07 12 2023 Council Agenda The Township of Oro-Medonte
Council Meeting Agenda
Electronic Hybrid Meeting
Township of
Wednesday, July 12, 2023
Proud Heritage,Exciting Future 9:00 a.m. - Open Session
Closed Session to be held During Item 19
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 DS Committee
All electronic Council meetings will be streamed live, where possible, on the Township
YouTube Channel. Council Agendas will continue to be published on the Civic Web
Meeting Agendas in advance of the meeting date in accordance with the Township's
Procedural By-law.
The Township of Oro-Medonte is committed to providing and maintaining a working
environment that is based on respect for the dignity and rights of everyone within the
organization and for those individuals visiting our organization.
The Township of Oro-Medonte supports and fosters an environment that is safe,
welcoming and respectful for all residents, visitors, members of Council and staff.
Page
1. Call to Order - Reading of Land Acknowledgement:
Page 1 of 199
Council Meeting Agenda - July 12, 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) Derek Witlib, Director, Development Services re: Solicitor-client privilege;
Litigation affecting the municipality (Cannabis).
6 - 11 d) Donna Hewitt, Director, Corporate Services; Michelle Jakobi, Director,
Environmental Services re: Solicitor-client privilege; Litigation affecting the
municipality (Zone 1 Water).
e) Derek Witlib, Director, Development Services; Curtis Shelswell, Manager,
Municipal Law Enforcement/Chief Municipal Law Enforcement Officer re:
Solicitor-client privilege; Litigation affecting the municipality (Short Term
Accommodation Enforcement).
5. Minutes of Council and Committees:
12 - 24 a) Minutes of Council meeting held on Wednesday, June 28, 2023.
6. Recognition of Achievements:
None.
Page 2 of 199
Council Meeting Agenda - July 12, 2023
7. Public Meetings:
None.
8. Deputations/Presentations:
None.
9. Identification From the Public of an Agenda Item of Interest:
Provides an opportunity for members of the public to identify an agenda item
which the public member may request be brought forward and considered
earlier in the meeting.
10. Open Forum:
The Open Forum provides an opportunity for the public to provide verbal
comments to Council, in Open Session, on matters scheduled on the current
agenda. Refer to Procedural By-Law No. 2023-043 for additional
information.
11. Reports of Municipal Officers for Action:
25 - 32 a) F12023-4, Lianne MacGibbon, Supervisor of Finance, Risk Management re:
Tile Drainage Loan Application.
33 - 58 b) F12023-5, Nelly Morrow, Director, Finance/Chief Financial Officer re:
Development Charges Delayed Agreement [Refer to Item 18e)].
59 - 61 c) ES2023-8, Michelle Jakobi, Director, Environmental Services re: Rain Barrel
Initiative 2023 Sale Update.
62 - 64 d) ES2023-9, Michelle Jakobi, Director, Environmental Services re: User Fee
Streetlights, Request for Exemption from Taxation By-Law.
65 - 72 e) OCS2023-9, Shawn Binns, Director, Operations and Community Services re:
Neighbourhood Area Speed Limit.
73 - 76 f) OCS2023-10, Justin Metras, Manager, Infrastructure and Capital Projects re:
Award of Tender OCS2023-007 Wilson Street Drainage Improvements.
77 - 85 g) OCS2023-11, Shawn Binns, Director, Operations & Community Services re:
Traffic Safety / Community Safety Committee.
86 - 91 h) OCS2023-12, Shawn Binns, Director, Operations and Community Services
re: 2023 Boots and Heart Special Event Permit.
92 - 113 i) CS2023-14, Yvonne Aubichon, Clerk re: 2026 Municipal and School Board
Trustee Election Voting Method.
12. Reports of Municipal Officers for Information Only:
114 - 117 a) CS2023-23, Donna Hewitt, Director, Corporate Services; Robin Dunn, CAO
re: Township Legal Expenses — Q1 (January — March) 2023.
Page 3 of 199
Council Meeting Agenda - July 12, 2023
118 - 130 b) Hugh Murray, Director, Fire & Emergency Services/Fire Chief re: Township
and Community AED Installations Status Update.
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:
131 - 133 a) Minutes of Barrie Public Library Board meeting on Thursday, May 25, 2023.
Staff Recommendation: Receive for Information Only.
134 - 141 b) Minutes of Lake Simcoe Region Conservation Authority meeting held on
Friday, May 26, 2023.
Staff Recommendation: Receive for Information Only.
142 - 148 c) Nottawasaga Valley Conservation Authority re: Minutes of Friday, May 26,
2023 and Highlights of Friday, June 23, 2023 meetings.
Staff Recommendation: Receive for Information Only.
149 - 171 d) Orillia Public Library re: Annual Report 2022 Handout; Package of Board
meeting held on Wednesday, June 21 , 2023; June, 2023 Statistics.
Staff Recommendation: Receive for Information Only.
16. Communications/Petitions:
172 - 173 a) Correspondence dated June 22, 2023 from Colin Nelthorpe, President, Fierte
Simcoe Pride re: Request for Proclamation of Fierte Simcoe Pride from July
24 to August 6, 2023 and a Request for a Flag Raising.
17. Notice of Motions:
None.
18. By-Laws:
174 - 178 a) 2023-059: A By-law to Authorize the Execution of a Contract between The
Township of Oro-Medonte and The Midland Public Library Board for a Term
of One Year and to Repeal By-law No. 2022-046.
Page 4 of 199
Council Meeting Agenda - July 12, 2023
179 - 184 b) 2023-060: By-law to Authorize the Execution of a Contract between The
Township of Oro-Medonte and The Severn Public Library Board for a Term
of One Year and to Repeal By-law No. 2022-044.
185 - 190 c) 2023-064: Being a By-Law to Establish the Terms of Reference for the
Property Standards Committee and to Appoint Members to the Property
Standards Committee and to Repeal By-Law No. 2019-029 "Property
Standards Committee".
191 - 192 d) 2023-065: A By-law to Appoint Fence Viewers and to Repeal By-Law No.
2019-096.
193 - 198 e) 2023-067: Being a By-Law to Authorize the Execution of an Agreement
Providing for the Deferral of Development Charges.
19. Closed Session Items (Unfinished Items):
20. Confirmation By-Law:
199 a) 2023-069: Being a by-law to confirm the proceedings of the Council meeting
held on Wednesday, July 12, 2023.
21. Adjournment:
a) Motion to Adjourn.
Page 5 of 199
07 12 2023 Counc 4 e 7 gq�ttep ��o ��� e _ Servi es; Michelle Jakobi, DirectThat the ublic Cour ecision our ile o.: e avai ab�e
through the Township channels, including the Council Agenda.
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CITATION: Oro-Medonte Property Owners'Association v. The Corporation of the Township
of Oro-Medonte, 2023 ONSC 4019
COURT FILE NO.: CV-21-969
DATE: 20230706
SUPERIOR COURT OF JUSTICE -ONTARIO
RE: ORO-MEDONTE PROPERTY OWNERS' ASSOCIATION, Plaintiff
AND:
THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE,
Defendant/Moving Party
BEFORE: C. M. SMITH J
COUNSEL: James J. Feehely, Counsel for the Plaintiff/Responding Party
Christopher J. Williams and Brian Chung, Counsel for the Defendant/Moving
Party
HEARD: In writing
ENDORSEMENT ON COSTS RE: SUMMARY JUDGMENT MOTION
PROCEDURAL BACKGROUND
[1] This matter arose as a result of a dispute between the plaintiff, being the Oro-Medonte
Property Owners' Association, (the "OMPOA"), and the defendant, the Corporation of the
Township of Oro-Medonte, (the "Township"), over the legality of user fee By-law 2020-074
passed by the Township which imposes fees on users of the local water system.
[2] The Township brought a summary judgment motion which was heard February 8, 2023.
In my reasons for decision, cited as Oro-Medonte Property Qwners' Association v. The
Corporation of the Township of Oro-Medonte, 2023 ONSC 2713,the motion was granted.
[3] The Township now seeks its costs.
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POSITIONS OF THE PARTIES
The Township
[4] The Township submits that as the successful party it is presumptively entitled to its
partial indemnity costs in the amount of$112,799.90 inclusive of taxes, fees, and disbursements.
[5] In support of its position the Township points to a number of the Rule 57 factors
including, but not limited, to the results obtained, the experience of the lawyers involved and the
parties' reasonable expectations.
[6] The Township also submits the overarching principle in the making of cost orders should
be the notion of reasonableness. Costs orders should reflect what the court views to be a
reasonable amount for the unsuccessful party to pay.
[7] The Township suggests the OMPOA took at least two improper steps in the matter. The
OMPOA essentially argued the by-law in question was unreasonable, which is clearly prohibited
by the provisions of the Municipal Act. Secondly, the OMPOA commenced an action when it
should have proceeded by way of application, which is contrary to the provisions of s. 273(1) of
the Municipal Act.
The OMPOA
[8] The OMPOA submits that its claim was brought as a matter of public interest affecting a
significant number of the township's population and impacting on the township's duties to
provide safe drinking water systems for its residents.
[9] The OMPOA therefore submits imposing a significant costs order on a ratepayer group
that has a genuine interest in a matter of public health and safety would send a chilling message
to ratepayers generally.
[10] The OMPOA therefore submits that no costs should be awarded, or in the alternative,
only "very modest costs" should be awarded.
RELEVANT LEGAL PRINCIPLES
1. Caselaw
[11] The primary objective of a costs order should be the determination of a fair and
reasonable amount the unsuccessful party in the particular proceeding ought to pay as distinct
from an amount that is simply a reflection of the successful parry's bill of costs. One governing
principle should always be what the unsuccessful party could reasonably expect to pay in costs:
see Boucher v. Public Accountant's Council for the Province of Ontario, [224] O.J. No. 2634,
see Zesta Engineering Ltd. v. Cloutier, [2002] O.J. No. 4495, and see Walsh Energy Inc. v.
Better Business Bureau of Ottawa-Hull Incorporated, 2018 ONCA 383.
[12] In Serra v Serra, 2009 ONCA 395, the Ontario Court of Appeal held three principles
must be born in mind when making a costs order, those being, (i) to partially indemnify
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successful litigants for the costs of litigation; (ii) to encourage settlement; and (iii) to discourage
and sanction inappropriate behaviour.
[13] Proportionality and reasonableness are considered to be "touchstone considerations" in
the determination of a suitable costs award: see Beaver v. Hill, 2018 ONCA 840 at para. 12.
[14] A partial indemnity costs order is typically the norm unless there has been an exchange of
offers to settle which may affect the quantum of costs: see DCR Strategies Inc. v. Gomez, 2021
ONSC 8343.
2. Statute law
[15] Section 131 of the Courts of Justice Act provides the question of costs is in the discretion
of the court.
Rule 57
[16] Rule 57 contains a number of factors courts should consider in determining costs issues. I
find the following of those factors to be relevant in the circumstances of this case:
• the principle of indemnity, including, where applicable, the experience of the lawyer for
the party entitled to the costs as well as the rates charged, and the hours spent, by that
lawyer;
• the costs an unsuccessful party could reasonably expect to pay in relation to the step in
the proceeding for which costs are being fixed;
• the complexity of the proceeding;
• the importance of the issues, and
• whether any step in the proceeding was, (i) improper, vexatious, or unnecessary, or (ii),
taken through negligence,mistake, or excessive caution.
APPLICATION OF THE RELEVANT LEGAL PRINCIPLES TO THIS CASE
1. The principle of indemnity
[17] The Township was completely successful. Its summary judgment motion was granted and
the OMPOA's action was dismissed. That being the case,the Township is presumptively entitled
to its costs. As the Township is only seeking partial indemnity basis there is no need to enter into
a consideration of what level of costs is warranted in these circumstances.
[18] Counsel for the Township, Mr. Williams and Mr. Chung, are both highly experienced
lawyers. Mr. Williams has been practicing since 1980, now some 43 years, all of which has been
spent practicing in the field of municipal law. His full indemnity rate is currently $875/hour, his
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partial indemnity rate being 60 per cent of that amount or $525/hour. Mr. Chung has been
practicing in the field of civil litigation since his call in 2014. His full indemnity rate is currently
$450,his partial indemnity rate being 60 per cent of that amount or$345/hour.
[19] I have carefully reviewed the Township's bill of costs. It shows that between them, Mr.
Williams and Mr. Chan spent approximately 250 hours on this matter. They were supported in
that endeavour by one other lawyer in the firm, an articling student, and a paralegal none of
whom spent any significant amount of time on the file. The Township filed something in excess
of 3,300 pages on CaseLines, the bulk of which consisted of pleadings and supporting
documentation. Extensive cross examinations were conducted by both parties on affidavits
prepared for the purpose of setting out the history of the matter and the various steps at
Township council took to deal with the issue. That required a great deal of documentation as
well as a significant amount of time reviewing those documents and digesting their contents.
[20] Counsel for the Township are both highly experienced lawyers who are well versed in the
complexities of municipal law generally, as well as the specific issues involved in this case. I
have no reason to doubt the accuracy of their bill of costs. The time expended by both counsel is
in my view commensurate with the complexities of this matter, reflective of the importance of
the issues to the parties, and consistent with the time expended and fees billed by counsel for the
OMPOA.
[21] 1 note the bill of costs of the Township was not challenged, or even commented upon, by
counsel for the OMPOA in his costs submissions.
2. Reasonable expectations of the unsuccessful party
[22] Counsel for the OMPOA, Mr. Feehely, filed a bill of costs which shows he spent some
178 hours on the matter at an hourly rate of$500 per hour. His more junior colleague spent 10
hours on the file at an hourly rate of$300/hour. Total hours shown under each heading were all
in even, round numbers. The total of fees, HST and disbursements is shown to be $110,187.49.
The partial indemnity fees, calculated to be $64,071.00, is shown in italics however, there is
nothing to suggest, and no reason for me to believe, that anything other than the total of fees,
HST, and disbursements was actually billed and paid.
[23] In my view, the most accurate measure of what an unsuccessful party might reasonably
expect to pay in a costs award, ie: the unsuccessful parry's reasonable expectations, is that
parry's own costs. Here, the total fees charged to the OMPOA by counsel is within $2,500 of the
partial indemnity fees amount sought as costs by the Township.
3. Complexity
[24] This was a matter of above average complexity. It involved a consideration of history of
the arrangements between the Township and a private entity that built and owns a good part of
the water system involved. That meant a consideration of various memorandums of
understanding agreed to by those parties over the years, a review of the Township's by-laws on
the subject, a consideration of the interplay between various pieces of legislation including the
Municipal Act the Safe Drinking Waters Act, the Development Charges Act, and the regulations
of the Ministry of the Environment, Conservation & Parks who oversee drinking water systems
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in Ontario. The affidavit material filed by each party was lengthy and set out each parties'
perspective on the history of the matter and on the current circumstances. It was also necessary
to delve into the way in which Township council approached the issue once it determined that
significant improvements had to be made to the water system.
4. Importance of the issues to the parties
[25] To my mind there were two main areas of concern for the parties. The first of course
involved the provision and establishment of the supply of safe drinking water. It also means
provision and supply of adequate water for firefighting purposes. Both are essential components
of life in modern urban and semi-rural settings. The other issue which often underlies matters of
this kind is that of the costs associated with the provision of such services. There can be no
question the ratepayers here were perhaps understandably concerned about the proposed fees that
were being levied by the Township. Equally, the Township itself was concerned about the fees
that needed to be charged and sought ways to ameliorate those fees. Nevertheless, at the end of
the day, in order to have a safe and proper supply of drinking water someone must pay for the
distribution system. That "someone" must inevitably be the citizens of the community in
question.
5. Whether any step in the proceeding was unnecessary or taken through mistake
[26] As noted above, the plaintiffs chose to pursue their claim for relief by way of an action.
The Municipal Act provides such matters shall be dealt with by way of application. This was
brought to the attention of the OMPOA by counsel for the Township fully one year before the
hearing of the summary judgment motion. The OMPOA chose to disregard that requirement.
That being the case it would have been fully within my authority to dismiss the plaintiff's action
at the outset of the hearing, as I was indeed urged to do by counsel for the Township. I chose not
to do so due to concern at the prospect of causing last minute unfairness and substantially
increased costs to the OMPOA. Nevertheless, the OMPOA should have complied with the
statutory requirement. It is there for good reason, the application process being a more
expeditious, streamlined and simplified proceeding. It would also be less expensive for all
concerned.
WHAT IS A REASONABLE COSTS AWARD IN ALL OF THE CIRCUMSTANCES?
[27] The OMPOA argues that "imposing a significant cost order on a ratepayer group that has
a genuine interest in a matter of public health and safety would send a chilling message to
ratepayers generally." The OMPOA therefore submits that as the issues raised were of genuine
municipal importance no costs, or at least only very modest costs, should be imposed on the
OMPOA. I do not find that argument persuasive.
[28] In my Reasons for Decision, I found the ownership issue was a red herring. I found that
regardless of the ownership issue, the Township was obliged to deal with the pressing issue of
required improvements to the drinking water distribution system in accordance with its
obligation to ensure the system met government mandated drinking water safety standards and
satisfied fire control flow requirements. As I observed in my decision, it is difficult to avoid the
conclusion the OMPOA's arguments in this matter had more to do with its concern about the
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potential cost to each of the homeowners affected by the impugned by-law passed by the
Township, and the perceived unreasonableness of that by-law, than it did with any concerns the
OMPOA may have had about who rightly owned the system. That approach strikes me as a
convenient way to get around the provisions of s. 272 of the Municipal Act precluding
complaints about by-laws based on perceived unreasonableness.
[29] As counsel for the respondent observed during the hearing of the matter, "these works are
necessary, and if they are necessary somebody has to pay for them." In this case, that
"somebody" is each property owner in the affected area.
[30] In choosing to pursue its claim against the Township over the impugned by-law, whether
it be by action or application, the OMPOA caused the Township to incur legal fees, inclusive of
HST and disbursements, in the total amount of$188,865.01. Those fees were necessary in order
for the Township to defend its by-law, and since they were necessary somebody has to pay them.
Once again,that falls to the other property owners in the affected area,many of whom apparently
opted to simply shoulder their share of the added expense of the improvements rather than
litigating the issue. They must now also shoulder the burden of paying the costs associated with
the Township's successful defence of the OMPOA's lawsuit.
[31] To impose a partial indemnity costs order on the OMPOA in such circumstances is not, in
my view, tantamount to sending a "chilling message to ratepayers generally." Rather, such an
order addresses some of the key principles underlying costs orders generally: it addresses the
principle of indemnity, encourages settlements, and fosters reasonableness. It also lessens the
impact of the Township's legal fees on those homeowners who chose not to participate in the
litigation, placing it instead where it more rightly belongs, on those who did. To do otherwise
would only encourage potential litigants to proceed with unnecessary and perhaps expensive
litigation in the belief they could do so without risk or consequence: see El-Hennawy v. Law
Society of Upper Canada, 2014 ONSC 1640 (Div. Ct.).
[32] Disgruntled ratepayers contemplating litigation against local government need to first
take a step back and engage in an objective consideration of the big picture. Afterall, when they
sue their local government,they are essentially suing themselves.
[33] I have therefore concluded that a fair and reasonable costs award in these circumstances
is to require the OMPOA to pay the Township's partial indemnity costs in the amount of
$112,799.90 forthwith.
c
C. Smith, J
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5.a) Minutes of Council meeting held on Wednesday, June 28, 2023.
The Township of Oro-Medonte
Council Meeting Minutes
T°,�nsh�p°f t?t('i Electronic Hybrid Meeting
Proud Heritage,Exciting Future
Wednesday, June 28, 2023 2:04 p.m.
2022-2026 Council
Present: Mayor Randy Greenlaw
Deputy Mayor Peter Lavoie
Councillor Lori Hutcheson
Councillor John Bard
Councillor David Clark
Councillor Richard Schell (left @ 5.56 p.m.)
Councillor Robert Young
Staff Robin Dunn, Chief Administrative Officer; Donna Hewitt, Director,
Present: Corporate Services; Shawn Binns, Director, Operations and Community
Services; Hugh Murray, Director, Fire & Emergency Services/Fire Chief;
Nelly Morrow, Director, Finance/Chief Financial Officer; Tamara Obee,
Director, Human Resources; Derek Witlib, Director, Development
Services; Curtis Shelswell, Manager, Municipal Law Enforcement/Chief
Municipal Law Enforcement Officer; Jennifer Whitley, Economic
Development Advisor, Jenny Leggett, Communications & Public Relations
Officer; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Jason
Scharapenko, Information Technology Technician (IT); Chris Williams and
Jasmine Fraser, Aird & Berlis LLP.
All Council and staff participated via Zoom platform.
it 'IM
1. Call to Order - Reading of Land Acknowledgement:
NW Am
Mayor Greenlaw assumed the Chair at the above noted time and called the meeting to order.
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 12 of 199
5.a) Minutes of Council meeting held on Wednesday, June 28, 2023.
Council Minutes — Wednesday, June 28, 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. C230628-1
Moved by Schell, Seconded by Clark le A&
Be it resolved that the agenda for the Council meeting of Wednesday, June 28, 2023 be
received and adopted.
Carried.
Motion No. C230628-2`-
Moved by Hutcheson, Seconded by Lavoie "
Be it resolved that Rule 14.20a), as per the Procedural By-law No. 2023-043 be suspended
in order to allow the meeting to proceed past the 4 hour adjournment requirement, if
necessary.
Carried.
3. Disclosure of Pecuniary Interest:
Councillor Schell declared a conflict of interest on Item 4d) Derek Witlib, Director,
Development Services; and Curtis Shelswell, Manager, Municipal Law Enforcement/Chief
Municipal Law Enforcement Officer re: Solicitor-client privilege; Litigation affecting the
municipality (Short Term Accommodation Enforcement/Legal Opinion) as Councillor Schell
indicated he owns and operates a Bed & Breakfast home in Ward 5.
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Page 13 of 199
5.a) Minutes of Council meeting held on Wednesday, June 28, 2023.
Council Minutes — Wednesday, June 28, 2023
4. Closed Session Items:
a) Motion to go In Closed Session.
Councillor Schell declared a conflict of interest on Item 4d) Derek Witlib, Director,
Development Services; and Curtis Shelswell, Manager, Municipal Law Enforcement/Chief
Municipal Law Enforcement Officer re: Solicitor-client privilege; Litigation affecting the
municipality (Short Term Accommodation Enforcement/Legal Opinion) as Councillor Schell
indicated he owns and operates a Bed & Breakfast home in Ward 5. Councillor Schell left
the room and did not participate or vote on this item.
Motion No. C230628-3
Moved by Young, Seconded by LavoieAk
Be it resolved that we do now go in Closed Session at 2.07 p.m. to discuss
• Labour relations/employee negotiations; Personal matters about an identifiable
individual (Performance Management);
• Solicitor-client privilege; Litigation affecting the municipality (Short Term Accommodation
Enforcement/Legal Opinion).
Carried.
Item 4d) was partially discussed during this time. The following staff were present: Robin
Dunn, Chief Administrative Officer; Donna Hewitt, Director, Corporate Services; Shawn
Binns, Director, Operations and Community Services; Derek Witlib, Director, Development
Services; Curtis Shelswell, Manager, Municipal Law Enforcement/Chief Municipal Law
Enforcement Officer; Jenny Leggett, Communications & Public Relations Officer; Janette
Teeter, Supervisor, Clerk's Services/Deputy Clerk; Chris Williams and Jasmine Fraser, Aird
& Berlis LLP.
4010F q%h6, Wq�
b) Motion to Rise and Report."
Motion No. C230628-4
Moved by Clark, Seconded by Hutcheson
Be it resolved that we do now Rise at 4.07 p.m. and Report on the Closed Session Item
4
c) Robin Dunn, CAO re: Labour relations/employee negotiations; Personal matters
about an identifiable individual (Performance Management).
and that Item 4d)
d) Derek Witlib, Director, Development Services; and Curtis Shelswell, Manager,
Municipal Law Enforcement/Chief Municipal Law Enforcement Officer re: Solicitor-
client privilege; Litigation affecting the municipality (Short Term Accommodation
Enforcement/Legal Opinion).
be brought forward to Item 19 Closed Session Items (Unfinished Business).
Carried.
Page 3 of 13
Page 14 of 199
5.a) Minutes of Council meeting held on Wednesday, June 28, 2023.
Council Minutes — Wednesday, June 28, 2023
c) Robin Dunn, CAO re: Labour relations/employee negotiations; Personal matters about
an identifiable individual (Performance Management).
The following staff were present: Robin Dunn, CAO/Acting Clerk; Tamara Obee, Director,
Human Resources.
Motion No. C230628-5
Moved by Lavoie, Seconded by Young
Be it resolved A&
1. That the confidential verbal information and confidential correspondence dated June 26,
2023 and presented by Robin Dunn, CAO/Acting Clerk re: Labour relations/employee
negotiations; Personal matters about an identifiable individual (Performance
Management) be received.
2. That the CAO proceed as outlined.
Carried.
6. Recognition of Achievements:
The following recipients, and their achievements, were recognized by Mayor Greenlaw and
Members of Council:
a) Graydon Knapp, Recipient of First Place in International Online Caribou Mathematics
Competition (Caribou Cup).
b) Judith Banville, Recipient of 2023 Oro-Medonte Citizen of the Year Award.
c) Pauline Chappell, Recipient of 2023 Ontario Senior of the Year Award.
d) Robin Dunn, CAO re: Ontario Municipal Administrators' Association (OMMA) re: Long
Service Recognition Award.
Motion No. C230628-6
Moved by Clark, Seconded by Young
Be it resolved
1. That the correspondence dated June 9, 2023 from Ontario Municipal Administrators'
Association (OMMA) re: Long Service Recognition Award for Robin Dunn, CAO be
received.
2. That Robin Dunn, CAO be recognized under the Mayor's signature.
Carried.
Page 4 of 13
Page 15 of 199
5.a) Minutes of Council meeting held on Wednesday, June 28, 2023.
Council Minutes — Wednesday, June 28, 2023
5. Minutes of Council and Committees:
a) Minutes of Council meeting held on Wednesday, June 14, 2023.
b) Minutes of Heritage Committee meeting held on Monday, June 19, 2023.
Motion No. C230628-7
Moved by Bard, Seconded by Schell
Be it resolved that the draft A#6,
a) Minutes of the Council meeting held on Wednesday, June 14, 2023
be received and adopted as printed and circulated, as amended, to correct Deputy Mayor
Lavoie's attendance in the Roll Call as "Regrets"; and that the draft
b) Minutes of Heritage Committee meeting held on Monday, June 19, 2023
be received.
Carried.
Motion No. C230628-8'
Moved by Young, Seconded by BarMot
Be it resolved
1. That, per Motion No. HC230619-4 of the Heritage Committee meeting, re:
Correspondence from Tim Crawford, Matters for Consideration,
a) the discussion paper re Cahiague/Champlain be received.
b) that the request to include The Supplement to the Oro African Church book by Tim
Crawford be received for information and a revised insert be included on the
Township's website.
c) that the request to replace the missing mini-plaque attached to the Hawkestone Rail
Trail stone be included in the appropriate list and referred to future budget
deliberations.
d) that, when written authority is received, per Motion No. C190522-8,
• the Legend of the Drinking Gourd book be posted on the Township's website;
• the said book be reproduced by Township Staff, upon request, in accordance with
the Township Fees & Charges By-Law;
• that the bullet stating "staff investigate the cost of reprinting the book and bring back
the matter to a future Heritage Committee meeting" of Motion No. C190522-8 be
rescinded.
2. That the applicant be advised of Heritage Committee/Council's decision under the
Mayor's and Heritage Committee, Chair's signature.
Page 5 of 13
Page 16 of 199
5.a) Minutes of Council meeting held on Wednesday, June 28, 2023.
Council Minutes — Wednesday, June 28, 2023
Carried.
Motion No. C230628-9
Moved by Schell, Seconded by Lavoie
Per Motion No. HC230619-6 of the Heritage Committee meeting,
Whereas the Oro-Medonte Heritage Committee have been made aware of inconsistencies
on the various plaques installed at the National Historic Site — Oro African Methodist
Episcopal Church (Oro African Church). AdIr
And Whereas the Federal Government have initiated a review and modernization of the
verbiage listed at national historic sites throughout Canada.
Now Therefore, be it resolved that correspondence be sent, under the Mayor's and Heritage
Committee, Chair's signature, to the applicable federal representatives, including Member of
Parliament Doug Shipley, to respectfully request that the national plaques at the Oro African
Church be reviewed and updated.
Carried.
Motion No. C230628-10 it%
Moved by Hutcheson, Seconded by Schell
Be it resolved that, per Motion No. HC230619-10,
• POL-PR-013 be repealed and replaced with POL-PLAN-013, Municipal Heritage Register
Policy, Version 2, Updated June 14, 2023 and hereby adopted;
• And that staff be delegated authority to prepare and maintain the appropriate Appendices,
contained in POL-PLAN-013, to give effect to the Municipal Heritage Register Policy.
-1% 1 Carried.
Motion No. C230628-11
Moved by Bard, Seconded by Hutcheson
Be it resolved that, per Motion No. HC230619-12 of the Heritage Committee meeting, By-
Law No. 2019-021 , Heritage Committee, be waived to allow the Heritage Committee to meet
once in the summer, date to be determined.
Carried.
7. Public Meetings:
None.
Page 6 of 13
Page 17 of 199
5.a) Minutes of Council meeting held on Wednesday, June 28, 2023.
Council Minutes — Wednesday, June 28, 2023
9. Identification From the Public of an Agenda Item of Interest:
None.
10.Open Forum:
One (1) individual provided Open Forum comments with respect to Item 11a).
Council consented to allow a non-registered member of the public to provide Open Forum
comments. Aff
One (1) individual provided Open Forum comments with respect to item 11 b).
11.Reports of Municipal Officers for Action: X,
a) F12023-03, Nelly Morrow, Director, Finance/Chief Financial Officer re: Development
Charges By-law Amendment Update.
Motion No. C230628-12
Moved by Clark, Seconded by Bard
Be it resolved
1. That F12023-03, Nelly Morrow, Director, Finance/Chief Financial Officer re: Development
Charges By-law Amendment Update be received and adopted.
2. That draft By-Law No. 2022-090 deferred at the November 9, 2022 Council meeting, per
Motion No. C221109-6, be defeated and that the Township of Oro-Medonte continues to
follow the Township's Development Charges By-law No.2019-100, as approved by
Council on October 23, 2019, until the passing of a new Development Charge Bylaw.
3. That Council contract Watson & Associates Economists Ltd. to provide a comprehensive
Development Charges Background Study, required by the Development Charges Act for
an updated Township of Oro-Medonte Development Charges By-law.
4. That Council respectfully denies the request by TNR Industrial Doors Inc. to reduce
development charges fees for a proposed site plan application.
5. That draff by-law No. 2022-090, Item 18a), be withdrawn.
Carried.
Page 7 of 13
Page 18 of 199
5.a) Minutes of Council meeting held on Wednesday, June 28, 2023.
Council Minutes — Wednesday, June 28, 2023
Motion No. C230628-13
Moved by Lavoie, Seconded by Clark
Be it resolved
1. That, further to Item 11a), FI 2023-03, Council approve a customized deferral agreement
which includes DC rates be payable at the lessor of the 2023 DC rates or the amended
DC rates resulting from the newly adopted DC by-law; and include a zero (0) interest rate;
2. And that the Director, Finance/Chief Financial Officer be authorized to execute the
deferral agreement to be brought forward for Council's approval.
Carried.
8. Deputations/Presentations: All &
a) Jennifer Goheen, Rogers Communications Inc. re: Overview of Rogers Communications
Broadband Expansion Plans in the Township of Oro-Medonte.
Motion No. C230628-14 ah N
Moved by Lavoie, Seconded by Bard
Be it resolved that the deputation from Jennifer Goheen and Neill Kennerney, Rogers
Communications Inc. re: Overview of Rogers Communications Broadband Expansion Plans
in the Township of Oro-Medonte be received.
NL % Carried.
b) CS2023-21, Jennifer Whitley, Economic Development Officer re: Township Sign
Strategy Implementation & Wayfinding Signs Tender Extension.
