10 11 2023 Council Agenda The Township of Oro-Medonte
Council Meeting Agenda
Electronic Hybrid Meeting
4
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Wednesday, October 11, 2023
2:00 p.m. - Open Session
Proud Her•itc�ge,Exciting Future Closed Session following Item 3
Open Session immediately following Closed
Session
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.
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, email and in person.
Input on agenda items are welcome and encouraged.
The Township of Oro-Medonte has amended its Procedural By-law to allow for
electronic participation at Council meetings. In-person attendance at public meetings
is also available. Protocols have been established to advise how to electronically
participate in the public portions of these meetings. Please visit the following links for
additional information:
• Request for Participation Form
• Protocols for Public Participation Council and IDS Committee
All electronic Council meetings will be streamed live, where possible, on the Township
YouTube Channel. Council Agendas will continue to be published on the Civic Web
Meeting Agendas in advance of the meeting date in accordance with the Township's
Procedural By-law.
Page
1. Call to Order - Reading of Land Acknowledgement:
The Township of Oro-Medonte acknowledges that we are situated on the
traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and
ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa
[Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee]
Page 1 of 79
Council Meeting Agenda - October 11, 2023
nations, collectively known as the Three Fires Confederacy. It continues
today as the home for diverse Indigenous Peoples including the historic
Metis Community in Penetanguishene.
The Anishnaabek people continue to have an enduring relationship with this
land, specifically the Chippewas of Rama First Nation, the Chippewa Tri-
Council and the Williams Treaties First Nations. The Huron-Wendat Nation
also continues to pay respect and protect their ancestors and heritage on this
land. We honour the Indigenous history and culture that has thrived for
millennia in this territory and the Treaties that bind us together as partners in
the spirit of a shared sustainable and prosperous future. We are all Treaty
People. Our commitment begins with acknowledging the Truth so that we
can move forward together towards Reconciliation.
2. Adoption of Agenda:
a) Motion to Adopt the Agenda.
3. Disclosure of Pecuniary Interest:
4. Closed Session Items:
a) Motion to go In Closed Session.
b) Motion to Rise and Report.
c) Robin Dunn, CAO re: Labour relations/employee negotiations
(Staffing/Organizational Update).
d) Robin Dunn, CAO re: Solicitor-client privilege; Litigation affecting the
municipality (Cannabis).
e) Robin Dunn, CAO re: Solicitor-client privilege; Litigation affecting the
municipality (Short Term Rentals (STR)).
f) Robin Dunn, CAO re: A position, plan, procedure, criteria or instruction to be
applied to any negotiations related to the municipality (Inter-Municipal
Relationships/Negotiations) - Withdrawn.
g) Robin Dunn, CAO re: Solicitor-client privilege; Litigation affecting the
municipality (Zone 1 Water).
[Addenda]
5. Minutes of Council and Committees:
6 - 16 a) Minutes of Council meeting held on September 27, 2023.
09 27 2023 Council Minutes
6. Recognition of Achievements:
None.
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Council Meeting Agenda - October 11, 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:
17 - 19 a) OCS2023-18, Karla Musso-Garcia, Manager, Operations re: Award of
Tender OCS2023-11 Supply And Delivery Of Two (2) 2023-2024 — One (1)
Ton Truck Chassis Crew Cab, Dual Rear Wheels With 9ft Dump Body.
OCS2023-18
12. Reports of Municipal Officers for Information Only:
None.
13. Reports of Members of Council:
a) Updates from Council Representatives — County of Simcoe and Township
Partners and Agencies.
Provides an opportunity for the Township's representatives at the County of
Simcoe, and the Council members appointed as the Township's
representatives at the Township's Partners and Agencies, to deliver updates
on the activities of the County of Simcoe and the Township's Partners and
Agencies.
14. Announcements:
15. Consent Agenda:
20 - 26 a) Minutes of Lake Simcoe Region Conservation Authority meeting held on July
28, 2023.
Staff Recommendation: Receive for Information Only.
LSRCA
27 - 33 b) Nottawasaga Valley Conservation Authority re: Minutes of Meeting held on
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Council Meeting Agenda - October 11, 2023
August 25, 2023 and Highlights of Meeting held on September 22, 2023.
Staff Recommendation: Receive for Information Only.
08 25 2023 NVCA Minutes
September 2023 NVCA Board Highlights
34 - 36 c) Minutes of Barrie Public Library meeting held on June 22, 2023.
Staff Recommendation: Receive for Information Only.
BPLB
37 - 73 d) Orillia Public Library Board re: Meeting Package for September 20, 2023
Board Meeting; and September 2023 Statistics.
Staff Recommendation: Receive for Information Only.
OPLB package
OPLB Sept 2023 Statistics
74 - 76 e) Correspondence dated September 19, 2023 from Severn Sound
Environmental Association (SSEA) re: Tree Seedling Distribution Project -
Request for Municipal Assistance in 2024.
Staff Recommendation: Receive for Information Only.
SSEA
77 - 78 f) Orillia and Lake Country Physician Recruitment re: Activity & Performance
Report: January 1 — September 30, 2023.
Staff Recommendation: Receive for Information Only.
Orillia and Lake Country Physician Recruitment
16. Communications/Petitions:
None.
17. Notice of Motions:
a) Brought by Councillor Hutcheson, September 15, 2023.
Notice of Motion for September 27, 2023 Council meeting.
To be dealt with at the October 11, 2023 Council meeting.
Re: Proposed Installation of a Rainbow Cross-Walk within the Township of
Oro-Medonte
Be it resolved that the Operations Department bring forward a report on the
installation of a Rainbow Cross-Walk within the Township of Oro-Medonte.
18. By-Laws:
None.
19. Closed Session Items (Unfinished Items):
20. Confirmation By-Law:
79 a) 2023-088: Being a by-law to confirm the proceedings of the Council meeting
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Council Meeting Agenda - October 11, 2023
held on Wednesday, October 11 , 2023.
2023-088
21. Adjournment:
a) Motion to Adjourn.
Page 5 of 79
5.a) Minutes of Council meeting held on September 27, 2023.
The Township of Oro-Medonte
Council Meeting Minutes
T°unship°f Electronic Hybrid Meeting
Proud Heritage,Exciting Future
Wednesday, September 27, 2023 1:32 p.m.
