting Future
Report No. To: Council Prepared By:
CS2023-17 Donna Hewitt, Director
Corporate Services;
Yvonne Aubichon, Clerk
Meeting Date: Subject: Community Motion #
May 24, 2023 Consultation Group
Roll #: R.M.S. File #:
Recommendation(s): Requires Action For Information Only
It is recommended:
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.
Background:
As has been identified in the 2023/2024 budget presentations and noted throughout the
recent 2022 municipal election campaign, some members of the Oro-Medonte community
have expressed a desire for an enhanced level of understanding and sharing of
information with Township elected officials and staff. At the April 12t", Council meeting,
Council received a deputation requesting consideration for the creation of a Community
Consultation Committee that would directly address this expressed desire. The materials
provided during the deputation outlined purpose, a proposed structure, process and
responsibilities. See Appendix A — Community Consultation Committee Proposal.
Corporate Services May 24, 2023
Report No. CS2023-17 Page 1 of 4
Page 172 of 249
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Analysis:
The use of "topic" specific committees for the purpose of information exchange is not an
uncommon occurrence in the municipal field. The Township of Oro-Medonte has utilized
this structure for a variety of situations — Internet Connectivity Task Force, the Safety
Task Force and the Economic Development Roundtable are examples and others have
been noted within other municipalities. While not an exhaustive search, staff were
unable to identify the use of a non-topic specific community entity as proposed within the
municipal sector but understand they have been used in other sectors.
In considering the potential structure and functioning of such a body, it is important that
consideration be given to the concepts of open and transparent government as noted in
the Municipal Act, 2001 and further detailed in the Township's Procedural By-law. Staff
also reviewed a decision rendered by the Ontario Ombudsman against the Township of
Lucan Biddulph in October 2021 in the development of this report and associated
recommendations. (see Appendix B — Ontario Ombudsman Bacon Fest Report)
The ruling of the Ombudsman defines under what situations a Committee is a Committee
of Council and must adhere to provincial legislation and municipal by-laws.
Based upon this ruling, the following checklist has been created to provide clarity as to
the structure, operating procedures and responsibilities proposed during the deputation
and the alignment with legislative requirements:
Township of Oro-Medonte Committee Checklist
Proposed Community Consultation Committee
x Does it meet the Municipal Act definition of "committee"?
x Does it meet the Township's definition of "committee" in the Procedural By-law?
x Does it materially advance the business or decision — making of the Council, local
board or committee?
x Does it have delegated authority from Council to make decisions or
recommendations?
✓ Does it serve an administrative purpose, merely exchanging information or
advancing previously decided positions?
x Are members of Council members of the committee?
✓ Are the meetings open and accessible to the public?
✓ Are agendas and minutes made available through the Township's website
providing public notice?
✓ Does Township staff prepare and record agenda and minutes?
✓ Does Township staff coordinate meeting logistics?
✓ Does Township staff promote the meetings?
x Is the group provided a line item budget allocation?
x Does the group make requests for budgetary considerations of Council?
Corporate Services May 24, 2023
Report No. CS2023-17 Page 2 of 4
Page 173 of 249
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Based upon the above, it is staff's opinion that the structure proposed only aligns with the
definition of a Committee of Council, from a Township resources (staff and
communications tools) perspective but not in the manner, as outlined in the Municipal
Act. Township resources would include a staff member to develop agendas, take
minutes, coordinate meeting locations and set up, and promote meetings through existing
communication channels. As these meetings are proposed to occur on a quarterly basis,
the expected on-going time required would not be substantial (3-4 days/quarter) and
would require modest adjustments to existing staff work commitments/schedules. During
the initial organizational stage, additional staff time may be required. The Township
utilizes a number of existing on-line platforms (website, portal, social media, e-
newsletters etc.) and could draw on these platforms for promotion and notice at no
additional cost to the municipality. While it is not the Township's practice to provide these
resources as described above, for the purposes of this request, given its focus and desire
for transparency, it is staff's recommendation that these staff and communication
resources be provided.
It is proposed that the entity be described as a group rather than a committee in order to
avoid any misconceptions as to definition and legislative adherence.
As this is a new initiative, staff are recommending that this group be struck as a pilot
initiative with an end date of December 31, 2024. Ongoing reports will be provided by
staff to Council via the Corporate Projects Report. Staff will also monitor the impact and
effectiveness of the Group and report back prior to year-end 2024.
Should Council support the creation of this group for the pilot period, staff will establish a
public recruitment process utilizing Township on-line platforms as noted above as the
means through which the public will be informed of the opportunity. Composition should
be reflective of the broader municipality. Considerations to include: geography; age;
gender; education; employment/occupation; tenure in the Township etc. As this is not a
Committee of Council, members will not be appointed by Council by By-law.
Attached as Appendix C is a Draft Terms of Reference for the Community Consultation
Group (CCG).
Financial / Legal Implications / Risk Management:
Given the role, purpose, responsibilities and term for this Group there is no budget
allocated.
It should be noted that staff resources for meeting activities, promotion/communication
and logistics has an indirect financial implication with resources diverted from other tasks.
At the conclusion of the pilot, should Council determine they wish to change the terms of
reference for this Group to align with the Committee checklist noted earlier in this report,
there may be financial implications which may then form part of the 2025/2026 budget
process.
Corporate Services May 24, 2023
Report No. CS2023-17 Page 3 of 4
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Policies/Legislation:
Municipal Act, 2001
Procedural By-law
Corporate Strategic Goals:
Modernize Township Services
Consultations:
None.
Attachments:
Appendix A: Community Consultation Committee Proposal
Appendix B: Ombudsman Bacon Fest Report
Appendix C: Draft Terms of Reference
Conclusion:
Based upon the research conducted, it is staff's opinion that this proposed group does
not meet the threshold of a Committee of Council and staff recommend that should
Council support the creation of the Community Consultation Group as proposed, that the
group be provided the staff and communications resources requested for the pilot period.
Respectfully submitted:
Donna Hewitt, Director Corporate Services May 4, 2023
Yvonne Aubichon, Clerk May 4, 2023
Approvals: Date:
Robin Dunn, CAO May 17, 2023
Corporate Services May 24, 2023
Report No. CS2023-17 Page 4 of 4
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Proposal for the establishment of
Oro Medonte Community Consultation Committee
Committee of Council in principle
Purpose:
It became apparent during the 2022 Municipal election campaign that there exists within Oro Medonte
(OM) a division of citizens opinions on community based interests and confusion of community based
issues. Differences of understanding on issues between different community groups and individuals
became labeled as "special interest" and were divisive among the citizens of OM.The purpose of
Community Consultation Committee is to bridge the "differences" with knowledge and awareness to
identify that there is not"special interest", but only a shared community interest. Establishing an
understanding of the concerns of residents and providing a knowledge based committee of citizens to
share, inform, and develop a solution based approach is the purpose of the Consultation Committee. It
would provide a forum where all issues can be aired as individuals or as collectively impacted residents
without the need for established groups or perception of"special interest".
The Oro Medonte Community Consultation Committee would be established as a standing committee of
Oro Medonte residents who meet quarterly in a collaborative forum to discuss and provide input to the
Township and would receive informative presentations on the issues and services within Oro Medonte.
The purpose of committee is to establish permanent ongoing two way communication with the elected
Township Council of Oro Medonte, the Departments and Services of Oro Medonte, and the contracted
service providers to the residents of Oro Medonte. The establishment of a community based issues
forum is to identify the challenges facing the community in a timely fashion and collaboratively explore
and express ideas and solutions to the elected Council and Township Department Directors of Oro
Medonte.
The Community Consultation Committee is an informal, nonpartisan format for individual residents or
organized issue based representation groups to work together in directing the future interests of
residents of the Township. It will be a respectful and fact based format designed to bring the community
and its interests closer together and focused on resolution based awareness to the Township Council.
Structure:
• The community Consultation Committee is open to all residents of Oro Medonte, attendance
need not be limited to voting age residents, and all members of the community are welcomed.
• There shall be no fees, memberships, or dues required to attend or participate at the
Community Consultation Committee, or to participate on the Guiding Board of Directors.
• The committee shall be coordinated by a five member Guiding Board consisting of 2 Co-Chairs
and 3 Board of Directors.
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Meetings:
• The Community Consultation Committee shall meet publicly at least three times per year with a
goal of conducting four quarterly public meetings as optimum frequency.
• Community Consultation Committee meetings require a quorum of at least two of its Guiding
Board of Directors to Chair the meeting. This may be any two of the three Directors or two Co-
Chairs.
• Oro Medonte Township Council shall send representation to the quarterly meetings of the
Community Consultation Committee and report back to Oro Medonte Township Council.
• Attendance at the Community Consultation Committee by the Mayor or Council Members of
Oro Medonte is conducted in an ex officio capacity for the purpose of liaison between the
community and elected Township Council.
• Meetings shall be held quarterly as determined by the Co-Chairs and the availability of guest
speakers or special invited attendees. Notice of meetings shall be posted publicly at least 30
days prior.
• The Community Consultation Committee does not have any official authority or function in the
affairs of the Township of Oro Medonte and shall not be authorized to pass resolutions or
motions that are in any manner binding upon the Corporation of the Township of Oro Medonte.
The recommendations or items provided by the Community Consultation Committee are strictly
for the awareness and consideration of Elected Township Council.
• Meetings are expected to be two hours in duration with a formal agenda distributed 30 days in
advance of the meeting. The agenda will be divided between community education and
community consultation.
• Meeting minutes shall be made publicly available no later than 30 days after a quarterly
meeting.
Community Consultation Committee Agenda Guidelines:
The intention of the Consultation Committee meetings and agenda items shall be to focus and engage in
two primary activities. Meeting agendas will be divided into three parts beginning with a brief general
greeting and update to residents from the Consultation Committee Guiding Board followed by the first
session where educational guest speaker on matters of value to residents will be presented.The second
portion of meetings will be discussion of agenda items submitted on community issues, concerns, ideas.
The key focus of the structured agenda will be divided primarily between the following two areas:
1) Identify and explore community issues: Residents can attend Consultation Committee to raise
questions or provide recommendations to be discussed and put forward in a documented
format to the Oro Medonte Township Council. These can include individual or community items
of concern, by law questions or recommendations, community safety concerns or
recommendations, questions on services, policies, or programs under the management and
control of the Township of Oro Medonte that affect residents. Agenda items must be submitted
by email at least 30 days before the scheduled meeting to ensure they are included in the
meeting agenda for public disclosure and preparation.
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11 .e) CS2023-17: Donna Hewitt, Director, Corporate Services and Yvonne A...
2) Provide Community Education: an important function of the Consultation Committee will be to
promote and develop informed residents. Knowing about the responsibilities of the Township,
its many departments, services, and activities will be presented at scheduled meetings in an
informative lecture series by subject matter resources, Program Directors, and Township Staff.
Examples can include Oro Medonte Fire and Rescue, Ontario Provincial Police Detachment,
Roads and Maintenance Department, Parks and Recreation,Township Planning, and Township
Mayor and Council. Part of the educational process at the Consultation Council will include a
better understanding of the jurisdictional partners in the Town of Oro Medonte such as the
Government of the Province of Ontario, Simcoe County Council, and a variety of area clubs and
services that utilize the facilities within Oro Medonte such as Hiking, Mountain Biking, Skiing,
and motorized Off Road Recreation groups.
Submission for Consideration of Community Consultation Committee:
This submission is intended to generate discussion at Council for consideration of the establishment of a
resident based nonpartisan committee forum for community issues and education. Very much like an
"idea factory", it permits residents access to a standing forum to raise community matters, receive
education on their community and Township Services, and to build bridges and understanding between
fellow residents. The contents of this proposal are open to discussion and input for structure that would
be compliant with the Corporation of Oro Medonte and the Province of Ontario. It is our hope that
Council we see value in the establishment of a community based consultation committee and the
suggestions it can generate to aid in the resolution of community issues.