Motion No. C230628-15
4006
Moved by Young, Seconded by Hutcheson
Be it resolved
1. That CS2023-21, Jennifer Whitley, Economic Development Officer re: Township Sign
Strategy Implementation & Wayfinding Signs Tender Extension be received and
adopted.
2. That Tender CS-T- 2022-001 Wayfinding Signs Fabrication & Installation Award —
Phase 2 be extended to Spectra Advertising, based on the previous quotes provided, up
to the total amount of $50,000 inclusive of HST, based on available funding.
3. That Staff be authorized to execute the appropriate agreements on behalf of the
Township.
Carried.
Page 8 of 13
Page 19 of 199
5.a) Minutes of Council meeting held on Wednesday, June 28, 2023.
Council Minutes — Wednesday, June 28, 2023
c) CS2023-22, Donna Hewitt, Director, Corporate Services; and Robin Dunn, CAO re:
Corporate Strategic Planning.
Motion No. C230628-16
Moved by Hutcheson, Seconded by Schell
Be it resolved
1. That CS2023-22, Donna Hewitt, Director, Corporate Services; and Robin Dunn, CAO re:
Corporate Strategic Planning be received and adopted.
2. That staff proceed with the project framework as identified in CS2023-22.
3. That the Mayor and CAO be authorized to enter into an agreement for services with
Lockhart Facilitation Inc. to facilitate the development of the 2024-2027 Corporate
Strategic Plan in the amount of $23,400 plus expenses and HST.
4. That the proponents be advised of Council's decision under the Director Corporate
Services' signature.
Carried.
12.Reports of Municipal Officers for Information O
1%
None.
13.Reports of Members of Council:
a) Updates from Council Representatives — County of Simcoe and Township Partners
and Agencies.
The following members of Council provided updates: Mayor Greenlaw, Deputy Mayor
Lavoie, Councillors Hutcheson, Bard and Schell.
14.Announcements:
None.
15.Consent Agenda:
None.
Page 9 of 13
Page 20 of 199
5.a) Minutes of Council meeting held on Wednesday, June 28, 2023.
Council Minutes — Wednesday, June 28, 2023
16.Communications/Petitions:
None.
17.Notice of Motions:
None.
18.By-Laws:
a) 2022-090: Being a By-law of the Township of Oro-Medonte to Amend By-law 2019-100
Respecting Development Charges.
This item was withdrawn per Motion No. C230628-12.
19.Closed Session Items (Unfinished Items):
Motion No. C230628-17
Moved by Young, Seconded by Lavoie
Be it resolved that we do now go in Closed Session at 557 p.m. to discuss
• Solicitor-client privilege; Litigation affecting the municipality (Short Term Accommodation
Enforcement/Legal Opinion).
Carried.
ow`m" %%0%
Motion No. C230628-18'
Moved by Bard, Seconded by Hutcheson
Be it resolved that we do now Rise at 6.46 p.m. and Report on the Closed Session Item
4d) Derek Witlib, Director, Development Services; and Curtis Shelswell, Manager,
Municipal Law Enforcement/Chief Municipal Law Enforcement Officer re: Solicitor-client
privilege; Litigation affecting the municipality (Short Term Accommodation
Enforcement/Legal Opinion).
Carried.
Page 10 of 13
Page 21 of 199
5.a) Minutes of Council meeting held on Wednesday, June 28, 2023.
Council Minutes — Wednesday, June 28, 2023
d) Derek Witlib, Director, Development Services; and Curtis Shelswell, Manager, Municipal
Law Enforcement/Chief Municipal Law Enforcement Officer re- Solicitor-client privilege;
Litigation affecting the municipality (Short Term Accommodation Enforcement/Legal
Opinion).
Councillor Schell declared a conflict of interest on Item 4d) Derek Witlib, Director,
Development Services; and Curtis Shelswell, Manager, Municipal Law Enforcement/Chief
Municipal Law Enforcement Officer re- Solicitor-client privilege; Litigation affecting the
municipality (Short Term Accommodation Enforcement/Legal Opinion) as Councillor Schell
indicated he owns and operates a Bed & Breakfast home in Ward 5. Councillor Schell left
the room and did not participate or vote on this item.
The following staff were present- Robin Dunn, Chief Administrative Officer; Donna Hewitt,
Director, Corporate Services; Derek Witlib, Director, Development Services; Nelly Morrow,
Director, Finance/Chief Financial Officer; Curtis Shelswell, Manager, Municipal Law
Enforcement/Chief Municipal Law Enforcement Officer; Jenny Leggett, Communications &
Public Relations Officer; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk.
Motion No. C230628-19
..................
Moved by Hutcheson, Seconded by Clark
Be it resolved Admobb, it
1. That the confidential memorandum correspondence dated June 26, 2023 from Brian
Chung, Aird & Berlis LLP; confidential correspondence dated June 28, 2023 from Chris
Williams and Jasmine Fraser, Aird & Berlis LLP and confidential verbal information
presented by Chris Williams and Jasmine Fraser, Aird & Berlis, Derek Witlib, Director,
Development Services; Curtis Shelswell, Manager, Municipal Law Enforcement/Chief
Municipal Law Enforcement Officer re- Solicitor-Client privilege; Litigation affecting the
municipality (Short Term Accommodation Enforcement/Legal Opinion) be received.
2. That staff proceed as directed by Council.
Carried.
Page 11 of 13
Page 22 of 199
5.a) Minutes of Council meeting held on Wednesday, June 28, 2023.
Council Minutes — Wednesday, June 28, 2023
Motion No. C230628-20
Moved by Lavoie, Seconded by Clark
Whereas, the Township of Oro-Medonte has passed into law Zoning By-Law 97-95 [the By-
Law];
And Whereas, the use of dwelling units for temporary accommodation located in most zones
is not permitted by the By-Law;
And Whereas, on April 26, 2023, Staff of the Township of Oro-Medonte had provided
residents and Council with Report DS2023-29 "Short Term Accommodation Enforcement"
for information only; qVx
Now, therefore, be it resolved A#
That staff report back to Council at the July 12, 2023 meeting of Council regarding
enforcement analysis, progressive steps, and reporting structure to formalize the
implementation of Short Term Accommodation Enforcement;
And further that staff report back to Council regarding zoning options for Bed and Breakfast
Establishments. IN
Carried.
40
20.Confirmation By-Law-
a) 2023-062: Being a by-law to confirm the proceedings of the Council meeting held on
Wednesday, June 28, 2023.
410OF VOL
Motion No. C230628-21
Moved by Hutcheson, Seconded by Lavoie
Be it resolved that By-Law No. 2023-062: Being a by-law to confirm the proceedings of the
Council meeting held on Wednesday, June 28, 2023 be read a first, second and third time,
passed, be engrossed by the Deputy Clerk, signed and sealed by the Mayor.
Carried.
Page 12 of 13
Page 23 of 199
5.a) Minutes of Council meeting held on Wednesday, June 28, 2023.
Council Minutes — Wednesday, June 28, 2023
21.Adjournment:
a) Motion to Adjourn.
Motion No. C230628-22
Moved by Bard, Seconded by Lavoie
Be it resolved that we do now adjourn at 6.49 p.m.
Carried.
Mayor, Randy Greenlaw Deputy Clerk, Janette Teeter
Page 13 of 13
Page 24 of 199
11 .a) F12023-4, Lianne MacGibbon, Supervisor of Finance, Risk Management...
T( hi o
Staff Report Proud Heritage, Exciting Future
To: Council
From: Lianne MacGibbon, Finance Department
Meeting Date: July 12, 2023
Report No: FI 2023-004
Subject: Tile Drainage Loan Application
Type: Requires Action _X_ or For Information Only
Motion No.
Recommendation
It is recommended:
1 . That Report No. FI 2023-004, Tile Drainage Loan Application, be received and
adopted.
2. That Council provisionally approve the Tile Drainage Loan Application, up to a
maximum total amount of$45,990.01 for the property owner of Concession 10 S,
PT LT 2, Coldwater, Ontario, Municipality of Oro-Medonte to be financed over ten
(10) years, upon subsequent conditional approval by OMAFRA funding.
Background
The Tile Drainage Act R.S.O.1990 makes loans available for drainage work on a farm.
A loan is obtained from the provincial government through a Township of Oro-Medonte
Council Approval.
Department Meeting Date
Report No. F2023-004 July 12, 2023
Page 1 of 4
Page 25 of 199
11 .a) F12023-4, Lianne MacGibbon, Supervisor of Finance, Risk Management...
Once a municipality has decided to participate in the Tile Drain Loan program there are
generally (4) four steps a municipality must complete in order to loan funds to an owner
of agricultural land whose property qualifies to obtain a loan of funds to install a tile
drainage system on their property.
1. A municipality must ensure that it has a valid borrowing by-law under the Tile
Drainage Act.
• The Township currently has (4) four valid borrowing by-laws on file with
OMAFRA, for a total of $784,100, listed as follows:
o By-law 1994-121 - $ 53,600.00
o By-law 2007-118 - $ 30,500.00
o By-law 2016-043 - $ 200,000.00
o By-law 2020-049 - $ 500,000.00
Total Borrowing $ 784,100.00
• Staff recommended that each borrowing by-law remain active with
OMAFRA and that the Township utilize borrowing limits from earlier valid
by-laws first and subsequently utilize additional limits from consecutive by-
laws as required.
• As such, the Township Offer to Sell Debenture to the province for a total of
$45,990.01, shall utilize Borrowing By-law 1994-121.
2. The Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA)
announced the criteria for the 2023/2024 Tile Loan Program would remain the
same as last year, offering an annual loan maximum of $50,000 with a 6%
interest rate for a ten-year term. Tile drainage loans are available on a first
come first served basis for the Provincial fiscal year. Under the rules governing
the Tile Drain Loan program, property owners are property basis. The
landowners make the application to the municipality for the tile drain loan, and
once approved by the municipal Council, arrange to have the drainage work
performed.
3. Once final costs for an approved project under the Tile Drainage Loan program
are known, Section 4 of The Tile Drainage Act R.S.O.1990 requires the
municipality to appoint an inspector and complete the necessary
documentation for a Rating By-law to be passed by the municipality.
Once the municipal Council has approved a Rating By-law to receive debenture funds,
it is sent to the Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) for
their approval and then forwarded to the province for funding to the municipality. The
municipality repays the loan over (10) years to OMAFRA in (10) equal annual
Page 26 of 199
11 .a) F12023-4, Lianne MacGibbon, Supervisor of Finance, Risk Management...
installments at the current interest rate of 6% and concurrently charges the landowner
on their property tax account each year.
Analysis
Township staff have received a Tile Loan application as shown in Schedule 1 a attached
to the staff report.
Staff has prepared two (2) options per the application for Council to choose from based
on Council's preferred risk and The Tile Loan program funding criteria.
Landowners are eligible for a loan of up to 75 percent of the value of the required tile
drainage work; however, the sum of all tile loans issued in any fiscal year, to an
individual, as an individual, or in his role in a partnership or corporation shall not exceed
$50,000.
The approval of a loan application lies within the discretion of the Township Council who
may either reject or approve the application, subject to the availability of funds and any
other conditions the Council sees fit to prescribe. The council's provisional approval
allows work to begin on this tile drain.
Schedule la-1c: Concession 10 S, PT LT 2
o Estimated Cost of Drainage Work is $61 ,320.02
0 75% of eligible estimated drainage work is $45,990.01 .
o Maximum program loan funding of $50,000
Option 1 :
Council may choose not to provisionally approve the landowner's loan
application.
Option 2:
Council may choose to provisionally approve the maximum program loan
funding of $45,990.01 .
Page 27 of 199
11 .a) F12023-4, Lianne MacGibbon, Supervisor of Finance, Risk Management...
Financial/Legal Implications/ Risk Management
The proposed tile drainage loan is to be funded by the Ministry of Agriculture and Food
(OMAFRA) at 6% per year for the next ten years. The Township repays the loan to
OMAFRA each year and concurrently charges the landowner on their property tax
account each year. There is a financial risk to the Township if the landowner does not
pay their property taxes, although overdue accounts are subject to penalties and
interest of 1.25% per month. Defaulted payments are rare but are treated in the same
manner as unpaid taxes. The landowner may repay the loan in full at any time.
Staff has confirmed that all property taxes on the stated property are paid up-to-date as
of the date of this staff report.
Policies/Legislation
Tile Drainage Act R.S.O. 1990
Township of Oro-Medonte, Borrowing By-law No. 94-121
Corporate Strategic Goals
Prepare for Our Future
Foster Safe and Inclusive Community Living & Business Growth
Consultations
Andy Kester, Ontario Ministry of Agriculture, Food and Rural Affairs
Justin Metras, Manager of Infrastructure and Capital Projects
Attachments
Schedule la, 1 b, 1 c.
Respectfully submitted,
Lianne MacGibbon
Supervisor of Finance Risk Management
Approvals: Date of Approval:
Nelly Morrow , Director Finance/CFO June 20, 2023
Robin Dunn, CAO July 5, 2023
Page 28 of 199
11.a)F12023-4, Lianne MacGibbon, Supervisor of Finance, Risk Management...
Ministry ofAgriculture, Application for Tire Loan Form 6
Ontario
Food and Rural Affairs Tile Drainage Act, R3.0. 1990.c.T.B,s. 3
Tothecouncilofthe +bLul)5! 1p of I e at
Property 07wrfership
If property is owned in parfnership, all partners must be listea if property is ownpd by a ac}rporstion,list the corporations name
and the name and corporate position of the authorized officer. Only the Owner(s)of the property may apply for the loan.
Ownership Type
Applicant Mailing Address and PHmary Contact Information
Last blame First Name Middle Initial
Wi" n J o
StreeVRoad Numb r PO Box
City rrc�varis e P
am 0
Telephone Number
east.
Location of Land to be gained
Lgj or Part Lot Concession Geographic Town sh1p
con
Parcel Roll Number
9 L�10 L)a ou I L)
Civic Address
Unit Number StreetlRoad Number Street/Road dame FO Box
CitylT Wn Province Postal Code_
Description iof Drainage System
Please alf Bch a sketch of the location of the land you are planning to drain.
A mapping tool is available at my—w onlario.calr e
Approaamate Length of Pipe Material Area to be Drained
1tlmcreiha
Proposed Outlet Anticipated Date of Commencement Anticipated Cate of Completion
Estimated Total Cost of Drainage System
Material
Installation
Inspection Fee
Other
Total Cost 0
Amount of Loan Requested` "Must be a multiple of 3100 not exceeding 75%of total cost of
drainage work_
DIVE(21312109) 0Quearl'!o Prirldef for OM*rio,2012 Disporoble en francs Page t W 2
Page 29 of 199
11.a)F12023-4, Lianne MacGibbon, Supervisor of Finance, Risk Management...
Terms of Agreement
to making this application for a loan, I understand and agree to the following;
a) The granting of the loan is conditional upon all work being conducted in accordance with the Agricultural Tile Drainage
insfallatdfm Act;
b) The approval or refusal of the application is at the discretion of council whose decision is final;
c) I will be edvised in writing of counoiI's decision regarding the application;
d) Should the loan application be approved, an inspector of drainage wi11 complete an Inspection and Completion CertifrGete and
subunit R to council;
e) Council shall levy and collect for the term of tell years,over and above all other rates upon the Iarsd in respect of which the
loan is made, a special equal annual rate sufcient to discharge the principal and interest of the loan;
f) The Tide Drainage Act sets out procedural matters which pertain to this application for a loan, and
g) The sum of all loans issued to me, as an individual,or in my role in a partnership or corporation in this and any other
munic i does not exceed$50,000 for the period of April 1 st to March 31 st,
Signat e o ner(s)ARnrpary Contac Date(yyyydmmldd)
nat re of Owner(s)iP'rimary Contact Date(yyyydmmldd)
Notice of Collection of Personal Information
Any personal information collected on this form fs coflected under the authority of the Trde Drainage Act,R.S.O. 1990,c.T.8 and
will'be used for the purposes of administering the Act. Questions conceming the collectlon of personal information should be
directed to;
where the form is addressed to a municipality(municipality da cornotele)
and where the form is addressed to a territory vAthout municipal organization,the Drainage Coordinator,Ministry of Agriculture.
Food ant€Rural Affair's„ 1 Stone Rd'W,Guelph ON N`tG 4Y2, 519 826-3552.
01BTE(2012;00) Pao e 2 of 2
Page 30 of 199
11.a) F12023-4, Lianne MacGibbon, Supervisor of Finance, Risk Management...
D.L.G.Farm Drainage(2007) Ltd. Please make cheque
80 Concession 3 East payable t0 the full name:
Tiny,Ontario D.L.G. Farm Drainage
1,0I, 2Tf1 7053224292 (2007) U11.
Phone# I �+Fax# 705 322-95'70 11 1�1�v o I V
Invoice To
John & heryl MeNiven Date Invoice#
2410412021 2995
Terms Due Date
Nei 30 24l0312023
Item DescOption Qty IJIM Rate Amount
4"1-iltcr Tubing Tilc Nlutc6a1; 40,900 fit 0.69 28,221.00
6"Filter Tubing 1,500 fk 1.85 2.775.00
10"' Filter Tubing 1,30€1 1`11 5.20 6,760.00
4"Filter Tubing Tile Installation_ 40,900 fk 0.30 12,270,00
6"Filter Tubing 1,500 [1 (1M 1,2M.W
W'Filter Tubing 1,300 Ek 1.50 1,950.00
6"Tee I ea 13.50 13.50
6"Tap Tees 21 ea 10.50 220.50
10"Tap Ter: 17 ea 14.50 246.50
4" recs I& ear 8.50 153.00
10"Outlet Pipe l Ca 2110.00 240.00
6"oudct Pipe 1 ea 116.00 116.00
Signs(001e1) ea 50.00 100,00
Machin Liccncc#0860
Business Licence#2516
2017]iron DL750 PIuugh
OST On Sales 13.0041u 7,0�1,i2
4
Subtotal $54.265.50
GSTr'HST No. 8489Z2183 HST 57.054.52
EMAIL d1gfarmdr'ain(q'ho1mai1.cani Payment fCredits 50.00
Balance Due $61"3zo,oz
Page 31 of 199
r
11.a)F12023-4, Lianne MacGibbon, Supervisor of Finance, Rk Management...
LATEC GPS,MCNIVEN JOHN l.Shp.grpg
North
aunee
0
f
Customer: McNiven Jo in
Location:
Scale: 200 feet Spacing : 40 f t Date: Asir 17/23 1-6 in
�DLG Farm Drainage 10in
DLG Farm Drainaae � lojn l
Page 32 of 199
11 .b) F12023-5, Nelly Morrow, Director, Finance/Chief Financial Officer ...
t
Townshi� f��'�LLC?,f?,�F,P�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Nelly Morrow, Director Finance/Chief Financial Officer
Meeting Date: July 12, 2023
Report No: F12023-05
Subject: Development Charges Delayed Agreement
Type: Requires Action _X_ or For Information Only
Motion No.
Recommendation
It is recommended:
1 . That Staff Report No. FI2023-05 presented by Nelly Morrow, Director
Finance/Chief Financial Officer, re: Development Charges Deferral Agreement
be received; and
2. That draft By-law 2023-067 be received and adopted; and
3. That Council approves the deferral agreement request by TNR Industrial Doors
Inc. to delay payment of development charges fees for a proposed site plan
application;
Background
The purpose of this report is to provide Council with the parameters used to create the
Development Charges (DC) deferral agreement and the options available to Council in
relation to DC deferral agreements set out by Section 27 of the Development Charges
Act, 1997, S.O. 1997 (DCA).
Finance June 12, 2023
Report No. F12023-05 Page 1 of 4
Page 33 of 199
11 .b) F12023-5, Nelly Morrow, Director, Finance/Chief Financial Officer ...
At the June 28, 2023, meeting of Council, Staff were requested to report back with
respect to the DC deferral agreement request by TNR Industrial Doors Inc. for
Development Charges Fees for a non-residential site plan application.
Council received a deputation by the TNR Industrial Doors Inc. (developer), at the
meeting of Council on June 22, 2022, including a presentation and a letter requesting
the waiver of industrial DCs for a non-residential site plan application. Staff Report No.
FI 2022-14 provided recommendations and additional information regarding the
financial impact of waiving the Township's portion of DC fees.
Although Council was in favor of the creation of a DC deferral agreement the developer
at that time was not interested in deferral options. At the June 28, 2023, meeting of
Council, the developer requested Council consider a deferment of DC fees related to
their proposed 126,292 sq ft manufacturing facility at 15-25 Winstar Road, in Oro-
Medonte, which is currently in the site plan approval stage.
Analysis
As Council is aware, the DCA enables municipalities to pass DC By-laws, which permit
the collection of development charge funds to assist in paying the costs to service
growth-related initiatives of the Township.
Section 27(1) of the DCA allows a municipality to enter into an agreement with a person
who is required to pay a development charge providing for all or any part of a
development charge to be paid before or after it would otherwise be payable.
It should be noted that under the DCA, Council can only enter into a deferral payment
agreement for the Township portion of DCs. The developer would need to enter into a
separate delayed payment agreement with the Province (for the Education component)
and the County of Simcoe for their respective portion of DCs due or payable, using the
same Section 27 of the DCA.
The County of Simcoe has established a Development Charges Abatement Program
(By-law No. 6798) which will allow for waving county development charges based upon
the same time limits, percentages, and conditions as that of the local municipality's
program as it pertains to industrial lands and buildings. The Township has confirmed
with the County of Simcoe that they would match the Township's deferral agreement
with the developer although it should be noted that this By-law expires on January 31 ,
2024.
The Township has the discretion to offer delayed payment agreements to specific
parties, without being obligated to provide the same arrangement to others. It's
important to note that these provisions do not alter the fundamental purpose and intent
of the existing DC By-law.
Under Section 27(2) of the DCA, the Township has the flexibility and authority to
determine the payment terms and installment requirements. Staff have recommended
Page 34 of 199
11 .b) F12023-5, Nelly Morrow, Director, Finance/Chief Financial Officer ...
two payments. One-half is payable a month after the first building permit is issued and
the remainder one month after the Township's successor DC By-law is enacted. In
consultation with Watson and Associates, the anticipated project completion timeline is
estimated at the end of March 2024.
The terms of the agreement also include a provision that allows for a potential
adjustment in the total DC fees to be paid. This adjustment will be based on either our
current non-residential rates or the enacted DC fees outlined in the updated By-law,
whichever is lower. This clause was suggested to accommodate the developer in case
Council decides to offer incentives for non-residential DC fees in the successor DC By-
law.
Section 26.3(3) provides for the option to apply interest if desired although the
maximum rate of interest that may be charged, shall be an annual interest rate that is no
greater than one percentage point higher than the base rate of interest in effect for that
day. Staff is recommending a zero-interest rate due to the short duration of the deferral
agreement and the extended period of time that the developer has been waiting due to
circumstances resulting from the enactment of Bill 23.
Financial/Legal Implications/ Risk Management
As the deferral agreement covers only a six-month period the financial impact on the
estimated DC fees would be the Townships bank interest revenues compounded
monthly totaling approximately $6,000.
The stipulation in the agreement allows for a maximum collectible DC fee equivalent to
the lessor of the current DC rates or the new rates adopted once the Township's new
DC By-law is approved which is difficult to quantify. This financial impact would need to
be considered by Council before the approval and enactment of the successor DC By-
law knowing this deferral agreement is in place.
Policies/Legislation
• Development Charges Act, 1997 S.O. 1997 c. 27
Corporate Strategic Goals
• Prepare for Our Future
• Continuous Improvement & Fiscal Responsibility
Page 35 of 199
11 .b) F12023-5, Nelly Morrow, Director, Finance/Chief Financial Officer ...
Consultations
Byron Tan, BA (Hons), MBE, PLE
Watson & Associates Economists Ltd.
John Mascarin
Aird & Berlis LLP
Attachments
• TNR Industrial Doors Inc. Presentation - Co-Branded Refresh
• By-law No. 2023-067
Conclusion
Staff is recommending proceeding with the deferral agreement as outlined in By-law No.
2023 -67 as presented to Council for consideration.
Respectfully submitted,
Nelly Morrow, Director Finance / Chief Financial Officer July 6, 2023
Approvals: Date of Approval
Robin Dunn, CAO July 7, 2023
Page 36 of 199
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11 .b) F12023-5, Nelly Morrow, Director, Finance/Chief Financial Officer ...
Township of
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Report No. To: Prepared By:
FI 2022-14 Council Nelly Morrow
Meeting Date: Subject: Motion #
July 06, 2022 Development Charges
Request to Waive
Roll #: R.M.S. File #:
Recommendation(s): Requires Action ❑X For Information Only
It is recommended:
1 . That Staff Report No. FI2022-14 presented by Nelly Morrow, Director of
Finance/Chief Financial Officer, re: Development Charges Request to Waive be
received and adopted; and
2. That Council respectfully deny the request by TNR Industrial Doors to waive the
development charges fees for a proposed site plan application; and
3. That the requester be notified of Council's decision under the Director of Finance
/Chief Financial Officer's signature.
Background:
Council may recall that on June 22, 2022, Council requested staff to report back with
respect to the request by TNR Industrial Doors to waive the Development Charges Fees
for a site plan application.
Staff have reviewed the request and found no historical requests of a similar nature.
As noted at the June 22, 2022 Council meeting, Council has no authority to waive the
education portion of the Development Charges; however, there are options discussed
further below for Council's consideration with respect to the Township's portion of the
fees; that include deferral of the Development Charges, amendment to the
Development Charges (DCs) By-law, construction/establishment of a grant program or
a servicing in part agreement.
Finance July 6, 2022
Report No. F12022-14 Page 1 of 5
Page 54 of 199
11 .b) F12023-5, Nelly Morrow, Director, Finance/Chief Financial Officer ...
Additionally, the County of Simcoe has established a Development Charges Abatement
Program (By-law No. 6798) which will allow for waving of the County Development
Charges based upon the same time limits, percentages and conditions as that of the
local municipality's program as it pertains to industrial lands and buildings only.
Analysis:
On October 23, 2019, Council adopted the Development Charges (DCs) By-law No.
2019-100. Watson & Associates Economists Ltd. was contracted by the Township to
prepare the mandatory review and drafting of the DCs By-law.
The current policy provides for exemptions, including exemptions for:
• any Municipal or a "local board" thereof;
• a "Board of Education";
• an enlargement of the gross floor area of an existing industrial building in
accordance with Section 4 of the Act;
• the issuance of a building permit in accordance with Section 2(3)of the Act;
• farm buildings;
• a place of worship, under Section 3 of the Assessment Act; or
• a public hospital, under the Public Hospital Act.
The site plan proposal submitted by TNR Industrial Doors does not meet the rules with
respect to an industrial expansion exemption as outlined in Sections 3.5.1 and 3.5.2 of
the DCs By-law.
Consultation with Watson & Associates Economists Ltd. resulted in the following
suggested considerations for Council's decision on the request.
DCs Deferral
Under the provisions of the Development Charges Act (DCA), Section 27(1), a delay
payment agreement can be used with no required amendment to the DC By-law.
Notice of any delayed payment agreement can be registered as a notice on the title of
the property provided the agreement is with the registered owner of the lands. The cost
to register such an agreement and remove the notice from the title would be
approximately $1,000.
The Township has entered into this type of agreement on one previous occasion with
one developer. During the pandemic, a manufacturing company re-tooled their
operations to manufacture face shields for the medical industry which were a much-
needed PPE item for front-line workers in the fight against COVID-19.
Finance July 6, 2022
Report No. F12022-14 Page 2 of 5
Page 55 of 199
11 .b) F12023-5, Nelly Morrow, Director, Finance/Chief Financial Officer ...
Amend the Township's DCs By-law
As per Section 8, of the Township's DCs By-law, the by-law is required to be reviewed
within 5 years from the date of passage (October 2019) unless repealed at an earlier
date.
Prior to updating the DCs By-law, the Township must complete a comprehensive DCs
background study to forecast the Township's future residential and non-residential
growth and to identify the related infrastructure needs/costs and legislated deductions.
Watson & Associates Economists Ltd. was contacted with Council approval in
September 2019 to provide the DCs background study which highlighted that Oro-
Medonte has one of the lowest non-residential-industrial DCs in Simcoe County. Also,
there is only one municipality in Simcoe County that provides an industrial DC
exemption.
Council could provide direction to staff to work with Watson & Associates to amend the
current by-law and implement a deferral of the non-residential development charges.
Grant Program
A grant program could be developed, outside of the DCs By-law which provides a
refund directly linked to DCs. The idea would be to create a program with certain criteria
that if the developer meets would be eligible for a set amount that would be used to
reduce DCs fees.
A program such as this must be funded in order to ensure dollars are available in the
DCs reserves to pay for the necessary infrastructure to facilitate development as per the
DCA. Also, Staff would recommend that a detailed information report be presented to
Council outlining program guidelines and a benchmarking study prior to implementation.
The only municipality in Simcoe County that has this type of program is the City of
Orillia. Their program is called Industrial Development Charges Moratorium which is set
to expire on December 31 , 2022.
Servicing Agreement
Under the provisions of the DCA, Section 38(1), a municipality can agree to allow a
person to perform work that relates to a service to which a DC By-law relates, and give
the person a credit towards the development charges.
The proposed site for TNR Industrial Doors does not require infrastructure and therefore
the option to enter into a servicing agreement would not be a consideration for Council.
Finance July 6, 2022
Report No. F12022-14 Page 3 of 5
Page 56 of 199
11 .b) F12023-5, Nelly Morrow, Director, Finance/Chief Financial Officer ...
Financial / Legal Implications / Risk Management:
The impact on the Township's finances as a result of waving development charges to
TNR Industrial Doors would be a deficit in the development charges reserve totaling
$1 ,296,040.28. This shortfall would have to be funded by the Township through property
taxes as required by the DCA to keep the development charges reserves whole.
Township $ 4.51 / s . ft. $ 615,150.93
Education $ 0.58 / s . ft. $ 79,100.32
County $ 47.49 / s . ft. $ 601,779.03
Total $ 1 ,296,040.28
Policies/Legislation:
• Development Charges Act, 1997 S.O. 1997 c. 27
Corporate Strategic Goals:
Prepare for Our Future
Foster Safe and Inclusive Community Living & Business Growth
Consultations:
Byron Tan, BA (lions), MBE, PLE
Watson & Associates Economists Ltd.
Andria Leigh,
Deputy Chief Administrative Officer/Director, Development Services
Attachments:
• #1 - Letter to Council from TNR Industrial Doors to request waiving development
charges
• #2 - By-law No. 2019-100
• #3 - Simcoe County By-law No. 6798
Conclusion:
Finance July 6, 2022
Report No. F12022-14 Page 4 of 5
Page 57 of 199
11 .b) F12023-5, Nelly Morrow, Director, Finance/Chief Financial Officer ...
Staff are not recommending the waiving of the Development Charges, as this would
result in financial burden to the taxpayer's of the Township of Oro-Medonte and would
result in setting precedence for other non-residential requests going forward.
It is recommended by Staff that Council continue to follow the Township's Development
Charges By-law No.2019-100 as approved by Council on October 23, 2019. Should
Council wish to implement a deferral agreement for a period of time, further direction to
staff would be required to proceed on this basis.
Respectfully submitted:
Nelly Morrow, Director of Finance, Chief Financial Officer
Approvals: Date:
Andria Leigh, Deputy CAO/Director, Development Services June 29, 2022
Finance July 6, 2022
Report No. F12022-14 Page 5 of 5
Page 58 of 199
11 .c) ES2023-8, Michelle Jakobi, Director, Environmental Services re: Ra...
Township of N ME;
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Staff Report Proud Heritage, Exciting Future
To: Council
From: Michelle Jakobi, Director, Environmental Services
Meeting Date: July 12, 2023
Report No: ES2023-08
Subject: Rain Barrel initiative 2023 Sale Update
Type: Requires Action X or For Information Only
Motion No.
Recommendation
It is recommended:
1. That Report No. ES2023-08 Rain Barrel Initiative 2023 Sale Update be received.
2. That Council endorse a 2024 rain barrel sale, as outlined in Report ES2023-08,
and Environmental Services Staff proceed with the project.
3. That future rain barrel sales be determined pending a review of 2024 sale
statistics.