2022-2026 Council
Present: Mayor Randy Greenlaw
Deputy Mayor Peter Lavoie
Councillor Lori Hutcheson
Councillor John Bard
Councillor David Clark
Councillor Richard Schell
Councillor Robert Young
Staff Robin Dunn, Chief Administrative Officer; Shawn Binns, Director,
Present: Operations and Community Services; Nelly Morrow, Director,
Finance/Chief Financial Officer; Tamara Obee, Director, Human
Resources; George Vadeboncoeur, Interim Director, Development
Services; Michelle Jakobi, Director, Environmental Services; Curtis
Shelswell, Manager, Municipal Law Enforcement/Chief Municipal Law
Enforcement Officer; Justin Metras, Manager, Capital Projects and
Infrastructure, Karla Musso-Garcia, Manager, Operations; Janette Teeter,
Supervisor, Clerk's Services/Deputy Clerk; Jason Scharapenko,
Information Technology Technician
All Council and staff participated via Zoom platform.
1. Call to Order - Reading of Land Acknowledgement:
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.
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
Page 1 of 11
Page 6 of 79
5.a) Minutes of Council meeting held on September 27, 2023.
Council Meeting Minutes — Wednesday, September 27, 2023
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. C230927-1
Moved by Hutcheson, Seconded by Lavoie
Be it resolved that the agenda for the Council meeting of Wednesday, September 27, 2023
be received and adopted.
Carried.
3. Disclosure of Pecuniary Interest:
None declared.
4. Closed Session Items:
a) Motion to go In Closed Session.
Motion No. C230927-2
Moved by Lavoie, Seconded by Clark
Be it resolved that we do now go in Closed Session at 1 .35 p.m. to discuss
• Labour relations/employee negotiations (Staffing/Organizational Update);
• Solicitor-client privilege; Litigation affecting the municipality (Zone 1 Water), (Cannabis).
Carried.
Page 2 of 11
Page 7 of 79
5.a) Minutes of Council meeting held on September 27, 2023.
Council Meeting Minutes — Wednesday, September 27, 2023
b) Motion to Rise and Report.
Motion No. C230927-3
Moved by Clark, Seconded by Young
Be it resolved that we do now Rise at 3.30 p.m. and Report on the Closed Session Items 4
c) Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing/Organizational
Update);
d) Robin Dunn, CAO re: Solicitor-client privilege; Litigation affecting the municipality (Zone 1
Water);
e) Robin Dunn, CAO re: Solicitor-client privilege; Litigation affecting the municipality
(Cannabis);
Carried.
c) Robin Dunn, CAO re: Labour relations/employee negotiations (Staffing/Organizational
Update).
The following staff were present: Robin Dunn, Chief Administrative Officer; Janette Teeter,
Supervisor, Clerk's Services/Deputy Clerk; Sophia Duguay, Hicks Morley Hamilton Stewart
Storie LLP. 9% 1,(
Motion No. C230927-4
Moved by Young, Seconded by Schell
Be it resolved
1. That confidential verbal information presented by Robin Dunn, CAO and legal counsel,
Hicks Morley Hamilton Stewart Storie LLP, re: Labour relations/employee negotiations
(Staffing/Organizational Update) be received.
2. That staff and legal counsel proceed as outlined.
1WCarried.
Page 3 of 11
Page 8 of 79
5.a) Minutes of Council meeting held on September 27, 2023.
Council Meeting Minutes — Wednesday, September 27, 2023
d) Robin Dunn, CAO re: Solicitor-client privilege; Litigation affecting the municipality (Zone
1 Water).
The following staff were present: Robin Dunn, Chief Administrative Officer; Shawn Binns,
Director, Operations and Community Services; George Vadeboncoeur, Interim Director,
Development Services; Michelle Jakobi, Director, Environmental Services; Janette Teeter,
Supervisor, Clerk's Services/Deputy Clerk; Chris Williams, Brian Chung, Andrea Skinner,
Aird & Berlis LLP.
Motion No. C230927-5
Moved by Bard, Seconded by Young
Be it resolved
1. That the confidential memorandum correspondence dated September 26, 2023 and
presented by Robin Dunn, CAO and legal counsel, Aird & Berlis LLP re: Solicitor-client
privilege; Litigation affecting the municipality (Zone 1 Water) be received.
2. That staff and legal counsel proceed as directed.
Carried.
e) Robin Dunn, CAO re: Solicitor-client privilege; Litigation affecting the municipality
(Cannabis).
The following staff were present: Robin Dunn, Chief Administrative Officer; Shawn Binns,
Director, Operations and Community Services; George Vadeboncoeur, Interim Director,
Development Services; Curtis Shelswell, Manager, Municipal Law Enforcement/Chief
Municipal Law Enforcement Officer; Janette Teeter, Supervisor, Clerk's Services/Deputy
Clerk; Chris Williams, Andrea Skinner, Aird & Berlis LLP.
Motion No. C230927-6
Moved by Schell, Seconded by Hutcheson
Be it resolved
1. That the confidential memorandum correspondence dated September 26, 2023 and
presented by Robin Dunn, CAO and legal counsel, Aird & Berlis LLP, re: Solicitor-client
privilege; Litigation affecting the municipality (Cannabis) be received.
2. That staff and legal counsel continue to proceed as directed.
Carried.
Page 4 of 11
Page 9 of 79
5.a) Minutes of Council meeting held on September 27, 2023.
Council Meeting Minutes — Wednesday, September 27, 2023
6. Recognition of Achievements:
None.
7. Public Meetings:
None.
8. Deputations/Presentations:
None.
9. Identification From the Public of an Agenda Item of Interest:
None. 11S�4L
Motion No. C230927-8
Moved by Schell, Seconded by Lavoie
Be it resolved that Procedural By-Law No. 2023-043, Section 14.10 be waived to allow
members of the public to provide Open Forum comments without registering through the
designated process.
Carried.
10.Open Forum:
None.
17. Notice of Motions:
a) Brought by Deputy Mayor Lavoie, September 1, 2023.
Notice of Motion for September 13, 2023 Council meeting.
To be dealt with at the September 27, 2023 Council meeting.
Re: Burl's Creek Net Benefit Review
Motion No. C230927-9
Moved by Lavoie, Seconded by Hutcheson
Be it resolved that, in follow up to the 2023 Boots and Hearts event at Burl's Creek Event
Park, staff be directed to review and report back to Council on cost, traffic, policing burden,
cost of police prosecution after the event has closed, traffic plan adherence, cost of
Township resources applied to the event, sound wall records, public mischief and
misconduct occurrences, property zoning and taxes, event permit fee, etc.
Carried.
Page 5 of 11
Page 10 of 79
5.a) Minutes of Council meeting held on September 27, 2023.
Council Meeting Minutes — Wednesday, September 27, 2023
5. Minutes of Council and Committees:
a) Minutes of Human Resources Committee meeting held on Monday, September 11,
2023.
b) Minutes of Special Council meeting held on Tuesday, September 12, 2023.
c) Minutes of Council meeting held on September 13, 2023.
d) Minutes of Heritage Committee meeting held on Monday, September 18, 2023.