Submitted Respectfully,
Peter Merrifield
Oro Medonte resident
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0V
Ombudsman
U
0 NTARI0 r
0
TOWNSHIP OF LUCAN BIDDULPH
Investigation into a complaint about the meetings of the Baconfest Committee,
71
Finance Working Group, and Policy Working Group of the Township of Lucan o
Biddulph o
N
Paul Dube
Ombudsman of Ontario
Citation: Lucan Biddulph (Township of) (Re), 2021 ONOMBUD 17
Date: 2021-10-18
SUMMARY
The Ombudsman reviewed a complaint alleging that meetings held by the Baconfest
Committee and two workings groups in the Township of Lucan Biddulph contravened
the open meeting requirements. The Ombudsman found that the Baconfest Committee
fell within the Township's definition of "committee" and that council contravened the
open meeting rules when it did not provide notice, or record meeting minutes, of
Baconfest Committee meetings. The Ombudsman applauded the Township's proactive
choice to dissolve the two working groups, which was done prior to his investigation,
and replace them with one committee. The Ombudsman recommended, as a best
practice, that the Township formally establish all committees by by-law, and ensure that
all meetings are conducted in accordance with the open meeting rules.
COMPLAINT
1 My Office received a complaint regarding meetings held by three bodies created
by council for the Township of Lucan Biddulph (the "Township")- the "Baconfest
Committee", "Budget working group", and "Policy working group". The complainant
alleged that these bodies held meetings contrary to the Municipal Act, 2001,
because public notice was not provided and minutes were not kept.
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OMBUDSMAN JURISDICTION
2 Under the Municipal Act, 2001 (the "Act"),' all meetings of council, local boards,
and committees of council must be open to the public, unless they fall within
prescribed exceptions. _
J
3 As of January 1 , 2008, the Act gives anyone the right to request an investigation
into whether a municipality has complied with the Act in closing a meeting to the
public. Municipalities may appoint their own investigator. The Act designates the o
Ombudsman as the default investigator for municipalities that have not appointed ca
their own. o
z
O
4 1 am the closed meeting investigator for the Township of Lucan Biddulph. N
0
N
5 In investigating closed meeting complaints, I consider whether the open meeting
requirements of the Act and the municipality's governing procedures have been
observed.
6 My Office has investigated hundreds of closed meetings since 2008. To assist
municipal councils, staff, and the public, we have developed an online digest of
open meeting cases. This searchable repository was created to provide easy
access to the Ombudsman's decisions on, and interpretations of, the open
meeting rules. Council members and staff can consult the digest to inform their
discussions and decisions on whether certain matters can or should be discussed
in closed session, as well as issues related to open meeting procedures.
Summaries of my previous decisions can be found in the digest:
www.ombudsman.on.ca/digest.
INVESTIGATIVE PROCESS
7 On February 19, 2021, my Office advised the Township that we would investigate
this complaint.
8 The complaint in this case alleged that the three bodies did not comply with the
open meeting rules generally, rather than in relation to specific meetings. In a
similar investigation into the Ad Hoc Committee of the Town of Goderich's
Recreation Board of Management, the Ombudsman investigated whether that
committee was subject to the open meeting rules.2 In this case, our review
focused on whether the Baconfest Committee is subject to the Act's open meeting
requirements, as both the policy and budget working groups had already been
disbanded by the time our investigation began.
SO 2001, c 25.
2 Goderich (Town oo (Re), 2016 ONOMBUD 16 (CanLll), <https:Hcanlii.ca/t/h2stl>.
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9 Members of my Office's open meeting team reviewed relevant portions of the
Township's procedure by-law and the Act. We reviewed council meeting agendas
and minutes, and other relevant documents.
10 We also interviewed all members of council and the Chief Administrative
Officer/Clerk.
CU
U
11 My Office received full co-operation in this matter.
0
m
75
PROCEDURE BY-LAW 0
0
12 Section 238(2) of the Municipal Act requires municipalities to pass a procedure by- N
law that governs the calling, place, and proceedings of meetings. The Township N
has passed By-law No. 61-2013 (the "procedure by-law").
13 Section 6.1 of the procedure by-law applies the open meeting requirements in s.
239 of the Municipal Act to all of the Township's meetings, including meetings of
committees.
14 The by-law provides a broad definition of committee, namely that a "committee" is
"a committee established by council".3 It does not provide for the creation of
"working groups". The Township therefore applies the open meeting rules from s.
239 of the Municipal Act to any body that is a committee established by council.
15 The procedure by-law requires that public notice of meetings be posted on the
Township's website at the beginning of the calendar year, and that agendas be
posted where possible.4
THE BACONFEST COMMITTEE
16 My Office was told that the Baconfest Committee co-ordinates the annual Lucan
Baconfest event. This body was formed when a private event grew into a larger
community effort, and the Township formalized a committee through which it
provides funding and helps co-ordinate the event's activities. In addition to
generally co-ordinating efforts between community groups, the Baconfest
Committee is provided a budget by council, determines how to spend that budget,
and makes requests to council for budget increases and provincial road closure
applications.
3 Township of Lucan Biddulph, by-law No. 61-2013, By-law to govern the proceedings of the Council, the
�nnrb irrt of its members and the calling of meetings(4 December 2013), s 1.
4 lbid, s 5.1.
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17 The membership of the committee is set out in the Township's 2019 and 2021
appointments by-laws. For 2021 , the Baconfest Committee is composed of the
Mayor, the Township's Economic Development & Communications Officer, and
nine members of the public, including local business owners and community group
representatives. -_
J
(B
18 During my Office's inquiries, we were told that the Baconfest Committee usually
meets three to five times throughout the year. The Baconfest event was cancelled
in 2020 and 2021 due to the COVID-19 pandemic, and so the committee met less
frequently. m
75
0
19 The Township does not have a dedicated webpage for the Baconfest Committee 0
and does not list its meetings on the same page as council and other committee N
meetings. Although the Township posted various updates about the status of the N
Baconfest event during the pandemic on the Township's Facebook page, it did not
provide information about Baconfest Committee meetings.
20 While those interviewed told us they thought that past meetings had been open to
the public, we did not find evidence that the public was provided with notice of
meetings, with the exception of a meeting on March 18, 2021 .
21 Similarly, although some interviewees thought that notes were taken during
meetings, we found no evidence that the committee recorded meeting minutes or
that such minutes were retained in the municipality's records.
ANALYSIS
The definition of a "committee
22 Section 238(1) of the Municipal Act defines a "committee" as any advisory or other
committee, subcommittee or similar entity of which at least 50% of the members
are also members of one or more councils or local boards. In addition, my Office
has previously found that a body may also be subject to the open meeting
requirements if it is a committee as defined in the municipality's procedure by-law,5
or is considered by the municipality to be a committee.6
23 In assessing if a body can be considered a committee, my Office also considers its
role and function, as the Act defines committee as an advisory or other committee
or similar entity. My Office has found that a body that exercises delegated
authority from council to make decisions or recommendations is likely to be a
committee.' A body is not likely to be a committee if it serves an administrative
5 Niagara (Regional Municipality oo (Re), 2015 ONOMBUD 37 (CanLll), <nttps://caniii.ca/t/gtp'ln>;
Hamilton (City oo (Re), 2021 ONOMBUD 9 (CanLll), <https://canlii.ca/t/jfj02>.
6 Hornepayne (Township oo (Re), 2016 ONOMBUD 20 (CanLll), <http ://canIii.ca/t/h2st9>.
West Parry Sound(Heads of Council in) (Re), 2015 ONOMBUD (CanLll), <https://canlii.ca/t/gtp7q>.
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11 .e) CS2023-17: Donna Hewitt, Director, Corporate Services and Yvonne A...
purpose, merely exchanges information, or advances previously decided
positions.$
The Baconfest Committee —
J
(B
24 The Baconfest Committee's composition does not meet the definition of committee
under the Act, as the Mayor is the only member of council out of 11 members. r
However, the committee was formally established as a committee of council in the o
Township's appointments by-law. m
O
25 The Baconfest Committee also functions as a committee of council. It is provided o
with a budget by council and makes spending decisions regarding the event within N
that budget. It also makes recommendations to council regarding Baconfest, N
including with respect to its budget and applying to the province for road closures
during the event.
26 The Baconfest Committee is a "committee" subject to the open meeting rules.
27 My Office's review found no evidence that the Baconfest Committee regularly
complies with the open meeting requirements. No notices, agendas, or minutes
were posted on the Township's website, with the exception of notice of one
meeting in March 2021. Those we spoke with did not provide any evidence of
notice provided to the public or of minutes taken by the committee.
28 As a committee of council, the Baconfest Committee is obligated to comply with
the Municipal Acts open meeting requirements, including providing notice of its
meetings and keeping a record of its discussion and decisions.
THE WORKING GROUPS
29 My Office also received a complaint regarding the meeting practices of two
"working groups" that previously existed in the Township.
30 We were told the Budget working group emerged several years ago as an informal
body that provided an opportunity for members of council and staff to work
together during the yearly budget cycle. We were told that the Budget working
group did not hold formal meetings. Instead, its gatherings were meant to give
council members an opportunity to ask questions and provide comments on the
draft budget directly to staff before the budget was presented formally to council.
8 Hamilton (City oo (Re), 2014 ONOMBUD 11 (CanL1I), <https:Hcanlii.ca/t/gtmh8>; West Parry Sound
(Heads of Council in) (Re), 2015 ONOMBUD (CanL11), <;ittps://canlii.ca/t/gtp7q>; Deep River(Town of)
(Re), 2017 ONOMBUD 17 (CanL11), < tps://caniii.ca/t/hgspf>.
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31 As an informal body, the Budget working group did not have clear operating
policies or procedures, and its membership appears to have included the relevant
staff for various budget items on an as-needed basis. Although meeting notices
were provided for two meetings of the Budget working group in 2020, we were
unable to find notice of its earlier meetings and no agendas or meeting minutes were posted publicly.
U
32 Our investigation indicated that the Policy working group was set up in 2019 as an r
informal committee that allowed members of council to ask questions of staff and o
provide input while the Township reviewed and updated its human resources m
policies. The Policy working group did not operate as a formal committee, but z
provided a venue for council members to ensure that staff were reviewing policies O
in a timely manner and in accordance with council's priorities. N
0
N
33 Although initially conceived of as a committee, the Policy working group did not
have clear operating policies or procedures. Its membership included the Mayor
and Deputy Mayor with various staff participating depending on the policy under
consideration. We found no evidence that public meeting notice was provided, and
there are no agendas or meeting minutes posted on the Township's website.
34 We were told that both of these working groups were dissolved prior to my Office's
investigation after the Township received governance training in January 2021.
According to those we spoke with, the Budget working group was replaced with a
formal Finance Committee. We were told the Policy working group was dissolved
and not replaced.
35 1 applaud the Township for taking these proactive steps to review and improve its
meeting and governance practices.
OPINION
36 The Township of Lucan Biddulph's Baconfest Committee contravened the
Municipal Act and the Township's procedure by-law by holding meetings that did
not comply with the open meeting requirements, including by failing to provide
public notice of meetings and to record meeting minutes.
37 In dissolving the Budget and Policy working groups, the Township of Lucan
Biddulph has taken positive steps to address issues with the meeting practices of
these former bodies. I encourage the municipality to ensure that future committees
operate consistently with the open meeting requirements under the Act and the
Township's procedure by-law.
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RECOMMENDATIONS
38 1 am making the following recommendations to assist the Township of Lucan
Biddulph in adhering to the open meeting requirements of the Act and its own
procedure by-law, and to improve its procedures and practices related to meetings
of committees:
U_
Recommendation 1
All members of council for the Township of Lucan Biddulph should o
be vigilant in adhering to their individual and collective obligation to ensure
that the municipality complies with its responsibilities under the Municipal O
Act, 2001 and its own procedure by-law. o
N
Recommendation 2 N
The Township of Lucan Biddulph should ensure that all committees are
formally established by by-law, in order to clarify their obligation to comply
with the open meeting rules.
Recommendation 3
The Township of Lucan Biddulph should ensure that all meetings of the
Baconfest Committee comply with the open meeting requirements set out in
the Municipal Act and the Township's procedure by-law.
REPORT
39 Council for the Township of Lucan Biddulph was given the opportunity to review a
preliminary version of this report and provide comments to my Office. Due to the
restrictions in place related to COVID-19, some adjustments were made to our
normal preliminary review process and we thank council and staff for their co-
operation and flexibility.