Background
In 2022, Environmental Service Staff researched rain barrel products and programs with
a focus in the Ontario market. In this regard, Environmental Services, through Report
ES2022-04 recommended working with RainBarrel.ca to implement a rain barrel sale in
Oro-Medonte for 2022. Unfortunately, the 2022 rain barrel sale was postponed due to
supplier issues.
Analysis
In 2023, Environmental Services Staff with the support of Corporate Communications
Staff resumed the rain barrel sale initiative and were successful in opening the sale on
April 14, 2023. To support the sale, social media channels and the Township website
Environmental Services July 12, 2023
Report No. ES2023-08 Page 1 of 3
Page 59 of 199
11 .c) ES2023-8, Michelle Jakobi, Director, Environmental Services re. Ra...
were updated, and directed those interested to the RainBarrel.ca sale page for Oro-
Medonte. This was a direct sale between RainBarrel.ca and customers with deliveries
shipped directly to customers beginning May 12, 2023.
Sales statistics are summarized as follows:
• Sale period- 29 calendar days
• Social media posts were completed on all Township platforms (Facebook,
Twitter, and Instagram) weekly from the date of sales beginning April 14, 2023
• Total number of social media views on Township channels (Facebook, Twitter,
and, Instagram) — 3,465
• Product Sales
0 16 units were sold to 12 properties in Oro-Medonte. Specifically,
■ Eleven (11)- 220L units
■ Three (3)- 1000L units
■ Two (2) — 240L units
• 3 of the 16 purchases were made by locations connected to municipal drinking
water systems
• 13 of the 16 purchases were made by locations services by private on-site wells
The 2023 product sales were less than anticipated but fortunately, customer delivery
was not impacted due to the low volume.
Environmental Services & Corporate Communications staff continue to support this
initiative and recommend a 2024 sale with an enhanced marketing strategy.
Financial/Legal Implications/ Risk Management
As envisioned, RainBarrel.ca managed the sale and distributed the purchased products
directly to customers; while Environmental Services & Corporate Communications
organized the sale and utilized staff time to develop social media marketing.
Policies/Legislation
None
Corporate Strategic Goals
Prepare for Our Future
Foster Safe and Inclusive Community Living & Business Growth
Modernized Township Services
Consultations
Website Information Coordinator- Sam Flowers
Manager, Communications & Public Relations- Jenny Legget
Page 60 of 199
11 .c) ES2023-8, Michelle Jakobi, Director, Environmental Services re: Ra...
Attachments
None
Conclusion
Environmental Services & Corporate Communications staff continue to support the Rain
Barrel Initiative and recommend a 2024 rain barrel sale with an enhanced marketing
strategy.
Staff recommends that future rain barrel sales be determined pending receipt of 2024
sale statistics.
Respectfully submitted,
Michelle Jakobi, Director, Environmental Services, June 14, 2023
Approvals: Date of Approval:
Nelly Morrow, Director Finance/CFO June 20, 2023
Robin Dunn, CAO July 5, 2023
Page 61 of 199
11 .d) ES2023-9, Michelle Jakobi, Director, Environmental Services re: Us...
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Staff Report Proud Heritage, Exciting Future
To: Council
From: Michelle Jakobi, Director, Environmental Services
Meeting Date: July 12, 2023
Report No: ES2023-09
Subject: User Fee Streetlights, Request for Exemption from Taxation By-Law
Type: Requires Action X or For Information Only
Motion No.
Recommendation
It is recommended:
1 . That Report No. ES2023-09 User Fee Streetlights, Request for Exemption from
Taxation By-law be received.
2. That Staff continues to apply user fees for streetlights to all properties within a
Registered Plan of Subdivision and/or identified settlement area as identified in
Section 5 (b) of the Taxation By-law (No. 2023-052).
Background
On May 24, 2023, Environmental Service Staff provided Council with Report ES2023-07
User Fee Streetlight Charges, which provided the background for the user fee streetlight
program. The report outlined the methodology used to determine the properties subject
to the Streetlight Charge and identified as Streetlight Areas in Section 5 (b) of the
Taxation By-law (No. 2023-052).
During the Council meeting, Mr. Ted Beaton also presented a deputation to Council
requesting an exemption to the Taxation By-law (No. 2023-052) for residents on the
north side of Shelswell Blvd. At the conclusion of the deputation and open session
discussion, staff were directed to report back to Council regarding the implications of the
request for exemption of the streetlight charge (Motion No. C230524-17).
Environmental Services July 12, 2023
Report No. ES2023-09 Page 1 of 3
Page 62 of 199
11 .d) ES2023-9, Michelle Jakobi, Director, Environmental Services re: Us...
Analysis
As identified in Section 5 (b) of the Taxation By-law (No. 2023-052), there are 37
Streetlight Areas within the Township. For the purposes of the Taxation By-law (No.
2023-0521, Streetlight Areas are those lands that are located within a Registered Plan of
Subdivision and/or identified settlement area. Within these Streetlight Areas,
landowners are charged an annual flat user fee of $57 for the operation and
maintenance of these streetlights.
To review the potential impacts of a Taxation By-law exemption for those residents on
the north side of Shelswell Blvd., being those properties located within the Registered
Plan of Subdivision but do not have a streetlight on their street, staff examined all the
Streetlight Areas across the Township and identified those properties that are currently
subject to the user fee per the Taxation By-law but do not have a streetlight on their
street. Under this revised criteria, 68 properties have been identified as candidates for
exemption, equating to 3% of the current user pay properties and $3,876 in fees.
During the review, staff also verified consistency in the application of user fee streetlight
charges across the Township as identified in Section 5 (b) of the Taxation By-law (No.
2023-052) including the properties on Shelswell Blvd. which are located within the
Harbourwood Plan of Subdivision M118.
Financial/Legal Implications/ Risk Management
Streetlight user rates of $57 per property have not changed since 2014. The number of
user fee properties generally increases annually with the assumption of new subdivision
infrastructure, and internal auditing of land records by Environmental Services to ensure
fair and consistent application of the fee. These additions are reflected in the annual
updated Taxation By-law.
Should the identified 68 properties located within a Registered Plan of Subdivision
and/or identified settlement area, but do not have a streetlight directly on their street be
exempted from Section 5 (b) of the Taxation By-law, the remaining user fee properties
would be responsible for the 3% ($3,876 shortfall in 2023) at the current $57 annual
rate. The financial impact on the user fee program in future years would be dependent
on the number of properties added to the Taxation By-law during the annual update and
any corresponding rate changes.
Furthermore, exempting these properties from the user fee would necessitate revisions
to the Taxation By-law to either individually identify lots subject to the charge or identify
those properties excluded from the charge. The streetlight user fee charge is applied to
the final tax installment, being Friday, September 29, 2023.
Page 63 of 199
11 .d) ES2023-9, Michelle Jakobi, Director, Environmental Services re. Us...
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.
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
Modernized Township Services
Consultations
Director, Finance / Chief Financial Officer- Nelly Morrow
Environmental Services Analyst- David Yauk
Attachments
None
Conclusion
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. 2023-052).
Staff recommend continuing the practice of applying the streetlight user fee to all
properties within a Registered Plan of Subdivision and/or identified settlement area and
as identified in Section 5 (b) of the Taxation By-law (No. 2023-052).
Respectfully submitted,
Michelle Jakobi, Director, Environmental Services, June 21 , 2023
Approvals: Date of Approval:
Nelly Morrow, Director Finance/CFO June, 25, 2023
Robin Dunn, CAO July 5, 2023
Page 64 of 199
11 .e) OCS2023-9, Shawn Binns, Director, Operations and Community Service...
t
Townshi�a���'�LLC?,f?,�F,P�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Shawn Binns — Director, Operations and Community Services
Meeting Date: July 12, 2023
Report No: OCS2023-09
Subject: Neighbourhood Area Speed Limit
Type: Requires Action _x_ or For Information Only
Motion No.
Recommendation
1. That Report No. OCS2023-09 be received and adopted;
2. That Council elect not to implement a 40 km/h Neighbourhood Speed Limit in
the Township at this time;
3. That Council maintain existing speed limits and continue to follow current
practice for the review and establishment of posted speed limits;
4. The staff continue to work with stakeholders and community partners to
develop and implement proactive tactics to reduce travel speeds in priority
areas.
Background
At its meeting of August 22, 2022, Council received correspondence from the Braestone
Community and a deputation from Mr. Jack Nolan and Mr. Ted Heighington requesting
Council's consideration to reduce the speed limit in Braestone from 50 km/h (Ontario
Highway Traffic Act) to 40 km/h to coincide with the Township's assumption of the first
phase of the Braestone development.
Council received the communication and directed staff to report back on the potential of
a reduction from the 50km/h Highway Traffic Act default speed limit to a 40km/h speed
limit to be applied to the Township's neigbourhood/subdivision roads.
Operations and Community Services July 12, 2023
Report No. 2023-09 Page 1 of 8
Page 65 of 199
11 .e) OCS2023-9, Shawn Binns, Director, Operations and Community Service...
Analysis
Establishment of Speed Limits
The Ontario Highway Traffic Act (HTA) as amended authorizes the Council of a
Municipality to pass By-laws to prescribe a lower rate of speed for motor vehicles on a
highway or portion of a highway under its jurisdiction. The standard or "default" speed
limits prescribed by the Highway Traffic Act is 50km/h for "built up areas" and 80 km/h for
"non built-up areas". Specific to local implementation, a 50km/h speed limit would apply
to subdivisions and more densely populated roads while the 80km/h limit would apply to
concession and collector roads.
The Township follows industry and engineering best practice when considering changes
to speed limits by following the Transportation Association of Canada's (TAC) Canadian
Guidelines for Establishing Posted Speed Limits, assessment and consideration of 85th
percentile travel speed, and road design speed survey where available/appropriate.
The TAC guidelines provide a means of evaluating speed limits in consideration of the
road classification, function, physical characteristics and condition of any given road
section. The intent of the guidelines is to enhance road safety through credible posted
speed limits that match the expectation of drivers for a given road and its surrounding
environment. The TAC guidelines consider the following criteria in establishing
appropriate speed limits:
• road classification;
• roadside environment;
• number of lanes;
• horizontal and vertical geometry;
• lane width;
• roadside hazards;
• other road users (eg. pedestrians, cyclists);
• road surface;
• number of intersecting streets;
• driveway access; and
• on-street parking.
When conducting a speed limit review, common industry practice is to establish the 85th
percentile speed as a starting point in determining whether the existing speed limit is
appropriate. The 85th percentile speed is the speed at or below which 85% of motorists
operate their vehicle on any given road. The 85th percentile concept is based on the
theory that the majority of drivers:
• are reasonable and prudent;
• do not want to be involved in a motor vehicle accident; and
• desire to reach their destination in the shortest possible time.
Operations and Community Services July 12, 2023
Report No. 2023-09 Page 2 of 8
Page 66 of 199
11 .e) OCS2023-9, Shawn Binns, Director, Operations and Community Service...
Based on these assumptions, the 85th percentile speed (which represents the large
majority) observed under good conditions (i.e. favourable weather and visibility) may be
considered as the maximum safe speed for that location.
The speed limit and 85th percentile speed should be relatively comparable - thus
indicating that the function and physical characteristics of the road are properly
communicated, understood and respected by motorists. Ideally, the 85th percentile
speed should be A±10 km/h of the speed limit. It is noted that the 85th percentile is a
useful tool to inform selection of an appropriate speed limit; however, it is to be considered
in the context of various factors.
Where available road design speed surveys are used to determine speed limit.
Over the past several years, Operations staff have assessed speed limits on numerous
road sections and completed field reviews to ensure appropriate signages as set forth in
the HTA. Township By-law 2022-069 Speed Limit By-law provides a consolidation of the
speed limits established by the Township.
The Township does have a number of communities which have an assigned 40km/h
speed limit. Many of these have been established historically with unknown justification.
As these areas have been approved by By-law and signed, they have not been re-
assessed as any changes to increase the speed limit to 50km/h would not likely be well
received by these communities.
Braestone Community Speed Limit
In response to concerns from residents in the first phase of the Braestone development, a
review of the roadway design speeds was undertaken prior to the assumption of the first
phase (1A) and presented to Council on May 25, 2023 in Staff Report OCS2022-15. The
review concluded that the roads were designed to 50km/h or greater (not considering
vertical curves) and that the Highway Traffic Act default speed limit of 50km/h was
appropriate. Accordingly, as part of the assumption process, the non-conforming signs
(tabs) advising 30km speed installed by the developer will need to be removed as they
are in contravention of the Highway Traffic Act. These signs will be removed prior to the
assumption of the subdivision and communications will be shared by the Township and
Braestone Corporation.
Consideration for 40km/h neighbouhood area speed limits
Changes to the Highway Traffic Act (HTA) were enacted in May 2017, providing
Municipalities the authority to establish speed limits lower than 50 km/h within a
designated area of the municipality through the use of specialized gateway speed limit
signage, eliminating the need to add signage along each roadway within the designated
area.
Operations and Community Services July 12, 2023
Report No. 2023-09 Page 3 of 8
Page 67 of 199
11 .e) OCS2023-9, Shawn Binns, Director, Operations and Community Service...
The following signage would be required at boundaries of designated areas.
MAXIMUM MAXIMUM
40 4 I 0-il
Inamilka �G MO ]
Fig. 1 — Gateway Signage
Following this change many larger urban Municipalities have embarked on implementing
40km/h reductions in residential areas both in response to complaints from residents and
efforts to improve traffic safety. However, given the complex and variable factors
associated with influencing driver behaviour, as well as the lack of available data, the
effectiveness and outcomes in many of these Municipalities is not available.
A review of recent pilot projects conducted by the City of Cambridge, the Town of Halton
Hills and City of Kawartha Lakes are summarized below:
City of Cambridge
• Implemented 40km/h speed limits on 35 road segments (urban road profiles and
traffic volumes) in 2021.
• Data collected pre and post 40 km/h implementation has demonstrated an average
reduction of 3.3 km/h from the 85t" percentile travel speed which translates into an
overall reduction in operating speeds of 1.7km/h.
The Town of Halton Hills
• Implementation of 40km/h reduction in 2021 on 7 roads throughout the
Municipality.
• The results of the pilot project demonstrated reductions ranging from 3km/h to
increases of 4km/h. Further, the review concluded that "reducing the posted speed
limit with signs alone is not effective in reducing operating speeds on all roadways".
Operations and Community Services July 12, 2023
Report No. 2023-09 Page 4 of 8
Page 68 of 199
11 .e) OCS2023-9, Shawn Binns, Director, Operations and Community Service...
The City of Kawartha Lakes
Implementation of 40km/h in communities 16 communities with rural road profiles in 2021
and expansion into urban speed zones in 2022.
While empirical pre and post data was not available, consultation with City engineering
staff identified anecdotal observations which were similar to the findings in both
Cambridge and Halton Hills while indicating that additional measures/support (traffic
calming/enforcement) would be required in addition to lowering the speed limit to achieve
any material change in speed.
Conclusions from review of application of 40km/h in other Municipalities
• Driver behaviour varies according to roadway condition — (85t" percentile concept).
• Little empirical data available to determine effectiveness on low volume/ rural road
profiles. Deviation from the experiences referenced above is not expected.
• Reduction of speed limits with signs alone has had little to no impact on reduction
of travel speeds, resulting in speeding issues in areas where there were no issues
with speeding at a 50km/h speed limit. This has resulted in the need for additional
measures such as enhanced enforcement and traffic calming.
• Despite changes to the HTA to reduce signage, resources for gateway signs and
public education would be required.
Consultation with Ontario Provincial Police (OPP)
Staff have consulted with the Orillia Detachment Commander of the OPP regarding the
application of 40 km/h. The Detachment Commander has expressed concern over the
effectiveness of reducing the speed limit to reduce travel speeds, the potential issues
with speeding (85t" percentile) in areas where issues did not previously exist and the
associated implications with public expectations and enforcement constraints on what
would be classified low volume/low risk roads. The Detachment Commander has also
noted that the majority of motor vehicle collisions in Oro-Medonte occur in higher
traveled roadways (Hwy 11, Hwy 400, Horseshoe Valley Road. Ridge Road, etc.) and
not in residential areas where the speed is already reduced. It should also be reinforced
that the OPP is committee to public safety, traffic calming and public education.
Options
Council has three options with respect to the application of a 40km/h speed limit
application, specifically: to implement 40km/h across the Township's residential areas; to
consider a pilot program; or to maintain existing speed limits and continue on proactive
tactics to reduce travel speeds.
Operations and Community Services July 12, 2023
Report No. 2023-09 Page 5 of 8
Page 69 of 199
11 .e) OCS2023-9, Shawn Binns, Director, Operations and Community Service...
Implement 40 km/h neighbourhood speed limit on residential (subdivision) roads
Considerations
• The experiences and results from the pilot programs conducted in other
municipalities would likely be no different in the Township of Oro-Medonte.
• Difficult to enforce given competing policing priorities.
• May present issues requiring further intervention in areas where issues do not
currently exist.
• There would be unbudgeted costs to implement and maintain the signage across
the Township. Should this be a direction that Council would like to pursue further,
staff would need to report back on the financial considerations.
• Would require a significant community education program.
Implement pilot program
Considerations
• Would provide opportunities to validate effectiveness in Oro-Medonte application.
• Could be considered to pilot in Braestone.
• Similar to the above, results would likely be no different than in other municipalities
and enforcement ability would be limited.
• Should Council consider a pilot program, outcomes such as a target reduction in
85t" travel speeds should be established to measure effectiveness.
• It would be recommended that should this be considered, that it be implemented
for a trial period of one-year with continuity or expansion should be considered
according to the parameters established to evaluate its effectiveness.
• Would require communication program.
Maintain existing speed limits and continue to focus on proactive tactics to reduce
travel speeds in priority areas.
Considerations
• Establishment of speed limits would continue to reflect traffic engineering best
practices.
• Efforts could continue to be focused on proactive actions to reduce travel speeds
in priority areas.
• Would not create issues with speeding in areas where issues currently do not exist
with 50/km/h.
Operations and Community Services July 12, 2023
Report No. 2023-09 Page 6 of 8
Page 70 of 199
11 .e) OCS2023-9, Shawn Binns, Director, Operations and Community Service...
Recommendation
Based on empirical experience in other communities and consultation with the Ontario
Provincial Police staff do not recommend the application of a 40 km/h speed limit as it
would have limited impact on travel speeds. It is recommended that Council maintain
existing speed limits and process for their establishment while continuing to focus on
proactive tactics to reduce travel speeds in priority areas. Should Council wish to
consider the application of a 40 km/h neighbourhood speed limit, it would be
recommended that implementation be limited to a specific neighbourhood as a pilot
program with established parameters to measure its effectiveness.
Policies/Legislation
• Ontario Highway Traffic Act
• By-law 2021-069 Speed Limit By-law
Corporate Strategic Goals
• Foster Safe and Inclusive Community Living and Business Growth
Consultations
• Inspector Coyer Yateman, Detachment Commander Orillia O.P.P
• Manager, Operations
• Manager, Infrastructure and Capital Project
• Tatham Engineering
• City of Cambridge
• Town of Halton Hills
• City of Cambridge
Conclusion
Report OCS2023-09 has provided a review of considerations associated with the
application of a 40 km/h neighbourhood speed limit and concluded that the application
of a 40 km/h speed limit will have little, if any material impact on reduction of travel
speeds without other intervention such as targeted enforcement and traffic calming. As
such, staff recommend that Council maintain existing speed limits and the process for
their establishment while continuing to focus on proactive tactics to reduce travel
speeds and improve traffic safety in priority areas.
Respectfully submitted,
Shawn Binns PBDM, MBA
Director, Operations and Community Services June 19, 2023
Operations and Community Services July 12, 2023
Report No. 2023-09 Page 7 of 8
Page 71 of 199
11 .e) OCS2023-9, Shawn Binns, Director, Operations and Community Service...
Approvals: Date of Approval:
Robin Dunn, CAO July 5,2023
Operations and Community Services July 12, 2023
Report No. 2023-09 Page 8 of 8
Page 72 of 199
11 .f) OCS2023-10, Justin Metras, Manager, Infrastructure and Capital Pro...
Townshi�a���'�LLC?,f?,�F,P�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Justin Metras — Manager, Infrastructure and Capital Projects
Meeting Date: July 12, 2023
Report No: OCS2023-10
Subject: Award of Tender OCS 2023-007 Wilson Street Drainage Improvements
Type: Requires Action _x_ or For Information Only
Motion No.
Recommendation
1 . Report No. OCS202310 be received and adopted-,
2. That Tender OCS 2023-007 — Wilson Street Drainage Improvements be awarded
to Duivenvoorden Haulage Limited in the amount of $428,565.25 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
Many of the Township's drainage systems are characterized with deficiencies
associated with condition and capacity limiting their ability to collect, channel, and outlet
or current and future infiltrate storm water needs.
To address this, the Operations and Community Services Department has been
focussing on conducting prioritized catchment area reviews are being used to scope
maintenance and capital projects which are coordinated with the roads capital program.
A catchment area review of Shoreline Drive / Wilson Street was undertaken and
identified the need to replace the existing undersized 500mm pipe with 675mm and
900mm pipes. The planned scope of work also includes two double catch basins
located at the end Wilson St to collect the local runoff from Wilson St to eliminate
Operations and Community Services July 12, 2023
Report No. 2023-10 Page 1 of 4
Page 73 of 199
11 .f) OCS2023-10, Justin Metras, Manager, Infrastructure and Capital Pro...
erosion to the stabilized slope at the outlet and reconstruction of Wilson Street (widen to
6.Om and pave)
Funding of$350,000 was included in the approved 2023 Capital Budget to complete the
drainage improvements.
An advertisement for Tender OCS 2023-007 Wilson Street Drainage Improvements 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,
June 1st, 2023 at 2:00 p.m.
Four (4) 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 2023-007 Wilson Street Drainage Improvements ranged
from $428,565.25 to 535,475.00. They are as follows:
Duivenvoorden KJ Excavating Dufferin Ratcliffe
Haulage Construction Excavating
$428,565.25 $450,430.00 $509,039.00 $535,475.00
All four (4) submissions met the mandatory tender requirements.
Staff have undertaken a review of the submissions and are recommending that Tender
OCS 2023-007 be awarded to Duivenvoorden Haulage Limited.
A communication plan has been established for the project and will contain the following
elements:
a) Residents directly impacted have been informed and plans have been amended
to include provisions to address concerns over privacy and access.
b) Detailed communications to residents who will be impacted by the work
(construction notices);
c) Reports back to Council in monthly project reporting.
Operations and Community Services July 12, 2023
Report No. 2023-10 Page 2 of 4
Page 74 of 199
11 .f) OCS2023-10, Justin Metras, Manager, Infrastructure and Capital Pro...
Financial / Legal Implications / Risk Management
NAME OF BIDDER
Duivenvooden Haulage Ltd. $428,565.25
HST (1 .76) non- recoverable $7542.75
$436,107.99
Geotechnical $5,000
Design consultant/ permits $25,000
Contingency allocation $40,000
TOTAL $506,107.99
The approved 2023 capital budget allocation for this project is $350,000. The market
pricing has come in over the project budget resulting in an anticipated projected
negative variance of$156,107.99. This negative variance will be absorbed with the
positive variance that exists within the overall Operations 2023 roads capital budget as
a result of the Warminster Pedestrian Signal project construction being funded by the
Province as well as favorable variances in quantities from the roads capital budget.
Recommendation
It is recommended that tender OCS 2023-007 Wilson Street Drainage Improvements be
awarded to Duivenvoorden Haulage Limited.
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
Chief Financial Officer
Operations and Community Services July 12, 2023
Report No. 2023-10 Page 3 of 4
Page 75 of 199
11 .f) OCS2023-10, Justin Metras, Manager, Infrastructure and Capital Pro...
Conclusion
The results of Tender OCS 2023-007 Wilson Street Drainage Improvements reflect
competitive market pricing which has come in higher than the 2023 capital budget
allocation. The unfavorable variance will be managed as part of the overall 2023 road
capital budget allocation.
Respectfully submitted,
Justin Metras CET, CRS-1
Manager, Infrastructure and Capital Projects June 19, 2023
Approvals: Date:
Shawn Binns, PBDM, MBA June 26, 2023
Director, Operations and Community Services
Nelly Morrow, Director Finance/CFO June 26, 2023
Robin Dunn, CAO July 5, 2023
Operations and Community Services July 12, 2023
Report No. 2023-10 Page 4 of 4
Page 76 of 199
11 .g) OCS2023-11 , Shawn Binns, Director, Operations & Community Services...
t
Townshi�a���'�LLC?,f?,�F,P�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Shawn Binns
Meeting Date: July 12, 2023
Report No: OCS2023-11
Subject: Traffic Safety / Community Safety Committee
Type: Requires Action _x_ or For Information Only
Motion No.
Recommendation
1 . Report No. OCS2023-11 be received and adopted-,
2. That Council elect not to advance a Traffic Safety or Community Safety
Committee at this time;
3. That Council continue its strategic focus on enhancing the structures and
processes for community and stakeholder collaboration and engagement on
specific issues to enhance corporate governance;
4. That consideration for additional Committees be further assessed following the
establishment of the Community Consultation Group and Regional Police
Services Board.
Background
In response to increasing complaints and concerns to speeding and traffic safety, a
Traffic Safety Task Force was established in June 2020 (Attachment 1&2). The Task
Force was developed to follow a holistic framework predicated on engineering,
education, enforcement, evaluation and community engagement. The role of the
committee included a broad range of multi-faceted activities aimed to improve road
safety across the Township.
The Traffic Safety Task Force included representation from Council and five public
representatives (one from each of the five wards) supported by staff as well as a liaison
from the Ontario Provincial Police.
Operations and Community Services July 12, 2023
Report No. 2023-11 Page 1 of 4
Page 77 of 199
11 .g) OCS2023-11 , Shawn Binns, Director, Operations & Community Services...
The Task Force while still in a stage of infancy, was effective at enhancing education,
targeted enforcement and engagement around traffic safety. The Task Force ceased
operations with the onset of the 2022 Municipal Election.
At the August 18, 2022 meeting of Council, former Councillor Shawn Scott presented a
proposal to establish Community Safety Committee and passed Motion No. C220818-
16:
Be it resolved
1. That the correspondence presented by Councillor Scott re: Request for Community
Safety Committee, A Council Committee to Address all Community Safety Concerns be
received.
2. That Council supports the creation of a Council Committee titled "Community Safety
Committee" for the 2022-2026 term of Council.
3. That staff bring forward the required budget allocations for the Committee as part of
the 2023-2024 budget deliberations.
4. That staff bring back a Terms of Reference for Council's consideration following
approval of the 2023-2024 budget.
The intent of this report is to review governance considerations for additional committee
structure and seek direction from Council for considerations in the 2024 Budget
recalibration process.
Analysis
Traffic Safety Task Force
Concerns surrounding speeding/traffic safety is one of the most prominent issues
vocalized by residents. These issues are multi-jurisdictional and require a boundary
spanning and holistic approach to begin to address.
As mentioned previously, the Traffic Safety Task Force was effective in beginning to make
progress in addressing some of these issues by using data collected from the field to
target problem areas and implement strategies for targeted enforcement by the Ontario
Provincial Police, education and community engagement.
If the Task Force is to be re-established it would need to be structured as a formal
Committee of Council and follow the Procedural By-law to ensure transparency and
maintaining the public record.
Operations and Community Services July 12, 2023
Report No. 2023-11 Page 2 of 4
Page 78 of 199
11 .g) OCS2023-11 , Shawn Binns, Director, Operations & Community Services...
Community Safety Committee
The Committee proposed by former Councillor Scott and endorsed by Council would
provide an expanded mandate which would replace the Traffic Safety Task Force. While
the issues of public safety are also multi-jurisdictional, community safety is a very large
scope and potential mandate for a Committee. There may also be potential duplication
with the Governance structure with the recent changes to Police Services Act and the
establishment of Regional Police Services Board which is anticipated to take effect in the
near future and the newly established Community Consultation Group. Should this be a
Committee structure Council wishes to continue to pursue, staff are recommending
further direction from Council on the scope and structure of the Committee and following
this, consultation with agencies would be required to develop a draft terms of reference
for Council's consideration.
To advance the establishment of a Committee, whether it is the re-establishment of the
Traffic Safety Force, or a Community Safety Committee, further direction from Council is
required. Consideration should also be given to the limitations of the Township's
jurisdiction, as well as the augmented focus on engaging the community and stakeholders
on emerging issues and policy direction which enhances overall corporate governance
and decision making.
Financial / Legal Implications / Risk Management
The establishment of Committee would require a budget allocation of $5,000 — $6,000
which is not currently budgeted.
Recommendation
Staff are recommending that Council continue its strategic focus on enhancing the
structures and processes for community and stakeholder collaboration and engagement
on specific issues to enhance corporate governance.
The need for additional committees to focus on traffic safety or community safety should
be reviewed following the establishment of the Community Consultation Group and the
Regional Police Services Board.
Corporate Strategic Goals
Prepare for Our Future
Foster Safe and Inclusive Community Living & Business Growth
Consultations
Director, Corporate Services
Chief Municipal Law Enforcement Officer
Operations and Community Services July 12, 2023
Report No. 2023-11 Page 3 of 4
Page 79 of 199
11 .g) OCS2023-11 , Shawn Binns, Director, Operations & Community Services...
Attachments
1) Report OCS2020-11 Traffic Safety Task Force
2) Traffic Safety Task Force Terms of Reference
Conclusion
This report has reviewed the former Traffic Safety Task Force and the direction from
previous Council with respect to the establishment of a Community Safety Committee.
Council direction is required possible for committee structure and associated terms of
reference should this be considered as part of the 2024 budget re-calibration process.
Respectfully submitted,
Shawn Binns, PBDM, MBA
Director, Operations and Community Services June 26, 2023
Approvals: Date:
Robin Dunn, CAO July 5, 2023
Operations and Community Services July 12, 2023
Report No. 2023-11 Page 4 of 4
Page 80 of 199
11 .g) OCS2023-11 , Shawn Binns, Director, Operations & Community Services...
lownship of
Report 0
Proud Heritage, Exciting Future
Report No. To: Prepared By:
OCS 2020-11 Council Shawn Binns
Meeting Date: Subject: Motion #
June 24, 2020 Traffic Safety Task Force
Roll #: R.M.S. File #:
Recommendation(s): Requires Action For Information Only
It is recommended
1. That OCS 2020-11 be received and adopted.
2. That the following members of Council sit on the Traffic Safety Task Force:
a) (Chair)
b)
3. That staff continue with the community outreach and communication as outlined in
OCS2020-11 ;
4. And That the Task Force report back to Council as appropriate.
Background:
At its meeting of June 10, 2020 Council received staff report OCS2020-10 which
reviewed the results of the traffic volume and speed assessments conducted as part of
the Road Network Plan and included recommendations for specific speed limit
reductions on road segments. The report also outlined additional recommendations to
improve road safety, including the formation of a task force or working group to develop
and implement initiatives to improve road safety throughout the Township.
Draft mandate and guidelines have been prepared in consulting best practices from
other similar communities and is being presented for Council's consideration.
Analysis:
The Traffic Safety Task Force mandate and guidelines (Appendix A) outlines the
mandate, function, key activities and guiding principles to govern the work of the group.
Operations and Community Services June 24, 2020
Report No. OCS 2020-11 Page 1 of 2
Page 81 of 199
11 .g) OCS2023-11 , Shawn Binns, Director, Operations & Community Services...
A structure which includes representation from Council and five public representatives
(ideally one from each of the five wards) to be supported by staff as well as a liaison
from the Ontario Provincial Police is proposed.
The mandate and guidelines follows a holistic framework for roadway safety which
includes engineering, education, enforcement, evaluation and engagement. The role of
the Task Force includes a broad range of multi-faceted activities aimed to improve road
safety across the Township. The Task Force activities will be derived from a work plan
to be developed by the task force and matters referred to the group from staff, the OPP
and Council.
It is anticipated that the process to establish the task force will occur throughout the
summer to allow the commencement in September.
Corporate Strategic Goals:
Continuous Improvement and Fiscal Responsibility
Balanced Growth
Inclusive, Healthy Community
Consultations
Ontario Provincial Police Detachment Commander
Attachments:
Appendix A: Traffic Safety Task Force Draft Mandate and Guidelines
Conclusion:
Draft mandate and guidelines have been developed and reflects best practice for
community collaboration in traffic safety initiatives.