Motion No. C230927-7 A&
Moved by Clark, Seconded by Schell
Be it resolved that the I
a) Minutes of the Human Resources Committee meeting held on Monday, September 11,
2023
be received; that the draft
b) Minutes of the Special Council meeting held on Tuesday, September 12, 2023 and
c) Minutes of the Council meeting held on Wednesday, September 13, 2023
be received and adopted as printed and circulated; and that the draft
d) Minutes of Heritage Committee meeting held on Monday, September 18, 2023
be received and that the recommendations therein, per Motion Nos. HC230918-6,
HC230918-7, HC230918-8, be adopted.
Iw Carried.
Page 6 of 11
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5.a) Minutes of Council meeting held on September 27, 2023.
Council Meeting Minutes — Wednesday, September 27, 2023
12. Reports of Municipal Officers for Information Only:
a) OCS2023-13, Justin Metras, Manager, Infrastructure and Capital Projects re: 2023
Roads and Bridge Capital Program Update.
b) F12023-08 (Revised), Nelly Morrow, Director, Finance/Chief Financial Officer re:
Financial Executive Summary — Q1 & Q2 2023.
Motion No. C230927-10
Moved by Hutcheson, Seconded by Bard
Be it resolved that the reports, as listed under Item #12, Reports of Municipal Officers for
Information Only, be received:
a) OCS2023-13, Justin Metras, Manager, Infrastructure and Capital Projects re: 2023 Roads
and Bridge Capital Program Update;
b) F12023-08 (Revised), Nelly Morrow, Director, Finance/Chief Financial Officer re: Financial
Executive Summary — Q1 & Q2 2023.
Carried.
13.Reports of Members of Council:
a) Updates from Council Representatives — County of Simcoe and Township Partners
and Agencies.
The following member of Council provided Updates: Councillor Schell.
14.Announcements:
The following members of Council provided Announcements: Mayor Greenlaw;
Councillor Hutcheson.
Page 7 of 11
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5.a) Minutes of Council meeting held on September 27, 2023.
Council Meeting Minutes — Wednesday, September 27, 2023
11.Reports of Municipal Officers for Action:
a) OCS2023-015, Karla Musso-Garcia, Manager, Operations re: Award of RFQ- Supply,
delivery, mixing and stacking of screened winter sand.
Motion No. C230927-11
Moved by Schell, Seconded by Bard
Be it resolved
1. That OCS2023-015, Karla Musso-Garcia, Manager, Operations re: Award of RFQ-
Supply, delivery, mixing and stacking of screened winter sand be received and adopted.
2. That RFQ- OCS 2023-09 supply, delivery and mixing and stacking of screened winter
sand be awarded to Duivenvoorden Haulage as follows:
Small Crescent $14.75 / tonne,
South Pit $13.25 / tonne,
North Pit $15.25 / tonne,
North Yard $15.60 / tonne.
3. That the Township continue with the Georgian Bay Purchasing Cooperative for the
purchase of road salt at a rate of $67.63 per tonne and treated salt at $95.72 per tonne.
4. That the Director, Operations and Community Services be authorized to execute the
appropriate agreements on behalf of the Township.
5. And that the bidders be thanked and notified under the Director, Operations and
Community Services' signature.
Carried.
b) OCS2023-016, Karla Musso-Garcia, Manager, Operations re: Award of Tender
0CS2023-010 Supply And Delivery Of One (1) Full Size % Ton 4wd Crew Cab Pick-Up
Truck With 6' Box.
Motion No. C230927-12
Moved by Bard, Seconded by Schell
Be it resolved
1. That OCS2023-016, Karla Musso-Garcia, Manager, Operations re: Award of Tender
OCS2023-10 Supply And Delivery Of One (1) Full Size % Ton 4wd Crew Cab Pick-Up
Truck With 6' Box be received and adopted.
2. That Tender OCS2023-10 Supply and Delivery Of One (1) Full Size % Ton 4wd Crew
Cab Pick-Up Truck With 6' Box be awarded to Bourgeois Motors Ltd, in the amount of
$62,770 plus HST.
3. That the Director, Operations and Community Services be authorized to execute the
appropriate agreements on behalf of the Township;
4. That the bidders be thanked and notified under the Director, Operations and Community
Services' signature.
Carried.
Page 8 of 11
Page 13 of 79
5.a) Minutes of Council meeting held on September 27, 2023.
Council Meeting Minutes — Wednesday, September 27, 2023
c) OCS2023-017, Shawn Binns, Director, Operations and Community Services re: Final
Parks and Recreation Master Plan.
Motion No. C230927-13
Moved by Young, Seconded by Hutcheson
Be it resolved
1. That OCS2023-017, Shawn Binns, Director, Operations and Community Services re: Final
Parks and Recreation Master Plan be received and adopted.
2. That the Parks and Recreation Master Plan be used to provide direction and guide future
decisions related to Parks and Recreation facilities and services.
1%, Carried.
d) CS2023-024, Janette Teeter, Deputy Clerk re: Heritage Committee Public
Representation, Two (2) Appointments.
Motion No. C230927-14
Moved by Lavoie, Seconded by Bard
Be it resolved
1 . That CS2023-024, Janette Teeter, Deputy Clerk re: Heritage Committee Public
Representation, Two (2) Appointments be received and adopted.
2. That, for the remainder of the 2022-2026 term, the following be appointed:
Anne Walker,
Jessie Woodrow.
3. That staff proceed accordingly.
N4Carried.
Page 9 of 11
Page 14 of 79
5.a) Minutes of Council meeting held on September 27, 2023.
Council Meeting Minutes — Wednesday, September 27, 2023
15.Consent Agenda:
a) Correspondence from Lake Simcoe Watch and the Town of Georgina re: Request for
Resolution of Support, Lake Simcoe Phosphorus Reduction Strategy.
Staff Recommendation: Receive, Support, Letter under Mayor's Signature to
Premier Ford, Honourable David Piccini, Minister of the Environment,
Conservation and Parks; All Lake Simcoe watershed MPPs; The Lake Simcoe
Region Conservation Authority (LSRCA) and all Lake Simcoe watershed
municipalities
Motion No. C230927-15
Moved by Clark, Seconded by Hutcheson
Be it resolved that the staff recommendation with respect to the item listed under "Consent
Agenda Correspondence" be adopted as printed:
a) Correspondence from Lake Simcoe Watch and the Town of Georgina re: Request for
Resolution of Support, Lake Simcoe Phosphorus Reduction Strategy.
Received, Supported, Letter under Mayor's Signature to Premier Ford, Honourable
David Piccini, Minister of the Environment, Conservation and Parks; All Lake
Simcoe watershed MPPs; The Lake Simcoe Region Conservation Authority
(LSRCA) and all Lake Simcoe watershed municipalities
Carried.