40 In its response, council committed to implementing the report's three
recommendations going forward, and I applaud the municipality's commitment to
improving its meeting practices. All comments we received were considered in the
preparation of this final report.
41 This report will be published on my Office's website, and should be made public by
the Township of Lucan Biddulph as well. In accordance with s. 239.2(12) of the
Municipal Act, 2001, council is required to pass a resolution stating how it intends
to address this report.
Paul Dube
Ombudsman of Ontario
Page 185 of 249
11 .e) CS2023-17: Donna Hewitt, Director, Corporate Services and Yvonne A...
Township of Oro-Medonte
Community Consultation Group
Terms of Reference
Mandate:
The Oro-Medonte Community Consultation Group is a collaborative forum to discuss,
provide input, and receive informative presentations on the issues and services within
Oro-Medonte.
The purpose of the Group is:
• to identify challenges and opportunities within the community;
• to share information and bring awareness of said challenges and opportunities
to the community, Council and staff; and
• to collaboratively explore options, express ideas for potential solutions with
Council and staff of Oro-Medonte.
Community members can attend scheduled meetings of the Oro-Medonte Community
Consultation Group for the purposes listed above. Any questions, recommendations or
potential solutions shall be discussed and put forward in a documented format to the
Oro-Medonte Township Council and staff for consideration.
Structure:
The Community Consultation Group is a non-partisan forum for individual residents,
business owners or community groups to work together to bring awareness of the future
interests of residents of the Township. It will be a respectful and fact-based format
designed to bring the community and its interests closer together and focus on solution-
based sharing with Township Council and staff.
The Community Consultation Group does not have any official authority or function in
the affairs of the Township of Oro-Medonte and shall not be authorized to pass
resolutions or motions that are in any manner binding upon the Corporation of the
Township of Oro-Medonte. The information or items provided by the Community
Consultation Group are strictly for the awareness and consideration of Township
Council and staff.
• The Group shall be comprised of five members from the community, selected by
the Township based upon a public application process.
• The Group shall be chaired by a two-person Co-Chair structure to be selected
from within the selected five members.
• Group meetings require a quorum of at least three of its members present with
one of those being a Co-Chair.
• All positions are volunteer and unpaid.
• Members of Council will not serve as members of the Group.
Page 186 of 249
11 .e) CS2023-17: Donna Hewitt, Director, Corporate Services and Yvonne A...
• The first term of this Group will be considered a `pilot' until December 31, 2024;
subject to a report back to Council in Fall 2024 as to the achievements and level
of community engagement realized by the Group as well as recommendations for
future consideration.
Meetings:
• The Group shall meet quarterly as determined by the Co-Chairs and the
availability of guest speakers or special invited attendees.
• Notice of meetings/agendas shall be posted on the Township's website a
minimum of 30 days prior to the meeting.
• Subsequent to posting notice of meeting, the Co-Chairs have the authority to
cancel a meeting in the event of inclement weather or emergencies provided
notice is provided through the Township website as soon as practical.
• Meetings will be held in person at various locations across the municipality and at
a time to enable members of the public to attend. All members of the community
are welcomed and encouraged to attend/participate.
• Oro-Medonte Township Council shall send a designated representative to the
quarterly meetings of the Group who in turn will report back to Oro-Medonte
Township Council at a Council meeting.
• Meetings are expected to be two hours in duration.
• The agenda will include community education and consultation. The public is
invited to submit agenda items and these must be submitted at least 30 days
before the scheduled meeting to ensure they are included in the meeting agenda
for public disclosure and preparation.
• Draft meeting minutes shall be made available no later than 30 days after a
quarterly meeting through the Township's website.
• There shall be no fees, memberships, or dues required to attend or participate at
Group meetings or participate as a Group member.
• All Group members shall follow the Terms of Reference and abide by the
Township's code of conduct.
Support:
The Group will be supported by staff from the Corporate Communications Division.
Meeting logistics (agenda creation, meeting minutes, facility coordination etc.) and
communications will be the responsibility of Township staff.
Reporting and Liaison:
The Community Consultation Group shall liaise with the Chief Administrative Officer or
their designate.
Page 187 of 249
12.a) ES2023-07: Michelle Jakobi, Director, Environmental Services re: U...
Township of
Report
t.f
Proud Heritage, Exciting Future
Report No. To: Prepared By:
ES2023-07 Council Michelle Jakobi
Director,
Environmental Services
Meeting Date: Subject: Motion #
May 24, 2023
User Fee Streetlight Charges
Roll #: R.M.S. File #:
Recommendation(s): Requires Action For Information Only
It is recommended:
1 . That Report No. ES2023-07, User Fee Streetlight Charges, be received.
Background:
Streetlight Areas & Department Responsibility
There are currently over 1,100 streetlights located in the Township of Oro-Medonte, with
913 owned and operated by the municipality across its urbanized and rural areas. The
remaining streetlights are owned and operated by others including the Province of
Ontario, the County of Simcoe, developer-owned (yet to be assumed), as well as
privately owned lights for individual properties.
Of the Township's 913 streetlights, approximately 95% percent are "user pay" with fees
collected through an annual special charge to the specific landowners, administered
through the Taxation By-law (No. 2022-066). The remaining streetlights located across
the Township are considered a benefit to the public at large and financed through the
general tax levy.
As outlined in the 2022 Taxation By-law, there are currently 37 urbanized areas within
the Township that are serviced with streetlights. For the purposes of the Taxation By-
law (No. 2022-066), urbanized areas are those lands that are located within a
Registered Plan of Subdivision and/or identified settlement area. Landowners in these
areas are charged an annual flat rate of $57 for the operation and maintenance of these
streetlights.
Environmental Services May 24, 2023
Report No. ES2023-07 Page 1 of 3
Page 188 of 249
12.a) ES2023-07: Michelle Jakobi, Director, Environmental Services re. U...
Historically, municipal streetlights in the Township were operated and managed by
Public Works. Later, responsibility was assumed by Transportation & Environmental
Services, then a corporate reorganization placed responsibility for streetlights with
Environmental Services where it remains today.
Beginning in 2016, in an effort to reduce energy use, the Township undertook a
program to inventory and convert existing streetlights to LED (light emitting diodes). In
more recent years, a formalized inspection and maintenance program was also
developed by Environmental Services to include proactively inspecting streetlights on a
biannual basis in order to ensure longevity and enhancement of service levels.
Fees & Charges
User Fee streetlights are billed in accordance with Taxation By-law (No. 2022-
066). Specifically, under Section 5 (b) of the Taxation By-law, all streetlight user fee
locations are listed as Special Charges and Collectibles.
The Taxation By-law is updated annually, and the streetlight user fee charge is applied
to the final tax installment, being Friday, September 29, 2023. Annual updates to
Section 5 (b) of the Taxation By-law generally result from municipal assumption of new
subdivision underground infrastructure and/or are the results of internal auditing of land
records completed by Environmental Services to ensure fair and consistent application
of the charge.
General information about streetlights can be found on a dedicated landing page on the
Township website under Environmental Services.
Analysis:
Environmental Services Staff confirm consistency in application of user fee streetlight
charges across the Township for those properties located within a Registered Plan of
Subdivision and/or identified settlement area and as identified in Section 5 (b) of the
Taxation By-law (No. 2022-066).
Financial / Legal Implications / Risk Management:
The user rates for streetlights have not changed since 2014. The rate is $57 per
property as listed in Section 5 (b) of the Taxation By-law (No. 2022-066). Staff, with the
support of an economic consultant, will be reviewing user fee streetlight rates in 2023.
Findings, recommendations and longer term rate setting will be outlined in a
corresponding open session Council report.
Since 2021, internal auditing of streetlight accounts is completed annually to ensure
these user fee costs are being appropriately, fairly and consistently applied across
serviced areas.
Environmental Services May 24, 2023
Report No. ES2023-07 Page 2 of 3
Page 189 of 249
12.a) ES2023-07: Michelle Jakobi, Director, Environmental Services re. U...
Policies/Legislation:
Municipal Act, 2001, S.O. 2001 , c.25
Corporate Strategic Goals:
Prepare for our Future
Foster Safe and Inclusive Community Living & Business Growth
Modernize Township Services
Support our Workforce
Consultations:
Environmental Services Analyst
Director, Finance / Chief Financial Officer
Attachments:
None
Conclusion:
As outlined in the Taxation By-law (No. 2022-066) there are currently 37 urbanized
areas within the Township that are serviced with streetlights. For the purposes of the
Taxation By-law (No. 2022-066), urbanized areas are those lands that are located within
a Registered Plan of Subdivision and/or identified settlement area. Within these areas,
landowners are charged an annual flat rate of$57 for the operation and maintenance of
these streetlights.
Environmental Services Staff confirm consistency in application of user fee streetlight
charges across the Township for those properties located within a Registered Plan of
Subdivision and/or identified settlement area and as identified in Section 5 (b) of the
Taxation By-law (No. 2022-066).
Respectfully submitted:
Michelle Jakobi, B.E.S., C.E.T.
Director, Environmental Services
Approvals: Date:
Robin Dunn, CAO May 17, 2023
Environmental Services May 24, 2023
Report No. ES2023-07 Page 3 of 3
Page 190 of 249
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Slide#10 :
12.c) CS2023-18: Vanessa Cooper, Social Media Coordinator/Corporate Exec...
Township of
Report
I
Proud Heritage, Exciting Future
Report No. To: Prepared by:
CS2023-18 Council Vanessa Cooper, Social
Media Coordinator/
Corporate Executive
Assistant
Meeting Date: Subject: Motion #
May 24, 2023 Corporate Projects Status
Update — March, April 2023
Roll #: R.M.S. File #:
Recommendation(s): Requires Action For Information Only
It is recommended:
1. That Report No. CS2023-18 be received.
Background:
As requested by Council and identified in Report CSI 2013-05, Township staff commenced
reporting on Corporate Project Implementation in October 2013. This report provides
Council with snapshot details of both capital project implementation as well as other
projects of significance to the municipality.
As identified at the June 22, 2016 meeting of Council, the structure has been reduced to
show a one-year rolling report, with the history retained on the website within previous
Corporate Projects Status Update reports.
Attached as Appendix A is the March, April 2023 Corporate Project report.
Analysis:
Not applicable.
Financial / Legal Implications / Risk Management:
Not applicable.
Corporate Services May 24, 2023
Report No. CS2023-18 Page 1 of 2
Page 201 of 249
12.c) CS2023-18: Vanessa Cooper, Social Media Coordinator/Corporate Exec...
Policies/Legislation:
Not applicable.
Corporate Strategic Goals:
• Modernize Township Services
• Prepare for Our Future
• Support our Workforce
• Foster Safe and Inclusive Community Living and Business Growth
Consultations:
Senior Management Team
Project Managers
Attachments:
Appendix A: Corporate Project Tracking — March, April 2023
Conclusion:
That the update on corporate projects be received for information.
Respectfully submitted:
Vanessa Cooper
Executive Assistant, Mayor and Council & CAO
Approvals: Date
Donna Hewitt, Director, Corporate Services May 16, 2023
Robin Dunn, CAO May 17, 2023
Corporate Services May 24, 2023
Report No. CS2023-18 Page 2 of 2
Page 202 of 249
Appendix A
Project Tracking—March,April 2023
CAO's Office
Project Ward Leads Date Status
Continuous All Robin Dunn/ May, June 2022 - Projects ongoing with additional projects N
Improvement Donna initiated.
(CI) Initiative Hewitt n
July-October 2022 Projects ongoing W
November, December 2022 Projects ongoing 0
Review and updating to existing processes
initiated to refine and improve.
January, February 2023 - Projects ongoing O0
-Anticipate roll-out of updated process
refinement and presentation to Council D
April/May uCDi
March,April 2023 - Projects ongoing v
- Presentation scheduled for May 24t". C�
Long term All SMT May, June 2022 - Remote work schedules being modified to 0
Accommodation accommodate space capacity challenges m
Planning and provide for business continuity. 71
July-October 2022 Continue to review accommodation needs 0
in business planning. D.