The work and role of the traffic safety task force will evolve to reflect the needs of the
community and will continue be reviewed to ensure its effectiveness.
Respectfully submitted:
Shawn Binns, PBDM, MBA
Director, Operations and Community Services
Approvals: Date:
Robin Dunn, CAO June 19, 2020
Operations and Community Services June 24, 2020
Report No. OCS 2020-11 Page 2 of 2
Page 82 of 199
11 .g) OCS2023-11 , Shawn Binns, Director, Operations & Community Services...
Township of Oro-Medonte
Traffic Safety Task Force
Mandate & Guidelines
Mandate
The Traffic Safety Task Force (TSTF) provides a community perspective on road safety
issues and policies, promotes public awareness and education for road safety initiatives
and programs, with an aim to enhance community participation and collaboration to
enhance traffic safety in the Township of Oro-Medonte.
Function
The TSTF advises on ways to improve safety on Township roads for drivers, cyclists,
and other road users.
The TSTF will raise awareness, advise and stimulate action on traffic management
issues such as parking control, speed limits, cross walks and crossing guards, load
restrictions, community safety zones as well as on general matters of public safety.
Guiding principles
• Road Safety is predicated on the 5 E's (Engineering, Education, Enforcement,
Evaluation and Engagement).
• Community and agency cooperation is key to achieving mandate.
• The task force will use information and data to focus and measure the success of
its initiatives.
• The task force shall seek out best practices.
• People can be the problem. They can also be the solution.
Activities
• Review traffic counts and traffic information such as speed assessments, traffic
assessments, intersection reviews and others reports and information;
• Consider requirements for existing and future use of crossing guards;
• Discuss resident concerns regarding speeding, parking, walkways and other
traffic related matters;
• Assist in development of social marketing initiatives to engage and educate the
community on traffic safety;
• Provide input into the development of active transportation plans;
• Provide input into policy regarding traffic safety and management, as well as long
term plans;
• Develop programs and/or initiatives that address public safety.
Traffic Safety Task Force Mandate and Guidelines 1 of 3
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Task Force Structure
The TSTF positions are considered volunteer positions and there is no compensation
for participation.
To be effective, all participants must agree to set aside their corporate and personal
interests and be guided by what is in the best interests of the Township.
The traffic safety task force shall be structured to include the following representatives:
Council Members (2) Selected by Council
Mayor\Designate Ex-Officio
Members of the public (up to 5) Ideally one per ward
Support
Staff- Director, Operations and Community Services
Staff- Manager, Operations
Ontario Provincial Police Representative as appointed by Detachment Commander
Additional resources
Chief Municipal Law Enforcement Officer As required
Coordinator, Communication As required
Appointments
Members of the public must apply and will be selected based on qualifications, for the
term of the Task Force. Members must be residents of Oro-Medonte with consideration
given to those with relevant expertise or knowledge in the industry (i.e., engineering,
community development, social marketing or other relevant skills). An individual, who
wishes to be considered must submit a completed application form to the Operations
and Community Services Department.
If a vacancy occurs during the term, the Task Force may select a replacement to
complete the term. The Chair must advise the Task Force as soon as a vacancy occurs.
The opening will be posted on the Township's website.
Term of Task Force
The TSTF term is anticipated to be a minimum of 24 months subject to periodic review.
Traffic Safety Task Force Mandate and Guidelines 2 of 3
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Chair/Vice Chair
The Chair and the Vice Chair will be members of Council. The Vice Chair will perform
the same duties in the absence of the Chair.
Meetings
Shall be scheduled on a regular basis or at the call of the Chair as deemed appropriate.
Meetings of the Task Force will be held for approximately one to two hours in length.
Quorum will not be required and decisions will be reached by consensus.
Task Force Communication
Chair of the Task Force will report back to Council on a monthly basis where
appropriate.
Code of Conduct
All members shall follow the mandate and guidelines and abide by the Township's code
of conduct.
Traffic Safety Task Force Mandate and Guidelines 3 of 3
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11 .h) OCS2023-12, Shawn Binns, Director, Operations and Community Servic...
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Townshi�a���'�LLC?,f?,�F,P�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Shawn Binns
Meeting Date: July 12, 2023
Report No: OCS2023-12
Subject: 2023 Boots and Heart Special Event Permit
Type: Requires Action _x_ or For Information Only
Motion No.
Recommendation
1 . That Report OCS2023-12 be received-,
2. That the CAO be authorized to execute an appropriate Memorandum of
Understanding with Burl's Creek/Republic Live for the 2023 Boots and Hearts
Event-,
3. That staff be authorized to issue a Special Event Permit for Boots and Hearts
upon receipt of:
a. Agency endorsement of the Operations Plans in accordance with the
Township's Special Event Bylaw-,
b. An executed Memorandum of Understanding.
Background
The Boots and Hearts Music Festival will be held at Burl's Creek Thursday August 10 —
Sunday August 13, 2023.
The Township's Special Event Bylaw (2015-123 as amended) licenses various types of
special events through the issuance of special event permits. Organizers of events
requiring a special event permit must develop operations plans outlining specific details
pertaining to:
Site Layout Emergency Management
Food and Beverage Traffic Management
Operations and Community Services July 12, 2023
Report No. 2023-12 Page 1 of 6
Page 86 of 199
11 .h) OCS2023-12, Shawn Binns, Director, Operations and Community Servic...
Building and Structural Plans Fire Safety
Security Waste Management
Community Impact
The Bylaw ensures that the components of the plans satisfy the requirements of
governing authorities ensuring that risks and impacts to the community and event patrons
are appropriately managed.
For events where attendance is anticipated to exceed 10,000 people, a decision to issue
a special event permit is determined by Council.
Given the anticipated attendance of the Boots and Hearts and Ever After Festivals, a
decision of Council is required to issue special event permit.
Analysis
Boots and Hearts
Boots and Hearts has been held at Burl's Creek Event Ground since 2015 and was
cancelled in 2020 and 2021 due to the COVID-19 Pandemic.
The operations plan for Boots and Hearts is similar to the event plans from prior year's
events with minor modifications stemming from previous year experience. In 2023,
attendance of 25,000 — 30,000 people is expected (consistent with previous events).
The 2023 Boots and Hearts Operations Plan has been submitted and has been
circulated to respective agencies for comment and endorsement.
Notable components of the operations plan as follows:
Traffic
A site-specific traffic plan was developed by Creighton Manning and approved for major
events taking place at Burl's Creek. Minor modifications to the plan have been
implemented based on experience and changes in patterns such as day ticket sales,
Uber and ride sharing etc.
The tollbooth system into the main gates on Line 7 has been developed to reflect traffic
patterns from previous events and is expected to keep up with the arrival demand,
thereby minimizing queuing on Line 7. However, based on experience, there are a
number of variables that can affect traffic flow and traffic will be managed according to
established multi-staged traffic plans. Hwy. 11 — Line 7S towards the main gates will be
the main route for general admission/camping while Hwy. 11 — Line 9S will be main
route for Recreational Vehicles (RV's). Line 5S and Ridge Road also form part of
contingency routing should the need arise to divert traffic to prevent excessive queuing.
Operations and Community Services July 12, 2023
Report No. 2023-12 Page 2 of 6
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Weekend Day Parking and Accessible Parking is located off Line 8S. Single Day
Parking will be accessed off Line 9S to minimize issues with congestion on Line 7 as it
is anticipated that there will be more day ticket patron than in prior years. Provisions
have also been made for accommodation of ride sharing (Uber) and taxi.
During the evenings (5:OOPM to 8:OOPM) and night (11:OOPM to 1 :OOAM) of each
concert day some congestion and relatively minor queuing is expected as shuttles and
relatives/friends drop off and pick up during this peak time.
The Boots & Hearts event has a significant number of RV's attending the event.
Accordingly, Line 9 southbound may experience some minor congestion on Thursday
load in, however, queuing is expected to be maintained on site.
Peak egress from the site will occur Sunday evening and Monday morning. Queuing on
local roads will be minimal as vehicles will be queued on site, however heavy traffic
volumes should be anticipated.
A portion of Line 8S will also be closed (controlled access) to accommodate logistics
and emergency services for the duration of the event.
The Ontario Provincial Police will manage the traffic plans and decisions related to
traffic in consultation with agency stakeholders.
Emergency/Security Plans
Extensive plans are in place for various types of possible emergencies. The plans are
reviewed and approved with coordination occurring between emergency service
authorities.
Policing/public safety requirements have been established by the Ontario Provincial
Police and will be addressed on a paid duty basis by Burl's Creek.
Public Health Measures
The plans have been established to reflect public health regulations and guidance and
will be reviewed and endorsed by the Simcoe County District Health Unit as well as
other the Alcohol and Gaming Commission of Ontario (AGCO).
Sound Management
Since 2015, the Township has been working with sound consultants and Burl's Creek to
continue to refine the sound management program. This program, and specifically the
monitoring locations and maximum sound levels have been modified every year in
attempt to balance both the needs of the community and Burls Creek. The following
provides an overview of proposed sound management for 2023 Boots and Hearts and is
consistent with measures put in place in 2019:
Operations and Community Services July 12, 2023
Report No. 2023-12 Page 3 of 6
Page 88 of 199
11 .h) OCS2023-12, Shawn Binns, Director, Operations and Community Servic...
• Sound will be managed through a Memorandum of Understanding with Burl's
Creek;
• Sound levels and monitoring locations have been reviewed and recommended
by the Township's acoustical consultant based on their previous reviews and
assessments, specifically:
o Sound will be measured at front of house (consistent with 2019) which
provides for more accurate measurement and control for the management
of amplified sound from the source (Burls Creek);
o Sound levels are recommended to be consistent with the levels approved
by Council in 2019, specifically:
(i) August 10t" through until August 13t", 2023, from 1:00 pm to 11:30 pm
sound will be limited to 105 dBA with a 15-minute grace period;
(ii) August 10t" through until August 12t", 2023 from 11:30 pm to 11:59 pm
sound will be limited to 95 dBA with a 5-minute grace period;
(iii) August 11t" — 13t" from 12.00am to 1 .00am (daily) sound will be limited
to 95dBA with 5-minute grace period. Amplified sound will conclude at
1 .00am.
Other requirements
The event promoter is also required comply with all Federal, Provincial and Municipal
legislation. Other authorities such as the Electrical Safety Authority (ESA), Technical
Standards and Safety Authority (TSSA) and others also have jurisdiction in matters and
ensure necessary compliance.
Financial / Legal Implications / Risk Management
There are a number of risks associated with any mass gathering event. The Township's
Special Event Bylaw was established to manage the Township's risks associated with
Special Events. Burl's Creek/Republic Live have submitted an Operations Plan in
accordance with the Township's Special Event Bylaw and will be addressing the
requirements of authorities having jurisdiction as outlined in the Bylaw.
Consistent with prior years, a Memorandum of Understanding will further outline controls
and responsibilities for financial obligations, emergency services, sound levels,
indemnification and insurance.
The Special Event Bylaw and the issuance of Special Event Permit ensures controls for
cost recovery as well as the authority to consider the future issuance of permits based on
historical experience.
Operations and Community Services July 12, 2023
Report No. 2023-12 Page 4 of 6
Page 89 of 199
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At the timing of this report, the following agencies have endorsed the operating plans:
• Ontario Provincial Police
• Alcohol Gaming Commission of Ontario
• Simcoe Muskoka District Health Unit
• County of Simcoe Transportation
• Township of Oro-Medonte Operations
• Township of Oro-Medonte Municipal Law Division
Policies/Legislation
Various - as outlined in the Township's Special Event Manual and Bylaw.
Corporate Strategic Goals
• Foster Safe and Inclusive Community Living and Business Growth
Consultations
• Ontario Provincial Police
• Alcohol and Gaming Commission of Ontario
• Simcoe Muskoka District Health Unit
• Fire and Emergency Services
• County of Simcoe Paramedic Services
• Development Services
• Municipal Law Enforcement
• Road Authorities (MTO, County, Oro-Medonte)
• Republic Live / Burl's Creek
Attachments
N/A
Conclusion
Republic Live / Burl's Creek has submitted Operating Plans for Boots and Hearts and
agency endorsement is being obtained in accordance with the Township's Special
Event Bylaw. A Memorandum of Understanding will also be executed to manage sound
and obligations of the event promoter. The requirements of the Bylaw are to be fulfilled
prior to the issuance of Special Event Permit for the 2023 Boots and Hearts Event.
Operations and Community Services July 12, 2023
Report No. 2023-12 Page 5 of 6
Page 90 of 199
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Respectfully submitted,
Shawn Binns PBDM, MBA July 6, 2023
Director, Operations and Community Services
Approvals: Date:
Robin Dunn, CAO July 6, 2023
Operations and Community Services July 12, 2023
Report No. 2023-12 Page 6 of 6
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11 .i) CS2023-14, Yvonne Aubichon, Clerk re: 2026 Municipal and School Bo...
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Townshi�a���'�LLC?,f?,�F,P�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Yvonne Aubichon, Clerk
Meeting Date: July 12, 2023
Report No: CS2023-14
Subject: 2026 Municipal and School Board Trustee Election Voting Method
Type: Requires Action ✓ or For Information Only
Motion No.
Recommendation
It is recommended:
1. That Report No. CS2023-14, presented by Yvonne Aubichon, Clerk be received and
adopted.
2. That Council hereby endorse Option #1 ; the use of Internet /telephone voting for the
2026 Municipal & School Board Trustee Election; and
3. That a by-law authorizing the Alternative Voting Method for the 2026 Municipal and
School Board Trustee Election be brought forward for Council's consideration.
Background
The purpose of this report is to provide a staff recommendation for Council
consideration, regarding the voting method and vote-counting equipment options for the
2026 Election and to obtain Council's direction to proceed accordingly.
The Municipal Elections Act (MEA) provides Clerks with significant authority and/or
responsibility to create and implement any policies and procedures that are necessary
to conduct an election in a manner that reflects the principles of the Municipal Elections
Act, 1996 (MEA) and its Regulations. While these principles are not specified in any
specific section of the MEA or other legislation, these principles are founded in case
Corporate Services July 12, 2023
Report No. CS2023-14 Page 1 of 22
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law; such as, but not limited to, Cusimano v. Toronto (City) et al, Constitutional Law:
Elections Municipal Law and are the precedents by which any presiding court officer
will make their ruling, in the event a claim is filed against a municipality pertaining to the
election.
These principles are recognized as follows:
• Maintain the secrecy and confidentiality of the voting process and individual
votes,
• Provide an election that is accessible to the electors,
• Provide an election that is fair and non-biased,
• Ensure the integrity of the process is maintained throughout the election,
• Ensure the results of the election reflect the votes cast, and that valid votes be
counted, and invalid votes be rejected so far as reasonably possible, and
• Ensure voters and candidates are treated fairly and consistently.
While the Clerk does have the authority as outlined above, Council has the very distinct
responsibility of authorizing the voting method and vote counting equipment (if
applicable), as stated in Section 42(1) of the Act and outlined below:
"The Council of a local municipality may pass by-laws,
(a) authorizing the use of voting and vote-counting equipment such as voting machines,
voting recorders or optical scanning vote tabulators;
(b) authorizing electors to use an alternative voting method, such as online internet
voting, that does not require electors to attend at a voting place in order to vote.
In accordance with the current MEA an alternative voting method and vote counting
equipment for the 2026 Municipal and School Board Election, requires approval by by-
law before May 1, 2026. Procedures and forms for the use of any alternative voting
method and vote-counting equipment, or alternative voting methods must be
established by June 1 , 2026.
As indicated in report CS2021-31 presented for the 2022 election, there are a variety of
voting methods available to municipalities including; in-person traditional voting, vote-
by-mail (VBM), internet, telephone, or a combination of these methods.
While the deadline to establish voting methods is not until May 1, 2026, these voting
methods can be determined at any time prior to that date, in fact, earlier determination
of voting methods provides staff with the opportunity for early communications to
electors, potentially realize economies of scale through joint Request for Proposals for
service providers with other municipalities and subsequently secure contract
negotiations early in the election preparation process.
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Voting Method General
How votes are cast continues to move toward technology-based methods as evidenced
by the 2022 Municipal Election data available on the Association of Municipalities of
Ontario (AMO) website. Many municipalities are making it easier to vote. The number
of municipalities using online or telephone voting increased from 175 in 2018 to 217 in
2022. In fact, a complete reversal occurred with respect to paper ballot and
internet/telephone voting. In 2018, 146 municipalities used paper ballot and 129
municipalities used Internet/Telephone voting. In 2022, 146 municipalities used
Internet/telephone and 98 used paper ballot.
Other municipalities in Simcoe County were included in that trend. Internet/Telephone
or some variation thereof was the selected method of voting utilized for the 2022
election. Seven (7) municipalities used Internet or Internet/Telephone method only,
seven (7) used Internet/Telephone with Paper Ballot/Tabulators (primarily for the
advanced voting dates), two (2) used traditional paper ballot only; one (1) with
tabulators and one (1) used a manual count.
In 2022, the Township of Oro-Medonte Council approved a hybrid model of voting by
traditional paper ballot and Vote By Mail by Request with tabulators for vote-counting
equipment.
Given the success of the Internet/Telephone voting method for the 2022 election and
the continued historical increase in this voting method, it is anticipated that an increased
number of municipalities will use Internet/telephone Voting only for the 2026 election.
In 2018 Oro-Medonte's voter turnout at 42.75% was amongst the highest in Simcoe
County and much higher than the Provincial average of 38.30% in 2018. The majority
of voters chose to vote online versus in-person (6,397 vs 1 ,359) in 2018. This trend
was consistent with other municipalities who also offered internet/telephone voting
options. In 2022, Oro-Medonte's voter turnout decreased to 35.81%; which was just
below the 36.30% average voter turnout across the Province, which too was down from
the 38.30% turnout in 2018.
According to MPAC, who produced the 2022 Voters' List, the Township of Oro-Medonte
had 20,137 eligible electors, with 2,399 being seasonal residents and 17,736 being full-
time residents. The 2021 census notes that 63.1% of Oro-Medonte residents are
between 15-64 years old, with 21 .4% being 65 and older (only 1.4% of which are 85+)
and 15.4% being 14 years of age or less.
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Analysis
All four of the voting methods addressed in this report uphold the principles of the
Municipal Elections Act that are outlined in the background section above; however,
some of the options may provide greater accessibility, supporting broader voter access
and greater enfranchisement than others. Also see Appendix A to this report for
additional voting method details.
Option # 1 — Internet/Telephone Voting
Internet/telephone voting continues to gain popularity with Ontario municipalities since
its introduction in 2003. In 2014, a total of 97 Ontario municipalities used
internet/telephone voting. In 2018, the number of municipalities utilizing
internet/telephone voting increased from 97 to 175 and in 2022 a further increase from
175 to 217. Generally, there has been no definitive evidence that the use of
Internet/Telephone voting increases voter turnout. It should be noted that the method of
voting is only one of the many factors that can impact voter turnout. However, in both of
Oro-Medonte's 2018 and 2022 Municipal Elections, all electoral offices were contested,
yet the voter turnout decreased from 42.75% in 2018 (internet) to 35.81% in 2022
(paper/VBM).
As noted in the 2022 election voting method report CS2021-31 , COVID-19 propelled the
use of computer technology across all age groups and as experienced through the
volume of calls received by staff, there was an increased interest expressed by the Oro-
Medonte public for online voting for the 2022 municipal election. Staff can only
anticipate that the same public interest in online voting would hold true for the 2026
municipal election.
Internet/telephone voting has increased in popularity due to the convenience that it
provides to electors. It accommodates changing lifestyles and demanding work
schedules and enhances accessibility for persons who may not be available or able to
vote in person due to mobility issues or transportation limitations. It provides an
opportunity to further engage those who wish to vote from the comfort of their own
home or office rather than travelling to a physical voting location. Internet voting also
presents a viable method to replace voting by way of proxy for those electors who may
be out of town or hospitalized during election time, as they can still vote from any
location.
Similar to any other election, eligible electors will receive a Voter Information Letter
(VIL) in the mail, advising them of voting dates, times and voting locations. Included in
the Voter Information Letter will be credentials for persons wishing to cast their ballot
electronically from their home or work using a computer, tablet or smartphone that has
internet access or via telephone using their touchtone home phone or cellular device.
From a municipal perspective, Internet/telephone voting would not require additional
resources, equipment and supplies such as, significant volume of personnel on election
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day, paper ballots, tabulators for vote counting, printers or additional third party service
providers. As an example, for the 2022 election, service provision was required from
four (4) different service providers - Dominion who provided the paper ballots and
tabulators through Election Ontario agreement; DataFix who provided VoterView
software and Vote By Mail Ballots; Canada Post who provided the business mail service
agreement for mail out and return of Vote by Mail kits through DataFix and Westminster
who provided the Voter Notification Cards creation and mail out of same through
DataFix. With internet/telephone voting, with the exception of VoterView, there would be
no additional service provision or associated costs required.
Telephone Voting
Telephone voting follows the same security process as Internet Voting. Telephone
voting relies on the voter to process an audio ballot by choosing their selection on their
telephone keypad for each office, i.e. Mayor, Ward Councillor and School Board
Trustee, if eligible. After each selection, the voter is prompted to confirm their selection.
Once their vote is complete, their final ballot is sent to the results reporting system to be
calculated. The Voters' List is live during Internet/Telephone voting and automatically
updates the voter's information to "voted" once a ballot is cast. This prohibits the person
from casting a ballot at a Voting location and then going home to try and vote again.
This was successfully tested in the previous 2018 election and if determined to be the
method of choice by Council, security trials would also be run for the 2026 election. For
voter security and privacy, no link can be established between the voter and votes cast
and staff would confirm that for the 2026 election, voters will receive confirmation of
ballots cast.
For internet/telephone voting, the elector may only access the voting platform during the
period when Internet /Telephone voting is "open" for casting ballots.
Although costs will have increased in the eight-year period between comparative
elections processes, the Township's total cost for internet/telephone voting in 2018 was
$70,000.
Advanced Voting and Election Day Voting
The internet/telephone voting period opens well ahead of election day; staff would
anticipate hosting a voting location at the Administration Centre, prior to and on Election
Day for those electors who wish to vote electronically in-person.
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Pros
• Multiple Ways to Vote: Electors can choose to vote in the following ways:
✓ At home or work using the credentials sent in the Voter Information Letter
✓ At a library, or any location that has access to Wi-Fi or Internet Services.
✓ In-Person prior to and on Election Day at the Administration Voting Location or
other location, if required.
• Multiple Ways to Vote: Convenient: Electors are provided with a quick, simple,
secure and convenient method of voting, while keeping the tradition of in-person
voting as an option for those who prefer to visit a voting location prior to and on
Election Day.
• Public Safety - the pandemic forever changed the way we think of public safety. As
we look ahead to the 2026 Municipal Election and acknowledge how quickly our
world can change, a remote option would provide electors with the safest option by
which to vote.
• Accessible: Electors can vote from the comfort of their home or workplace, while
using any accessibility device they require. Those who are unable to easily leave
their home due to mobility issues, transportation issues or simply due to work/life
schedules can exercise their right to vote quickly, efficiently and at a time that is
most convenient for them.
• Fast Results: Results would be available shortly after the close of voting on
Election Day. The voting location would have to allow those in-line prior to the close
of voting to cast their ballots, however delays should be minimal. The Clerk, in
conjunction with the voting methods vendor would be able to register the on-site
devices to stay open past the close of voting to accommodate anyone still in line.
These devices would then be manually closed by the Clerk or designate, prior to
retrieving election results.
• Staffing Resources: Internet/telephone voting requires minimal additional staffing
resources compared to a traditional paper ballot with tabulator election and
subsequently can be delivered at a reduced cost.
• The days leading up to the election are historically organized by existing Clerk
Division staff. Election Day with a paper ballot election, requires the hiring and
training of numerous election workers; fifty-six (56) for the 2022 election. Some of
whom, based on the experiences of the 2022 Election, are prone to cancel the day
of the election.
• While my post-election report CS2023-06 recommended an Election Assistant for
the 2026 election, it is anticipated that a reduction in time allocation for this part time
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position would be realized when using an online voting method versus the paper
ballot with tabulator and Vote By Mail methods used in the 2022 election.
• Approximately six (6) to ten (10) staff will be required to run an internet/telephone
election. No additional staff would be required, as the existing Township staff
complement would be sufficient.
• Costs associated with staffing a paper ballot with tabulator election is $20,000
compared to an estimated $10,000 for Internet/Telephone Voting, plus the election
assistant time required
• Enhanced Focus on the Voters List: in past elections the Voters' list was
produced by MPAC; however, in 2024 Elections Ontario will assume the
responsibility for producing the Voters' list for municipal and school board elections;
therefore, enhanced focus is anticipated with this transition for the 2026 election.
With less preparation and planning required for the internet voting method, staff
should have time that will be required to review, maintain, and correct the
preliminary voters list within the tight timelines once received from Elections
Ontario.
• The voter's list is received in early August of the election year and staff must ensure
that the list is ready to be finalized and provided to candidates by early September.
The final voters list is also used to create the mailing list for the Voter Information
Letters, so it is extremely important that the data in the list is accurate.
• The preliminary list of electors will have approximately 22,000 to 25,000 eligible
electors for the 2026 election. As such, the following review is required:
• Review and removal of duplicates.
• Review of all street names for consistency (i.e. Road v Avenue v. Street,
etc.). These inconsistencies create difficulty for candidates when using the list
for campaign purposes.
• Additions and changes based on notices of ownership change through sales
from the time the list is sent to the Township from Elections Ontario to the
time the list is finalized.
• Review and removal of deceased persons.
• Comparison to changes made during the past election to ensure they were
captured by Elections Ontario correctly.
As noted above, new for the 2026 election the voter's list will be produced by and
provided to the municipality by Elections Ontario. It is a fluid document and despite
collaborative efforts from all of the stakeholders involved there are always
anomalies that occur during any election.
Elections Ontario is citing that tenants\renters will continue to be the biggest issue
leading up to any election, as they have a tendency to relocate to their new place of
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residence without notification or making the necessary changes online as to their
new place of residence.
Elections Ontario has been working collaboratively with MPAC and an Election
Committee in preparation of their new responsibility for the Voter's list, commencing
in 2024.
As noted previously, the onus is on the elector to ensure they cast an eligible vote.
In accordance with the MEA, anyone can enter the in-person voting place and
complete an eligibility declaration form and be permitted to vote, as they may have
just moved to the area and have no identification with the new address. Once they
complete an eligibility form the onus is on the elector to be casting a legal vote. It is
important to note that it is a criminal offence to vote illegally and again the onus is
on the elector to ensure they only vote once.
During the 2022 election, staff received numerous complaints regarding the method
chosen with individuals requesting Internet/Telephone Voting instead; no positive
feedback was received in support of the paper ballot methodology. Internet
/Telephone Voting would provide electors with the voting option that would address
the complaints received and by providing electronic in-person voting on election
day, the "in-person election day atmosphere" would be preserved. Campaigning
for Candidates: With electronic voting, candidates have access to an electronic
voters' list, which provides them with real time access to those who have and have
not voted. As voters cast their ballot, candidates will see their name stricken from
the voters list. This provides candidates with an opportunity to target electors who
have not voted and focus their attention to this group.
• Environmental: There would be minimal paper required as there would be no
printing of ballots and a reduced carbon footprint due to the reduction of travel to
voting locations no longer required by electors.
Cons
Security/Voter Identification/Service Interruption
While the above detail outlines the advantages of this internet voting method, there are
potential areas of concern that will require consideration and management.
• Security: While security of Internet voting and fraudulent activity is always an
expressed concern, staff are not aware of any fraudulent behaviour related to the
2022 elections to date. Technical protective measures decrease the likelihood and
effectiveness of these threats. Proper testing and auditing throughout the various
implementation phases also serves to protect the voting system from external
threats. Internet voting platforms utilize the same stringent access methodologies
and encryption principles which protect internet banking sites and Electronic
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Medical Records (EMR) systems. Although there have been documented cases of
malicious attempts designed to comprise an online voting system, there are no
known controverted elections resulting from the use of an internet voting channel.
• Voter Identification: Validating the identification of voters is another concern often
noted. As a result, voter authentication practices commonly exist as part of any
online voting system and can be customized to include use of personalized security
questions, CAPTCHA challenges, and/or unique identification codes (e.g. "vote-
TANs"). There are also procedural controls in place to authenticate potential
electors. For example, only electors on the voters' list receive credentials which can
be used to register to vote and/or vote online. An individual may be added to the
voters' list but first must validate their identity by submitting an acceptable form of
personal identification to a designated Election Official.
Notwithstanding the process to validate the voters' list and the various techniques
noted above, it will always be more difficult to validate voters using an unsupervised
voting method. That is not to say that supervised voting methods are infallible in this
regard, only that the prospect of abuse is greater in an unsupervised voting channel.
That said, Section 89 of the Municipal Act is applicable in that the legal responsibility
of upholding the integrity of the voting process rests with the voters themselves.
Important to note that fraudulent voting is a crime and is subject to prosecution.
Internet voting products have continued to develop in response to common concerns
expressed about the technology or the associated processes, some products have
the capability to create ballot images representative of the online ballots cast. If a
manual recount is ordered, these images can then be physically produced and run
through tabulators along with manually marked ballots.
• Potential Interruptions in Internet Services - Back-up plans and redundancies
must be put in place in the event of an interruption in internet services or slow downs
in internet service during the voting period. As the voting period occurs over a number
of days, there are many opportunities for electors to cast their ballot, should they
experience a service interruption. The following back-ups and redundancies would
be put in place to mitigate any service interruptions:
o Service interruptions during advanced voting - Due to the length of
advanced voting, any interruptions in service due to internet outages are
mitigated as electors can chose to cast their ballot anytime during that
period. An extended interruption is highly unlikely, but a backup plan
would be prepared in the event one should occur.
o Service interruptions on Election Day - A service interruption on
Election Day would need to be treated differently than during an advanced
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vote. If the interruption is short and earlier in the day, no remedial action
would need to be taken. Should an interruption last an hour or more or be
after 4pm, the Clerk would need to determine if voting hours should be
extended. The Clerk has legislative authority to extend voting hours for
any purpose deemed as an emergency. As an example, if a service
interruption took place for 2 hours on the afternoon of Election Day, it
would be appropriate for voting to be extended by 2 hours.
• Back-up plans for the voting location would include:
- Use of "hot-spotting" cellular data to the tablets used for in-person internet
voting to ensure electors attending the polling location are able to cast their
ballot in the event of an internet outage.
- Promotion of telephone voting, with back-up phones for electors who are
attending in-person.
It is important to note that an internet service disruption would also affect an in-
person traditional paper election, as access to the voters list (to ensure the elector
has not already voted and additions/amendments to the voters list) requires
access to the internet. Without an internet connection, in-person traditional paper
voting would require manual strike off from the voters' list, subsequently creating
increased line ups. Such a slow down was experienced with DataFix servers
during the 2022 election and while an extension of voting hours was not required a
manual back up plan was implemented for recording electors until such time as
access was available to update the electronic voters' list.
Option #1 Internet/Telephone Voting is being recommended by staff because of the
public interest expressed during the 2022 election, it is in keeping with the preferred
method of other municipalities, it is the most accessible, the least labour intensive and
the most cost-effective voting method, hence its increase in popularity.
Option # 2 - Hybrid Method — Internet/Telephone Voting and Paper Ballots with
Tabulators
This combination was pursued by quite a few municipalities in the 2018 Municipal
Election as a way to provide a balance of voting options. As previously noted above,
the Township of Oro-Medonte provided this combination of voting options in 2018;
however, the majority of electors used internet/telephone voting vs paper ballots at polls
(6,397 vs 1 ,359). This average of internet/telephone voting vs poll participation
generally held true across the municipalities that provided these two voting options.
Staff are very familiar with this process. However, given the number of voters favouring
internet/telephone voting in the 2018 election and reiterated by the public during the
2022 election, the number of Ontario municipalities who have moved to
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internet/telephone voting only, the increased understanding relative to use and comfort
in technology since COVID-19, as well as the opportunity for cost saving with the in-
person electronic voting, staff are not recommending a hybrid method for the 2026
election.