16.Communications/Petitions:
None.
17.Notice of Motions:
b) Brought by Councillor Hutcheson, September 15, 2023.
Notice of Motion for September 27, 2023 Council meeting.
To be dealt with at the October 11, 2023 Council meeting.
Re: Proposed Installation of a Rainbow Cross-Walk within the Township of Oro-Medonte
Be it resolved that the Operations Department bring forward a report on the installation
of a Rainbow Cross-Walk within the Township of Oro-Medonte.
18.By-Laws:
None.
Page 10 of 11
Page 15 of 79
5.a) Minutes of Council meeting held on September 27, 2023.
Council Meeting Minutes — Wednesday, September 27, 2023
19.Closed Session Items (Unfinished Items):
None.
20.Confirmation By-Law:
a) 2023-086: Being a by-law to confirm the proceedings of the Council meeting held on
Wednesday, September 27, 2023.
Motion No. C230927-16
Moved by Schell, Seconded by Lavoie
Be it resolved that By-Law No. 2023-086: Being a by-law to confirm the proceedings of the
Council meeting held on Wednesday, September 27, 2023 be read a first, second and third
time, passed, be engrossed by the Deputy Clerk, signed and sealed by the Mayor.
Carried.
21.Adjournment:
a) Motion to Adjourn.
Motion No. C230927-17
Moved by Clark, Seconded by Lavoie
Be it resolved that we do now adjourn at 4.45 p.m.
Carried.
Mayor, Randy Greenlaw Deputy Clerk, Janette Teeter
Page 11 of 11
Page 16 of 79
11 .a) OCS2023-18, Karla Musso-Garcia, Manager, Operations re: Award of T...
t
Townshi�a a���'�'LLC?,f?,�F,P�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Karla Musso-Garcia, C.E.T., Manager, Operations
Meeting Date: October, 11, 2023
Report No.: OCS2023-18
Subject: Award of Tender- OCS-2023-11 Supply And Delivery of Two (2) 2023-2024
— One (1) Ton Truck Chassis Crew Cab, Dual Rear Wheels With 9ft Dump Body
Type: Requires Action
Motion No.:
Recommendation
1. That Report No. OCS 2023 - 18 be received and adopted-,
2. That Tender- OCS 2023-11 Supply and Delivery of Two (2) 2023-2024 — One
(1) Ton Truck Chassis Crew Cab, Dual Rear Wheels With 9ft Dump Body be
awarded to Blue Mountain Chrysler. In the Amount of$195,952.00 Plus HST.
3. That the Director, Operations and Community Services be authorized to
execute the appropriate agreements on behalf of the Township-,
4. And that the bidders be thanked and notified under the Director, Operations
and Community Services signature.
Background
The 2023 Capital budget included the replacement of two (2) — one (1) ton trucks with
dump bodies for use in the Operations Department.
The current replacement schedule for the Township's Light — Medium Duty trucks is 7
years. The units being replaced are 2015 and 2016 Chev Silverado 2500 HD LT Crew
cabs.
An advertisement for OCS2023- Supply And Delivery Of Two (2) 2023-2024 — One (1)
Ton Truck Chassis Crew Cab, Dual Rear Wheels With 9ft Dump Body was posted on the
Township website and advertised on the Biddingo (Government Contract Portal) website.
Operations and Community Services October 11, 2023
Report No. 2023-09 Page 1 of 3
Page 17 of 79
11 .a) OCS2023-18, Karla Musso-Garcia, Manager, Operations re. Award of T...
The tenders were opened at the Administration Centre on Tuesday, September 26, 2023,
at 2:00 pm.
Three (3) bid packages were received prior to the tender closing, and one (1) was
received after the closing and was disqualified as a result.
Analysis
The results for OCS 2023-11 Supply and Delivery of Two (2) 2023-2024 — One (1) Ton
Truck Chassis Crew Cab, Dual Rear Wheels With 9ft Dump Body are as follows:
Submitted By Per Vehicle Subtotal Bid Estimated
(Excluding HST) (Excluding HST) Delivery Date
Finch Chevrolet Cadillac $ 98,859.25 $ 197,718.50 May/June 2024
Buick GMC
Bourgeois Motors Ltd. $ 109,795.95 $ 219,459.90 March 2024
Blue Mountain Chrysler $ 97,976. 00 $ 195,952.00 July 2024
Jim Wilson Chevrolet LATE: Not opened/returned to bidder
Buick GMC
*Jim Wilson bid was submitted after the closing date.
It is recommended that the submission from Blue Mountain Chrysler be accepted. The
vehicle is the most cost-effective option that meets the required specifications. The
purchase may require updates to the fleet scanning software which will be a minor cost
addressed through the Township's base operating budget.
Financial/Legal Implications/ Risk Management
NAME OF DEALERSHIP TOTAL
Blue Mountain Chrysler $ 195,952.00
HST (1.76) non-recoverable $ 3,448.76
TOTAL $ 199,400.76
An allocation of $140,000 was approved in the 2023 budget for the replacement of the
trucks. In addition to the purchase price of the vehicle, there is a requirement for an
aftermarket communication radio. The radios will be ported from the existing units to the
new units for Automatic Vehicle Location (AVL) utilization. This will result in an overall
negative variance of $59,400.76. The negative variance will be offset with the additional
required funding drawn from the vehicle replacement reserve fund.
The Operations Department requires these trucks to meet service-level demands, these
vehicles are used for patching and construction maintenance work.
Operations and Community Services October 11, 2023
Report No. 2023-18 Page 2 of 3
Page 18 of 79
11 .a) OCS2023-18, Karla Musso-Garcia, Manager, Operations re: Award of T...
Policies/Legislation
Purchasing and Tendering Procedures
Corporate Strategic Goals
Prepare for our future.
Modernize Township Services
Consultations
Supervisor- Fleet
Director, Operations and Community Services
Chief Financial Officer
Attachments
N/A
Conclusion
A review of the tender submissions for OCS 2023-11 Supply and Delivery of Two (2)
2023-2024 — One (1) Ton Truck Chassis Crew Cab, Dual Rear Wheels With 9ft Dump
Body has been completed. The submission from Blue Mountain Chrysler is the most
cost-effective submission that meets the Township's required specifications.
The total cost for the two vehicles ($195,952.00 plus HST) will be funded from the 2023
budget allocation ($140,000) with the balance ($59,400.76 - net of provincial HST
rebate) funded from the vehicle replacement reserve fund.