November, December 2022 No change
January, February 2023 No change m
Q
March,April 2023 Planning updated with consideration of v'
impact of seasonal hires. Further long- n
v term focus required—administration 0
building space above capacity. Q
No Reviewing opportunities with surplus D
o facilities. o
N Township All May, June 2022 - Implementation ongoing n
Strategic Plan 0
0
v
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RobinJuly-October 2022 - Implementation ongoing
Dunn/Donna
Hewitt
November, December 2022 - Implementation ongoing
- Process for updating presented during
Council Orientation and linked to 2023- N
2024 budget. 0
January, February 2023 -Workplan in development, n
implementation pending budget a roval (�
March,April 2023 - Workplan developed. Consideration o
being given to inclusion of previous w
community and staff engagements as
well as additional Council, staff and O0
community inputs. Anticipate report W
to Council prior to end of Q2. =3
m
Finance nNi
Project Ward Leads Date Status n
0
0
Corporate Services _0
m
Project Ward Leads Date Status 71
Communications All Jenny Legget/ May, June 2022 Social Media o
Strategy& Plan Vanessa Cooper -Facebook followers increased from 3,710 2.
to 3,774 v
-Twitter followers increased from 4,135 to
4,160 _0_
-YouTube subscribers increased from 355
to 366 0
cc -Instagram followers increased from 287 to 0
N 378 since establishing the channel is early 2�
0 2022
_P� v
o -Continued use of graphics platform to 0
iv enhance the Township's brand ensuring
appropriate images with social media posts 0
COVID-19 Communication 0
v
m
m
x
m
-Timely external and internal
communication pertaining to the status of
COVID-19 utilizing a variety of mediums
including: print, social media, Township
website,video, and e-mail.
-Ongoing documentation as required N
pertaining to the Township's 0
response/monitoring of COVID-19. n
co
General Communication N
0
-Internal communication (Council &staff N
pertaining to corporate initiatives
w
-Preparation of the August/September o0
digital edition of North Simcoe Life <
including Council's Timely Topics �
-Preparation of speaking points pertaining N
to Township corporate initiatives of ni
particular public interest n
-3 media releases were issued pertaining o
to the official opening of the Shanty Bay m
Fire Hall and Sod Turning Ceremony for 71
construction of a new Fire Hall located in co
East Oro,the Craighurst Public Art Project, °
and the Township's Economic v
Development Strategy E:
-2 media advisors were issued regarding m
L1
the official opening of the Shanty Bay Fire v
Hall and Sod Turning Ceremony for n
v construction of a new Fire Hall located in O
0
CD East Oro Q
No -Response to media inquiries and interview ='
o requests regarding Township business and o
initiatives 77.
-Communication assistance provided to n
C9 internal departments regarding corporate
initiatives and operational matters O
v
m
m
x
m
-Communication assistance provided to
Township committees as required
-Communication assistance provided
regarding the 2022 Municipal and School
Board Election
July-October 2022 Social Media N
-Facebook followers increased from 3,774
to 3,880
-Twitter followers increased from 4,160 to CD
4,189 N
0
-YouTube subscribers increased from 366 N
to 392 w
-Instagram followers increased from 378 to
538 since establishing the channel is early W
2022 =3
-Continued use of graphics platform to N
enhance the Township's brand ensuring ni
appropriate images with social media posts n
0
COVID-19 Communication (as required) 0
-External and internal communication 71
pertaining to the status of COVID-19. o
-Ongoing documentation as required 0
pertaining to the Township's v
response/monitoring of COVID-19. E:
m
0_
General Communication v
-Internal communication (Council &staff) n
v pertaining to corporate initiatives 0
CD -Preparation of the October/November Q
No digital edition of North Simcoe Life
o including Council's Timely Topic o
-Preparation of speaking points pertaining 77.
to Township corporate initiatives of o
articular public interest
0
v
m
m
x
m
-3 media releases were issued pertaining
to the Craighurst Public Art Project(1
supplementary release in addition to
previously issued media releases), the
Township's Tourism Destination Action
Plan, and results of the 2022 Municipal N
Election 0
-1 media statement was prepared and n
issued regarding the Ever After Music cf)
Festival N
0
-Response to media inquiries and N
interview requests regarding Township
business and initiatives o0
-Preparation of Ministerial delegation W
briefing notes for the 2022 AMO =3
(Association of Municipalities of Ontario) N
conference, &correspondence to ni
Ministries following delegations n
-Communication assistance provided to 0
internal departments regarding corporate 0
initiatives and operational matters (i.e. Line 71
15 North traffic calming etc.) co
-Communication assistance provided to 0
Township committees as required v
-Communication assistance provided E:
regarding the 2022 Municipal and School m
Board Election 0
v
November, December 2022 Social Media n
v -Facebook followers increased from 3,880 0
0
cc
CD to 4,027 Q
^'
0 -Twitter followers consistent at 4,189 ='
4 -YouTube subscribers increased from 392 W
to 434 77.
0
-Instagram followers increased from 538 to 0
650 (channel established early 2022)
0
v
m
m
x
m
General Communication
-Internal communication (Council &staff)
pertaining to corporate initiatives
-December/January digital edition of North
Simcoe Life &Council's Timely Topic
-3 media releases were issued pertaining N
to inauguration of the 2022-2026 term of 0
Council, appointment to the Deputy Mayor; n
and declaration of the significant weather CO
event-end of December, 2022 N
0
-Extensive social media and updates to the N
Township's website regarding the winter
storm event o0
-Internal and external communication W
regarding a precautionary boil water =3
advisory issued by Clearford Waterworks N
Inc.on December 27,2022 (privately ni
owned/operated, and managed Zone 1 n
drinking water system, independent of the o
Township(i.e. social media,Township 0
website etc.)) 71
-Preparation of speaking points, response CO
to media inquiries and interview requests, °
communication assistance regarding v
corporate initiatives and operational
matters (i.e. smoke and carbon monoxide m
CL
alarm public education through working 53
with local media.) n
v -Public relations pertaining to Oro-Medonte 0
0
CD Fire& Emergency Services parade events Q
No throughout the community prior to the ='
o holiday season promoting fire safety o
0 through CTV media coverage
January, February 2023 Social Media o
-Facebook followers increased from 4,027
to 4,071 0
v
m
m
x
m
-Twitter followers increased from 4,189 to
4,197
-YouTube subscribers increased from 434
to 444
-Instagram followers increased from 650 to
747 N
General Communication
-2 Council Highlights&Township Updates
E-newsletters prepared, distributed, and o
shared via social media N
-Worked with Fire &Emergency Services-
1 media advisory and 1 media release-
Safe Community Project Zero initiative <
through Enbridge Gas Inc., in partnership �
with the Fire Marshal's Public Safety N
Council-distribution of more than 8,000
v
combination smoke and carbon monoxide n
alarms to Oro-Medonte residents o
-Communication- nominations for Oro- _0
Medonte Citizen of the Year and Ontario
Senior of the Year (�
-Established relationships with 3rd party °
Facebook Administrators for private and v
public groups/pages in Oro-Medonte for
the purpose of assisting the Township with m
communicating relevant Township v
business (i.e. notification of meetings and n
v agendas, corporate initiatives seeking o
0
CD public input/comment etc.) Q
No -Preparation of speaking points re: ='
(.0
corporate initiatives of public interest to 0
ensure consistent and accurate messaging 77.
for media inquiries and interviews o
-Internal communication (Council &staff)
regarding corporate initiatives o
v
m
m
x
m
March,April 2023 Social Media
-Facebook followers increased from
4,071 to 4,149
-Twitter followers decreased by 3 from
4,197 to 4,194
-YouTube subscribers increased from N
444 to 452 0
-Instagram followers increased from n
747 to 851
N
O
General Communication N
-Council Highlights&Township
Updates E-newsletters for the months
of March and April were prepared, <
distributed, and shared via social media D
-Corporate communication assistance N
provided pertaining to the Township's v
2023/2024 multi-year budget n
-2 media releases were issued o
regarding the 2023/2024 multi-year _0
CD
budget, and 100% inspection rating
from the Ministry of the Environment, cn
Conservation and Parks(MECP) °
pertaining to all drinking water systems iv
in Oro-Medonte E
-Worked with Fire&Emergency m
Q
Services to effectively communicate the iv
necessary Township wide fire ban n
v implemented on April 14t", and °o
CD coordination of media interviews Q
resulting from significant grass/brush D'
o fires in the Township in April o
-Preparation of Ministerial delegation ZZ
briefing notes for the 2023 Annual Good n
C° Roads conference, and correspondence
to Ministries following delegations O
v
m
M
x
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-Communication assistance provided
regarding the Township's Rain Barrel
Program
-Preparation of speaking points and
messaging regarding corporate
initiatives of public interest to ensure N
consistent and accurate messaging for 0
the general public, media inquiries, and n
interview requests (i.e. Line 15 North Q)
traffic calming initiative) o
-Internal communication (Council & N
W
staff) regarding corporate initiatives
Simcoe County All Donna Hewitt/ May, June 2022 -Tourism Action Plan Finalized and
Economic Jennifer Whitley prepared for Council presentation. a
Development -Report posted to Township website and D
Funding shared with stakeholders. N
Application -staff developing the work plan for v
implementation n
-report will go to Simcoe County Economic 0
Development early Sept. _0
July-October 2022 -Tourism Action Plan adopted by Council. m
-Updated report to Simcoe County, co
remaining funding will be spent on the 0
update of the Economic Development iv
Strategy Update, support of the Wayfinding E�:
Strategy Implementation, and Economic Q
Development initiatives including v'
implementation of the Tourism Action Plan. n
v November, December 2022 -Final expenditure of Simcoe County grant 0
on hold while finalizing the Economic Q
Development Strategy, 2023 budget and v
o work Ian o
N January, February 2023 -Beginning the graphic design for the ZZ
Economic Development Strategy funded 0
through County grant
0
v
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March,April 2023 -Final of the Economic Development
Strategy will be shared publicly in May
-Carryover will be spent to support
related initiatives including Community
Profile update and support of
Wayfinding projects, projects must be N
complete by end of August 2023. 0
Orillia& Lake All Donna Hewitt/ May, June 2022 -AGM—September 13—Quayle's n
Country Tourism Jennifer Whitley Brewery CA
-Summer events bringing more traffic to 0
the area, more overnight stays N
W
-Ramara to implement a MAT
-Funding for bike racks and additional
tourism related signs across the region a
-Running digital campaigns D
-New large digital billboards, along major N
highways, travelling billboards in downtown v
Toronto n
July-October 2022 -AGM held in September at Quayle's 0
-Planning for 2023 Visitor Guide 0
CD
-Partnered with the Township on a media 71
story with Explore Ontario to promote fall in o
Oro-Medonte—Fall Guide on Instagram 0
had 75,000 reel plays, 3,000+ Likes &82 iv
comments, multiple stories.
-Support of Oro-Medonte Local Q
Ambassador Stories- a)
*Andrew Watson/Cycling 0
v *Michelle Bloom (love where you live) 0
CAD *David Kennedy(Friend of the Forest) Q
-Sharing the positive news stories about v
^' Oro-Medonte in other media outlets a
o *Top 10 Hidden Gem in Canada n
*7 Best Fall Destinations in Ontario 0
0
0
v
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Multiple blog stories telling Oro-Medonte's
stories and sharing on social accounts.
*Rural Fall Fun
*Art Trees
*Vetta Spa
*Reconnect with Nature N
-Updating seasonally the Oro-Medonte 0
Tourism Landing Page.
-Partner on multiple photo and video Q)
shoots to develop content to promote Oro- o
Medonte including local Artists, and N
wellness locations.