As noted above, hosting an election via a Hybrid method equates to staff running two
separate elections which is extremely costly.
Pros
• Improvements - election vendors have made improvements to the administration of
a hybrid voting method with a live/real-time sync of who has voted, eliminating the
concern that people could try and vote twice.
• Flexibility - Hybrid voting models do provide flexibility for the voter; however, they
also result in higher election costs in order to ensure their proper administration due
to two voting systems being run simultaneously.
Cons
• Hybrid Election Method - Any of the hybrid voting models equates to staff running
two separate elections at the same time.
• Double the work - Due to the processes, manuals, training, auditing,
advertisement, education for electors being two separate individual processes for
internet/telephone and pre-printed paper ballots with tabulator systems this may
impact staff's ability to attend to other election and divisional responsibilities.
• Short timelines - the shorter nomination period essentially compacts the work
functions required for an election into a much shorter timeframe, such functions
include due dates for manuals, ordering and review of ballots/proofing of various
documents and testing of the systems.
• Budget - costs associated with a hybrid election would be extensive due to cost of
equipment and supplies required and election staff resources.
• Accessible voting locations — without the use of school facilities accessible voting
locations within the Township can prove to be a challenge.
• Public Safety - the pandemic will forever remain as a reminder of how vulnerable
the public health situation can be.
In addition to the cost of the equipment and service provision for internet voting system
detailed above, this option does not include the costs of advertising, poll rentals,
tabulator rentals, pre-printing of ballots, health & safety measures and external staff, if
required. This option is anticipated to cost in the order of $90,000 to $120,000.
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Option #3 - Vote by Mail
Vote by Mail is a unique system created by Canada Post many years ago with the intent
to make it easier for remote communities to vote and was the preferred alternative
method offered for the Federal Election in September 2021 .
With this system, voters receive a voting kit which contains a voter declaration form,
ballot, secrecy envelope and return envelope. Voters would complete their ballot and
then place it in the secrecy envelope. They would then sign the declaration form, and
put it with the secrecy envelope in a pre-paid return envelope.
Returns are collected into ballot boxes, and starting a week out from the election a small
election staff will open the return envelopes, strike the elector off the voters' list as
having voted, and then place the still sealed secrecy envelope containing the ballot into
anew ballot box thereby eliminating any link between the voter and their ballot. These
ballots remain in their secrecy envelopes until Election Day. On Election Day these
ballots are taken to a secure location where they are removed from the secrecy
envelope and tabulated.
With this system, voting can occur over a two to three-week period from the date that
the voting kits hit the mail system up until Election Day. The voting kit clearly identifies
a 'drop date' by which completed kits must be put into the postal system for Canada
Post to guarantee delivery. Staff would work with local Canada Post staff to ensure that
any returns placed at the local postal office are collected immediately after the 'drop
date' to ensure that they are received on time. In addition, a voter assistance kiosk
would be set up at the voting location for any voter to access.
It is anticipated that equipment and service provision for Vote By Mail would cost in the
order of$75,000 to $85,000 plus inflation and the additional election costs for
advertising, staffing resources, printing of voter kits, etc. For this method, only in-house
staff would be required to open, separate the declaration form from the secrecy
envelope and scan the declaration form to strike the voter from the voters list. As with
any alternate voting method, there would be additional costs related to communication,
outreach and advertising above normal statutory advertising.
Staff are not recommending this method, even if offered as a hybrid option, as only one-
hundred and eighty-nine (189) electors chose to or were able to utilize this option during
the 2022 election. Staff received many calls from electors requesting the Vote by Mail
kits, but because of the timelines between approval of the Preliminary Voters' list, close
of nominations and ballot proofing and preparation of the kits, snowbirds, seasonal
residents and other electors had already departed on their travels before the ballot kits
would arrive. Staff also determined that while it is extremely important to enfranchise
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every elector with their right to vote, the vote by mail method of voting was cost
prohibitive given the volume of management and personnel resources required to
facilitate the process. However, if done as a stand along option, it would require less
staff to facilitate than a traditional paper ballot.
Pros
• Quasi-Convenience — Voting kits are mailed to all electors at their preferred
mailing address and electors are able to vote from the comfort of their home.
• Processes —As a standalone option Vote-by-mail eliminates the need for proxy
voting and in-person voting which eliminates the need for physical voting
locations, saves staff time, resources and planning associated with these
processes.
Cons
• Accessibility — while the ballot is sent directly to the electors home, they still
need to leave their home to mail the ballot kit back to the municipality within a
restricted period of time or rely on someone else to deliver the ballot kit on their
behalf.
• Security from the public's perspective —Vote-by-mail presents the possibility
of forged ballots or mail fraud such as opening or tampering with the mail or
altering ballots. Although these concerns are limited, over the years this method
has been cause for concern from the public perspective.
• Resources —Vote-by-mail can get expensive considering the cost for postage x
2 (mail out and return of vote by mail kits) and education campaigns required to
ensure electors are aware of how to register to vote and how to vote using this
method.
• Potential Barriers — Vote-by-mail requires a more extensive timeframe to get
the voting kits mailed out while ensuing enough time for the ballots to be returned
by Election Day. For example, a barrier is created when non-resident voters who
may not receive their voting kit and are unable to pick one up prior to Election
Day. This was definitely proven as an issue during the 2022 election, as well as
the tight timelines between close of nominations, proofing of ballots and mailing
out of ballot kits. There is also an additional barrier in the event of a postal strike.
• Effects on Campaigns — Voters may feel pressure to complete their ballot so
they can be mailed back in time which would affect the campaign period, there
would be little value in candidates campaigning close to Election Day as vote by
mail ballots must be returned to the municipality by mid-October.
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Option #4 - Traditional Paper Ballots at polls, with Tabulators
This is the most traditional voting method. Electors receive a voter notification card with
their polling location and attend a local polling station in order to cast their vote. The
vote is then tabulated onsite, which if all goes according to plan, does deliver election
results in a timely fashion at the close of the vote.
This is considered the most restrictive voting option, as voting is fixed to polling
locations during set hours that often may not meet the needs of all voters and is not as
accessible as other methods. Proxy voting has been viewed as an option for electors to
vote when they cannot attend a poll to vote themselves; however, while proxy voting is
permitted, this system relies on one voter trusting someone else to cast their vote for
the candidate of their choice and does not allow the voter to cast their own ballot.
Pros
• Familiarity - The traditional vote in-person method is the most familiar to electors
and is used in various Provincial and Federal government elections, but not the
preferred method expressed to staff during the 2022 election.
• Communications - As most residents are familiar with this method, it would
require minimal education or instruction throughout the process.
• Trusted method - Offering a secure and monitored location for electors to cast
their ballot. Polling stations are monitored by municipal staff, volunteers, and
scrutineers, to ensure all votes are cast in a secure environment and that all
ballots are accounted for in a controlled process. However, this perception
appears to be changing with the increase of public trust in the online voting
systems being utilized.
Cons
• Public Perception — based on the feedback received from the public during the
2022 election traditional voting is now perceived by many electors as an
antiquated method of voting in comparison to the convenience of internet
/telephone voting.
During the 2022 election many electors voiced their opinion with respect to
having to stand in long line ups, concerns of public safety given the residual fears
surrounding the pandemic, some electors went so far as to claim
disenfranchisement of electors by not being offered internet voting.
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• Resources — Voting in-person requires significant staff time and resources
during the election. This option requires the largest number of election staff, and
equipment with an estimated cost for this voting method being in the order of
$100,000 to $120,000, plus regular elections costs such as advertising, poll
rental, health & safety measures etc. It is important to note that there were fifty-
six (56) election staff required for the 2022 traditional paper ballot election versus
eleven (11) election staff required for the internet/telephone voting method in
2018. As noted earlier in this report tabulators were also a limited resource
during the 2022 election.
• Less accessible — Voting in-person is the most restrictive voting option as it
requires fixed voting locations during set hours which may not meet the needs of
all electors. Those who are unable to easily leave their home due to mobility
issues, transportation issues, travel or simply due to work/life schedules may
have a hard time voting. This can contribute to lower voter turn-outs and
disengagement of the community with its election process.
• Proxy voting - is an option where an elector can allow someone else to vote on
their behalf if they cannot attend the polling location themselves. This system
relies on the elector to trust someone else to cast their vote for the candidate of
their choice and may not be a favourable option for some. Proxy voting is
complex and requires the elector to complete a form, witnessed by a
Commissioner of Oaths and then brought to the voting location by the proxy. For
these reasons, this method could result in barriers for some electors.
• Accessible polling locations — staff reviewed the accessible voting locations
within the Township and with the exception of Big Cedar Clubhouse, the two Ski
Resorts there was limited facilities that could serve as voting locations due to
accessibility and connectivity capabilities. The use of public schools, many of
which are accessible, cannot be relied upon as election sites as was experienced
in the 2022 election and the interventions required to enable school use.
Following the approval of use of the schools staff learned that one of the schools
was not accessible and therefore a change to a Vote Anywhere election was
required in order to accommodate all elections in accordance with the
Accessibility for Ontarians with Disabilities Act and resulted in increased staff and
supply costs through the addition of a second voting location in Ward 3.
• Time change — polls close at 8.00 p.m. and with the spring\fall time change,
adequate outside lighting at voting locations was another concern from a safety
and accessible standpoint.
Staff are not recommending traditional paper ballot with tabulators, due to the
challenges experienced with the 2022 election; obtaining and retaining election
personnel, limited supply of tabulators as previously noted above, restricted
accessible voting locations, extensive costs and last but not least the volume of calls
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received from the public requesting internet voting as the preferred voting method
option.
Guiding Principles Evaluation
• Maintaining the secrecy and confidentiality of the voting process and individual
votes,
• Providing an election that is accessible to the electors,
• Providing an election that is fair and non-biased,
• Ensuring the integrity of the process is maintained throughout the election,
• Ensuring the results of the election reflect the votes cast, and that valid votes be
counted, and invalid votes be rejected so far as reasonably possible, and
• Ensuring voters and candidates are treated fairly and consistently.
In evaluating the Guiding Principles noted above, staff determined the following:
Internet/Telephone voting met all six (6) principles
Hybrid Voting met all six (6) principles
Vote By Mai met four (4) of the six (6) principles
Paper Ballot with Tabulators met three (3) of the six (6) principles
Costing Estimates Comparison Chart —All Voting Methods
Voting Method Approx. Cost
Recommended - Internet Voting $70,000 to $80,000.
plus additional costs
Hybrid Model: Internet/Traditional Paper Ballot on Request $90,000 to $100,000.
with Tabulator(s)
In Person: Traditional Paper Ballot with Tabulators $100,000 to $120,000
Vote-by-Mail $75,000 to $85,000
Additional costs for advertising/promotional materials (pens/styluses), statutory notices
in newspapers, health & safety measures, lieu time for staff to attend various events to
promote the election/voters list/ prior to advanced voting are not included in this figure.
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These additional costs are estimated to be approximately $20,000 to $30,000 plus
inflation costs.
Advertising will be increased to ensure early and timely communications with respect to
Voter Look Up, transition from MPAC to Elections Ontario Voters' List, Voting
information, election information to avoid misinformation, third party advertising
information, etc. Safety protocols and additional supplies are included in the above
estimate.
It should be noted that the numbers provided within this report are estimates only. Final
pricing would be confirmed in late 2025 early 2026 once Service Provision RFP's are
completed. These estimations are intended to provide a comprehensive overview and
enable individuals to make informed decisions by gaining a clear picture of the financial
landscape.
Financial/Legal Implications/ Risk Management
An annual allocation of$40,000.00 is made to the election reserve fund; as such, it is
anticipated that there would be no negative impacts to the budget, as all necessary
funds for the 2026 Municipal Election would be available in the Elections Reserve
through these annual allocations. Any remaining funds following the 2026 election will
be kept in the reserve for future elections.
Policies/Legislation
Municipal Act, 2001, as amended
Municipal Elections Act, 1996
2024/2026 Budget
Corporate Strategic Goals
• Modernize Township Services
o Improve Delivery Services
Consultations
Service providers
Municipal Clerks
Attachments
Appendix A - Voting Method Details
Appendix B - Association of Municipalities of Ontario (AMO) Election Statistics
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Conclusion
Staff are recommending Option #1, internet/telephone voting as the most accessible,
accommodating and cost-effective alternative voting method for the 2026 municipal
election.
Respectfully submitted,
Yvonne Aubichon, Clerk
Approvals: Date of Approval
Donna Hewitt, Director Corporate Services June 30, 2023
Nelly Morrow, Director Finance/CFO June 14, 2023
Robin Dunn, CAO July 5, 2023
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Appendix 'A"
Voting Methods Review — How each voting method works
Internet Voting:
Internet voting can be conducted in the following ways:
• remotely, from the comfort of someone's home, work or other location using their
personal computer, tablet or smartphone anywhere there is an internet connection.
• within a physical voting location supervised by election workers on an electronic
device (tablet or computer).
• A combination of the above methods.
To vote online, a voter enters the website address provided on their Voter Information
Letter into a web browser on a computer, tablet or smartphone to go to the secure internet
voting website dedicated to the municipality. They will first register to vote online, which
requires that they enter the unique voter ID and PIN provided on their voter notification
card and verify other personal information to confirm their identity. This usually asks for
the voters' birthdate. This automatically checks that they are eligible to vote if all
information matches the voters' list.
The voter will be asked to accept a voter declaration statement indicating that they are
aware of offences and penalties under the Municipal Elections Act and that they are not
committing fraudulent or corrupt acts by voting. The voter then receives their ballot.
Instructions are provided on how to mark and navigate from one race to the next. Once
the voter has completed all races on the ballot, they are presented with a confirmation
screen which provides an overview of how each race is marked and shows any warning
messages if the voter has left any races blank, under-voted or over-voted. This is an
opportunity to update the selections.
Once everything is marked as intended, the voter clicks the `cast ballot' button. If the voter
is disconnected before selecting `cast ballot', their voter credentials are still valid. They
simply have to re-log in to the internet voting system and would begin marking a blank
ballot again. The ballot is only cast when the voter provides final confirmation to cast it at
the very end. When a voter casts their ballot online, the ballot is sent through an encrypted
channel to secure servers. Ballot information is encrypted to protect the information on
the ballot and hash coded to ensure the ballot is not altered by malicious intent before
reaching the election servers.
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Once at the application servers, the integrity of the information is then verified one last
time against business rules then the ballot is stored on secure servers. It is stored with
an electronic audit trail that can be used to audit, investigate or conduct a recount if
needed. This includes the storing of IP addresses for auditing purposes should there be
concern of fraudulent voting. Once a ballot is cast the voter is struck off the voters' list
and cannot receive another ballot online or at an in-person voting location.
Telephone Voting
Telephone voting is an alternative voting method which allows voters to complete a ballot
using any point-to-point telephone connection. Qualified electors on the voters' list receive
a Voter Information Letter containing instructions on how to dial in to access the system
as well as how to navigate the audio ballot. Most interactive telephone voting systems
rely on the voter to interact with the audio ballot by way of dialing on the keypad in relation
to response requests, however, the potential exists to use voice activated responses to
navigate and complete an audio ballot.
After voting selections have been made for each office, the voter is prompted to review
their decisions and continue on. Once the ballot is completely "marked" by the voter, they
are then asked to review their selections prior to submission. Once submitted, the
respective data is transferred to a secure server which effectively separates the voters'
identity data (name, phone number etc.) from their ballot data. The former serves as the
master voters' list identifying, in real-time, those electors who have voted and the latter
represents pending results which are not tabulated until the end of voting day.
Telephone voting is most commonly employed as part of a multi-channel voting solution
in conjunction with remote internet voting. Telephone voting provides for an enhanced
level of convenience as it allows voters to cast their ballot remotely from anywhere they
have access to a phone line at any time within a defined voting period. A telephone-based
system is also better able to fully qualify voter intent through use of automatic controls. In
other words, the system could be programmed to disallow a voter from proceeding to the
next office if their current selection resulted in an over-vote. This all but eliminates
unintentional spoiled ballots, a control which can also be engaged on vote
scanners/tabulators.
One of the most commonly cited concerns regarding telephone voting has been that it
can take a significant amount of time to navigate through and complete an audio ballot.
A ballot for a local municipality in Ontario can consist of a multitude of offices with which
to vote including municipal candidates and school board candidates. Depending on the
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number and sequencing of selections and the review options engaged, a lengthy audio
ballot can even serve to disengage and confuse voters. Furthermore, the clear
pronunciation of candidate names can be a challenge if call quality on either end is
compromised. Other documented issues relate to network congestion as the host
telecommunications system must be able to support call volumes that are often difficult
to predict. As with most technology solutions, the overall cost of telephone voting can
fluctuate based on the scale and composition of the system. Often, the largest
contributor to cost in this regard relates to the capacity of the system to be able to
support high volumes of traffic and its ability to provide for an adequate backup system.
Traditional Paper Ballot with Tabulators
In the lead up to the election, voters receive a Voter Information Letter advising them of
voting locations, voting dates, how to cast their ballot and identification requirements.
Voting can take place at an advanced voting Iocation(s), and at voting locations on
Election Day. Advanced voting locations are generally scheduled within the 2 weeks
leading up to Election Day and are established by the Clerk. Having advanced voting
locations provides voters who are not available on Election Day the opportunity to vote,
and it also alleviates the number of persons visiting voting locations on Election Day.
Upon entry to the voting location, election staff will view an elector's Voter Information
Letter along with acceptable identification. If satisfied that the elector is eligible to vote,
the election staff will provide them with a paper ballot and direct them to a privacy
screen to mark their ballot. Once marked, the elector will insert it into a tabulator that
records their vote on an internal memory card. Upon the close of polls, all memory
cards are securely brought to a central location and collated to determine election
results. Unofficial results are certified by the Clerk and the successful candidates
announced.
Vote-by-mail
The vote-by-mail method requires vote-by-mail kits that contain a ballot, secrecy folder,
voter declaration card and a return envelope with postage pre-paid, to be sent to each
elector listed on the final list of electors, several weeks in advance of election day,
approximately one (1) month.
Once received, a voter would mark their ballot and seal it inside the secrecy envelope
provided in the vote-by-mail kit. They would also sign their voter declaration card and
mail it/deliver it along with the secrecy envelope back to the Administration Centre using
the provided return envelope. The voter declaration card acts as an affidavit or solemn
oath and must be signed in order for the ballot to be counted.
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When election officials receive the returned envelope, they will open the vote-by-mail
package and separate the voter declaration card from the ballot, which is kept secret
and sealed in the secrecy envelope. Election officials review and scan the voter
declaration card to automatically strike that voter off the voters list. This is completed in
pre-scheduled sessions with candidates appointed scrutineers in attendance to view the
process. This is an important step to ensuring a secure voting process by verifying the
details on the voter declaration card and confirming that the voter is struck off the voters
list at the time the mailed ballot is received. They will take the secrecy envelope
containing the ballot and place it in a ballot box for safe keeping until Election Day. At
the end of the session, the ballot box will be sealed and all scrutineers in attendance
initial or sign the seal. At the next scheduled session, the sealed ballot box is inspected
by the scrutineers and then opened for the addition of more ballots. This process is
repeated as necessary leading up to Election Day. Multiple ballot boxes may be used
for this process as they start to reach their capacity.
If the voter declaration card is not signed, the ballot cannot be accepted or counted.
These vote-by-mail packages will be separated out and securely stored should
candidates or scrutineers wish to review this decision at the time of vote counting.
On Election Day, tabulators will be deployed at the election office. At the start of the
scanning process, a report will be run to demonstrate to all officials and scrutineers that
the results database is empty, and all candidate totals are zero. Secrecy envelopes
containing ballots, which are anonymous and separated from anything identifying the
voter, would then be opened. Ballots would be flattened and stacked in batches by
election staff, and the batches would then be placed in the feeding trays of the
tabulators. After the close of voting locations on Election Day, the vote by mail results
would be counted and announced at the same time as unofficial results on election
night.
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Staff Report Proud Heritage, Exciting Future
To: Council
From: Donna Hewitt, Director Corporate Services, Robin Dunn, CAO
Meeting Date: July 12, 2023
Report No: CS2023-23
Subject: Township Legal Expenses — Q1 (January — March) 2023
Type: Requires Action or For Information Only _X_
Motion No.
Recommendation
It is recommended:
1 . That Report CS2023-23, Donna Hewitt, Director Corporate Services and Robin
Dunn, CAO re: Township Legal Expenses — Q1 (January — March) 2023 be
received for information only.
Background
As noted in Report CS2023-16, presented to Council at the April 26, 2023 meeting,
Township staff have regularly reported to Council on legal files and associated
expenditures. This reporting has occurred on a semi-annual basis in Closed session,
where members of Council received briefings on file progress from legal counsel and
were provided the opportunity to seek clarification on litigation matters.
With a desire for greater transparency, staff modified the reporting structure in 2023
such that financial information can be shared in a manner which continues to respect
the legislative requirements of the Municipal Freedom of Information and Protection of
Privacy Act (MFIPPA) and protects the Township's strategic position with respect to
ongoing litigation and prosecutions.
Department July 12, 2023
Report No. CS2023-23 Page 1 of 4
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Analysis
A number of files remain on-going as the Township continues to enforce its bylaws and
respond to the needs of its residents to protect quality of life. In some cases, the
Township continues to find itself responding to challenges made by individuals and
businesses who do not like the decisions made (lengthy OLT appeals is an example of
such actions).
The Township has been pursuing, where possible, alternative dispute resolution
mechanisms as alternatives to costly legal measures. We will continue, working with
Council to enable these strategies however, it should be noted that success utilizing
these approaches requires active participation and desire from all parties and this may
not always be the case.
The following summarizes Township legal expenditures for the period of January 1 to
March 31, 2023:
Department Status 2023 Q1 2023 Budget
Expenditures
CAO's Office (HR) Labour and employment law $5,068.67 $40,000.00
Corporate Services Support with several FOI $2,529.75 $10,000.00
(Land, FOI, requests and appeals to
MFIPPA) the IPC.
Real Estate & Land $1 ,093.55 $5,000.00
Matters
Development OLT Appeals & General $7,000.03
Services Planning Matters
(Planning,
Building, Short Term $123,382.70
Municipal Rentals
Law) DS TOTAL $130,382.73 $100,000.00
Building/Septic Matters $348.38 $20,000.00
Municipal Law Enforcement $0.00 $0.00
Finance $0.00 $0.00
Emergency Support related to Shanty Bay $440.98 $0.00
Services Hall Construction
Page 115 of 199
12.a) CS2023-23, Donna Hewitt, Director, Corporate Services; Robin Dunn,...
Operations & Support related to road $1 ,505.10 $12,100.00
Community matters (agreements, drain
Services work, easements etc.)
Matters pertaining to Parks $248.80 $2,500.00
& Recreation
Shared Services General Matters (not $61,056.82
Department specific)
Cannabis $34,255.72
TRY Recycling $6,445.22
Shared TOTAL $101 .757.76 $150,000.00
Environmental Zone 1 Integration $77,009.16 $70,000.00
Services
Municipal Service Corp. $2,641.28
Integrity Commissioner $4,313.35 $18,000.00
Closed Meeting Investigator $0.00 $0.00
TOTAL $327,339.51 $428,900.00
Financial/Legal Implications/ Risk Management
In the majority of cases, activities remain within approved budget allocations.
Policies/Legislation
Municipal Freedom of Information & Protection of Privacy Act (MFIPPA)
Municipal Act, 2001
Corporate Strategic Goals
Prepare for our Future
Modernize Township Services
Consultations
Chief Financial Officer\Treasurer
Page 116 of 199
12.a) CS2023-23, Donna Hewitt, Director, Corporate Services; Robin Dunn,...
Attachments
NA
Conclusion
Staff and Council are committed to bringing legal files to a successful conclusion as
quickly as possible to avoid unnecessary legal expenses. Staff will continue to provide
updates to Council and the public on a quarterly basis as established earlier in 2023.
Respectfully submitted,
Donna Hewitt, Director Corporate Services June 30, 2023
Approvals: Date of Approval:
Nelly Morrow, Director Finance/CFO June 30, 2023
Robin Dunn, CAO July 5, 2023
Page 117 of 199
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15.a) Minutes of Barrie Public Library Board meeting on Thursday, May 25...
Barrie Public
LIBRARY
BOARD MINUTES
BOARD MEETING : #23-03
DATE: THURSDAY, MAY 25, 2023, 7: 00 PM
LOCATION : DOWNTOWN — ANGUS ROSS MEETING ROOM
tin Mitchell (Chair), Amy Courser (Councillor), John Bicknell, George Hawtin,
risa Little
1k1111FRobin
essop, C. Vanderkruys, J. Little, A. Schroeder, L. LaFleshe
Munro, Michael Sauro (Vice-Chair), Nigussie Nigussie (Councillor)
• - K. Bouffard
1. Call to Order, Welcome and Land Acknowledgment
The meeting was called to order at 7:04 pm
2. Confirmation of Agenda
The agenda was confirmed.
3. Conflicts of Interest
No conflicts were declared.
4. Delegations — None
There were no delegations.
5. Board Development — Trends in Intellectual Freedom Challenges
L. Jessop provided highlights on trends in intellectual freedom and the role the Library
Board plays in supporting this. The Urban Libraries Council Declaration of Democracy
and the Library's Foundational Principles will be reviewed at the next Board meeting.
Consent Agenda
6. Board Meeting Minutes
7. CEO's Report
8. Canada Emergency Wage Subsidy (CEWS) Liability Update (quarterly)
9. Correspondence — Budget Letter to Mayor and Council
10.Closed Meeting Board Meeting Minutes
11.Deferred Items
a. Financial Migration
Page 1 of 3
Page 131 of 199
15.a) Minutes of Barrie Public Library Board meeting on Thursday, May 25...
Barrie Public
LIBRARY
BOARD MINUTES
b. CEWS Liability
c. Succession Management Plan
Agenda
12.Items held from the Consent Agenda
Discussion on the Hub about the CEWS funding. It may not be appropriate at this time for
this to be moved to Library Reserves. C. Vanderkruys will speak to City of Barrie
Finance about interest on these funds.
Motion #23-18 GEORGE HAWTIN -MERISSA LITTLE
THAT the Barrie Public Library Board adopts the consent agenda for Board meeting
#23-03 dated Thursday, May 25, 2023. CARRIED
13.Flooring Closure
The planned fix for the terrazzo flooring in the Downtown Lobby is not going to provide a
long-lasting surface, so City Facilities is working with a contractor to find an
alternative solution. The motion passed at meeting #23-02 will need to be
amended.
Motion #23-19 JOHN BICKNELL - GEORGE HAWTIN
THAT the Barrie Public Library Board amend motion #23-12 "the Barrie Public Library
Board approve the closure of the Downtown Library for up to five consecutive
days in June 2023, including a one-day system-wide closure, with dates to be
determined, to accommodate the lobby flooring project, and staff development
activities." to strike the words "in June 2023" and insert the words "to be
scheduled to minimize the impact to the public.". The amended motion will read
"the Barrie Public Library Board approve the closure of the Downtown Library for
up to five consecutive days, including a one-day system-wide closure, with dates
to be determined, to accommodate the lobby flooring project, and staff
development activities, to be scheduled to minimize the impact to the public."
CARRIED
14.Board Committees
14.1 Personnel & Finance
Personal & Finance will be meeting in June to review a few policies.
14.2 Community & Governance
14.2.1 Announcements
Ward 4 Spring celebration is this Saturday at Sunnidale Park, the
Library will be there.
14.2.2 Patron Conduct Policy
Page 2 of 3
Page 132 of 199
15.a) Minutes of Barrie Public Library Board meeting on Thursday, May 25...
Barrie Public
LIBRARY
BOARD MINUTES
Motion #23-20 AMY COURSER - MERISSA LITTLE
THAT the Barrie Public Library Board approve revisions to the Patron
Conduct Policy as recommended by the Personnel & Finance
Committee, as amended. CARRIED
15.Report of the Chair— Verbal Report
• The Board is still short one trustee, and City Clerk will present the previous
applicants to Council in June, in hopes of selecting a new member for the
September meeting
• The budget letter has been sent to Council, but has not gone into the circulation
list yet
• The meeting surveys are sent out after the meetings, please post any comments
and share any personal items directly with Lauren and/or Austin
• L. Jessop will keep the Board up to date on the One Community Solutions pilot
project
• A motion regarding homelessness was passed by Council, and L. Jessop will
provide us with any updates
• We will add "ONCA's Impact on Public Libraries" to our deferred items
• We will add "Quarterly" to the CEWS Liability update in the deferred items list
16.Closed Meeting - None
17.Date of Next Board Meeting
Thursday, June 22, 2023 7:00 pm
18.Adjournment
The meeting was adjourned at 8:30 pm
Page 3 of 3
Page 133 of 199
15.b) Minutes of Lake Simcoe Region Conservation Authority meeting held ...
Lake Simcoe Region Conservation Authority
Board of Directors' Meeting
Board of Directors' Meeting No. BOD-05-23
Friday, May 26, 2023
120 Bayview Parkway, Newmarket
Meeting Minutes
Board Members Present
Councillor P. Ferragine (Vice Chair), Councillor F. Drodge, Councillor A. Eek, Regional Councillor
B. Garrod, Mayor R. Greenlaw, Mayor V. Hackson, Councillor S. Harrison-McIntyre, Councillor D.
Le Roy, Mayor I. Lovatt, Councillor C. Pettingill, Mayor M. Quirk, Councillor C. Riepma,
Councillor M. Thompson
Board Members Absent
Regional Chairman W. Emmerson (Chair), Councillor S. Bell, Councillor B. Hamilton, Deputy
Mayor and Regional Councillor T. Vegh, Councillor E. Yeo
Staff Present
L. Aspden, R. Baldwin, T. Barnett, A. Brown, K. Cheney, M. Critch, A. Cullen, B. Ginn, D. Goodyear,
D. Lembcke, G. MacMillan, S. McKinnon, G Peat, C. Sharp, C. Taylor, K. Yemm
Visitors Present
A. Coleman
I. Land Acknowledgement
Vice Chair Ferragine acknowledged the Lake Simcoe watershed as traditional Indigenous
territory and thanked all generations of Indigenous peoples for their enduring and unwavering
care for this land and water.
II. Declarations of Pecuniary Interest or Conflict of Interest
None noted for the meeting.
III. Approval of Agenda
Moved by: F. Drodge
Seconded by: A. Eek
Page 134 of 199
15.b) Minutes of Lake Simcoe Reg0oarPS1rMecYP01`99 At�ing�0.t tag held ...
Friday, May 26, 2023
Meeting Minutes
Page 2
BOD-067-23 Resolved That the content of the Agenda for the April 28, 2023 meeting
of the Board of Directors be approved as circulated. Carried
IV.Adoption of Minutes
a) Board of Directors' Meeting
Moved by: S. Harrison-McIntyre
Seconded by: R. Greenlaw
BOD-068-23 Resolved That the minutes of the Board of Directors' Meeting, No. BOD-
04-23, held on Friday, April 28, 2023 be approved as circulated. Carried
V. Announcements
a) CAO Baldwin introduced Angela Coleman, General Manager of Conservation Ontario,
who attended the meeting as a guest.
b) CAO Baldwin advised that Councillor Bryn Hamilton, the Board's representative from the
City of Barrie, will be stepping down from the Board due to a promotion in her full-time
place of employment.
c) CAO Baldwin was sad to announce the recent passing of Wil Wegman. Wil had a 30 plus
year career at the Ministry of Natural Resources and Forestry and was a strong advocate
for Lake Simcoe and the work of the Conservation Authority. Wil was one of the nicest
people you could meet and was a great friend to many Conservation Authority staff. Wil
will be sadly missed around the watershed.
d) CAO Baldwin was pleased to advise that the International Association of Great Lakes
Research conference took place a couple of weeks ago and included several
presentations by Conservation Authority staff. General Manager, Integrated Watershed
Management, Don Goodyear, spoke proudly of the presentations by staff, noting they
each represented the organization very well presenting on leading edge science, as well
as practical implementation programs. These presentations included our salt
management/reduction efforts by Pam Strong; our work on carbon sequestration by Bill
Thompson; land cover change and natural cover increase, also by Bill Thompson; our
climate change mitigation and adaptation program by Kaitlyn Read; tributary health and
the relationship to chloride concentrations by Rob Wilson; stormwater management
focus and progress by Sheida Moin; Lake Simcoe nearshore monitoring and trends by
Brian Ginn. Brian Ginn also co-chaired a Lake Simcoe session and presented on
phosphorus loading trends and the departure from expected relationships, known as
decoupling.