Respectfully submitted:
Karla Musso-Garcia, C.E.T. Manager, Operations
Approvals: Date of Approval
Shawn Binns, Director of Operations and Community Services October 4, 2023
Nelly Morrow, Director Finance/CFO October 4, 2023
Robin Dunn, CAO October 5, 2023
Operations and Community Services October 11, 2023
Report No. 2023-18 Page 3 of 3
Page 19 of 79
15.a) Minutes of Lake Simcoe Region Conservation Authority meeting held ...
Lake Simcoe Region Conservation Authority
Board of Directors' Meeting
Board of Directors' Meeting No. BOD-07-23
Friday, July 28, 2023
120 Bayview Parkway, Newmarket
Meeting Minutes
Board Members Present
Regional Chairman W. Emmerson (Chair), Councillor P. Ferragine (Vice Chair), Councillor S. Bell,
Councillor F. Drodge, Regional Councillor B. Garrod, Mayor R. Greenlaw, Mayor V. Hackson,
Councillor D. Le Roy, Councillor C. Pettingill, Mayor M. Quirk, Councillor M. Thompson, Deputy
Mayor and Regional Councillor T. Vegh, Councillor E. Yeo
Board Members Absent
Councillor A. Eek, Councillor B. Hamilton, Councillor S. Harrison-McIntyre, Mayor I. Lovatt,
Councillor C. Riepma
Staff Present
R. Baldwin, T. Barnett, A. Brown, C. Byron, M. Critch, A. Cullen, P. Davies, D. Goodyear, E. Green,
L. Grzywniak, K. Kennedy, S. O'Connor, D. Ruggle, C. Taylor, K. Toffan, K. Yemm
I. Land Acknowledgement
Chair Emmerson acknowledged the Lake Simcoe watershed as traditional Indigenous territory
and thanked all generations of Indigenous peoples for their enduring and unwavering care for
this land and water.
II. Declarations of Pecuniary Interest or Conflict of Interest
None noted for the meeting.
III. Approval of Agenda
Moved by: P. Ferragine
Seconded by: C. Pettingill
BOD-103-23 Resolved That the content of the Agenda for the July 28, 2023 meeting of
the Board of Directors be approved as circulated. Carried
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15.a) Minutes of Lake Simcoe Region Conservation Authority meeting held ...
Board of Directors' Meeting No. BOD-07-23
Friday, July 28, 2023
Meeting Minutes
Page 2
IV.Adoption of Minutes
a) Board of Directors' Meeting
Moved by: M. Quirk
Seconded by: R. Greenlaw
BOD-104-23 Resolved That the minutes of the Board of Directors' Meeting, No. BOD-
06-23, held on Friday, June 23, 2023 be approved as circulated. Carried
V. Announcements
There were no announcements for this meeting.
VI. Presentations
a) Second Quarter 2023 Financial Report and Year-End Forecast
General Manager, Corporate and Financial Services/CFO, Mark Critch, provided an overview of
the Second Quarter 2023 Financial Report and Year-End Forecast. He reviewed the Executive
Summary, noting an operational surplus on June 30th of$285K, with 2023 Annual Priorities
progressing well. He noted that a surplus is forecast for year-end with projects continuing to
progress well and within budget, many set to be carried over into 2024. Reserve activity is
expected to be in line with the budget. Staff are forecasting an overall year-end operational
surplus position of$570K, and he reviewed the main contributing drivers. Staff will continue to
monitor key trends, which will inform the 2024 operational budget. The 2024 budget and
reporting structure will be built in accordance with the new Conservation Authorities Act
guidelines. To view this presentation, please click this link: Second Quarter 2023 Financial
Update and Forecast
Moved by: F. Drodge
Seconded by: M. Thompson
BOD-105-23 Resolved That the presentation by General Manager, Corporate and
Financial Services/CFO, Mark Critch, regarding the Second Quarter 2023 Financial
Report be received for information. Carried
Included in the agenda was Staff Report No. 39-23-BOD regarding the Second Quarter 2023
Financial Report.
Moved by: F. Drodge
Seconded by: M. Thompson
BOD-106-23 Resolved That Staff Report No. 39-23-BOD regarding the Conservation
Authority's Second Quarter 2023 Financial Report and Year-End Forecast be received
for information. Carried
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15.a) Minutes of Lake Simcoe Region Conservation Authority meeting held ...
Board of Directors' Meeting No. BOD-07-23
Friday, July 28, 2023
Meeting Minutes
Page 3
b) Lake Simcoe Conservation Preserve Overview and Update
Director, Conservation Lands, Phil Davies, provided an overview of the Conservation Authority's
newest acquired property located in the Town of Georgina, temporarily called the Lake Simcoe
Conservation Preserve. The property was transferred to the Conservation Authority in late
March of 2022 and comprises 5 parcels of land, 360 hectares (890 acres), as well as an
Environmental Protection designation by way of Minister's Zoning Order. He reviewed the
completed management activities, including land survey and boundary marking, fencing and
signage to close of the property, and ecological monitoring. He reviewed the agricultural leases
and associated revenue, as well as the status of property taxes, noting that the Conservation
Authority's filing for a reduction in 2022 property taxes had been denied. He referenced
property studies that have been completed, which will inform next steps including short-term
stewardship plans and monitoring. He then reviewed the timeline for a master plan, which is
scheduled for completion December 2025. Please click this link to view the presentation: Lake
Simcoe Conservation Preserve
Following the presentation, Board members directed staff to bring a resolution back to the
September meeting seeking assistance from local watershed members of provincial parliament
on the 2022 property tax relief issue.
Moved by: M. Quirk
Seconded by: S. Bell
BOD-107-23 Resolved That the presentation by Director, Conservation Lands, Phil
Davies, regarding an overview of the Lake Simcoe Conservation Preserve be received
for information. Carried
Included in the agenda was Staff Report No. 40-23-BOD regarding the Lake Simcoe
Conservation Preserve.
Moved by: M. Quirk
Seconded by: S. Bell
BOD-108-23 Resolved That the Staff Report No. 40-23-BOD regarding the Lake Simcoe
Conservation Preserve update and master planning process be received for
information. Carried
VII.Hearings
There were no Hearings at this meeting.
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15.a) Minutes of Lake Simcoe Region Conservation Authority meeting held ...
Board of Directors' Meeting No. BOD-07-23
Friday, July 28, 2023
Meeting Minutes
Page 4
VIII. Deputations
There were no Deputations at this meeting.
IX, Determination of Items Requiring Separate Discussion
No items were identified under items requiring separate discussion.
X. Adoption of Items not Requiring Separate Discussion
Items No. 1, 2, 3, 5 and 6 were identified under items not requiring separate discussion.