-Supporting the work of the Tourism
Ambassador work and implementation of a
the Tourism Action Plan. D
November, December 2022 -Planning for 2023 N
-Development of winter content and v
marketing campaigns n
*Blogs—Winter to Remember,Winter 0
Experiences, _0
-Continued support of the Tourism Action m
Plan and working closely with the Tourism CO
Ambassador 0
-Support to Oro-Medonte specific v
itineraries to promote on the website E
-Support for development of Tourism m
Q
Ambassador online training portal v
January, February 2023 -Support to the Tourism Ambassador n
v program development 0
CD -publishing content and digital advertising Q
support for winter tourism activities v
o -Tap into Maple development for 2023 0
N) -new marketing and brand awareness ZZ
campaigns for the region—digital and print o
-deputations at Council meetings
0
v
m
M
x
m
-Media Influencer visits to Oro-Medonte
businesses
-Transition from an Oro-Medonte staff
member to Councillor on the Lake Country
Board of Directors
March,April 2023 -Tap into Maple Promotions N
-Flavours of Lake Country Promotions 0
-regular meetings with Township staff n
re: funding applications and upcoming c�
opportunities No
-assistance with the Art-Tree project— N
W
photo&video shoots and blog/social
media promotions
-working with Destination Ontario on an a
upcoming Media visit D
-seasonal updates to Oro-Medonte N
Tourism landing page 0
v
Economic All Donna Hewitt/ May, June 2022 -Hiring of an intern to assist with the n
Development Jennifer Whitley updating of the strategy—including 0
Strategy engagement of residents, businesses and 0
CD
Implementation business stakeholders/service providers; 71
analyzing the information co
-reviewing actions and priorities for next 0
ste ps iv
July-October 2022 -Continue working with the intern on E
background research to support the Q
Economic Development Strategy v'
-Connect with consultant to complete final n
v analysis of all data collected and review 0
recommendations for an updated strategy. Q
-Draft recommendations to the Roundtable v.
o —November; Draft plan to Council for o
N approval in early 2023. ZZ
November, December 2022 -Draft to EDR for review 0
-Sharing with internal staff for review _0
0
v
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-Finalizing report to Council in January and
planning for 2023/2024 budget
January, February 2023 -Draft presented to Council and approved
in January
-Working through developing a formal
document to share with the public N
-EDR worked through priority ranking 0
exercise resulting in workplan for n
presentation in March to Council
March,April 2023 -Final Strategy document completed o
with graphic design w
-staff will add to the Township website
-working through communication plan
to share publicly <
-continue working through annual �
workplan N
-Economic Development Summer ni
Student will assist with the workplan n
implementation—starting May 0
0
Internet Advocacy All Jennifer Whitley May, June 2022 -continued advocacy, waiting for updates 0
on timing of projects with current ISP's and 71
what are the next plans and timing of o
potential expansions 0.
-continued ICTF monthly meetings v
July-October 2022 -Projects continue throughout the
Township-more properties are being Q
connected to Fibre. v'
-Provincial Announcement August 2022, n
v Ontario Increasing Access to High-Speed 0
CD Internet(includes Oro-Medonte)waiting for Q
more details from the ISP. n=i
o -Simcoe County Broadband Mapping o
N available by property address
-ICTF meetings continue 0
0
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November, December 2022 -Wrap up the ICTF for 2022
-Thank you to all participants and will
advise of go forward plan
-no further announcements
January, February 2023 -EDR reviewed success of ICTF in light of
significant installations underway and felt N
currently no formal committee is required
at this time, however continue corporately n
to advocate and look for connection (n
opportunities No
-continue ongoing conversations with ISP's w
March,April 2023 -Rogers meeting with staff to look at
some of the future plans in the O0
Township, more information to be W
available in coming weeks m
-Starlink has a new promotion for Rural (n
customers to sign up—this may be an ni
opportunity for some of the rural n
residents while waiting for future fibre o
connection _0
m
Municipal Property All Donna Hewitt/ May, June 2022 1 application in final stage of completion.
Surplus Process Yvonne No new applications received o
Aubichon July-October 2022 Continue to work with adjacent property 0.
owners regarding interest as per Council
direction.
November, December 2022 Confirmed no interest from abutting Q
property owners for property under review; sv
report to Council in February o
No additional applications received. O
cc
m January, February 2023 Status quo, no new applications received.
N
a, March,April 2023 Status quo, no new applications v
o received. o
ri
O
O
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FOI Requests All Yvonne May, June 2022 2020-41 Requests with 31 which went to
Aubichon/Sheila appeal process through IPC, 3 still
Spring outstanding at IPC
2021-40 Requests with 10 appeals going
to IPC, 1 appeal moving to adjudication, 3
frivolous/vexatious appeals moving to N
adjudication however on hold pending 0
outcome of adjudication file, 6
frivolous/vexatious appeals mediated and �
dropped. o
2022-21 Requests to date with 18 N
complete and 3 outstanding.
July-October 2022 2022-31 Requests to date with 27
complete and 4 outstanding. <
November, December 2022 Total of 35 requests for 2022. 3 �
frivolous/vexatious are at adjudication. 1 N
request was carried over to 2023. c'
v
January, February 2023 2 FOI requests for Jan-Feb both were n
denied as Frivolous and Vexatious with o
one withdrawn from IPC and the other still m
moving forward.
One appeal from 2021 still with IPC o
awaiting adjudication. n
March,April 2023 1 FOI request for March/April for a total v
of 3 for the year. 3 Frivolous and E:
Vexatious appeals were upheld at Q
adjudication.Waiting on 2 more sv'
Frivolous and Vexatious files which are n
at the mediation level at IPC. o
cc
m _Q
M Development Services W
0 Project Ward Lead v
o J �s) Date Status o
iv Cloud Permit All Garry July-October 2022 Staff have implemented Cloud Permit for
Program McCartney Building and Septic Permits,Zoning o
Certificates and Planning Applications. All o
submissions for Building and Planning and
W
m
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are now received through Cloud Permit and
website has been updated.
November, December 2022 Continuing with implementation. Next
steps are completion of all planning
application types and moving forward to
data transfer. N
January, February 2023 Additional Planning applications available.
Building Data transfer to be complete n
March 31. W
March,April 2023 Zoning Certificates now available. N
Mapping for baker inspection w
information underway
Official Plan All Derek Witlib May, June 2022 Staff reviewing Open House comments and
Update making revisions to 2"d Draft OP text. v
Comment& Response Matric presented m
and adopted at July DSC meeting. N
July-October 2022 Open House (Aug 31)and Public Meeting ni
(Sept 8)held to seek public input on 2"d o
draft OP. Staff report and Final OP o
document presented on Oct 5 and adopted m
by Council. OP package sent to County of 7
Simcoe for review as approval authority. o
November, December 2022 Adopted OP at County for review& 0.
approval.
January, February 2023 No change
m
March,April 2023 No change
Comprehensive All Derek Witlib July-October 2022 Following completion of the Official Plan
v Zoning By-law Review Update, staff are commencing the o
cQ Update update to Zoning By-law 97-95 to bring into
,`D�, All conformity with the Updated OP.
w November, December 2022 Staff report DS2022-142 presented to v
o Development Services Committee on Jan 4 0
N with update on status of ZBL Review. n
January, February 2023 Staff working on background review and 0
collecting data. 0
0
March,April 2023 No change v
m
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Planning & Robin Dunn/ May, June 2022 No change
Development Derek Witlib July-October 2022 Staff working on Cloud Permit
Process Review All implementation for Zoning Certificates and
All Planning Applications. Cloud permit is now
live for all Planning Applications and Zoning
Certificates. N
November, December 2022 Cloud permit is now live for Zoning
Certificates, and some planning n
applications. Full implementation work is C�
ongoing. N
0
January, February 2023 Cloud permit is now live for Zoning
Certificates, Minor Variance, Consent and
Site Plan Approval applications. Full O0
implementation work is ongoing.
March,April 2023 No change 5
Planning All Derek Witlib July-October 2022 Staff report DS2022-121 presented to uCDi
Application Council Sept 14 with update on status of all v
Summary planning applications and activities and n
posted on Township website. 0
0
November, December 2022 No change. -a
m
January, February 2023 No change
March,April 2023 No change 0
Horseshoe Ridge 1 Derek Witlib May, June 2022 OLT issued decision approving amended v'
Phase 4 Draft plan conditions.
Subdivision July-October 2022 No change. Draft Plan Approval in effect to Q
May 2025. L•
November, December 2022 No change. n
v January, February 2023 No change. 0
March,April 2023 No change. Q
Baxters Place 4 Derek Witlib July-October 2022 Developer has appealed Draft Plan 5'
o (formerly Oro Conditions to Ontario Land Tribunal. Staff o
N) Station) are processing appeal documentation and
Subdivision preparing update report for presentation to 0
Council in January/February January/February 2023.
November, December 2022 No change. 0
v
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January, February 2023 Staff received Council direction in February
2023 to revise Draft Plan Conditions and to
provide representation (Planning Staff&
Legal Counsel)at OLT Hearing on March
21, 2023, if needed.
March,April 2023 Applicant has provided 3rd engineering N
submission. 0
Eagles Rest 3 Derek Witlib July-October 2022 Developer working to obtain MOECP n
(formerly Edgar servicing approvals and clear Draft Plan co
Centre) Conditions toward registration. o
Subdivision November, December 2022 No change. N
w
January, February 2023 Meetings between developer and staff as
developer working to obtain MOECP O0
servicing approvals and clear Draft Plan W
Conditions toward registration. =3
March,April 2023 Staff received Council direction in (n
March 2023 to revise Draft Plan ni
Conditions clarify the private sanitary n
sewage option comprises treatment and o
collection systems. Developer to _0
provide: 71
m
-Draft Municipal Responsibility o
Agreement; 0.
-Published Notices of EA Completion;
-Final engineering drawings for
"Approved of Construction" purposes. Q
Forest Heights 1 Derek Witlib July-October 2022 Developer continuing to clear Draft Plan v
Subdivision Conditions and Staff are finalizing n
Subdivision Agreement. Township Solicitor o
cc
m finalizing lands transfers for Line 6 N
rNv Horseshoe Valley Road intersection =
o v
o realignment. o
November, December 2022 No change. 77.
January, February 2023 Subdivision Agreement executed and o
registered and plan registered as Plan o
51 M-1246. Staff to prepare report to DS
W
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Committee/Council to remove Holding
provision from zoning.
March,April 2023 Holding Provision removed April 2023.
Zoning Certificates being processed.
Horseshoe Valley 1 Derek Witlib July-October 2022 Developer to address 2nd Submission
Life (Holes 2 &3) comments provided May 2022. N
Subdivision November, December 2022 No change.
January, February 2023 No change. n
March,April 2023 No change. CA
Eagles Landing 1 Derek Witlib July-October 2022 Developer to address July 2022 Public o
(formerly Meeting comments.
Kellwatt) November, December 2022 No change.
Subdivision January, February 2023 No change. O0
March,April 2023 No change. v
Shanty Bay 3 Derek Witlib July-October 2022 Developer to address May 2022 Public m
Estates Meeting comments. N
Subdivision November, December 2022 No change. v
January, February 2023 No change. o
March,April 2023 Developer, Developer's Engineer, o
Township Staff&LSRCA Staff met April m
2023 towards addressing development U�
matters. o
Short Term All Derek Witlib May, June 2022 DS 2022-093 report regarding licensing 2.
Rental considered at June 22 Council meeting.
Accommodations Staff and legal counsel continuing with
prosecutions in accordance with April 1 _LI
Council direction
July-October 2022 OLT Decision issued August 24. Township o
cQ proceeding with Leave to Appeal in
conjunction with Leave to Appeal materials
received from Good Neighbours Alliance. v
o November, December 2022 No change. o
N January, February 2023 No change. n
C° March,April 2023 No change.
Georgian 3 Derek Witlib May, June 2022 Staff awaiting revised planning application o
Communities submission from applicant. v
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Subdivision— July-October 2022 Revised OPA, ZBA, and redline draft plan
Craighurst received and scheduled for Nov 2 Public
Meeting that relocates the park and school
blocks.
November, December 2022 No change.
January, February 2023 Developer working with Township and N
County Staff to address comments. 0
March,April 2023 Ongoing discussions with Developer n
working with Township NVCA Staff to N
address comments. o
Cannabis All Derek Witlib May, June 2022 No Change
July-October 2022 No change
November, December 2022 No change. O0
January, February 2023 OLT Decision issued Jan. 25, 2023, v
allowing the appeals against the m
Township's By-law and directing the 0
municipality to repeal By-law No. 2020-046. v
n
Township Solicitor has filed request for 00
OLT review and request to Divisional Court m
for leave to appeal.
co
March,April 2023 No change. 0
0
Guthrie Industrial 4 Derek Witlib/ May, June 2022 Tender issued for construction of Guthrie 0.