Page 135 of 199
15.b) Minutes of Lake Simcoe RegooarPSIrMecYPO"99eAt�ing�0.t tag held ...
Friday, May 26, 2023
Meeting Minutes
Page 3
VI.. Presentations
a) Phosphorus Loads to Lake Simcoe—2018 to 2020
Manager, Environmental Science and Monitoring, David Lembcke, provided an update on
phosphorus loads to Lake Simcoe from 2018 to 2020, noting that phosphorus loads to Lake
Simcoe is one of the key metrics used to assess lake health and efforts to manage phosphorus
within the watershed. The Lake Simcoe Protection Plan is focused on restoring a healthy and
sustainable cold-water fish community in Lake Simcoe. To help achieve this goal, the target of 7
mg/L dissolved oxygen at the end of summer was set. He explained there is a connection
between phosphorus loads and dissolved oxygen in a lake. Decomposing plants and algae use
up dissolved oxygen, and the amount of algae present in the lake is controlled to some extent
by in-lake phosphorus levels. These phosphorus levels are in-turn controlled by phosphorus
loading. In this way, the target 7 mg/L of dissolved oxygen is linked to an ideal phosphorus
loading goal of 44 tonnes per year. As such phosphorus loads have been monitored since the
1990s to track the total amount of phosphorus entering Lake Simcoe from all sources. The
report Phosphorus-Loads-Update-2018-2020 provides an update on the three most recently
calculated hydrologic years of 2018 to 2020.
To view this presentation, please click this link: Phosphorus Loads to Lake Simcoe 2018-2020
Presentation
Moved by: B. Garrod
Seconded by: M. Thompson
BOD-069-23 Resolved That the presentation by Manager, Environmental Science and
Monitoring, David Lembcke, regarding phosphorus loads to Lake Simcoe from 2018 to
2020 be received for information. Carried
Included in the agenda was Staff Report No. 24-23-BOD regarding phosphorus loads to Lake
Simcoe from 2018 to 2020.
Moved by: B. Garrod
Seconded by: M. Thompson
BOD-070-23 Resolved That Staff Report No. 24-23-BOD regarding phosphorus loads to
Lake Simcoe from 2018 to 2020 be received for information. Carried
b) Conservation Authority Lands Overview
Director, Conservation Lands, Phil Davies, provided an overview of Conservation Authority
owned lands, noting the Conservation Authority owns, manages or holds easements over 36
properties that include a range of landscapes, ecosystem types and recreational opportunities.
Page 136 of 199
15.b) Minutes of Lake Simcoe RegOoarPS1rMecYP01`99 At�ing�0.t tag held ...
Friday, May 26, 2023
Meeting Minutes
Page 4
Most of the properties are open for the public to visit and explore at their leisure, providing
communities with many benefits in addition to environmental conservation, offering
opportunities for passive recreational pursuits, including hiking, bird watching, dog walking,
picnics and other activities in all four seasons. He explained that properties are acquired
through purchases, donations, and transfers and include well-used and loved properties within
town centres and some more remote areas accessible only by foot or canoe. They range in size
from the 0.43ha Beaverton Dam Conservation Area to the 500ha Beaver River Wetland
Conservation Area in Brock Township. The Conservation Authority has been acquiring
properties since the 1950s, and the 358ha Lake Simcoe Conservation Preserve in Georgina was
the latest to be added in 2022. While staff manage the majority, all or a portion of some
properties are maintained under agreement by the host municipality. Durham Regional Forest
is owned by the Region and managed by the Conservation Authority under a formal Agreement
scheduled to expire in 2023. The Conservation Authority is also party to Conservation Easement
Agreements for two private property landholdings, playing a role in ensuring the long-term
protection of the natural heritage features they protect. Collectively, landholdings include
about 2,750ha of land with over 120km of trails.
Recently, eight properties were enrolled in the Federal government's Canada Target 1 Program,
an international commitment for protected areas to conserve 25% of Canada's lands and
oceans by 2025, working toward conserving 30% by 2030. These Conservation Authority lands
now count towards Canada's national and international area-based conservation targets and
will be publicly showcased for the contributions they make beyond the watershed.
To view this presentation, please click this link: Conservation Authority Landholdings
Presentation
Moved by: V. Hackson
Seconded by: I. Lovatt
BOD-071-23 Resolved That the presentation by Director, Conservation Lands, Philip
Davies, regarding Conservation Authority owned lands be received for information.
Carried
Included in the agenda was Staff Report No. 25-23-BOD regarding the Conservation Authority
owned lands.
Moved by: V. Hackson
Seconded by: I. Lovatt
BOD-072-23 Resolved That the Staff Report No. No. 25-23-BOD regarding the
Conservation Lands program be received for information. Carried
Page 137 of 199
15.b) Minutes of Lake Simcoe Reg0oarPS1rMecYP01`99 At�ing�0.t tag held ...
Friday, May 26, 2023
Meeting Minutes
Page 5
c) Lake Simcoe Conservation Foundation Overview
Lake Simcoe Conservation Foundation Executive Director, Cheryl Taylor, provided an overview
of the Lake Simcoe Conservation Foundation, noting it was incorporated in 1973 to aid the
Conservation Authority in the cultivation and advancement of conservation by serving as a
permanent custodian of their endowment funds. The Foundation has strong support of its
Board of Directors, who volunteer their time to further the vision and mission of the
Foundation. Over the years, the Foundation has supported hundreds of Conservation Authority
projects and outdoor education programs, while adhering to strict governance. The Connect
Campaign, the Foundation's first capital campaign, launched in 2018 and is well underway
raising funds for a much need new Nature Centre to house the Conservation Authority's
Education Program. To learn more about the Foundation, please visit their website through this
link: https://www.lakesimcoefoundation.ca/
To view this presentation, please click this link: Lake Simcoe Conservation Foundation
Presentation
Moved by: D. Le Roy
Seconded by: C. Pettingill
BOD-073-23 Resolved That the presentation by Lake Simcoe Conservation Foundation
Executive Director, Cheryl Taylor, regarding an overview of the Foundation be received
for information. Carried
VII,Hearings
There were no Hearings at this meeting.
VIII. Deputations
There were no Deputations at this meeting.
IX. Determination of Items Requiring Separate Discussion
No items were identified under items requiring separate discussion.
X. Adoption of Items not Requiring Separate Discussion
Items No. 1 - 5 were identified under items not requiring separate discussion.
Moved by: M. Thompson
Seconded by: M. Quirk
Page 138 of 199
15.b) Minutes of Lake Simcoe Reg0oarPS1rMecYP01`99 At�ing�0.t tag held ...
Friday, May 26, 2023
Meeting Minutes
Page 6
BOD-074-23 Resolved That the following recommendations respecting the matters
listed as "Items Not Requiring Separate Discussion" be adopted as submitted to the
Board, and staff be authorized to take all necessary action required to give effect to
same. Carried
1. Correspondence
BOD-075-23 Resolved That no Correspondence Items be received. Carried
2. Offsetting Program Results — Reconciliation to December 31, 2022
BOD-076-23 Resolved That Staff Report No. 26-23-BOD regarding an update on the
Conservation Authorities Offsetting Cash in Lieu funds and Key Performance Indicators
be received for information. Carried
3. 2023 Budget Restatement
BOD-077-23 Resolved That Staff Report No. 27-23-BOD regarding the restatement of
the approved 2023 Budget be received; and
Further that the request to allocate deferred funds to be used for one-time
investments in Asset management, data collections and research and support of
ongoing projects be approved. Carried
4. Water Balance Recharge Offsetting Policy and Phosphorus Offsetting Policy Updates
BOD-078-23 Resolved That Staff Report No. 28-23-BOD regarding the updates to the
Water Balance Recharge Offsetting Policy and Phosphorus Offsetting Policy be
received; and
Further that the updated Lake Simcoe Region Water Balance Recharge Offsetting
Policy, as attached, be approved; and
Further that the updated Lake Simcoe Region Phosphorus Offsetting Policy, as
attached, be approved. Carried
5. Western Creek Construction Project
BOD-079-23 Resolved That Staff Report No. 29-23-BOD regarding the Western Creek
Restoration/Infrastructure Protection Project RFT- CA-2023-001, Town of Newmarket
be received; and
Further that the recommended bidder R&M Construction (560789 Ontario Limited)
for the tender contract bid price of$602,675.11 (excluding HST) as outlined in this
report be approved. Carried
Page 139 of 199
15.b) Minutes of Lake Simcoe RegooarPoRMLYPO"99 At�ing�0.t tag held ...
Friday, May 26, 2023
Meeting Minutes
Page 7
XI. Consideration of Items Requiring Separate Discussion
No items required separate discussion.
XII.Closed Session
The Board moved to Closed Session to deal with a confidential legal matter.
Moved by: S. Harrison-McIntyre
Seconded by: B. Garrod
BOD-080-23 Resolved That the Board move to Closed Session to deal with a
confidential legal matter; and
Further that the Chief Administrative Officer, members of the Executive Leadership
Team, and the Director, Development Services, remain in the meeting for the
discussion. Carried
The Board rose from Closed Session to report findings.
Moved by: R. Greenlaw
Seconded by: M. Thompson
BOD-081-23 Resolved That the Board rise from Closed Session and report findings.
Carried
a) Confidential Legal Matter
Moved by: A. Eek
Seconded by: V. Hackson
BOD-082-23 Resolved That the presentation by Director, Development Services,
Ashlea Brown, regarding a confidential legal matter be received for information.
Moved by: A. Eek
Seconded by: V. Hackson
BOD-083-23 Resolved That Confidential Staff Report No. 30-23-BOD regarding a
confidential legal matter be received for information. Carried
XIII. Other Business
Vice Chair Ferragine noted that the next meeting will be held on Friday, June 23, 2023 at 9:00a.
This meeting will be held in person at the Newmarket Administrative Offices.
Page 140 of 199
15.b) Minutes of Lake Simcoe Reg0oarPS1rMecYP01'99 At�ing�0.t tag held ...
Friday, May 26, 2023
Meeting Minutes
Page 8
XIV. Adjournment
Moved by: S. Harrison-McIntyre
Seconded by: B. Garrod
BOD-084-23 Resolved That the meeting be adjourned at 11:31 a.m. Carried
Councillor Peter Ferragine Rob Baldwin
Vice Chair Chief Administrative Officer
Page 141 of 199
15.c) Nottawasaga Valley Conservation Authority re: Minutes of Friday, M...
�y�,saca
xi c
n �
�'S PION At�
05-23-BOD Minutes
Nottawasaga Valley Conservation Authority
May 26, 2023 at 9:00 AM EDT
Attendance
Present:
Mayor Scott W. Anderson, Adjala-Tosorontio (Township); Cllr. Christopher Baines,
Collingwood (Town); Cllr. Joe Belanger, Wasaga Beach (Town); Cllr. Nicole Cox,
New Tecumseth (Town); Cllr. Pieter Kiezebrink, Essa (Township); Chair Gail Little,
Amaranth (Township); Deputy Mayor Paul Van Staveren Clearview (Township); Cllr.
Kevin Eisses, Innisfil (Town); Mayor Darren White, Melancthon (Township); Cllr. Joel
Loughead, Grey Highlands (Municipality); Cllr. June Porter, The Bule Mountains
(Town); Vice-Chair Jonathan Scott, Bradford West Gwillimbury (Town) arrived at
10:00am; Cllr. Richard Schell, Oro-Medonte (Township); Cllr. Gary Harvey, Barrie
(City)
NVCA Staff:
Sheryl Flannagan, Director, Corporate Services; Doug Hevenor, Chief Administrative
Officer; Chris Hibberd, Director, Watershed Management Services; Byron Wesson,
Director, Conservation Services; Ian Ockenden, Acting Watershed Science
Supervisor; Fred Dobbs, Manager, Stewardship Services, Kyra Howes, Manager,
Lands & Operations; Maria Leung, Senior Communications Speciliast; Kerry Jenkins,
Administrative Assistant/Recorder
Absent:
Mayor Jennifer Coughlin, Springwater (Township); Cllr. Ralph Manktelow, Mono
(Town); Cllr. Kyle Fegan, Shelburne (Town); Mayor Janet Horner, Mulmur
(Township)
1. Events
Help plant trees in the Minesing Wetlands!
Date: Tuesday, May 16, 2023 9:00 AM - 3:00 PM
Location: Minesing Wetlands
Volunteer to plant trees in Innisfil
Date: Saturday, May 27, 2023 9:00 AM - 12:00 PM
Location: Innisfil
The Great Mansfield Outdoor Run
Date: Saturday June 3, 2023
Location: Mansfield Outdoor Centre
Page 142 of 199
15.c) Nottawasaga Valley Conservation Authority re: Minutes of Friday, M...
PA Day Camp Tiffin
Date: Friday, June 2, 2023 9:00 AM - 4:00 PM
Location: Tiffin Centre for Conservation
Conservation and Flyfishing
Date: Saturday June 17, 2023
Location: Cabela's Barrie
Camp Tiffin
Date: July 4 - September 1
Location: Tiffin Centre for Conservation
Junior Leadership Camp
Date: July 4 - September 1
Location: Tiffin Centre for Conservation
2. Call to Order
Chair Little called the meeting to order at 9:05am.
3. Land Acknowledgement
The Nottawasaga Valley Conservation Authority Board acknowledges that
we are situated on the traditional land of the Anishinaabeg. The
Anishinaabeg include the Odawa, Saulteaux, Anishinaabeg, Mississauga and
Algonquin who spoke several languages including Anishinaabemowin and
Potawatomi. We are dedicated to honouring Indigenous history and culture
and committed to moving forward in the spirit of reconciliation and respect
with all First Nation, Metis and Inuit people.
4. Declaration of Pecuniary and Conflict of Interest
5. Motion to Adopt the Agenda
Recommendation:
RES: 34-23
Moved by: Cllr. Nicole Cox
Seconded by: Cllr. Joe Belanger
RESOLVED THAT: the agenda for the Board of Directors meeting #05-23-
BOD dated May 26, 2023 be approved.
Carried;
6. Announcements
Chair Little recognized the retirement of Byron Wesson, former Director,
Conservation Lands and expressed her gratitude for all that he's done.
Byron Wesson, former Director, Conservation Lands to spoke on his
retirement. He thanked all his team on everything they've accomplished
throughout the years.
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15.c) Nottawasaga Valley Conservation Authority re: Minutes of Friday, M...
Chair Little introduced Kyra Howes, the new Director, Conservation
Services.
7. Presentations
Fred Dobbs, Manager, Stewardship Services conducted a presentation on
NVCA's Watershed Stewardship Services Overview.
Recommendation:
RES: 35-23
Moved by: Mayor Darren White
Seconded by: Cllr. June Porter
RESOLVED THAT: the Board of Directors receive the presentation NVCA's
Watershed Stewardship Services Overview.
Carried;
8. Deputations
There were no deputations at this time.
9. Hearings
There were no hearings at this time.
10. Determination of Items Requiring Separate Discussion
Board Members are requested to identify items from the Consent List that
they wish to have considered for separate discussion.
11. Adoption of Consent List and Identification of Items Requiring
Separate Discussion
Recommendation:
RES: 36-23
Moved by: Mayor Darren White
Seconded by: Mayor Scott W. Anderson
RESOLVED THAT: agenda item number(s), 12.2.2 was identified as
requiring separate discussion, be referred for discussion under Agenda Item
#12; and
FURTHER THAT: all Consent List Agenda Items not referred for separate
discussion be adopted as submitted to the board and staff be authorized to
take all necessary action required to give effect to same; and
FURTHER THAT: any items in the Consent List not referred for separate
discussion, and for which conflict has been declared, are deemed not to
have been voted on or discussed by the individual making the declaration.
Carried;
12. Consent List
12.1. Adoption of Minutes
Recommendation:
Approved by Consent
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15.c) Nottawasaga Valley Conservation Authority re: Minutes of Friday, M...
Moved by: Cllr. Pieter Kiezebrink
Seconded by: Cllr. Christopher Baines
RESOLVED THAT: the minutes of the Board of Directors meeting 04-
23-BOD dated April 28, 2023 be approved.
12.2. Staff Reports
12.2.1. Staff Report No. 20-05-23-BOD from Sheryl Flannagan,
Director, Corporate Services
Recommendation:
Approved by Consent
Moved by: Cllr. Gary Harvey
Seconded by: Deputy Mayor Paul Van Staveren
RESOLVED THAT: the Board of Directors approve Staff
Report No. 20-05-23-BOD regarding the Administrative Bylaws
Update.
12.2.2. Staff Report No. 21-05-23-BOD from Ian Ockenden,
Acting Watershed Science Supervisor
Recommendation:
RES: 37-23
Moved by: Cllr. Kevin Eisses
Seconded by: Cllr. Rick Schell
RESOLVED THAT: the Board of Directors receive Staff Report
No. 21-05-23-BOD the Watershed Monitoring Strategy for
information.
Carried;
12.2.3. Staff Report No. 22-05-23-BOD from Maria Leung, Senior
Communications Specialist
Recommendation:
Approved by Consent
Moved by: Cllr. Joel Loughead
Seconded by: Cllr. Ralph Manktelow
RESOLVED THAT: Staff Report No. 22-05-23-BOD regarding
NVCA Communications - April 15, 2023 - May 12, 2023, be
received.
13. Other Business
There was no other business.
14. Adjourn
Recommendation:
RES: 38-23
Moved by: Cllr. June Porter
Seconded by: Cllr. Nicole Cox
RESOLVED THAT: this meeting adjourn at 10:35am to meet again on June
23, 2023 or at the call of the Chair.
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15.c) Nottawasaga Valley Conservation Authority re: Minutes of Friday, M...
Carried;
Page 146 of 199
15.c) Nottawasaga Valley Conservation Authority re: Minutes of Friday, M...
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NVCA June 2023 Board Meeting Highlights
Next Meeting: August 25, 2023, held in person
For the full meeting agenda including documents and reports, visit NVCA's website.
agency left in the watershed to offer tree
Presentation on NVCA's Programs planting services, and that we have been
Rates and Fees Review planting trees each year since 1964.
Sean-Michael Stephen, MBA, Managing Partner,
Watson & Associates Economists NVCA's 2023 tree planting season began on
Ltd. conducted a presentation regarding NVCA's April 24 and was completed on May 17. All of
Program Rates and Fees Review. NVCA's trees come from Somerville Seedlings in
Everett, Ontario. A total of 78,000 trees were
The objective of this review was to make planted on 19 properties in 7 municipalities.
recommendations for the fees that were
imposed for plan review and permitting by the NVCA plants trees two ways: by machine and
authority due to legislative changes that have by hand. Machine planting is very cost effective
occurred. These legislative changes include the and efficient. If the planting site is too steep,
More Homes Built Faster Act, 2022. has too many stones, is too wet, or is too small,
hand planters are sent in.
All fee recommendations were made with
regard for legislative authority to recover the Forestry always works one year in advance.
full costs of delivering plan review and Site visits need to be completed the year before
permitting services on a program basis, planting, before the winter.
applicant affordability and completeness, and Successful tree planting requires that the site is
industry best practices and uniformity of fees. prepared and that the trees are tended to after
The report recommends increasing review fees planting, NVCA does this for landowners.
for: site-specific Official Plan and Zoning By-law NVCA's Forestry program does survival surveys
Applications, Minor Variance, Consents, NEC in the 1st 2n6, and 5t" years after planting.
applications. The report also suggests The tree species that NVCA plants are a result
maintaining existing subdivision, residential Site of decades of practice. The trees that NVCA
Plans and Aggregate proposals. In addition, planted this spring came from seeds that were
permit fees are proposed to be increased to full collected up to 5 years ago to be grown and
cost recovery levels while maintaining ready.
competitiveness with other Conservation
Authorities. The discounted fee for agricultural permits Approvals under the CA Act
permit fees that was established in 2016 should
be maintained. NVCA's permit application service timelines are
governed by the Conservation Authority Liaison
Presentation on NVCA's Forestry Committee (CALC), which requires NVCA to
Program complete a policy review within 21 days, and
complete a technical review within 30 days for
Rick Grillmayer, Manager of Forestry conducted minor applications and 90 days for major
a presentation regarding NVCA's Forestry applications.
Program. He outlined that NVCA is the only
8195 8t" Line, Utopia, ON, LOM 1TO • 705-424-1479 admin@nvca.on.ca
www.nvca.on.ca Page 147 of 199
15.c) Nottawasaga Valley Conservation Authority re: Minutes of Friday, M...
NVCA Regulations staff provided a summary of
the permits issued during the period January 1,
2023 to June 10, 2023. A total of 326 permits
and clearances were approved by staff for this
time period, with 93.5% of the permits were
processed within the provincial timelines.
Report on NVCA's Memorandums of
Understanding
Doug Hevenor, CAO of NVCA reported that
NVCA is in discussion with various CAO's from
municipalities for MOUs. This report will be sent
to the province's MNRF on July 1, 2023.
Upcoming Events
Camp Tiffin
Led by NVCA's environmental educators, Camp
Tiffin is an outdoor camp designed to enhance
children's knowledge, understanding and
appreciation of the natural world and our
amazing planet.
Date: July 4 - September 1
Location: Tiffin Centre for Conservation
8195 8th Line, Utopia, ON LOM 1TO
Junior Leadership Camp
Camp Tiffin's Junior Leadership Program is a
two-week camp for 13-15-year-olds, which
builds valuable leadership skills and provides
hands-on practical experiences.
Date: July 4 - September 1
Location: Tiffin Centre for Conservation
8195 8th Line, Utopia, ON LOM 1TO
8195 81" Line, Utopia, ON, LOM 1TO � 705-424-1479 admin@nvca.on.ca
www.nvca.on.ca Page 148 of 199
30195348 $149285
ITEMS
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PROGRAMS DRIVEAT 532 PUL,
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WEBSITE QUESTIONS CARDHOLDERS
ANSWERED
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TD SUMMER
7657
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686 PARTICIPANT NEW LIBRARY
1626 REPORTS TITLES
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ERESOURCES PROGRAM CONNECT
DOWNLOADED ROOM ;�ONNF"I� PASSES
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FROM OCTOBER TO DECEMBER EDEN HAD 88
CLIENT INTERACTIONS WITH 45 INDIVIDUALS
■HOUSING COMMUNITY REFERRALS
REASON FOR MENTAL HEALTH x
CONTACT PERSONAL MEMPOWER SIMCOE HOUSING
RENTAL TAX BENEFIT THE LIGHTHOUSE \
INCOME INFORMATION ORILLIA
EMERGENCY SHELTER THE SHARING PLACE
SUBSTANCE USE THE SALVATION ARMY ? ` Z'4
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FOOD SECURITY 14 Rl 3
EDEN, OUR NEW COMMUNITY OUTREACH WORKER 1306K3
lop
THIS YEAR WE .
RETURNED TO OUR SIGNATURE
IN-PERSON PROGRAMMING
WENT FINE FREE ! ! !
'WAL
RE-OPENED THE LOCAL HISTORY ROOM
ADDED IPADS AND WIFI HOTSPOTS
HOSTED A DRAG QUEEN STORYTIME
SOFT-OPENED OUR MAKERSPACE
RESUMED SUNDAY HOURS
WELCOMED A NEW BOARD
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INTRODUCED BRAND NEW
LIBRARY CARD DESIGNS
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DONATIONS $339,200
$62,820
PROVINCE
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$2,574,259 $2,574,259
CHIPPEWAS OF
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ORO—MEDONTE,
SEVERN $1,722,853 MATERIALS
TOWNSHIP $201.715
$130,529
15.d) Orillia Public Library re: Annual Report 2022 Handout; Package of ...
ORILLIA PUBLIC LIBRARY BOARD —MONTHLY MEETING
WEDNESDAY JUNE 21, 2023 at 3:30 p.m.
Mission Statement
We create opportunities for people to engage in learning,inspire imagination,
exchange expertise and cultivate possibilities.
CONVENING OF THE MEETING— Board Chair/Designate
1. "We acknowledge that we are on the traditional territory of the Chippewas of Rama First Nation, a
member of the Three Fires Confederacy,which includes the Odawa, Potawatami, and Ojibway
people. We honour them for having lived here, and cared for this land,from time immemorial.We
recognize the many contributions that the Original People have made, and continue to make,to this
region. We appreciate the opportunity to live,work and play in this beautiful place."
2. Call to Order—Notice and Quorum
3. Approval of the Agenda MOTION 5 min
4. Disclosure of Pecuniary Interest and General Nature Thereof
CONSENT AGENDA MOTION 5 min
1. Approval of the Minutes of May 17, 2023 regular meeting
2. Reports for May 2023
a) CEO Report
b) Children&Youth Services
c) Corporate and Operational Services
d) Information Services
3. Correspondence
a) May 24, 2023 from Z. Beraha re: intergenerational bingo sponsored by the lgbtq+
b) May 25, 2023 from D.Watson re: rental spaces and events at OPL
c) May 30, 2023 from R. Baird re: Censure
d) June 1, 2023 from N. Campbell re: Censorship
e) June 8, 2023 from S. Malick re: letter to Minister of Heritage,Sport,Tourism&Culture Industries
(with Jan.26,2023 to Principles Integrity re: investigation into the library CEOs of Simcoe County)
DISCUSSION AGENDA
Auditor— Review Engagement for 2022
1. Business Arising from the Minutes
a) Community Outreach Worker Position Report MOTION 5 min
2. Reports of Board Committees and Representatives
a) Finance Committee—Financial Statements May 2023 MOTION 5 min
Committee Meeting Report
c) Policy Committee—Committee Meeting Report 5 min
d) Community Relations Committee 5 min
e) OLS Representative 5 min
3. New Business
a) Accrued Sick Time—Report MOTION 5 min
4. Announcements 2 min
5. Reports of Board Committees and Representatives-continued
b) Personnel Committee -IN CAMERA 15 min
6. Adjournment 1 min
PLEASE NOTIFY SECRETARY AT 705-325-2338 IF UNABLE TO ATTEND
Page 151 of 199
15.d) Orillia Public Library re: Annual Report 2022 Handout; Package of ...
ORILLIA PUBLIC LIBRARY BOARD
MINUTES OF MAY 17, 2023 MEETING
A regular meeting of the Board was held in the Library commencing at 3:30 p.m.
PRESENT — BOARD — Deborah Watson, Chair; Catherine Allman; John Bard; Elaine
Bremer; Helen Mallon; Gail McCorkell; Mike Stahls
STAFF — Bessie Sullivan, Chief Executive Officer
Kelli Absalom, Director of Information Services
Melissa Robertson, Director of Corporate &Operational Services
Meagan Wilkinson, Director of Children's &Youth Services
Amy Lambertsen, Co-Ordinator of Circulation Services
Eden Schwartz, Community Outreach Worker
Tina Chatten, Recorder
ABSENT — Meghan Edwards; Don McIsaac; Wanda Minnings; Whitney Smith
CONVENING OF THE MEETING — D. Watson welcomed those in attendance.
Land Acknowledgement Statement — D. Watson read the Library Board's statement.
Call to Order — D. Watson called the meeting to order.
Approval of the Agenda
MOTION*2023:16
Moved by C.Allman, seconded by J. Bard that the Orillia Public Library Board approve the
Agenda of the May 17, 2023 meeting as amended with items pulled for discussion.
CARRIED
Disclosure of Pecuniary Interest and General Nature Thereof— none
CONSENT AGENDA
B. Sullivan highlighted a recent meeting with the City Treasurer and Deputy Treasurer which
enabled positive communications with the City Department.
M. Wilkinson reported on the recent successful Battle of the Books involving 150 students
from 13 schools. Pizza lunch for all participants was provided by Dominos, and there is
already a growing interest for next year highlighting exciting times in schools.
M. Robertson highlighted a Community Foundations grant that the Library's COW applied
for to provide transportation to those in need.
K. Absalom highlighted the Makerspace focusing on small businesses. This is really taking off
and bringing in people who haven't been in the Library in the past.
C. Allman requested an amendment to the April minutes regarding Finance Committee
reports.
Page 152 of 199
15.d) Orillia Public Library re: Annual Report 2022 Handout; Package of ...
MOTION*2023:17
Moved by M. Stahls, seconded by H. Mallon that the Consent Agenda of the May 17, 2023
meeting be adopted. CARRIED
DISCUSSION AGENDA
BUSINESS ARISING
Community Outreach Worker Report — Eden Schwartz, Community Outreach Worker
(COW), attended the meeting to provide a report to the Board for information and discussion
of the first 6 months at the Library. She highlighted her many interactions and building
community connections with the hope that other City facilities will follow suit.
REPORTS OF BOARD COMMITTEES AND REPRESENTATIVES
Finance Committee — Monthly statements for April 2023 were presented for Board review
and discussion. The CEO will meet with a provincial consultant to discuss next
steps/meetings as well as discussion with Treasurer/Deputy Treasurer to better disburse City
funds on the reports and create an open line of communication to simplify statements.
MOTION#2023:18
Moved by J. Bard, seconded by E. Bremer that the Orillia Public Library Board receives the
April 2023 financial statements as presented. CARRIED
OLS Representative — G. McCorkell reported on courses she has recently taken which give a
good review of board perspective and general board assembly. Questions and concerns were
brought forward for discussion in order to share information and ideas for solutions.
NEW BUSINESS
Draft Annual Report 2022 —A draft report was distributed for Board discussion and review of
statistics. Final distribution will be made available on the Library website and social media,
with hard copies also available.
Announcements — Closed session at June Board meeting to discuss CEO evaluation in
response to online survey being sent for completion by Board members. The Personnel
Committee will meet to discuss the results. The auditor's Review Engagement for 2022 may
be ready for June or September for Board review.
Adjournment at 4:04 p.m.
BOARD CHAIR CHIEF EXECUTIVE OFFICER
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15.d) Orillia Public Library re: Annual Report 2022 Handout; Package of ...
Board Report
May/June (June 21, 2023, Meeting)
Prepared by Bessie Sullivan, CEO
Media
May 20
https://sunonlinemedia.ca/2023/05/20/this-week-in-art-culture-entertainment-227/
May 25
https://www.orilliamatters.com/local-news/orillia-public-library-hosting-online-fraud-
prevention-program-7046279
May 29
Seven interviews in three provinces with CBC morning shows about the increase in book
challenges at public libraries.
Ontario Morning
https://www.cbc.ca/listen/live-radio/1-112-ontario-morning-from-cbc-radio
Ottawa Morning
https://www.cbc.ca/listen/live-radio/1-100-ottawa-morning
Metro Morning
https://www.cbc.ca/listen/live-radio/1-39-metro-morning
Morning North
https://www.cbc.ca/listen/live-radio/1-41-morning-north
Winsor Morning
https://www.cbc.ca/listen/live-radio/1-106-windsor-morning
Information Morning
https://www.cbc.ca/listen/live-radio/1-26-information-morning-moncton
St. John's Morning Show
https://www.cbc.ca/listen/live-radio/1-56-st-iohn-s-morning-show
June 2
https://www.simcoe.com/things-to-do/whats-on-5-things-happening-at-orillia-public-library-in-
iune/article 94d5d68b-6ae5-5762-b6c5-af6dd94ad6b4.html
June 7
https://www.orilliamatters.com/local-news/wildfire-smoke-prompts-special-air-guality-
statement-in-orillia-7112789
June 8
https://www.orilliamatters.com/local-news/city-to-install-sharps-containers-at-locations-
around-orillia-7110668
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15.d) Orillia Public Library re: Annual Report 2022 Handout; Package of ...
https://www.simcoe.com/news/orillia-recreation-centre-and-orillia-public-library-open-for-
relief-from-wildfire-smoke/article 30839c7c-be3c-5f3d-a38c-502e1fce8518.html
June 13
https://www.oriIIiamatters.com/local-news/city-county-hosting-week-of-welcome-for-
newcomers-7118576
June 14
https://www.orilliamatters.com/local-news/downtown-orillia-will-be-awash-with-pride-on-
saturday-7141770
Human Resources
On June 6th and 9th, I met with Marianne Love of ML Consulting for a final look at our 2023 pay
equity study and market average study. I expect this process to be complete in the next few
weeks and then the personnel committee can meet to discuss implementation.