Moved by: D. Le Roy
Seconded by: F. Drodge
BOD-109-23 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-110-23 Resolved That no Correspondence Items be received. Carried
2. Monitoring Report— Planning and Development Applications January 1 to June 30, 2023
BOD-111-23 Resolved That Staff Report No. be received for information. Carried
3. Update to Retroactive Permit Fees
BOD-112-23 Resolved That Staff Report No. 42-23-BOD regarding implementing
incentives for obtaining retroactive permits be received: and
Further That the approach for collecting retroactive permit fees be approved for
implementation effective immediately. Carried
5. 2023 Annual Priorities Update for the Second Quarter
BOD-113-23 Resolved That Staff Report No. 44-23-BOD regarding the second quarter
status of the Conservation Authority's 2023 Annual Priorities be received for
information. Carried
6. Oak Wilt Fungal Tree Disease
BOD-114-23 Resolved That Staff Report No. 45-23-BOD regarding oak wilt fungal tree
disease be received for information. Carried
XI. Consideration of Items Requiring Separate Discussion
Item No. 4 was identified under items requiring separate discussion.
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15.a) Minutes of Lake Simcoe Region Conservation Authority meeting held ...
Board of Directors' Meeting No. BOD-07-23
Friday, July 28, 2023
Meeting Minutes
Page 5
4. Georgina Island Fixed Link Project Update
Chair Emmerson noted the Fixed Link project is sure to have many environmental impacts and
due to its Federal jurisdiction, the Conservation Authority's capacity is a commenting agency
only. He noted that a state-of-the-art system for potable water has been installed on Georgina
Islands for residential use.
Moved by: R. Greenlaw
Seconded by: C. Pettingill
BOD-115-23 Resolved That Staff Report No. 43-23-BOD regarding an update on the
status of the Georgina Island Fixed Link project be received for information. Carried
Xll.Closed Session
The Board moved to Closed Session to deal with confidential human resources matters.
Moved by: E. Yeo
Seconded by: V. Hackson
BOD-116-23 Resolved That the Board move to Closed Session to deal with confidential
legal and human resources matters; and
Further that the Chief Administrative Officer and members of the Executive Leadership
Team remain in the meeting for the discussion on all items; and
Further that the Director, Development Services remain in the meeting for the
discussion on Items a) and b);
Further that the consultant from Marianne Love Consulting remain in the meeting for
the discussion on Item d). Carried
The Board rose from Closed Session to report findings.
Moved by: E. Yeo
Seconded by: D. Le Roy
BOD-117-23 Resolved That the Board rise from Closed Session and report findings.
Carried
a) Confidential Legal Matter
Moved by: M. Thompson
Seconded by: S. Bell
BOD-118-23 Resolved That Confidential Staff Report No. 46-23-BOD regarding a
confidential legal matter be received for information. Carried
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15.a) Minutes of Lake Simcoe Region Conservation Authority meeting held ...
Board of Directors' Meeting No. BOD-07-23
Friday, July 28, 2023
Meeting Minutes
Page 6
b) Confidential Legal Matter
Moved by: M. Thompson
Seconded by: S. Bell
BOD-119-23 Resolved That Confidential Staff Report No. 47-23-BOD regarding a
confidential legal matter be received for information. Carried
c) Confidential Human Resources Matter
Moved by: M. Thompson
Seconded by: S. Bell
BOD-120-23 Resolved That Confidential Staff Report No. 48-23-BOD regarding a
confidential human resources matter be received; and
Further that the recommendations contained within the report be approved. Carried
d) Confidential Human Resources Matter
Moved by: C. Pettingill
Seconded by: F. Drodge
BOD-121-23 Resolved That Confidential Staff Report No. 49-23-BOD regarding a
confidential human resources matter be received; and
Further that the recommendations contained within the report be approved. Carried
e) Confidential Human Resources Matter
Moved by: V. Hackson
Seconded by: M. Thompson
BOD-122-23 Resolved That a confidential human resources matter be received; and
Further that the Director, Human Resources be directed to implement the changes
approved by the Board of Directors. Carried
XIII. Other Business
a) The next meeting has been changed from Friday, September 22, 2023 to Friday, September
29, 2023 This meeting will begin at 9:00a in person at the Newmarket Administrative
Offices.
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15.a) Minutes of Lake Simcoe Region Conservation Authority meeting held ...
Board of Directors' Meeting No. BOD-07-23
Friday, July 28, 2023
Meeting Minutes
Page 7
XIV. Adjournment
Moved by: R. Greenlaw
Seconded by: D. Le Roy
BOD-123-21 Resolved That the meeting be adjourned at 11:52 a.m.Carried
Regional Chairman Wayne Emmerson Rob Baldwin
Chair Chief Administrative Officer
Page 26 of 79
15.b) Nottawasaga Valley Conservation Authority re: Minutes of Meeting hA.
...
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07-23-BOD Minutes
Nottawasaga Valley Conservation Authority
Aug 25, 2023 at 9:00 AM EDT
8195 8t" Line, Utopia ON, LOM 1T0
Attendance
Present:
Mayor Scott W. Anderson, Adjala-Tosorontio (Township); Cllr. Joe Belanger, Wasaga
Beach (Town); Chair Gail Little, Amaranth (Township); Deputy Mayor Paul Van
Staveren, Clearview (Township); Cllr. Kevin Eisses, Innisfil (Town); Mayor Janet
Horner, Mulmur (Township); Mayor Darren White, Melancthon (Township); Cllr.
June Porter, The Bule Mountains (Town); Cllr. Gary Harvey, Barrie (City); Cllr. Ralph
Manktelow, Mono (Town); Cllr. Nicole Cox, New Tecumseth (Town); Cllr. Kyle
Fegan, Shelburne (Town)
NVCA Staff:
Sheryl Flannagan, Director, Corporate Services; Doug Hevenor, Chief Administrative
Officer; Chris Hibberd, Director, Watershed Management Services; Kyra Howes,
Director, Conservation Services; Ben Krul, Manager, Development Planning &
Permits; Fred Dobbs; Manager, Stewardship Services; Christine Knapp, General
Accountant; Maria Leung, Senior Communications Specialist; Kerry Jenkins,
Administrative Assistant/Recorder
Absent:
Cllr. Christopher Baines, Collingwood (Town); Cllr. Pieter Kiezebrink, Essa
(Township); Cllr. Joel Loughead, Grey Highlands (Municipality); Vice-Chair Jonathan
Scott, Bradford West Gwillimbury (Town); Mayor Jennifer Coughlin, Springwater
(Township); Cllr. Richard Schell, Oro-Medonte (Township)
1. Events
Festival at Fort Willow
Date: Saturday, September 19, 2023, 10:OOAM - 4:OOPM
Location: Historic Fort Willow Conservation Area
Tiffin Nature Program
Date: September 5 to November 30, 2023
Location: Tiffin Centre for Conservation
2. Call to Order
Chair Little called the meeting to order at 9:07am.