Park Michelle Jakobi Industrial Park Stormwater Management
Pond Retrofit and Fire Storage Tank
Installation. Q
July-October 2022 Staff report ES2022-06 for Tender Award of v
Guthrie Industrial Park Stormwater o
Management Pond Retrofit and Fire 0
N Storage Tank Installation. NVCA Permit
N application issued and construction v
o commenced. o
November, December 2022 Construction in progress
January, February 2023 Construction substantially complete. Final 0
plantings expected to be completed Q2 0
2023. v
m
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March,April 2023 No change.
Oro Station Auto 4 Derek Witlib May-June 2022 Phase 1 Site Plan Agreement for Track and
Innovation Park Pit Pavilion executed and registered on title
July-October 2022 Staff working with LSRCA and applicant on
finalizing subdivision agreement for the 4
block plan for registration. N
November, December 2022 No change
January, February 2023 No change. n
W
Fire &Emer enc Services 0
Project Ward Leads Date Status w
Master Fire All Hugh May, June 2022 Project awarded finalizing contract
Plan: East Oro Murray0
Y July-October 2022 Site preparation completed Building permit
Fire Hall issued v
November, December 2022 Construction of new station underway. N
Building shell has been erected. ni
January, February 2023 Construction on schedule. n
March,April 2023 Some delays with Hydro putting the 0
project behind schedule approximately m
4 weeks.
0
Operations &Com unity Services 0.
Project Ward Leads Date Status v
Energy All Shawn May, June 2022 Project delayed—target Q1 2023
Conservation Binns July-October 2022 Project delayed—target Q1 2023 _Q_
Demand November, December 2022 Project included in draft 2023 budget as
Management Plan additional resources required to complete. n
0
cQ January, February 2023 Project to be completed internally 0
CD, following the implementation of Great
Plains v
w
o March,April 2023 No change 0
Horseshoe Valley 1 Shawn May, June 2022 No change in status report to Council n
Community Binns 0
Centre/ July-October 2022 Report OCS2022-25 presented to 0
Elementary Council August 22. SCDSB awaiting v
m
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School approval of Ministry submission.Targeting
Partnership issuance of tender for in early 2023
November, December 2022 Draft co-development agreement currently
being finalized for Council's consideration.
Awaiting Ministry of Education approval to
be able to advance the project to tender. N
Prequalification of bidders process has 0
been completed. Letter sent to MPPs n
looking for support to expedite approvals co
to advance the project. N
0
January, February 2023 No change N
w
March,April 2023 SCDSB looking to at potential and
advancing planned addition to school O0
portion of the facility. Ministry of n�i
education currently reviewing plans to m
issue approval to proceed to tender.
Oro African 3 Shawn May, June 2022 Update report provided to Council on W
Church (OAC) Binns June 22, 2022. Continue to work with Oro- n
Freedom Institute on work/implementation o
planning for initiatives. _0
m
July-October 2022 No change 71
November, December 2022 Oro Freedom Institute (OFI)to provide co
update to Council prior to end of Q1 2023 0.
January, February 2023 Black History Month Event held on
February 25, 2022. Oro-Freedom Institute
to provide update to Council Q2 2023. Q
March,April 2023 OFI conducted tour for all of SCDSB v
Principles. Currently finalizing o
workplan to initiate structure tours o
cc
m over the summer months and longer 2�
rNv term plan for the church.
v
o Parks and All Shawn May, June 2022 Council received status update report o
Recreation Master Binns/Roz June 22, 2022. Draft plan to be presented
Plan Llewellyn in late 2022. o
July-October 2022 No change o
v
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November, December 2022 Awaiting revisions to final draft master
plan. Presentation to Council to follow
budget deliberations and then presented
to community for final feedback.
January, February 2023 Master Plan to be presented to Council
April 26,2023. Public Open Houses to be N
scheduled for May—Moonstone, 0
Hawkestone and virtual. n
March,April 2023 Draft Master Plan to be presented to N
Council May 10, 2023 followed by final o
community consultation program prior w
to adoption.
Paving Program All Justin May, June 2022 -Bass Lake Sideroad- Line 8 to Line 9, O0
Metras 98%complete n�i
-Bass Lake Sideroad—Line 14 to Line 15 =3
—complete N
-Line 14/Bickel Drive—complete W
-Old Scotia Place—complete n
-Hawthorn Place—90%complete o
-Line 9 North—Old Barrie Road to Bass- m
Lake Sideroad—90%complete
-Country Club Lane/Birch Grove—90% o
complete n
-Woodland Cres—90%complete v
-Asphalt Patching—40%complete
15/16 Sideroad Line 5 to 6 gravel Q
completed iv'
15/16 Sideroad, Line 10 to 11-pulverized n
v WMSR—Line 11 to 12—pulverized °o
CD Ski Trails Road Line 2 to 3, pulverized, Q
N gravel complete
o Currently on schedule o
N Microsurfacin —complete
(D P�Y_
October 2022 -Bass Lake Sideroad -Line 8 to Line 9- o
complete _0
0
v
m
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m
-Bass Lake Sideroad—Line 14 to Line 15
—complete
-Line 14/Bickel Drive—complete
-Old Scotia Place—complete
-Hawthorn Place—complete
-Line 9 North—Old Barrie Road to Bass- N
Lake Sideroad—complete 0
-Country Club Lane/Birch Grove— n
complete W
-Woodland Cres—complete o
-Asphalt Patching—90%complete W
15/16 Sideroad Line 5 to 6-complete
15/16 Sideroad, Line 10 to 11-complete
WMSR—Line 11 to 12—complete
Ski Trails Road Line 2 to 3-complete D
Parkside Drive—complete N
Simcoeside -complete v
Lakeshore Drive, Line 9 to Line 10- n
complete o
Microsurfacin —complete _0
November, December 2022 All paving now 100% complete with some m
minor deficiencies to be repaired in the o
spring of 2023. n
January, February 2023 2023 Paving projects out for tender iv
2023 Guiderail program—out for tender
2023 Microsurfacin —out for tender m
Q
March,April 2023 2023 Paving -awarded to IPAC Paving iv
Inc. n
v 2023 Guiderail—Awarded to Borall o
� o
m Fencing Q
2023 Microsurfacing—canceled due to D
o budget constraints o
N Transportation All Justin May, June 2022 Sugarbush Drainage—survey work
projects-design Metras complete, currently reviewing options. o
Sugarbush cul de sacs—survey work _0
complete, prioritizing design to coincide °
v
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with watermain work and phased
accordingly
Bridge 23—detailed design underway
Pine ridge Cul de sac—developing
options
Drainage studies—preliminary results by N
July 28th
July-October 2022 Sugarbush Drainage—currently reviewing n
options- integrating with cul de sac (p
design. No
Sugarbush cul de sacs—options being N
w
developed, prioritizing design to coincide
with watermain work and phased
accordingly <
Bridge 23—detailed design underway �
Pine ridge Cul de sac—finalizing design N
Drainage studies—finalizing options, land ni
acquisition required n
-Warminster Sideroad—commenced, o
road design to follow SWM review, land m
acquisition required for SWM 71
November, December 2022 Sugarbush Drainage—finalizing report (D
and integrating with cul de sac design. °
Sugarbush cul de sacs—options v
developed, prioritizing design to coincide E:
with watermain work and phased Q
accordingly—Algonquin Trail is 1st priority. v'
Pine ridge Cul de sac—finalizing design n
v Drainage studies—finalizing options, land °o
CD acquisition required Q
"'
N -Warminster Sideroad—commenced, n=i
4 road design to follow SWM review, land
ri acquisition required for SWM
cfl
January, February 2023 -Sugarbush Drainage—finalizing report o
and integrating with cul de sac _0
design/watermain. °
v
m
m
x
m
—Algonquin Trail is 1st priority.
Pine ridge Cul de sac—finalizing design
- Drainage studies—outlet designs
underway, land acquisition required.
-Warminster Sideroad—commenced,
road design to follow SWM review, land N
acquisition required for SWM 0
-Wilson Street outlet—submitted to n
LSRCA for comments
March,April 2023 -Sugarbush Drainage—finalizing o
report and integrating with cul de sac N
w
design/watermain.
—Algonquin Trail is 1st priority. Design
is 60% complete. <
Pine ridge Cul de sac—out for tender =3
-Drainage studies—outlet designs N
underway, land acquisition required.
-Warminster Sideroad—commenced, n
road design to follow SWM review, land o
acquisition required for SWM m
-Wilson Street outlet—LSCRA has
approved the design, tender mid May
(�
Bridge Program All Justin May, June 2022 Bridge 4 (Steeles Line)—commenced °
Metras work June 16,2022, full closure in effect iv
until November. Bridge deck removed,
piles for the abutments have been Q
installed.
v'
Bridge BX 10—commencing July 24, n
v 2022—October 2022—full closure, °o
CD awaiting LSRCA permits Q
N ='
N
W ,..t
O O
N
O
O
N
(D
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July-October 2022 Bridge 4 (Steeles Line)—commenced
work June 16,2022, full closure in effect
until November. Pre-stressed box girders
installed ,working on deck and parapet
walls
Bridge BX 10—complete, road reopened N
October 11. 0
November, December 2022 Bridge 4 (Steeles Line) Reopened n
December 1,2022. Minor deficiencies to N
be rectified in the spring of 2023 0
Bridge 23—detailed design being finalized w
January, February 2023 -Bridge 23—out for tender
-Design of C27 replacement commenced O.
-Bridge 4 (Steeles Line) minor W
deficiencies to be rectified in the spring of =3
2023 N
March,April 2023 -Bridge 23—awarded to Envision W
Excavating n
-Design of C27 replacement 00
commenced _0
m
-Bridge 4(Steeles Line) minor
deficiencies to be rectified in the
0
spring of 2023
-Design of Line 1 culvert underway
Line 15 Traffic 2 Shawn May, June 2022 Update communications sent to residents
Calming Binns/Karla on Line 15 and side streets mid-July. _L1
Musso- Implementation to commence early v
Garcia August. n
cc July-October 2022 Removal of chicanes to take place week 0
CD
of October 31 to facilitate winter snow
N N removal. NB directional closure to remain v
(.0
o in effect. 0
November, December 2022 Revisions to traffic calming layout being n
cfl reviewed for update in spring. Directional 0
closure will remain in effect until labour 0
day per 1 year pilot. Report to Council in
W
m
m
x
m
early 2023 to review process and longer
term considerations including community
engagement program to be implemented
prior to end of trial period. OPP engaged
for paid duty enforcement for two days to
address heavy truck prohibition, N
directional closure and traffic safety. 0
January, February 2023 Update report to be presented to Council n
April 26,2023.
April, May 2023 Report to Council approved removal of o
directional closure, and traffic calming w
modifications. Bylaws being drafted for
stop control adjustments, DNE
removal,Yield control removal. <
Community safety zone by law update �
update. Materials ordered for new lay N
out. Speed humps re-evaluation for
site specific layout. Field design n
underway. 0
0
Braestone Starfall 1 Shawn May, June 2022 No update 0
Park Binns/ July-October 2022 No update
Justin November, December 2022 Project is complete and anticipate o
Metras assumption in Spring 2023. 0
January, February 2023 Working to develop maintenance
agreement Braestone Condo Corp.
March,April 2023 No change Q
Work Order All Shawn November, December 2022 Phase 1 - Request for service template iv
Implementation Binns/Karla completed and being reviewed and beta o
(MESH) Musso- tested. Form templates being built for 0
cc
m Garcia/ Municipal Law Permit. Management
w Curtis metrics and reports configure—On target
o Shelswell for completion by end of February. Phase 0
1 a—customer interphase and phase 2 n
cfl
GIS/Asset integration to follow. 0
January, February 2023 Implementation of Requests for Services o
modules for Operations and Community
W
m
m
x
m
Services and Occurrence Module for
Municipal Law Enforcement underway
and going well. Continue to advance
Phase 2 and build out of form templates.