Annual Performance Evaluations for the Directors and the Administrative Assistant have either
been completed or scheduled.
Partnerships
I volunteered for the Orillia Vocal Ensemble that took place on May 17th. Entry was by
donations and $5600.00 was raised for the Born to Read program.
I met with Doug Rawson of Helping Hands on May 191h so I could further learn about their
programs and how they could help our patrons. Doug also spoke at our staff meeting on May
25th
Committee Meetings
On May 18th the Finance Committee met to discuss reserves. Peggy Malcolm a consultant with
the Ontario Library Service was the guest.
On June 13th the Policy Committee met with Lisa Miettinen who will be re-writing our policy
manual.
Professional Development
The Administrators of Medium Public Libraries of Ontario (AMPLO) held their quarterly meeting
on June 2nd via zoom. We received updates from the Ontario Library Association (OLA), the
Federation of Ontario Public Libraries (FOPL), and the Ministry of Tourism, Culture, and Sport
which is the ministry responsible for public libraries in Ontario.
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15.d) Orillia Public Library re: Annual Report 2022 Handout; Package of ...
In response to increased violent incidents in public libraries, the Ontario Library Service (OLS)
hosted a meeting where libraries could share ideas about emergency procedures. This meeting
was held on June 81" via zoom and had 100 attendees. I learned that the OLS has formed a
partnership with CAMH and those services will be available to all libraries in Ontario.
I attended a CEO meeting facilitated by the Ontario Library Service on June 15, 2023. At these
meetings the Ontario Library Service Consultants provide updates on legislation, initiatives,
programs, and services. These meetings are also an opportunity for library CEOs to discuss
common issues.
Health and Safety
Area libraries are interested in how we have managed having a social worker on staff. On June
71" the CEO of Collingwood visited the library. She met with the Community Outreach Worker
and the OPP about the impact of a social worker with vulnerable populations in the community.
City of Orillia
The board chair and I met with the Mayor and the CAO on May 161", we discussed the
Community Outreach Worker and our pay equity/market average progress. It was a positive
step to have this forum for open communication.
The city has changed how it budgets for capital expenditures. They are now working with a 10-
year forecast. On May 191", Melissa and I met with facilities to discuss what we thought we
might need in terms of facilities improvements or replacements of the next ten years. On May
241" the directors met with city IT staff to do the same thing. This was another example of
increased communication and cooperation with the city.
On May 301h I completed our contents inventory. This inventory is required in order for the city
to include the library in the purchase of content and liability insurance for the building.
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15.d) Orillia Public Library re: Annual Report 2022 Handout; Package of ...
REPORT OF THE DIRECTOR OF CHILDREN'S AND YOUTH SERVICES
MAY 2023
Submitted by Meagan Wilkinson
Statistic Snapshot
Programs run: 36
Program Participants: 983
School Visit Participants: 520
Grant Funding Obtained: $3000
Programs and Services
Early literacy
Julie from EarlyOn offered a 4-week Baby Sign program out of the library for babies between 6
and 18 months. We saw between 16 and 22 parents and babies a week throughout the
session. Participants learned signs and songs and socialized. Staff were excited to note that by
the end of the session, some babies were signing along with the songs.
Family
Family Art slowed down a little bit with the arrival of the nice weather. We still saw an average
of 13 participants per day.
STEAM Saturdays continue to be a Saturday destination for families. We saw 241 individuals
over the month.
Our ever-popular Scavenger Hunt had 214 participants.
Butterfly Passive Program — 10 Painted Lady caterpillars arrived May 3 and were put on display
in the Family Department. Children and their families were invited to learn about their life cycle
and to participate in a draw for a prize pack. To participate, patrons guessed what date the first
butterfly would eclose from its chrysalis and suggested a butterfly name. This passive program
was fascinating and prompted many conversations and positive interactions between staff and
patrons. 98 ballots were collected before the first butterfly eclosed. Six kids guessed the correct
date and the draw winner was Gemma, age 8, who named her butterfly "Emerald." The
butterflies were released in the courtyard and Marika created a heart-warming video of the
moment to post on social media.
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15.d) Orillia Public Library re: Annual Report 2022 Handout; Package of ...
School Aged
Battle of the Books
The 2022-2023 Battle of the Books was a huge success! We had 15 schools (157 students and
teachers in attendance); we successfully ran 2 separate, yet, simultaneous competition spaces
to accommodate the large group. Keystone Montessori won the tournament and have since
been presented with the trophy to showcase in their school space until March 2024. Thank you
to Dominos Pizza Orillia for donating a portion of our lunch options. A huge thank you to Sam M
and Jennifer W for creating and coordinating an engaging and successful program!
We have sent out a feedback survey—we are still waiting on responses, but here are a few
notes thus far.
1. Do you have any comments about your student's experience?
1. They really love it, and like adults, are easily enticed by food. The snacks and
pizza are a total hook. The day was well-organized which made for a great
experience with no frustration, confusion or upset kids!
2. They loved the entire day and really enjoyed the mid day activities as well.
3. They LOVED everything about the day! It was such a memorable experience
for all.
_ R
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}
Verbal and email feedback from the teachers:
I just wanted to say thanks again to you and all the OPL staff.! The Battle of the Books
competition was a huge hit. From our end it seemed to run very smoothly, and I know my
students had the best day! I hope you all have a restful evening. It must have been a big job
putting it all together. We are looking forward to next years battle!
Homeschool Hangout—Our first Homeschool Hangout took place on May 11 and was attended
by 21 people. Families were very supportive of this new program, and they enjoyed having a
social space and activities provided especially for them.
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15.d) Orillia Public Library re- Annual Report 2022 Handout; Package of ...
Teen
The Teen Leadership Committee (TLC) logged 19.5 volunteer hours in May. Our members were
only offered our monthly meeting for hours this month. One of our members, Sarah, has
successfully been hired as a page for Information Services!
Grants
We have received several grants this month!
• Community Foundation for Orillia and Area
o $1000 towards TD Summer Reading Club incentives.
o $1000 towards a Family Snack Program.
o $500 towards free bus tickets for those in need.
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• International Dyslexia Association Mini Grant
o $500 towards our decodable collection. This will help to continue to develop our
decodable beginner readers in the form of Beginner Reader Bundles.
Community Partnerships and Outreach
Hanna attended the Orillia Youth Centre's National Youth Week Kickoff event on May 1st and
connected with 27 youths and parents. She was also able to connect with other community
partners and learn how they support youth in Orillia. She took the button maker to promote
the Makerspace's National Youth Week programming, and it was a hit! Please see attached
letter of thanks from the Orillia Youth Center.
Safe Independent Choices Workshop was led by the Elizabeth Fry Society. This important
program covered topics such as healthy relationships, online safety, human trafficking, and
healthy choices. This program was attended by 7 teens.
School Visits
This Spring schools were extremely interested in visiting the library again!
We hosted 62 grade 1 and 2 students from Guthrie Public School on the 19th for a Storytime
and craft as they learned about community helpers.
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15.d) Orillia Public Library re: Annual Report 2022 Handout; Package of ...
We hosted 33 grade 10 students from Patrick Fogarty on the 25th for a tour of the library as
well as some activity stations that highlighted different collections and things to do at the
library. We also left the library to visit Patrick Fogarty students during their lunch breaks to
promote our Teen Summer Reading Club and the library in general.
Harriet Todd brought 4 Gr.1 classes (81 individuals) to the library to support their community
helper's unit for social studies. The Gr. 1s enjoyed a community-helper themed Storytime in the
program room, completing the scavenger hunt and creating community helper buildings out of
paper bags to take home.
Welcome to K Visits
May was Welcome to Kindergarten month! Jennifer attended 5 WTK events with a total of 248
attendees. The library and our TD Summer Reading Club were promoted at each school. A total
of 17 people sign up for memberships. Many families already had library cards, but most were
interested in our SRC plans for the summer and went home with registration information. We
attended events at the following schools:
• Couchiching Heights Public School
• Harriet Todd Public School
• Orchard Park Public School
• Regent Park Public School
• East Oro Public School
Marika and Hanna attended EarlyOn on the 26t". 15 parents and children joined us for stories,
songs, and chatting about the library. We have one more visit planned in June and then we'll
take a break for the summer. EarlyOn is eager to continue our partnership in the fall.
Partnerships
Meagan W and Kelli A met with Dina from the Downtown BIA and Kristie from Lake Country
Pride to discuss involvement in the Celebrate You! Downtown event in June.
Meagan W met with the Simcoe Muskoka Drowning Prevention Alliance to discuss promoting
Drowning Prevention Week in Simcoe County. This year the campaign is largely targeted toward
newcomers to Canada. Through this partnership, we are also investigating Personal Floatation
Device loaning at the library.
Meagan W, Kelli A, and Emily S in partnership with the Rec Centre, have coordinated the
addition of Aquatic Leadership Manuals in our collection. This allows participants of the
program to borrow the expensive required materials at no cost, making the program more
accessible. The items can be found under the tag aquaticleadershipbooklist.
Meagan W spoke with the Dietitian from Zehrs Orillia to discuss program opportunities.
Meagan W met with Char from the YMCA to discuss how we can work together to serve and
support youth in our community.
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Marketing and Promotion
OPL Teen Instagram —We are up 14 followers since April (758 in Total). A big increase in our
followers would be due to several teen outreach events:
• Hanna attended the National Youth Week Kickoff event on May 1St; we continued to
support the events of the week by promoting the events through our Instagram.
• We hosted 2 Patrick Fogarty classes and spent a lunch hour at Patrick Fogarty engaging
students in information about our Teen offerings.
On our Instagram in May, we also:
• Celebrated Star Wars Day— May the Fourth be With You.
• Promoted our Student Page job opportunities.
• Advertised our partnering with the Elizabeth Fry Society to offer a teen workshop for
making Safe Independent Choices.
• Provided Sharing Place updates on food pick up options and availability.
• Highlighted one of the OPL's digital offerings—g1.ca —to help young folks study for their
G1 driving tests.
Meagan W, Eden S, Darrin D, and Ian P met to create a Menstrual Hygiene Day informational
video regarding why there are menstrual products in the Men's Washroom at the OPL. This
video aired on Menstrual Hygiene Day (May 28tn)
Professional Development
Hanna and Jennifer completed the Library Juice Academy- Fundamentals of Early Literacy
• (Hanna) I really enjoyed this 4-week course. I feel that gave me a strong foundation of
technical knowledge of early literacy practices for my new role. It also gave great
resources for gaining confidence in interactions with children and parents.
• (Jennifer) This course was fantastic and has increased my confidence and knowledge
base of early literacy and child development. It also provided me with many new ideas
about how to better support our emerging readers and their families.
Sam M completed Niche Academy Presents: Library Services to Homeschoolers Webinar—we
have started a Homeschool Hangout program and were hoping to receive some suggestions on
how to facilitate this— however the presenter ran out of time and showcased some of her
successful programs in a 2-minute summary.
Sam M completed Learn HQ Presents: 2023 TDSRC Staff Training Session—this was a helpful
check-in to hear about the program updates for 2023; biggest take aways were how to navigate
the website, highlighting an upcoming Storywalk Celebration at Chippewas Rama First Nation,
and we also discovered that the TDSRC is now directed to kids ages 0-12 (no longer including
teens).
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Meagan W and Sam M completed the webinar Kicked Out: How to safely ask someone to
leave (without calling the police)— Hosted by Ryan Dowd.
Meagan W viewed the ALA webinar Preparing for Program Challenges at your Public Library.
While this was from an American view, it provided some relevant tips and strategies.
All CYS adult staff completed Health & Safety Training (Fire Extinguisher Training).
Staffing
Meagan W completed a successful performance review.
Hanna J moved into her new full-time role and Marika F moved into her new part-time role.
Our Summer Students have arrived! Meghan S, Peyton N, and Sam G, all former pages at the
OPL,joined us at the end of May and jumped right into school visits. Our increased interest
from schools would not have been able to be accommodated without the presence of our
Summer Students. These positions are largely funded through various government grants. Sam
M has been working with the students to ensure they have the tools and training they need to
program and provide service in line with our OPL standards.
Sam M coordinated a Programming Meeting for CYS staff to finalize our TD Summer Reading
Club plans.
Staff felt incredibly appreciated by the lunch and treats generously provided by the Library
Board on May 10th.
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15.d) Orillia Public Library re- Annual Report 2022 Handout; Package of ...
�"i c'1
O-Ll eiitre
Shc-; —!,9 today
9 Front Street South Unit#1
Orillia,Ontario L3V 4S1
Tel:(705)325-8082
May 2023
Dear Orillia Public Library Staff;
The Orillia Youth Centre would like to extend our sincere appreciation and thanks
for your generous assistance for the National Youth Week - Youth Information
Booth Night. Your efforts and volunteered time to make sure all youth and
families were provided with your agency's information and opportunities did not
go unnoticed.
The NYW saw many youth join us for several activities at different venues around
town. It's the community that comes together and makes this week so much fun
and welcoming for Orillia's young people. Staff from OPL played a huge role in
this succession, and really made the week's kick-off more exciting and
welcoming.
We look forward to potential partnerships in the future and would like to keep in
touch for any further initiatives shall they arise.
Thank-you!
Sincerely,
Todd Greenwood
Senior Youth Worker— Programming
Orillia Youth Centre
705=325-8082
srworkero c ro ers.com
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REPORT OF THE DIRECTOR OF CORPORATE AND OPERATIONAL SERVICES
MAY 2023
Submitted by Melissa Robertson
Programs and Services
Coordinator of Technical Services Emily Sullivan is developing in-depth inventory and order
tracking for the Library Store. She has also been exploring new/improved products and vendors
to add to the inventory.
Community Partnerships and Outreach
In May, the Community Outreach Worker Eden Schwartz met with clients 77 times and focused
on developing community partnerships. Community partnerships took various forms including
hosting partners in the library (The Simcoe Muskoka District Health Unit held a pop-up
information table), presenting about the Community Outreach Worker role (Eden presented to
the Couchiching Ontario Health Team Mental Health and Addictions Round Table), and
supporting clients with complex needs (Eden worked with social workers from OSMH and Home
and Community Care).
Throughout May Eden prepared a training session on community resources and basic de-
escalation skills for City and Recreation Centre staff. This training will be offered at 2 in-person
and 1 virtual session in June.
The Sharing Place had their parking lot repaved and had to close their location for a few days.
Sharing Place reached out to the Community Outreach Worker in hopes of finding a temporary
space to distribute food from. The library was able to host Sharing Place on May 5, 10, and 12.
Professional Development
May 11: Coordinator of Technical Services Emily Sullivan attended the 50th Ontario Association
of Library Technicians conference in Oshawa and learned of some good concepts for how to
improve our Local history processes and digitization.
May 18: Coordinator of Circulation Services Amy Lambertsen and Director Melissa Robertson
completed Ryan Dowd's "Kicked Out" training: how to safely ask someone to leave without
calling the police.
May 18: Melissa attended the Web Junction webinar: Library Safety and Security - A Holistic
Approach.
All staff completed Fire Extinguisher Safety Training in May.
Some technical issues with Niche Academy have caused a delay in delivering the Ryan Dowd
Program: Librarian's Guide to Homelessness (Core Training). This should be resolved by June 22.
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User Statistics
May 2020 May 2021 May 2022 May 2023
Checkouts/ 61 21,1669 23,237 24,954
renewals
Holds Placed 2 7,110 3,593 3,412
Holds Arrived 67 10,218 4,988 4,430
Gate count: daily 0 (lockdown) 0 (lockdown) 444 524
mean
Township Statistics
Chippewas of Rama First Nation
Borrower Type Number of members* Number of members Check Outs +
borrowing Renewals
June 1, 2023 May 1-31, 2023 May 1-31, 2023
CRFN Adult 9 5 37
CRFN Child
CRFN Youth 1 1
E-Access 1 N/A N/A
Total Ill 16 r3
Severn Township
Borrower Type Number of members* Number of members Check Outs +
borrowing Renewals
June 1, 2023 May 1-31, 2023 May 1-31, 2023
Severn Adult 1047 376 3,341
Severn Child 240 67 648
Severn Youth 36 10 27
E-Access 55 N/A N/A
Total 1,378 53 ,016
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Township of Oro-Medonte
Borrower Type Number of members* Number of members Check Outs and
borrowing Renewals
June 1, 2023 May 1-31, 2023 May 1-31, 2023
Township of Oro- 1,250 418 3,332
Medonte Adult
Township of Oro- 255 70 562
Medonte Child
Township of Oro- 45 11 2
Medonte Youth
Township of Oro- 0 0
Medonte
Housebound
E-Access 178 N/A N/A
Total 11,628 99 ,916
Incidents
May 11, 2023: We suspect a group of teenage boys has caused some minor vandalism to the
Project Free Flow dispenser in the men's washroom. They emptied the products and scattered
them about the washroom, damaging most of the product beyond use. On May 11, this
occurred for a second time while a man known to staff was in the washroom. The man (who
has known mental health and housing issues) became very irate. He threw a tampon at staff
and cursed/yelled about why we don't need these products in the men's room. After speaking
with a PIC, he left with no further issues.
This type of minor vandalism was to be expected with this new project. It seems to have
slowed/stopped — also as anticipated. In response, library staff created a social media video
explaining why the products are made available in the men's washroom. Overall, the feedback
on this project has been very positive.
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REPORT OF THE DIRECTOR OF INFORMATION SERVICES
May 2023
Submitted by Kelli Absalom
PROGRAMS AND SERVICES
Makerspace
Makerspace staff assisted patrons with a variety of projects this month including teacher gifts,
3D Printer lizards, rubber stamps for small businesses, personalized events t-shirts, Mother's
Day gifts and much more.
We offered a popular Mother's Day Floral Arranging Program which allowed participants of all
ages to create beautiful mason jar floral arrangements using fresh cut flowers along with tags
created on our Glowforge. The program was fully booked with a waiting list.
An
1
We invited youth ages 11 to 17 to create a project in the Makerspace for free from May 2-6 in
celebration of National Youth Week. Youth had the opportunity to try the 3D printer, sewing and
embroidery machine, Glowforge laser cutter, Cricut vinyl cutter or poster printer for free. The
program was advertised in partnership with the Orillia Youth Centre.
The feature project in the Makerspace this month was creating garden markers using the
Glowforge laser cutter. Patrons could book time to create custom garden stakes to label and
organize their garden. The project was advertised as a tie-in with our Seed Library.
Protect Yourself From Online Scams
Morgan Fitzgerald conducted a program which shared important information about digital
safety and online scam prevention. Common digital fraud scenarios that seniors should be
aware of such as phishing, extortion, grandparent scams, and romance scams were discussed.
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This program was extremely popular and was fully registered. Morgan received incredibly
positive feedback, including one patron's comment that it was "the best put together scam
presentation" he had ever attended. She has also had a senior's home inquire about
conducting the presentation for their residents.
1-on-1 Tech Help
Morgan Fitzgerald continued to provide our popular 1-on-1 tech help on many different topics
this month including creating and using email accounts, cloud storage management, Facebook,
Kijiji, setting up cell phones, and downloading and using the Library's Libby app.
Expanded Wi-Fi
We are pleased to now offer expanded Wi-Fi coverage to our patrons and the community. The
Wi-Fi signal now reaches to the Library Courtyard and the Parking Lot.
Ongoing Programs
These ongoing programs held meetings this month:
-Books on Tap: our book club for twenty, thirty, forty-somethings led by Darrin Davis at The Hog
`N Penny
-Bookworms Book Club: led by Michelle Sinclair
-Book Chatter: led by Lee Kelly
-Chair Yoga: with Certified Hatha Yoga instructor Melanie Rimkay
-Genealogy Club: led by Jayne Turvey
COMMUNITY PARTNERSHIPS & OUTREACH
Orillia Women's Newcomers Club
Eli McAlpine conducted a tour of the Makerspace for the Orillia Women's Newcomers Club.
Most of the club members are women ages 55+ who have moved to Orillia from other parts of
Ontario. Twenty-three people attended and the group leader said this was one of their most
popular events. This was an excellent opportunity to connect with a demographic of people who
often feel left out of tech spaces. The group showed a lot of enthusiasm, and many expressed
an interest in coming back with some booking appointments on the spot.
Ontario Genealogical Society
Chanel Craigie represented the Library at the Open House of the Simcoe County Branch of the
Ontario Genealogical Society. She joined various other local historical and genealogy societies
at the event, held in Barrie, which recognized their 4011 anniversary. She promoted our Local
History collection as well as the Makerspace and various Library programs.
Bike Locks
We have partnered with The Bike Stop of Orillia & Sports to provide bicycle locks to our patrons
while they are visiting the Library.
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Ongoing Partnership Programs
These ongoing Library partnership programs met this month:
-The English Conversation Circle, led by Welcome Centre Immigrant Services, met weekly.
-The French Conversation Circle, led by Le CIe program facilitators, met weekly on Zoom.
-The Just Write Orillia writing group met twice this month on Zoom.
-The Ukulele Jam, in partnership with the Sunshine Ukulele Network, held their monthly
session.
-The VON Canada SMART (Seniors Maintaining Active Roles Together) Team held weekly
exercise classes at the Library for seniors 55+.
-Older & Bolder, a drop-in social and support group for 2S-LGBTQ+ Older Adults (55+), held
their monthly program. (In partnership with The Gilbert Centre.)
-The Queer Book Club, in partnership with Lake Country Pride, met at Brewery Bay Food Co.
Nursing and Retirement Home Outreach
Darrin Davis oversaw our monthly book deliveries to ten local nursing and retirement homes this
month. Deliveries were made to Birchmere Retirement Home, Independent Suites, Leacock
Retirement Home, Sundial Lakeview Retirement Residence, Trillium Manor, Tudhope Manor,
Victoria House, Lake Simcoe Retirement Residence, Spencer House, and Oak Terrace.
MARKETING AND PROMOTIONS
We continued to market programs and services on our website, social media platforms and the
webpage. We currently have 4,079 followers on our Facebook page, 2,956 followers on
Instagram and 2,040 followers on Twitter.
Posts which received this most engagement on social media this month included a BookFace
Friday in honour of Gordon Lightfoot and an announcement of our Sunday closure over the
summer months.
yiI Iy y j
- O.R. 1
by royal decree, { �,
the library shall
�-4 �► ;�� �ii now be closed
on Sundays,until
`y Labour Da
J
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15.d) Orillia Public Library re: Annual Report 2022 Handout; Package of ...
I produced two eNewsletters this month which provided information on Library programs,
resources, and service announcements. We currently have 3,170 subscribers to the
eNewsletter.
STATISTICS
May 2023
Reference Questions 3,246
eResource usage 8,424
Website Visits 21,678
PROFESSIONAL DEVELOPMENT
I attended a webinar entitled "Lessons Learned From Violent Incidents: When Horrible Things
Happen at Libraries" which was part of a Library Safety and Security Series with Dr. Steve
Albrecht.
Information Services staff attended a webinar conducted by Ryan Dowd on "How To Safely Ask
Someone to Leave (without calling the police)".
Christina Pestell and Morgan Fitzgerald completed Fire Extinguisher Training.
Shawna Ballik has been hired to fill the role being vacated by the upcoming retirement of
Christina Pestell. Shawna has worked in the Circulation Dept. and is currently on a contract in
the Children and Family Dept. She is working towards her Library Technician diploma through
Mohawk College and was formerly Operations Coordinator of the Midland Cultural Centre and
Operations Manager of The Sharing Place Food Bank.
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Orillia Public
Memo L 16 ra ry
To: Shawn Binns, Director, Operations &Community Services,Township of Oro-Medonte
From: Melissa Robertson, Director of Corporate and Operational Services,
Orillia Public Library
Cc: Bessie Sullivan, CEO, Orillia Public Library
Date: July 3, 2023
Subject: Township of Oro-Medonte Statistics: June2023
Please see our monthly statistics below for the Township of Oro-Medonte.
Don't hesitate to contact me if you have any questions or concerns.
Township of Oro-Medonte
Borrower Type Number of members* Number of members Check Outs and
borrowing Renewals
July 1, 2023 June 1-30, 2023 une 1-30, 2023
Township of Oro- 1,280 431 31465
Medonte Adult
Township of Oro- 268 68 530
Medonte Child
Township of Oro- 41 9 17
Medonte Youth
Township of Oro- 0 0 0
Medonte
Housebound
E-Access 73 N/A N/A
Total 1,662 508 ,012
Borrowing statistics on this chart are limited to the circulation of physical items, including books,
magazines, DVDs, CDs, books on CD, video games, etc.
Not represented in the above figures are e-book, e-audiobook or e-magazine downloads, music
downloads, online access to database, or program attendance.
*Number of members subject to final verification by Orillia Public Library.
Page 171 of 199
Fsie E16.a) Correspondence dated June 22, 2023 from ColiA-NgIfh �10W8 it...
Barrie, ON I L4N OT6
Pride www.simcoepride.com
info&fiertesimcoepride.com
Thursday, June 22nd, 2023
Mayor and Council
Township of Oro-Medonte
148 Line 7 South
Oro-Medonte, ON LOL2E0
RE: REQUEST FOR PROCLAMATION OF FIERTE SIMCOE PRIDE, JULY 24TH AUGUST 6Tx,
WITH A FLAG-RAISING
Good Day,
My name is Colin Nelthorpe and I am the President of the Board of Directors of Fierte Simcoe Pride (FSP). On
behalf of FSP, I am writing to request your participation in and support of FSP's 2023 Pride Season.
FSP is a not-for-profit that organizes an annual Pride festival and year-round activities for the Lesbian, Gay,
Bisexual, Trans, and allied community of Simcoe County. We are asking for participation and leadership from
the Township of Oro-Medonte through the proclamation of FSP's Pride season from July 24th to August 6th,
2023. This recognition would be a valued recognition of the diversity of our community, honouring the lives
and contributions of people of all gender and sexual diversities throughout the County. This year's theme, "We
have always existed" recognizes that the 2SLGBTQIA+ community has existed all through history, and the
recent rise in hate and anti-trans legislation will not erase us.
We request that during FSP's 2023 Pride Season, the Intersex Progress Pride flag and Trans flag be raised in
celebration of diversity, to raise awareness and promote equality. We would be pleased to provide a flag sized to
your liking if required. We hope for this flag-raising to occur on July 25th, at 10:00 am.
We thank the Township of Oro-Medonte for the continued support and are eager to welcome you to Fierte
Simcoe Pride 2023.
In the spirit of diversity, inclusion and community,
Colin Nelthorpe I President
Pronouns: He/Him (en fran�ais: il)
Fierte Simcoe Pride
T: 705-794-1889
E: colin.nelthorpe(a�,fiertesimcoepride.com
Encl.
1. Proclamation (English)
2. Proclamation (Fran�ais)
Page 172 of 199
16.a) Correspondence dated June 22, 2023 from Colin Nelthorpe, President...
1. Proclamation (English)
The Township of Oro-Medonte does hereby proclaim
July 24th to August 6th, 2023
as
Fierte Simcoe Pride
WHEREAS; This marks the twelfth annual Fierte Simcoe Pride, and its purpose is to create a safe and inclusive
Simcoe County that supports gender and sexual diversity through services, activities and events; and
WHEREAS; The Intersex Progress Pride flag is raised to honour gender and sexual diversity in Simcoe County.
The Intersex Progress Pride flag was designed by Valentino Vecchietti in the UK in 2021. The flag is a
combination of Gilbert Baker's 1978 Pride flag, Daniel Quasar's 2018 Progress Pride flag, and Morgan
Carpenter's 2013 Intersex flag. The flag is a symbol of the Pride movement and the advancement of human
rights for sexual orientation, gender identity and expression, sex characteristics; and
WHEREAS; Fierte Simcoe Pride was formed on May 13, 2012, and its mission is "to create and offer inclusive
events, services, and educational opportunities that rise above heterosexism, heteronormativity and
homo/bi/transphobia, promoting safe communities within Simcoe County"; and
WHEREAS; Fierte Simcoe Pride is filled with numerous events and activities that focus on education,
awareness, community development, creative expression and fun for the whole family. Please visit
www.fiertesimcoepride.com to learn more about FSP and its activities.
Page 173 of 199
18.a) 2023-059: A By-law to Authorize the Execution of a Contract betwee...
The Corporation of the Township Of Oro-Medonte
By-law No. 2023-059
A By-law to Authorize the Execution of a Contract between
The Township of Oro-Medonte and The Midland Public Library Board
For a Term of One Year
And to Repeal By-law No. 2022-046
Whereas the Public Libraries Act, R.S.O. 1990, c.P.44, as amended, Section 29(1)
provides that the council of a municipality may, instead of establishing or maintaining a
public library, enter into a contract with a public library board, union board or county
library board for the purpose of providing the residents of the municipality with library
services, on the terms and conditions set out in the agreement;
And Whereas Council deems it desirable to enter into a Contract with The Midland
Public Library Board;
Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows:
1. That the Mayor and Clerk are hereby authorized to execute the contract between
The Corporation of the Township of Oro-Medonte and The Midland Public Library
Board, said agreement attached hereto as Schedule "A" and forming part of this
by-law.
2. That By-law No. 2022-046 is hereby repealed.'.,,,,
3. And That this by-law shall take effect on the final passing thereof.
By-Law read a First, Second and Third time, and Passed this 12 day of July, 2023.
The Corporation of the Township of Oro-Medonte
Mayor, Randy Greenlaw
Clerk, Yvonne Aubichon
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18.a) 2023-059: A By-law to Authorize the Execution of a Contract betwee...
Schedule to By-Law No. 2023-059
LIBRARY SERVICES AGREEMENT
This agreement made in duplicate this
Day of , 2023
BETWEEN
MIDLAND PUBLIC LIBRARY BOARD, in the Town of Midland
AND
THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE,
In the County of Simcoe
WHEREAS the Midland Public Library Board has agreed to provide library service to
residents and taxpayers of the Township of Oro-Medonte,
THEREFORE it is mutually understood and agreed that The Corporation of the Township
of Oro-Medonte will pay Midland Public Library Board the sum of $5968.00 for library
service for Oro-Medonte residents and taxpayers for the year 2023.
Day of , 2023
Mayor, Oro-Medonte Vice-Chair, Midland Public Library
R. Greenlaw Barb Kettle
Clerk, Oro-Medonte Treasurer, Midland Public Library
Yvonne Aubichon Patricia (Trish) Hayes
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18.a) 2023-059: A By-law to Authorize the Execution of a Contract betwee...
CONTRACT FOR LIBRARY SERVICE 2023
between
MIDLAND PUBLIC LIBRARY BOARD
320 King St, Midland, ON L4R 31VI6
("the Public Library Board")
and
The Township of Oro-Medonte
148 Line 7 South
Oro-Medonte, ON LOL 2EO ("the Township")
The Township and the Public Library Board agree as follows:
1.0 Description of Services:
1.1 The Public Library Board shall endeavour to provide, in cooperation with
other public library boards, a comprehensive and efficient library service to the
residents of the Township.
1.2 The Public Library Board shall not make a charge for admission to the library or
for use in the library of the library's materials by the residents of the Township.
1.3 The Public Library Board shall allow the residents of the Township full access
to all Library services.
1.4 The Public Library Board may impose such fees as it considers proper
for services and as allowed in the Public Libraries Act (RSO 1990 c.P.44, s. 23
(3).)
2.0 Public Library Board's Warranties:
2.1 The Public Library Board is a corporation duly established under the
Public Libraries Act (RSO 1990, Chapter P44, as amended).
2.2 To ensure quality library service under this Agreement, the Public Library
Board shall endeavour to:
a) Ensure that all materials are available for use outside the library except
those used frequently for reference service, and rare and fragile items;
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18.a) 2023-059: A By-law to Authorize the Execution of a Contract betwee...
b) Ensure circulation policies of greatest convenience to the user and
maximum use of materials;
c) Ensure that the selection of materials reflects the needs of the community
as defined in regular community analyses and needs studies;
d) Ensure that the information provided to public library users is accurate, up-
to-date and is coordinated with other appropriate organizations;
e) Ensure that all library facilities are accessible as defined by the standards
of accessibility of the Ontario Building Code;
f) Provide resources, programs and services to meet defined community
needs;
g) Provide a telephone in each of their facilities in order to ensure user
access and maintain communication with other library systems.