3. Land Acknowledgement
Page 27 of 79
15.b) Nottawasaga Valley Conservation Authority re: Minutes of Meeting h...
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: 46-23
Moved by: Cllr. Nicole Cox
Seconded by: Cllr. Kyle Fegan
RESOLVED THAT: the agenda for the Board of Directors meeting #07-23-
BOD dated on August 25, 2023 be approved.
Carried;
6. Announcements
Chair Little recognized Fred Dobbs, Manager, Stewardship Services for
receiving the Natural Channel Systems Award of Recognition.
7. Presentations
There were no presentations at this time.
S. 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: 47-23
Moved by: Mayor Darren White
Seconded by: Cllr. June Porter
RESOLVED THAT: agenda item number(s), 12.2.4 was identified as
requiring separate discussion, be referred for discussion under Agenda Item
#12; and
Page 28 of 79
15.b) Nottawasaga Valley Conservation Authority re: Minutes of Meeting h...
FURTHER THAT: all Consent List Agenda Items not referred for separate
discussion be adopted as submitted to the board and staff be authorized to
take all necessary action required to give effect to same; and
FURTHER THAT: any items in the Consent List not referred for separate
discussion, and for which conflict has been declared, are deemed not to
have been voted on or discussed by the individual making the declaration.
Carried;
12. Consent List
12.1. Adoption of Minutes
Recommendation:
Approved by Consent
Moved by: Cllr. Joe Belanger
Seconded by: Mayor Scott W. Anderson
RESOLVED THAT: the minutes of the Board of Directors meeting 06-
23-BOD dated on June 23, 2023 be approved.
12.2. Staff Reports
12.2.1. Staff Report No. 29-07-23-BOD from Kyra Howes,
Director, Conservation Services
Recommendation:
Approved by Consent
Moved by: Deputy Mayor Paul Van Staveren
Seconded by: Cllr. Rick Schell
RESOLVED THAT: The BOD approve the use of $15,000
reserve funds for unanticipated, emergency fleet repair.
12.2.2. Staff Report No. 30-07-23-BOD from Kyra Howes,
Director, Conservation Services
Recommendation:
Approved by Consent
Moved by: Mayor Janet Horner
Seconded by: Mayor Jennifer Coughlin
RESOLVED THAT: The Board of Directors approve the 5-year
partnership agreement for the Edenvale Conservation Area.
12.2.3. Staff Report No. 31-07-23-BOD from Sheryl Flannagan,
Director, Corporate Services
Recommendation:
Approved by Consent
Moved by: Cllr. June Porter
Seconded by: Mayor Scott W. Anderson
RESOLVED THAT: the Board of Directors receive Staff Report
No. 31-07-23-BOD regarding the 2023 second quarter
financials; and
FURTHER THAT: staff continue to monitor budget activities.
Page 29 of 79
15.b) Nottawasaga Valley Conservation Authority re: Minutes of Meeting h...
12.2.4. Staff Report No. 32-07-23-BOD from Sheryl Flannagan,
Director, Corporate Services
Recommendation:
Moved by: Cllr. Joe Belanger
Seconded by: Cllr. Kyle Fegan
RESOLVED THAT: Staff Report No. 32-07-23-BOD regarding
guidelines for the development of the 2024 NVCA draft budget
be approved; and
FURTHER THAT: staff be directed to prepare a draft 2024
budget for consideration by the Board of Directors.
Friendly amendment as requested by Cllr. Joe Belanger
and approved by seconder:
Recommendation:
RES: 48-23
Moved by: Cllr. Joe Belanger
Seconded by: Cllr. Kyle Fegan
RESOLVED THAT: Staff Report No. 32-07-23-BOD regarding
guidelines for the development of the 2024 NVCA draft budget
be increased to $400,000 levy guideline and that the additional
approximate $200,000 be placed to our planning services for
acquisition of staff and be approved; and
FURTHER THAT: staff be directed to prepare a draft 2024
budget for consideration by the Board of Directors.
Carried;
12.2.5. Staff Report No. 33-07-23-BOD from Sheryl Flannagan,
Director, Corporate Services
Recommendation:
Approved by Consent
Moved by: Cllr. Nicole Cox
Seconded by: Mayor Darren White
RESOLVED THAT: the updated NVCA Asset Management Plan
be approved.
12.2.6. Staff Report No. 34-07-23-BOD from Maria Leung, Senior
Communications Specialist
Recommendation:
Approved by Consent
Moved by: Cllr. Ralph Manktelow
Seconded by: Cllr. Kevin Eisses
RESOLVED THAT: Staff Report No. 34-07-23-BOD regarding
NVCA Communications - June 10, 2023 - August 11, 2023, be
received.
13. Notice of Motion
Page 30 of 79
15.b) Nottawasaga Valley Conservation Authority re: Minutes of Meeting h...
At the request of Vice-Chair Scott, the Notice of Motion will be deferred to
the September meeting.
14. Other Business
CAO Hevenor provided a verbal update on the current activities of
Conservation Ontario.
15. In-Camera - Board decided there was no need to go in-camera and
proceeded with the below resolution
15.1. Doug Hevenor, Chief Administrative Officer Mid-Year
Performance Review
Recommendation:
RES: 49-23
Moved by: Cllr. Kyle Fegan
Seconded by: Cllr. Joe Belanger
RESOLVED THAT: the Board of Directors receive the Chief
Administrative Officer's mid-year 2023 performance review
Carried;
16. Adjourn
Recommendation:
RES: 50-23
Moved by: Cllr. Ralph Manktelow
Seconded by: Cllr. Nicole Cox
RESOLVED THAT: this meeting adjourn at 10:23am to meet again on
September 22, 2023 or at the call of the Chair.
Carried;
Page 31 of 79
15.b) Nottawasaga Valley Conservation Authority re: Minutes of Meeting h...
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NVCA September 2023 Board Meeting Highlights
Next Meeting: October 27, 2023, held virtually
For the full meeting agenda including documents and reports, visit NVCA's website.
To streamline this process, Hydro One will
NVCA 2024 Draft Budget submit one application form per project.
Sheryl Flannagan, NVCA's Director, Corporate Projects will be required to meet Conservation
Services gave a presentation on NVCA's Draft Authority Act requirements to avoid the loss of
2024 Budget in this board meeting. life and damage to properties due to flooding
and erosion. These practices will be embedded
The budget is accompanied by NVCA's 2024 within their standard operating procedure.
Program Overview, which highlights the work
that each program area does for the watershed. Update of MOU/Inventory of
The NVCA Board of Directors has approved the Programs and Services for MNRF
draft budget and program overview for NVCA's CAO Doug Hevenor has received
circulation to municipalities for a 30-day review positive feed back from most of the municipal
period. The final budget vote will be on partners regarding agreements with NVCA.