March,April 2023 Development of project team channels
and centralized communications. RFS N
phase 1 modification for phase 2 0
integration launched on May 15. n
Onboarding of PM. Phase 2 phasing— (�
1. roads assets, road patrolling,2. o
parks, 3. Facilities. Permit development N
W
concurrent development. Roads
network uploaded, GIS integration for 90
asset layout underway. Hardware n�i
sourcing and user access D
coordination. CD
0
Hwy 12 2 Shawn May, June 2022 Design is 90% complete. MTO response v
Intersection Binns/Justin will be presented to Council August 18, n
Warminster Metras 2022 0
July-October 2022 Design complete, submitted to MTO for CD
approval
November, December 2022 Received comments from MTO, currently o
reviewed and will provide a response Q1 0
2023. Installation of crossing included in v
2023 capital budget.
January, Feb uary 2023 Addressing MTO comments CD
Q
March,April 2023 MTO taking over project.Awaiting iv
meeting with MTO staff to discuss C�
transition. 0
Winter Operation All Karla March ,April 2023 End of maintenance season April 30,
w Musso- 2023. Material management reporting D
v
o Garcia pending to EC (June 1 deadline) 0
Subdivision invoicing for q1 pending. n
LOS update in q3 due to MMS changes 0
for q4 implementation.
0
v
m
M
x
CD
Fleet All Karla March ,April Equipment Tenders issued and
Musso- awarded for Class 2 trucks.
Garcia Specifications development for Class 1
Facility plows. Safety renewals and
MVIS Licence renewed. HWIN updated.
Fleet Utilization Review Scope N
commenced for Issuance of RFP in q2 . 0
Sweeper specification development n
underway. Q)
Drainage 4 Karla March,April Drainage maintenance commencing in o
Maintenance Musso- May for Lakeshore Road East(between N
W
Operations Garcia Line 9 and Springhome Rd), Rail Trail
Dr, Kirkpatrick St, Springhome Rd and 90
Tudho a Blvd. <
1 Karla March April Drainage maintenance plans being D
Musso- developed for high shoulder removal N
Garcia and pipe flushing Highland Dr, Fairway v
Crt,Alpine Way, Pods Ln, Bridle Path, n
Bunker PI, Chestnut Ln, Nordic Trail 0
0
and Landscape Drive as required. -0
All Karla March April Catch basin cleanout coordinated, CDCD
Musso- sump material removal and flushing. o
Garcia Location Updates for compliance with 0
Health unit Tier 3 -West Nile v
monitoring, permit standby.
Vegetation/Forestry All Karla Mar,April Noxious Weed spray zones identified (D
Musso- and scheduled. a)
Garcia Bridge deck vegetation control (spring o
v application) confirmed schedule June. 0
CD Ward 5 Karla Mar,April Significant woodland arborist review _Q
NMusso- for ash and high risk tree removals on
0 Garcia Lakeshore Road East underway. o
Right of Way All Karla Mar,April 2023 Spring sweeping completion May 16,
Maintenance Musso- 2023. Material testing underway. Re 0
Garcia sweeping of sweeping zone 1 (Parts of 0
ward 1 were completed.)
v
m
M
x
m
Spring Grading-agreement roads
complete.
Traffic All Karla Line Painting to commence last week
Management Musso- of May including railway crossing
Garcia painting.
Sign retro-reflectivity testing confirmed N
schedule June 2023. 0
n
Environmental Services N
Project Ward Leads Date Status o
Horseshoe 1 Michelle May, June 2022 No Change w
Highlands Zone Jakobi July-October 2022 No Change
1 Integration November, December 2022 No Change
January, February 2023 No Change W
March,April 2023 No Change m
Watermain All Michelle May, June 2022 Isolated flushing completed as needed v
Flushing Jakobi July-October 2022 Isolated flushing completed as needed n
Program November, December 2022 Fall flushing completed across systems; 0
isolated flushing continues as needed _0
January, February 2023 Isolated flushing completed as needed m
March,April 2023 Spring flushing initiated
Municipal Water All Michelle May, June 2022 Working with KPMG on updates rates 0
Rates Jakobi 2023-2025 sv'
July-October 2022 No Change
November, December 2022 Utility billing transitioned to GP (Microsoft Q
Dynamics); first water meter read and bills v'
prepared;staff continue to work with n
v Finance&applicable consultants to adjust 0
CD process and script errors to reflect new Q
w software implementation
Updated drinking water rate report to be n
finalized Q1 2023 by KPMG;to be 0
delivered through staff report
0
v
m
m
x
m
January, February 2023 Draft review by KPMG received; to be
finalized with support of CFO in Q2
March,April 2023 No Change
Urban All Michelle May, June 2022 Engineering field inspections complete for
Stormwater Jakobi 2022.
July-October 2022 Isolated maintenance work being N
completed based on engineering
inspections; CLI Applications submitted to n
MECP N
November, December 2022 Draft CLIs received and staff reviewing and o
providing comments to MECP r1i
Isolated fall maintenance being completed O0
across facilities a
D
Staff working with LSRCA on potential uCDi
2023 project funding opportunities v
n
Guthrie pond retrofit on going (see 0
Development Services) _0
m
January, February 2023 Final CLI's received 71
co
Guthrie pond retrofit to be resumed and
finalized spring 2023 v
March,April 2023 Spring inspections completed;
maintenance work initiated in Maplehill Q
Estates Subdivision iv
Communal Tile 1 Michelle May, June 2022 No Change. o
Fields Jakobi July-October 2022 CLI Applications submitted to MECR Q3 0
m sampling and internal reporting completed Q_
November, December 2022 Draft CLIs received and staff reviewing and v
o providing comments to MECP 0
N ZZ
Fall pump outs completed at isolated 0
locations o
0
v
m
M
x
m
January, February 2023 One(1) emergency repair of collection line
completed
March,April 2023 Annual reporting completed and
submitted to MECP
Municipal All Robin Dunn/ May, June 2022 No Change
Services Michelle July-October 2022 Work with Aird &Berlis on incorporation N
Corporation Jakobi documents and business planning
November, December 2022 Board of Directors Recruitment completed n
for independent directors N
0
Continued work with Finance Dept and
legal on operationalization of MSC, asset
transfer etc. O0
January, February 2023 Report No. ES2023-02, Municipal Services
Corporation (MSC) Documents for MSC m
Operational ization received and adopted N
Asset transfer Complete, Effective January v
31, 2023 0
Board of Directors Recruitment Complete 0
0
March,April 2023 Ongoing legal work,website landing m
page update, preparations initiated for 71
1st meeting and orientation o
Sugarbush 1 Michelle May, June 2022 On going work with engineering team and n.
Drinking Water Jakobi operations for joint project
System July-October 2022 No Change
November, December 2022 No Change _Q
January, February 2023 No Change v
March,April 2023 No Change n
0
SCADA 1 Michelle May, June 2022 Completed 0
N Upgrades Jakobi July-October 2022 Completed
<<^'„ November, December 2022 SCADA review being completed to v
0 formulate 2023 upgrades o
r') January, February 2023 Awaiting capital budget approval to n
proceed
March,April 2023 No Change 0
0
v
m
M
x
m
Strategic Initiatives
Project Ward Leads Date Status
Asset All Nelly May-Aug 2022 The next steps are to be determined once I
Management Morrow speak to the consultant. Finance Staff do
Plan plan to vouch for facilities and equipment
on the asset list. Software needs to be N
retained to track Core assets which should c,
be aligned with the WO system software n
project. Cn
July-October 2022 The WO system is somewhat linked to this No
project. Provincial legislation will require all NJ
assets to be outlined per legislation by July
2024. The plan is to have a system in O0
lace in 2023. <
November, and December 2022 Included in Budget Deliberations m
Jan, Feb 2023 Included in Budget Deliberations 0
March,April 2023 No updates are anticipated until 2024 v
Township All Nelly May-Aug 2022 Tax Module has been transitioned to Live 0
Enterprise Morrow in GP. We are working on matching all 0
Software payments in Baker to GP. 0
CD
Upgrade(ERP)
Phase 1 AP transition has started Aug 3rd and will o
be completed by the end of the month. 0.
Part of this process is Project costing
which will be reviewed with SMT.
m
Q
Water starts transition Aug 18t" and will be iv
completed by end of September. o
Environmental staff have been invited to 0
m this training. Q
N D'
W �
o Finance staff have received preliminary 0
training on AR module and plans are to n
have another Departmental training on Aug 0
25t" which maybe pushed to Sept.
0
v
m
M
x
m
July-October 2022 Tax and utility have been transitioned to
GP and Finance staff are working on
finalizing forms and training users.
AR and AP will be fully transitioned by the
end of the year. N
November, December 2022 GL implementation is being finalized for 0
Jan/Feb 2023 at which time the AP and AR n
funds will be the last to transition to GP U)
from Baker. N
0
January, February 2023 Project OngoingN
W
March,April 2023 Transitioned AP to Great Plains on April
1.Working on the transition of data O0
from the legacy financials stem. <
Website All Sam May, June 2022 -Ongoing review and maintenance of the 5
Upgrades Flowers/ Township's website from an accessibility uCDi
Jenny content perspective v
Legget -Ongoing consistent review and updating C)
of individual webpage content 0
-Development of a climate change _0
CD
initiatives landing page and design of a
CD
logo/brand co
-Maintenance of the 2022 Municipal and 0.
School Board Election webpage including v
uploading a significant amount of E
information CD
Q
-Development and design of a number of iv
website homepage slider banners (graphic o
v design) 0
-Development and design of a number of Q
rIj graphics utilized for social media D
messaging o
N -Currently enhancing Oro-Medonte Fire&
Emergency Services landing webpage and 0
development of additional web a es
0
v
m
M
x
m
specific to services provided and public
education
-Currently working with the Economic
Development department regarding
website enhancements pertaining to
tourism N
-Departmental graphic design provided on
a consistent and regular basis
July-October 2022 -Ongoing review and maintenance of the
Township's website from an accessibility o
content perspective N
W
-Development of a Cloudpermit landing
page and design of a logo/brand
-Redesign of Municipal Services <
Corporation landing page &design of logo D
-Maintenance of the 2022 Municipal and N
School Board Election webpage including v
uploading information, and design of n
infographic buttons for ease of navigation 0
-Development and design of website CD
homepage slider banners (graphic design)
-Development and design of graphics co
utilized for social media messaging 0
-Enhancing Fire &Emergency Services v
landing webpage and development of E
additional webpages specific to services m
Q
provided and public education v
-Working with the Economic Development n
0
division regarding enhancements 0
cu pertaining to tourism Q
w -Working with the Municipal Law division
o regarding enhancements and easier o
N) navigation/sourcing of information for
website users n
C° -Departmental graphic design provided on
a consistent and regular basis 0
v
m
M
x
m
-Research pertaining to alternative web
hosting platforms
November, December 2022 -Ongoing review and maintenance of
Township website's accessibility
-Development of Zoning By-law review
landing page and design of a logo/brand N
-Development and design of graphics for
social media messaging; website slider n
banners CA
-Enhancements to individual departmental o
landing pages -improved navigation and
graphic design
-Working with the Economic Development O0
division regarding enhancements for n<i
tourism and Municipal Law division m
regarding enhancements and easier U)
navigation/sourcing of information for users v
(i.e. municipal parking etc.) n
-Departmental graphic design provided on 0
a consistent and regular basis 0
CD
-Designed/created presentations for
Council orientation co
-Provided presentation assistance for 0
Municipal Services Corporation v
-Ongoing research pertaining to alternative
web hosting platforms m
Q
January, February 2023 -Ongoing review and maintenance of the v
Township website's accessibility standards (�
v -Development and design of graphics for 0
social media messaging and website slider Q
'" banners D
w
C° -Review/updating of information on the o
NTownship's website for easier navigation
�
-Extensive update to the Parks and 0
Recreation Master Plan landing page
0
a)
m
M
x
m
-Departmental graphic design and
presentation assistance provided as
required
-Ongoing research regarding alternative
web hosting platforms-County of Simcoe
in process of changing their platform N
March,April 2023 -Review/updating of information for 0
easier navigation and general website n
maintenance (�
-Ongoing review and maintenance of o
the Township website's accessibility N
standards
-Development and design of graphics
for social media messaging and website a
slider banners D
-Development and design of the N
Township's Rain Barrel Program v
website landing page n
-Development and design of the o
Township's Summer Camp website m
landing page
-Design and creation of the Township's o
Summer Camp PDF Guide n
-Development and design of the a)
Township's Tourism Ambassador E
Program website landing page m
Q
-Update to the Art Trees website iv
landing page to incorporate expanded n
v Art Tree Trail
0
CD -Development and design of the 2023- Q
rIj 2027 Economic Development Strategy
o website landing page o
-Graphic design/presentation
assistance provided pertaining to the o
Township's 2023/2024 multi-year
budget O
v
m
M
x
m
-Graphic design/presentation
assistance provided regarding the
Municipal Services Corporation
-Determination of preferable web
hosting platform -County of Simcoe in
process of changing their platform N
Prioritization All Donna May, June 2022 Process to be utilized in 2023-2024 budget
Review Hewitt process n
July-October 2022 Modifications being made to clarify N
prioritization tool for use in 2023-2024 0
process N
W
November, December 2022 Updated prioritization tool utilized for 2023-
2024 capital budget process. O0
January, February 2023 n<i
Tool to be reviewed post budget process W
m
March,April 2023 No change N
v
Records All Yvonne May, June 2022 - Project team struck for next stage of RIM n
Digitization Aubichon implementation with phase 1 completion 0
scheduled for December 2022. Further m
information to be gathered from users of
co
current records system to define o
requirements of replacement system. 0.