3.0 Cost:
3.1 THEREFORE it is mutually understood and agreed that the Corporation of
the Township of Oro-Medonte will pay the Orillia Public Library Board the
amount of $5968.00 annually for library service for Oro-Medonte Township
residents and taxpayers for the period beginning January 1, 2023 and ending
December 31, 2023
3.2 Payments shall be made to the Midland Public Library on receipt of the invoice.
4.0 Municipal Representation on the Midland Public Library Board:
4.1 The Public Library Board shall request its appointing council to appoint a member
of the Township of Oro-Medonte Council (or a resident of the Township of
Oro- Medonte designated by the Township of Oro-Medonte Council),
recommended by the Township of Oro-Medonte Council.
5.0 Reports:
5.1 The Public Library Board shall submit an annual report to the Township.
5.2 The Township shall make an annual financial report to the Minister and make
any other reports required by the Public Libraries Act, and its
regulations or requested by the Minster.
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18.a) 2023-059: A By-law to Authorize the Execution of a Contract betwee...
5.3 The Public Library shall send Board Meeting Agendas and approved
Board Meeting Minutes to the Township.
6.0 Limitation of Liability:
6.1 The Township shall not be liable for any injury, death or property damage to
the Public Library Board, its employees or agents or for any claim by any third
party against the Public Library Board, its employees or agents.
6.2 The Township shall not be liable for any incidental, indirect, special or
consequential damages or loss of use, revenue or profit of the Public Library
Board arising out of or in any way related to this Agreement or the services.
6.3 The Public Library Board will save, defend and keep harmless and fully indemnify
the Township and each of its elected officials, officers, employees and agents
of, from and against all manner of actions, suits, claims, executions and
demands which may be brought against or made upon the Township, its
elected officials, officers, employees and agents or any of them and of, from
and against all loss, costs, charges, damages, liens and expenses which may
be sustained, incurred or paid by the Township, its elected officials, officers,
employees and agents, or any of them, by reason of, or on account of, or in
consequence of the fulfilment by the Public Library Board of its obligations
under this Agreement including the default or breach by the Public Library
Board of its obligations under this Agreement or by reason of any negligence
or willful default of the Public Library Board, its officers, employees, agents
or persons acting under its direction in connection with its obligations
hereunder.
7.0 Cancellation:
7.1 Either the Township or the Public Library Board may terminate this Agreement
at any time upon six months of notice in writing.
8.0 Notices:
8.1 Notices under this Agreement shall be given in writing by personal delivery or
by mail.
8.2 Notice by mail shall be deemed to have been given on the fourth business
day after the date of mailing.
9.0 Signing Authority:
9.1 Contracts are to be signed on behalf of the Public Library Board, by the Chair
and Secretary of the Board and, on behalf of the contracting township by two
(2) authorized Signing Officers.
Page 178 of 199
18.b) 2023-060: By-law to Authorize the Execution of a Contract between ...
The Corporation of the Township Of Oro-Medonte
By-law No. 2023-060
A By-law to Authorize the Execution of a Contract between
The Township of Oro-Medonte and The Severn Public Library Board
For a Term of One Year
And to Repeal By-law No. 2022-044
Whereas the Public Libraries Act, R.S.O. 1990, c.P.44, as amended, Section 29(1)
provides that the council of a municipality may, instead of establishing or maintaining a
public library, enter into a contract with a public library board, union board or county
library board for the purpose of providing the residents of the municipality with library
services, on the terms and conditions set out in the agreement;
And Whereas Council deems it desirable to enter into a Contract with The Severn
Public Library Board;
Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows:
1. That the Mayor and Clerk are hereby authorized to execute the contract between
The Corporation of the Township of Oro-Medonte and The Severn Public Library
Board, said agreement attached hereto as Schedule "A" and forming part of this
by-law.
'1516-
2. That By-law No. 2022-044 is hereby repealed.'.,,,,
3. And That this by-law shall take effect on the final passing thereof.
By-Law read a First, Second and Third time, and Passed this 12 day of July, 2023.
The Corporation of the Township of Oro-Medonte
Mayor, Randy Greenlaw
Clerk, Yvonne Aubichon
Page 179 of 199
18.b) 2023-060: By-law to Authorize the Execution of a Contract between ...
Schedule to By-Law No.2023-060
LIBRARY SERVICES AGREEMENT
This agreement made in duplicate this
Day of 12023
BETWEEN
SEVERN PUBLIC LIBRARY BOARD,in the Township of Severn
AND
THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE,
In the County of Simcoe
WHEREAS the Severn Public Library Board has agreed to provide library service to residents and
taxpayers of the Township of Oro-Medonte,
THEREFORE,it is mutually understood and agreed that The Corporation of the Township of Oro-
Medonte will pay Severn Public Library Board the sum of$18,699.00 for library service for Oro-Medonte
residents and taxpayers for the year 2023.
Day of 12023
Mayor,Oro-Medonte Chair,Severn Public Library
R. Greenlaw
Clerk,Oro-Medonte Treasurer,Severn Public Library
Yvonne Aubichon
Township of Oro-Medonte Library Services Agreement—Severn
1
Page 180 of 199
18.b) 2023-060: By-law to Authorize the Execution of a Contract between ...
CONTRACT FOR LIBRARY SERVICE 2023
between
SEVERN PUBLIC LIBRARY BOARD
31 Coldwater Road
("the Public Library Board")
and
The Township of Oro-Medonte
148 Line 7 South
Oro-Medonte, ON LOL 2EO ("the Township")
The Township and the Public Library Board agree as follows:
1.0 Description of Services:
1.1 The Public Library Board shall endeavour to provide, in cooperation
with other public library boards, a comprehensive and efficient library
service to the residents of the Township.
1.2 The Public Library Board shall not make a charge for admission to the
library or for use in the library of the library's materials by the residents
of the Township.
1.3 The Public Library Board shall allow the residents of the Township full
access to all Library services.
1.4 The Public Library Board may impose such fees as it considers
proper for services and as allowed in the Public Libraries Act (RSO
1990 c.P.44, s. 23 (3).)
2.0 Public Library Board's Warranties:
2.1 The Public Library Board is a corporation duly established under
the Public Libraries Act (RSO 1990, Chapter P44, as amended)
2.2 To ensure quality library service under this Agreement, the Public
Library Board shall endeavour to:
Township of Oro-Medonte Library Services Agreement—Severn
2
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18.b) 2023-060: By-law to Authorize the Execution of a Contract between ...
a) Ensure that all materials are available for use outside the library
except those used frequently for reference service, and rare and fragile
items;
b) Ensure circulation policies of greatest convenience to the user
and maximum use of materials;
c) Ensure that the selection of materials reflects the needs of the
community as defined in regular community analyses and needs
studies;
d) Ensure that the information provided to public library users is accurate,
up- to-date and is coordinated with other appropriate organizations;
e) Ensure that all library facilities are accessible as defined by the
standards of accessibility of the Ontario Building Code;
f) Provide resources, programs and services to meet defined
community needs;
g) Provide a telephone in each of their facilities in order to ensure
user access and maintain communication with other library systems.
3.0 Cost:
3.1 THEREFORE it is mutually understood and agreed that the Corporation
of the Township of Oro-Medonte will pay the Orillia Public Library
Board the amount of $18,699.00 annually for library service for Oro-
Medonte Township residents and taxpayers for the period beginning
January 1, 2023 and ending December 31, 2023
3.2 Payments shall be made to the Severn Public Library on receipt of the
invoice.
4.0 Municipal Representation on the Severn Public Library Board:
4.1 The Public Library Board shall request its appointing council to appoint
a member of the Township of Oro-Medonte Council (or a resident of
the Township of Oro- Medonte designated by the Township of Oro-
Medonte Council), recommended by the Township of Oro-Medonte
Council.
Township of Oro-Medonte Library Services Agreement—Severn
3
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5.0 Reports:
5.1 The Public Library Board shall submit an annual report to the Township.
5.2 The Township shall make an annual financial report to the Minister and
make any other reports required by the Public Libraries Act, and
its regulations or requested by the Minster.
5.3 The Public Library shall send Board Meeting Agendas and
approved Board Meeting Minutes to the Township.
6.0 Limitation of Liability:
6.1 The Township shall not be liable for any injury, death or property
damage to the Public Library Board, its employees, or agents or for
any claim by any third party against the Public Library Board, its
employees or agents.
6.2 The Township shall not be liable for any incidental, indirect,
special or consequential damages or loss of use, revenue or profit
of the Public Library Board arising out of or in any way related to this
Agreement or the services.
6.3 The Public Library Board will save, defend and keep harmless and fully
indemnify the Township and each of its elected officials, officers,
employees and agents of, from and against all manner of actions,
suits, claims, executions and demands which may be brought against
or made upon the Township, its elected officials, officers, employees
and agents or any of them and of, from and against all loss, costs,
charges, damages, liens and expenses which may be sustained,
incurred or paid by the Township, its elected officials, officers,
employees and agents, or any of them, by reason of, or on account
of, or in consequence of the fulfilment by the Public Library Board of
its obligations under this Agreement including the default or breach
by the Public Library Board of its obligations under this Agreement
or by reason of any negligence or willful default of the Public Library
Board, its officers, employees, agents or persons acting under its
direction in connection with its obligations hereunder.
7.0 Cancellation:
7.1 Either the Township or the Public Library Board may terminate this
Agreement at any time upon six months of notice in writing.
Township of Oro-Medonte Library Services Agreement—Severn
4
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8.0 Notices:
8.1 Notices under this Agreement shall be given in writing by personal
delivery or by mail.
8.2 Notice by mail shall be deemed to have been given on the fourth
business day after the date of mailing.
9.0 Signing Authority:
9.1 Contracts are to be signed on behalf of the Public Library Board,
by the Chair and Secretary of the Board and, on behalf of the
contracting Township by two (2) authorized Signing Officers.
Township of Oro-Medonte Library Services Agreement—Severn
5
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18.c) 2023-064, Being a By-Law to Establish the Terms of Reference for t...
The Corporation Of The Township Of Oro-Medonte
By-Law No. 2023-064
Being a By-Law to Establish the Terms of Reference for the Property Standards
Committee and to Appoint Members to the Property Standards Committee
and to repeal By-Law No. 2019-029
"Property Standards Committee"
Whereas Section 8 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, provides
that the powers of a municipality under this or any other Act shall be interpreted broadly
to enhance the municipality's ability to respond to municipal issues;
And Whereas Section 11(2) and 11(3)of the Municipal Act, 2001, S.O. 2001, c.25, as
amended, provides that a lower-tier municipality may pass by-laws subject to the rules
set out in Section 11(4);
And Whereas Section 15.6(1)of the Building Code Act, 1992, S.O. c. 23 provides that a
by-law prescribing the standards of maintenance and occupancy of property within the
municipality passed under Section 15.1 shall provide for the establishment of a
Committee composed of such persons, not fewer than three, as the Council considers
advisable to hold office for such term and on such conditions as the by-law may
establish;
And Whereas By-law 2018-012 was enacted and passed by Council of the Township
of Oro-Medonte, a by-law Prescribing Standards for the Maintenance and Occupancy
of the Property ("Property Standards") and to establish a Property Standards
Committee;
And Whereas on June 14, 2023 Council of the Township of Oro-Medonte enacted
and passed By-law 2023-043 a by-law to govern the proceedings of Council and
Committees/Technical Support Groups of Council;
And Whereas the Council of the Corporation of the Township of Oro-Medonte deems it
desirable and necessary to establish Terms of Reference and to appoint members to the
Property Standard Committee for the 2022-2026 term of Council.
Now Therefore, the Council of the Corporation of the Township of Oro-Medonte enacts
as follows:
1. That the appointments to the Property Standards Committee shall be confirmed as
listed in Schedule"A"to this By-law.
2. That changes to Schedule"A"to this By-law maybe necessary due to vacancies
created for various reasons. It will be deemed acceptable for Council to authorize
such changes by resolution(s). The resolution(s)shall be in effect only until a new
By-law is enacted at the beginning of a new term of Council.
3. That all non-elected members of the Property Standards sit at the discretion of
Council and may be removed during their term for reasons of health, business,
insufficient interest or any other reasons.
4. This By-Law shall come into force and effect on the date of its final passing and
will expire on November 30, 2026, unless otherwise legislated.
5. That By-Law No. 2019-029 be repealed in its entirety.
Page 1 of 6
Page 185 of 199
18.c) 2023-064, Being a By-Law to Establish the Terms of Reference for t...
By-law read a First, Second and Third time, and Passed this 12t" day of July,
2023.
The Corporation of the Township of Oro-Medonte
Mayor, Randy Greenlaw
Clerk, Yvonne Aubichon
Page 2 of 6
Page 186 of 199
18.c) 2023-064, Being a By-Law to Establish the Terms of Reference for t...
Schedule "A"to By-law No. 2023-064
Property Standards Committee
1.0 Committee Members
That the persons identified on Schedule "B" attached hereto are hereby
appointed as members of the Oro-Medonte Property Standards Committee for
the term of Council that appointed them or until their successors are appointed.
Where a member ceases to be a member before the expiration of their term,
Council may appoint another eligible person for the unexpired portion of the term.
2.0 Terms of Reference
The Property Standards Committee shall have all statutory duties as defined
under Sections 15.1 to 15.8 of the Building Code Act, 1992, S.O. 1992, Chapter
23, as amended.
3.0 Composition
3.1 The Committee members shall be appointed by Council and will consist of a
minimum of three (3) non-elected members.
3.2 Resignations shall be tendered in writing to the Chair. The Chair shall advise
Council through the Township Clerk and or their designate. Subject to the
remaining term, a replacement member shall be appointed at the discretion of
Council.
3.3 Any appointed member shall be deemed to have resigned themselves from their
respective appointments if they have missed three consecutive meetings without
being authorized to do so by a resolution of the Council entered upon its minutes.
3.4 Each Committee member shall be paid as per the current by-law setting
remunerations of Council and Committee members.
3.5 Chair: One member shall be chosen by the majority vote of the Committee at the
first of each new Term to Chair the meetings and oversee the business of the
Committee for that Term.
3.6 Acting Chair: An Acting Chair for the same duration will be chosen by the
majority vote of the Committee. The role of the Acting Chair is that of Chair when
assuming the role of Chair in their absence due to illness or otherwise.
3.7 Secretary: Township staff will fulfill the role of Secretary for the Committee. The
role of the Secretary is to keep on file the records of all official documentation of
the Committee, including records of all applications and minutes of all decisions
respecting those applications. Section 253 of the Municipal Act, 2001, applies
with necessary modifications to the minutes and records.
4.0 Meetings and Minutes
4.1 The Committee shall hold meetings and shall forward all decisions and minutes
to Council
4.2 All Committee meetings shall be open to the public.
4.3 The Committee members shall elect a Chair from among its members. A
Secretary will be provided by the Township to record all Committee meetings.
4.4 In the conduct of Committee business all members of the Committee shall have
equal voting rights, including the Chair.
5.0 Quorum
5.1 A majority of the Committee members constitute a quorum at meetings.
5.2 Where a member of the Committee resigns, quorum shall be the majority of the
remaining members.
Page 3 of 6
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18.c) 2023-064, Being a By-Law to Establish the Terms of Reference for t...
6.0 Agent of the Municipality
6.1 In carrying out the provisions of this by-law, the Committee shall at all times be
the Agent of the Municipal Corporation and while acting bona fide within the limits
of the authority of this by-law, neither the Committee nor any member shall incur
any liability by reason of anything done or left undone by the Committee;
provided however, that nothing in this paragraph shall authorize or empower the
Committee to incur any debt, liability or obligation for which the Municipal
Corporation shall become liable without having previously obtained the consent
of the Council of the Corporation of the Township of Oro-Medonte.
7.0 Responsibilities
7.1 All meetings of the Committee to hear an appeal filed pursuant to the Act shall be
called by the Chair of the Committee, after being notified by the Director,
Development Services/Chief Municipal Law Enforcement Officer that an appeal
has been received.
7.2 The Director, Development Services/Chief Municipal Law Enforcement Officer
shall send notices of appeal and decisions of the Committee to the owner or
occupant of the property in which the lands are the subject of the appeal.
7.3 In consultation with the Chair, the Secretary may cancel or reschedule an appeal
hearing if there are no appeals to be heard at a scheduled meeting.
8.0 Appeal Hearing Procedures
8.1 An appeal hearing of the Committee shall be called to order by the Chair, or in
the absence of the Chair, by their designate.
8.2 The Chair shall determine if any member has a Conflict of Interest. If a member
declares a conflict they shall remove themselves from the hearing.
8.3 Generally, after an appeal hearing is called to order, the Chair shall call for any
requests for deferral of an appeal or any requests for withdrawal of an appeal.
8.4 An appeal shall only be deferred upon reasonable cause as determined by the
Committee.
8.5 Generally, after all requests for withdrawal have been made and all requests for
deferral have been considered, the Secretary shall call each appeal in the order
in which it appears on the agenda or in such other order as the Committee
determines.
8.6 The Property Standards Officer will present all of their evidence, including
witnesses to support the Order. The Appellant and the Committee may question
all such evidence presented by the Officer.
8.7 The Committee shall provide each Appellant with an opportunity to present their
appeal. The Property Standards Officer and the Committee may question all
such evidence presented by the Appellant.
8.8 The Committee shall permit both the Property Standards Officer and the
Appellant the right to re-call any of their own witnesses, for the purpose of
clarification of evidence already before the Committee.
8.9 The Committee shall provide any person having an interest in an appeal to
express their comments with respect to the appeal.
8.10 The Committee shall provide the Appellant or Property Standards Officer an
opportunity to respond to any comments, correspondence, or proposed
conditions brought forward at the appeal.
8.11 When considering an appeal, the Committee shall have all the power and
functions of the Property Standards Officer who made the Order, and may do any
of the following things if, in the Committee's opinion, doing so would maintain the
general intent and purpose of the by-law and of the Official Plan or Policy
Statement:
8.11.1 Confirm, modify or quash the Order, or
8.11.2 Extend the time for complying with the Order.
Page 4 of 6
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18.c) 2023-064, Being a By-Law to Establish the Terms of Reference for t...
9.0 Voting
9.1 Once all of the evidence has been heard in respect of the appeal, the Committee
will deliberate on their decision and enact a resolution stating their decisions
based on the options identified in Section 8.11.
9.2 The Chair shall ask the members of Committee for a motion with respect to the
disposition of the appeal. The Chair, upon receipt of a motion from a member of
the Committee, shall ask for a seconder for the motion. Once the motion has
been moved and seconded, the Chair shall call for a vote on the motion and each
member of the Committee shall vote on the motion openly and individually and
the Chair shall announce the decision of the Committee.
9.4 Where there is a tie vote on a motion, the motion shall be defeated and a new
motion brought forward.
9.5 The decision is final and binding on all parties. No further discussions will take
place once the decision is made known. No further communications, whether oral
or written, will be made to the Committee by the Appellant or the Property
Standards Officer. Any further concerns regarding the decision will be dealt with
through the court appeal process.
10.0 Notice of Decision 'Ae
10.1 Members of the Committee concurring in a decision of the Committee shall sign
the Notice of Decision and the names of members present who did not concur in
the decision shall be noted in the Notice of Decision.
10.2 Notice of the decision to an Appealed shall be prepared by the Secretary and
mailed to all parties involved.
Page 5 of 6
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18.c) 2023-064, Being a By-Law to Establish the Terms of Reference for t...
Schedule "B" to By-law 2023-064
That the following persons are hereby appointed as members of the Oro-
Medonte Property Standards Committee for the term of Council that appointed
them or until their successors are appointed. Where a member ceases to be a
member before the expiration of their term, Council may appoint another eligible
person for the unexpired portion of the term:
1.1 Stephen Wells
1.2 Richard Gore
1.3 Jennifer Robinson
1.4 Igor Kochkine
1.5 Joshua Battiston
Page 6 of 6
Page 190 of 199
18.d) 2023-065:A By-law to Appoint Fence Viewers and to Repeal By-Law N...
The Corporation of the Township of Oro-Medonte
By-Law No.2023-065
A By-law to Appoint Fence Viewers
and to Repeal By-Law No.2019-096
Whereas Section 2 of the Line Fences Act, R.S.O. 1990, c. L.17, as amended, provides
that the Council of every municipality shall, by by-law, appoint such number of Fence
Viewers as are required to carry out the provisions of the Act and that the by-law shall
establish the remuneration to be paid;
And Whereas Section 5(2)of the Line Fences Act, R.S.O. 1990, c. L.17, as amended,
provides that Council may establish the time of year during which no arbitration or other
proceeding requiring the attendance or re-attendance of Fence Viewers shall be
scheduled;
And Whereas Section 17(1)of the Line Fences Act, R.S.O. 1990, c. L.17, as amended,
authorizes Council to establish administrative fees to be paid to the municipality in
relation to proceedings under the Act;
Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows:
1. That the individuals outlined on Schedule"A", attached hereto and forming part
of this by-law, be appointed as Fence Viewers for the Township of Oro-Medonte;
2. That the Fence Viewers attending a viewing shall be paid as identified in the
Township's Remuneration and Expenses By-law;
3. That arbitration or other proceedings requiring the attendance or re-attendance of
Fence Viewers between the 1st day of November and the 31st day of March in the
next following year, shall be scheduled at the Clerk's discretion;
4. That Council hereby establishes an administration fee, as identified in the
Township of Oro-Medonte's Fees and Charges By-law, to be paid in relation to
proceedings under the Line Fences Act;
5. That By-Law No. 2006-090 is hereby repealed in their entirety;
6. That this by-Law shall take effect on the final passing thereof.
By-Law Read a First, Second and Third time, and Passed this 12th day of July,
2023.
The Corporation of the Township of Oro-Medonte
Mayor, Randy Greenlaw
Clerk,Yvonne Aubichon
Page 191 of 199
18.d) 2023-065: A By-law to Appoint Fence Viewers and to Repeal By-Law N...
Schedule "A"
to By-law No. 2023-065 for
The Corporation of the Township of Oro-Medonte
Fence Viewers
Stephen Wells
Richard Gore
Jennifer Robinson
Igor Kochkine
Joshua Battiston
Page 192 of 199
18.e) 2023-067, Being a By-Law to Authorize the Execution of an Agreemen...
The Corporation of the Township of Oro-Medonte
By-law 2023-067
Being a by-law to authorize the execution of an agreement
providing for the deferral of development charges.
Whereas The Corporation of the Township of Oro-Medonte registered on the 12th day of
July 2023 an agreement providing for the deferral of development charges against the land
described in Schedule"A"attached hereto and forming part of this By-law.
And Whereas Section 3.9 of Development Charges By-law 2019-100 provides that a
development charge shall be payable in full on the date of building permit issuance in
relation to each building or structure to which a development charge applies;
And Whereas section 27 of the Development Charges Act, 1997, S.O. 1997, c. 27, (the
"Act") provides that a municipality may enter into an agreement to provide for a deferral of
the development charge;
Now Therefore the Council of the Corporation of the Township of Oro-Medonte hereby
enacts the following as a by-law:
IVILAINEF
1. THAT an agreement be entered into by The Corporation of the Township of Oro-
Medonte, with the owner(s) of the land described in Schedule "A" to extend the time
period in which the development charges payable on this land is to be paid on the terms
and generally in the form of Schedule"B" attached to this By-law.
2. THAT the agreement be substantially the same form and contain the same terms and
conditions as set out in Schedule "B", a copy of which is attached hereto.
3. THAT the Mayor and Clerk be and are hereby authorized and directed to enter into the
development charges deferral agreement on behalf of the Township.
4. THAT this By-law shall take effect upon the final passing thereof.
By-law read a first, second, and third time, and passed this 12th day of July, 2023
The Corporation of the Township of Oro-Medonte
Mayor, Randy Greenlaw
Clerk,Yvonne Aubichon
Page 193 of 199
18.e) 2023-067, Being a By-Law to Authorize the Execution of an Agreemen...
Schedule "A"
to By-law No.2023-067 for
The Corporation of the Township of Oro-Medonte
DESCRIPTION OF THE LAND:
Part of Lot 22, Concession 5, designated as Parts 6-11 on Registered Plan 51 R-19930,
municipally known as 15-25 Winstar Road, Township of Oro-Medonte.
Page 194 of 199
18.e) 2023-067, Being a By-Law to Authorize the Execution of an Agreemen...
Schedule "B"
to By-law No. 2023-067 for
The Corporation of the Township of Oro-Medonte
THIS AGREEMENT made in triplicate on this 12t" day of July, 2023.
BETWEEN:
THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE
(the"Township")
-and-
TNR INDUSTRIAL DAORSINC.(the"Owner )
Whereas the Development Charges Act, 1997, S.O. 1997, c. 27, as amended (the "Act")
authorizes municipalities to pass by-laws for the imposition of development charges against
land to pay for increased capital costs required because of increased needs for services
arising from the development of the area to which the by-law applies;
And Whereas the Council of the Township ("Council"), pursuant to the Act, has enacted
By-Law No. 2019-100 (the "By-law", which terms shall include any amendments thereto),
which imposes development charges and provides for the payment of development
charges;
And Whereas the Township may, pursuant to section 27 of the Act, and on such terms as
Council may require, enter into an agreement with an owner to require the owner to pay
the applicable development charges at a date later than it would otherwise be payable,
upon and in accordance with the terms of an agreement entered into by the owner with the
Township ("Deferral Agreement");
And Whereas the Owner is the registered owner of the property municipally known as and
described as Part of Lot 22, Concession 5, designated as Parts 6-11 on Registered Plan
51 R-19930, municipally known as 15-25 Winstar Road, Township of Oro-Medonte County
of Simcoe, and legally described as set out in Schedule A to this Agreement(the"Lands");
And Whereas the Owner proposes to develop the Lands to provide an industrial
manufacturing plant that is classed as non-residential industrial for the purposes of the
Township's By-law(the"Development");
And Whereas the Owner, requested approval by Council, at its meeting on June 24, 2023,
to defer the payment of the development charges payable to the Township in respect of the
Development;
And Whereas the Township's Director of Finance/CFO ("Treasurer") was authorized by
Council, at its meeting on June 24, 2023, to approve the development charges deferral
subject to and upon the terms of this Deferral Agreement;
Now therefore, in consideration of the mutual covenants herein contained, and for other
good and valuable consideration, (the receipt and sufficiency of which is hereby
acknowledged by each party), the parties hereby agree as follows:
Page 195 of 199
18.e) 2023-067, Being a By-Law to Authorize the Execution of an Agreemen...
1. The Recitals above are true and correct and form part of this Agreement.
2. The Owner acknowledges and agrees that it owes to the Township
development charges pursuant to the By-law(the"Total Amount"). The Total
Amount is calculated in accordance with the By-law and is ordinarily due and
payable prior to, or upon issuance of, a first building permit for the
Development.
3. Notwithstanding any provisions of the By-law to the contrary, the Owner and
the Township agree that payment of Township development charges by the
Owner, in respect of the Development, as required under the By-law shall be
deferred on the terms and conditions contained herein.
4. The Township and the Owner agree that the Total Amount, exempt from
interest, shall be paid by the Owner in two (2) equal deferred payments:
(a) the first payment shall be due and payable by the Owner no later than
one (1) month after the date of the issuance of the first building permit;
and
(b) the final payment shall be due and payable by the Owner no later than
one (1) month after after the enactment of the Township's successor
development charges by-law.
5. If the Owner fails to obtain the building permit to construct the Development
by December 31, 2023, the Owner and the Township agree this Agreement
shall terminate, and the Owner's and the Township's obligations under this
Agreement shall end.
6. The Township and the Owner mutually agree that the final payment will be
determined by the lesser of two amounts:
(a) the sum calculated pursuant to Section 2, or
(b) development charges calculated and determined in accordance with the
Township's successor development charges by-law.
7. If any of the payments are not made in accordance with Section 4 above,
then the Owner shall be deemed to be in default of this Agreement and the
remaining deferred amounts shall become immediately due and payable,
and the Township shall be entitled to recover all deferred amounts, plus
interest, as calculated in accordance with Section 8 below, which remain
unpaid as at the date of default by adding such amount to the property tax
roll for the Lands, and the Township shall collect such amount as taxes
pursuant to subsection 32(1) of the Act.
8. The Owner shall pay interest on the Total Amount at a rate equal to the prime
lending rate of the Township's bank plus 1%, calculated monthly.
9. If the Owner sells or otherwise conveys the Lands or any portion of the Lands
or its interest in the Lands, the Total Amount plus interest, as calculated in
accordance with Section 8 above or any portion thereof still owing at the time
of such sale or conveyance, shall be immediately due and payable to the
Township prior to the closing of the transaction. If the Owner fails to make
such payment, the Township shall be entitled to add such amount to the
property tax roll for the Lands plus interest, and the Township shall collect
such amount as taxes pursuant to subsection 32(1)of the Act.
10. The Owner consents to the registration of this Agreement on title to the Lands
forthwith upon its execution by both parties.
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18.e) 2023-067, Being a By-Law to Authorize the Execution of an Agreemen...
11. The Owner shall pay a legal and administration fee in the amount of$1,000
to the Township upon execution of this Agreement, to reimburse the
Township for the costs of this Agreement and its administration. The Owner
is responsible for all legal and registration costs of registering this
Agreement on title to the Lands.
12. The Owner acknowledges that the Township will be completing a
background study in anticipation of bringing forward new development
charges in a successor development charge by-law. In consideration of the
deferral of the payment of development charges under the By-law hereby
granted under this Agreement, the Owner agrees that it will not challenge or
contest said successor development charge by-law by appealing it pursuant
to section 14 of the Act or subsequently attempting to challenge the amount
of a development charge, a credit or the application of said by-law with
respect to the Development by complaint pursuant to section 20 of the
Act. The Township shall be entitled to assert this provision to estop any
such appeal or complaint.
13. This Agreement is binding upon and enures to the benefit of the parties, their
heirs, successors, and assigns.
14. This Agreement is made entirely for the convenience and benefit of the
Owner and is in no way to be construed as a waiver or surrender of any rights
or remedies that the Township may have to recover the development charge
by any lawful means from present and future owners of the Lands or as taxes
upon the Lands.
15. No provisions of this Agreement shall be amended or altered except by
further written agreement between the Township and the Owner. No
covenant or condition in this Agreement shall be deemed waived or
consented to by the Township unless such waiver or consent is in writing and
signed by an authorized representative of the Township.
16. Any notice under this Agreement shall provided by personal delivery or by
registered mail
(a) to the Township:
The Corporation of the Township of Oro-Medonte
148 Line 7 South
Oro-Medonte, ON LOL 2EO
Attention: Director Finance/CFO
ME
(b) to the Owner:
TNR Industrial Doors Inc.
200 Fairview Road, Unit 2,
Barrie, Ontario, L4N 8X8
Attention: Marcus von Reden, President
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18.e) 2023-067, Being a By-Law to Authorize the Execution of an Agreemen...
In Witness Whereof the Owner has hereunto set his hand and seal and the Township has
caused its Township's Seal to be hereunto affixed, attested by its proper officers.
THE CORPORATION OF THE TOWNSHIP
OF ORO-MEDONTE
Mayor, R. Greenlaw
Clerk, Y. Aubichon
TNR INDUSTRIAL DOORS INC.
Marcus von Reden, President
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20.a) 2023-069, Being a by-law to confirm the proceedings of the Council...
The Corporation of the Township of Oro-Medonte
By-Law No. 2023-069
Being a By-Law to Confirm the Proceedings of the Council Meeting held on
Wednesday,July 12,2023
Whereas Section 5 of the Municipal Act, 2001, S.O. 2001, C. 25, as amended
provides that the powers of the Municipal Council shall be exercised by By-Law,
unless the municipality is specifically authorized to do otherwise;
And Whereas The Council of The Corporation of the Township of Oro-Medonte
deems it expedient that the proceedings at this Council Meeting be confirmed and
adopted by By-Law;
Now Therefore the Council of The Corporation of the Township of Oro-Medonte
hereby enacts as follows:
1. That the actions of the Council at its Council Meeting held on Wednesday, July
12, 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 12t" day of July,
2023.
The Corporation of the Township of Oro-Medonte
XJ
Mayor, Randy Greenlaw
Clerk, Yvonne Aubichon
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