July-October 2022 Users'system requirements defined,-
outreach to municipalities in Simcoe
County, York and Durham to determine _L1
system and implementation best practices v
and obtains stem references n
0
cQ November, December 2022 Based on user requirements and best o
CD, practice research, focus narrowed to 3 Q
service providers. W
o Demos, cost estimates and references o
N requested/coordinated. n
Funding request will be included in 2023- o
2024 capital budget with report to award o
targeting Q1 2023. v
m
M
x
m
January, February 2023 Council report anticipated March/April
pending budget approval.
Alternative bridge process in development
as interim measure until new system and
policies are in place.
March,April 2023 Report presented to Council with N
support received to expand our existing �
agreement with Ricoh Canada for use of n
LaserFiche as our records management W
system No
Agreement under review and N
W
implementation plan in development.
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v
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16.a) Correspondence received by the Township on May 8, 2023 from Kyle F...
Dear council of Oro-Medonte,
My wife and I purchased our home at 1 Sophia Avenue in early 2019. We received the first tax
bill in 2019 and paid it immediately. We thought that we had set up automatic tax installment
payments, which we have in place at our other property. Since we have separate bank accounts,
we both incorrectly assumed that the other was paying the tax bill.
Since 2019, we have never received any tax owing notices. We recently contacted the township
to obtain a copy of our property tax statement for a mortgage application. At that time, we were
informed via email that our property taxes were overdue by $31,000, including approximately
$6,700 in accrued interest charges. We were absolutely shocked. We were never informed of any
missed payments. We immediately contacted Nelly to discuss the situation. We discovered that
our tax bills were being sent to our old address in Toronto. We were advised that a collection
agency had also sent notices to this address. We have not lived there since early 2020. No bills
were sent to our home in Oro-Medonte and no calls were made to us. Within 24 hours of being
notified of the tax amount owing, we paid the entire balance in full by wire transfer.
We are writing this letter in hope that you will consider reimbursing or crediting the $6,700 of
interest charges that we have accrued over the past 3 years. We are early in our careers with two
young children. The sole reason that our property tax bill was not paid was because we were
never notified of any amount owing. We have always paid our bills on time and have no
outstanding balances on any of our properties, taxes, utilities, or other creditors. Because we
were not notified of any tax owing, we wrongly assumed that we had set-up automatic tax
payments. It was an honest mistake. We are concerned that no effort was made to notify us when
multiple tax payments were missed. We can only assume that the bills sent to our old address in
Toronto were returned to the township after we moved. Despite this, we never received a bill at
our home at 1 Sophia Avenue and we were never contacted by phone. Furthermore, we were not
notified of any tax owing when we applied for building permits or parking passes when we had
direct contact with the township.
We strongly suggest that the township revisit its current process of contacting residents regarding
urgent matters and also conduct a thorough review of the collection agency acting on its behalf.
As mentioned above, we never received a single tax bill or overdue notice at our residence in
Oro-Medonte nor were we ever contacted by phone.
Moving forward, we have updated all of our contact information with the township including our
mailing address, phone number and email in order to ensure that this does not happen again. We
can assure you that we will be diligent in making all property tax payments on time.As we continue
to build our young family in Oro-Medonte, we appreciate your consideration in reimbursing or
crediting our interest charges.
Sincerely,
P�
Kyle Fortinsky an Kara Wollach
Page 243 of 249
16.b) Correspondence dated May 8, 2023, from Steve Holdings Inc. re: Req...
STEVE HOLDINGS INC
105 RIVALDA ROAD,
TORONTO,ONT.
M9M 2M6
416-433-7151
Roll Number 43 46 010 001 22100 0000
May 08, 2023
The Corporation of The Township of Oro-Medonte
Re Property Located At
1548 Highway 11,
Oro-Medonte.
LOL 2L0
To:
Nelly Morrow
CFO Director of Finance
Due to a significant decline in our business revenue, we ran into financial difficulties which resulted in
payments to creditors drastically affected.With this being said,we are not running from our obligation
to pay our outstanding debt but will appreciate your assistance in granting us one year to complete
same. If its agreeable with you,we can make a$2,500.00 monthly payment to clear the existing debt.
We would also make the necessary payment to have our account brought up to date.
I look forward to hearing from you.
Steve Pillay
Owner
Page 244 of 249
16.c) Correspondence dated May 17, 2023 from Lisa Groves, Barrie Automot...
Mailing: PO Box 210,Oro-Medonte,ON LOL 2X0
Phone:705-487-3663
MF Website:www.thebafm.com
Berea Alutornotive Flea Market kt Email:info@thebafm.com
May 17, 2003
Township of Oro-Medonte
148 Line 7 South
Oro-Medonte,ON
LOL 2E0
Via Email—deputation@oro-medonte.ca
Dear Mayor,Council&Staff,
Thank you for the opportunity for a brief deputation on May 241h,2023,outlining the event schedule for 2023 at Burl's
Creek Event Park.This letter is to comply with the AGCO requirement of written notice being provided to several
different government agencies.
June 15t_41h 391h Annual Spring Barrie Automotive Flea Market
Sept 71h—loth 52"d Annual Fall Barrie Automotive Flea Market
For more than twelve years the Barrie Automotive Flea Market has been awarded the distinction of one of the Top 100
Festivals&Events in Ontario. Here is an excerpt from the press release:
"Festivals and Events Ontario(FEO)is proud to announce the 2023 Top 100 Festivals&Events in Ontario.These Top 100
recipients represent festivals and events that excel within the industry.The FEO Top 100 Awards program recognizes
festivals and events for their excellence in creativity,community engagement and overall event experience."
Thank you in advance for the letter designating the Barrie Automotive Flea Market as Municipally Significant.We are
proud to be a leader in the tourism industry in Ontario,especially Oro-Medonte.
Si rely,
Lis/Gv
Bamotive Flea Market
CC.
Clerk's Department iteeter@oro-medonte.ca
OPP—Coyer Yateman coyer.yateman@opp.ca a,
-Joe Pileggi giuseppe.pileggi@opp.ca
a
Fire Chief—Hugh Murray hmurraY oro-medonte.ca
AGCO—Stephen Hetherington step hen.hetherington@agco.ca 00
County of Simcoe Paramedics—sarah.mills@simcoe.ca FESTIVALS& EVENTS 4NTAR O
SMDHU—Robert Townes robert.townes@smdhu.org
Page 245 of 249
18.a) 2023-030: A By-law to Appoint Building Inspectors and to Repeal By...
The Corporation of the Township of Oro-Medonte
By-Law No. 2023-030
A By-law to Appoint Building Inspectors and to Repeal
By-law 2022-081
Whereas Section 3(2) of the Building Code Act, 1992, S.O. 1992, c.23, as amended
provides that the Council of each municipality shall appoint such inspectors as are
necessary for the purposes of the enforcement of the Act;
And Whereas Section 3.1.4.1. Division C, Part 3 of the Ontario Building Code provides
the authority for a person to be appointed under the Act as a Building Inspector;
And Whereas the Council of the Corporation of the Township of Oro-Medonte did on
the 14t" day of September, 2022, enact By-law 2022-081, "A By-law to Appoint Building
Inspectors-,
And Whereas the Council of the Corporation of the Township of Oro-Medonte does
now find it expedient to repeal and replace By-law 2022-081;
Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows:
1. That the employees of The Corporation of the Township of Oro-Medonte outlined
below be appointed as Building Inspectors for the Township of Oro-Medonte:
Riley Hannan
Mateo Mir Bashiri
Garry McCartney
Sherri-Lynn Moore
Michael Ryan
Delanie Spires
Tammy Strangemore
2. That By-law 2022-081 is hereby repealed in its entirety.
3. That this by-law shall take effect on the final passing thereof.
By-Law Read a First, Second and Third time, and Passed this 24t" day of May,
2023.
The Corporation of the Township of Oro-Medonte
Mayor, R. Greenlaw
Deputy Clerk, Janette Teeter
Page 246 of 249
18.b) 2023-036: A By-Law to Amend By-Law 2021-114, being a by-law to pro...
The Corporation of the Township of Oro-Medonte
By-Law No. 2023-036
A By-Law to Amend By-Law No.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.
Whereas Section 138 of the Highway Traffic Act, R.S.O. 1990, as amended,
provides that the Council of a Municipality may by by-law, provide for the erection of
yield signs on highways under its jurisdiction and every sign so erected shall
comply with Ontario Regulation 615;S16-20, as amended.
And Whereas Section 153 of the Highway Traffic Act, R.S.O. 1990, as amended,
provides that the Council of a Municipality may by by-law, provide for the erection
of Do Not Enter signs on One-Way highways under its jurisdiction and every sign
so erected shall comply with Ontario Regulation 615;S31-32, as amended.
And Whereas Council deems it necessary to amend By-Law No. 2021-114.
Now Therefore the Council of The Corporation of the Township of Oro-Medonte
enacts as follows:
1. That Schedule "A: STOP SIGNS" to By-Law No. 2021-114 be amended to
add:
Name of Direction of Travel Intersecting Highway Name
Highway
Line 15 N Northbound Barr Avenue
Line 15 N Southbound Barr Avenue
2. That Schedule "B: YIELD SIGNS" to By-Law No. 2021-114 be amended to
REMOVE:
Name of Direction of Travel Located between
Highway
Line 15 N Northbound Devitt St. and Highway 12
Line 15 N Northbound Bass Lake Sideroad East and Ganton
Rd
3. That Schedule "C: DO NOT ENTER SIGNS" to By-Law No. 2021-114 be
amended to Remove:
Sign Location Intersecting Highway Name
* Line 15 N Bass Lake Sideroad East
northbound
*That waste, operations and Emergency vehicles be exempted.
4. That this By-Law shall come into force and take effect on the date of its final
passing.
Page 247 of 249
18.b) 2023-036: A By-Law to Amend By-Law 2021-114, being a by-law to pro...
Read a First, Second and Third time, and passed this 24th day of May 2023.
The Corporation of the Township of Oro-Medonte
Mayor, R. Greenlaw
Clerk,Yvonne Aubichon
Page 248 of 249
20.a) 2023-041: Being a by-law to confirm the proceedings of the Council...
The Corporation of the Township of Oro-Medonte
By-Law No. 2023-041
Being a By-Law to Confirm the Proceedings of the Council Meeting held on
Wednesday, May 24, 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 Emergency 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, May
24, 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 24t" day of May,
2023.
The Corporation of the Township of Oro-Medonte
Mayor, Randy Greenlaw
Clerk, Yvonne Aubichon
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