December 8, 2023. However, due to timing delays in setting up
In the August 2023 board meeting, staff meetings with councils, there are only five out
brought forward a request for an additional of 18 MOUs have been signed, while eight have
$200,000 in general levy for the creation of the been formally approved.
2024 draft budget at the August Board NVCA's goal remains to negotiate and consult
meeting. The Board of Directors recognized the towards administrative MOU compliance for
staffing shortfall as previously presented by 2024. As such, NVCA will be asking the Minister
Watson & Associates in NVCA's planning and of Natural Resources and Forestry for an
regulations department and the delays that is extension to the December 31, 2023 deadline
causing in processing files. to have all MOUs signed.
As a result, NVCA's levy guideline is increased
to $400,000, with the additional approximate Upcoming Events
$200,000 to be placed to planning services for Tunes in the Trees
acquisition of staff. A coffee house style concert featuring Rick
Groves and Edward St Moritz. Enjoy an evening
Hydro One permit applications of live music in the natural beauty of the Tiffin
NVCA has signed a Memorandum of Centre for Conservation. Proceeds go towards
Understanding with Hydro One to streamline maintaining NVCA's conservation areas.
their permit applications within the
Nottawasaga Watershed. Date:
Prior to May 2017, Hydro One was not required October 19, 2023 from 7 pm - 9 pm
to seek permission from conservation Location:
authorities to conduct maintenance and Tiffin Centre for Conservation
construction activities. As Hydro One is no 8195 8th Line Utopia, ON LOM 1TO
longer a Crown Corporation, they are now
required to apply for NVCA permits. Tickets available on NVCA's website.
8195 8th Line, Utopia, ON, LOM 1TO • 705-424-1479 admin@nvca.on.ca
www.nvca.on.ca Page 32 of 79
15.b) Nottawasaga Valley Conservation Authority re: Minutes of Meeting h...
Tiffin Nature Program
Geared towards children in pre-K and
kindergarten, NVCA's nature program will help
children gain knowledge, understanding and
appreciation of the natural world and our
amazing planet. Children learn about risky play,
and develop a better understanding of their
relationship with the land.
Date:
Tuesdays and Thursdays during the school year
(with some exceptions)
Location:
Tiffin Centre for Conservation
8195 8th Line Utopia, ON LOM 1TO
Link to Registration
Festival at Fort Willow
The Festival at Fort Willow is an annual event
where visitors will experience what life was in
the early 1800s.
School Field Trip Day:
Friday, September 29, 2023
9:00 a.m. - 3:00 p.m.
School can inquire using this form
Public Day:
Saturday, September 30, 2023
10:00 a.m. - 4:00 p.m.
Location:
Historic Fort Willow Conservation Area
2714 Grenfel R., Springwater Township, ON
LOM 1T2
Tickets available at this link
8195 8th Line, Utopia, ON, LOM 1TO • 705-424-1479 admin@nvca.on.ca
www.nvca.on.ca Page 33 of 79
15.c) Minutes of Barrie Public Library meeting held on June 22, 2023. St...
Barrie Public
LIBRARY
BOARD MINUTES
BOARD MEETING : #23-04
DATE: THURSDAY, JUNE 22 , 2023, 7: 00 PM
LOCATION : DOWNTOWN — ANGUS ROSS MEETING ROOM
tin Mitchell (Chair), Michael Sauro (Vice-Chair), Amy Courser (Councillor),
ussie Nigussie (Councillor), John Bicknell, George Hawtin, Merrisa Little
1k1111FRuojt
essop, J. Little, A. Schroeder, L. LaFleshe
in Munro
• - K. Bouffard
1. Call to Order, Welcome and Land Acknowledgment
The meeting was called to order at 7:02 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 — Creative Spaces (Luke McKee, Manager, Downtown
Library and Virtual Services)
Board members were provided a tour of the Downtown Creative Spaces.
Consent Agenda
6. Board Meeting Minutes
7. CEO's Report
8. Correspondence — None
9. Deferred Items
a. Financial Migration
b. CEWS Liability (Quarterly)
c. Succession Management Plan
d. ONCA's Impact on Public Libraries
Page 1 of 3
Page 34 of 79
15.c) Minutes of Barrie Public Library meeting held on June 22, 2023. St...
Barrie Public
LIBRARY
BOARD MINUTES
Agenda
10.Items held from the Consent Agenda
Motion #23- 21 MICHAEL SAURO - AMY COURSER
THAT the Barrie Public Library Board adopts the consent agenda for Board meeting
#23-04 dated Thursday, June 22, 2023. CARRIED
11.CEO Workplan Update
The CEO provided highlights on her Workplan. This is part of the CEO evaluation
process.
12.Foundational Principles and Declaration of Democracy
The CEO reviewed the Board's Foundational Principles and the Urban Libraries Council's
Declaration of Democracy. By committing to these statements, the Board commits to
preserve, protect and advance the highest hopes and ideals of democracy so all
members of our communities may fully participate in the democratic process.
Motion #23-22 JOHN BICKNELL - MICHAEL SAURO
THAT the Barrie Public Library Board approve and reaffirm its endorsement of the
revised Foundational Principles and endorse the Urban Libraries Council's
Declaration of Democracy. CARRIED
13.Board Committees
13.1 Personnel & Finance
13.1.1 Policies
Motion #23-23 GEORGE HAWTIN - AMY COURSER
THAT the Barrie Public Library Board accept the Workplace Harassment
and Violence Policy with no changes, approve revisions to the
Health and Safety Policy, and repeal the COVID-19 Vaccination
Policy with immediate effect. CARRIED
13.2 Community & Governance
13.2.1 Announcements — none
14.Report of the Chair— Verbal Report
The CEO will inform the Board when a new Board member has been appointed.
The Committee Terms of Reference are to be reviewed annually. We will add a process
for committee decision-making to the Boards Bylaws when they are next reviewed.
The Chair congratulated Board member R. Munro on 25 years of the Barrie Jazz and
Blues Festival.
Page 2 of 3
Page 35 of 79
15.c) Minutes of Barrie Public Library meeting held on June 22, 2023. St...
Barrie Public
LIBRARY
BOARD MINUTES
The Dragon Boat Festival is on August 19t". Any Board members wishing to assist are
welcome.
The E-trike project is complete and can be seen in use around the community.
15.Closed Meeting - None
16.Date of Next Board Meeting
Thursday, September 28, 2023 7:00 pm
17.Adjournment
The meeting was adjourned at 8:27 pm
Page 3 of 3
Page 36 of 79
15.d) Orillia Public Library Board re: Meeting Package for September 20,...
ORILLIA PUBLIC LIBRARY BOARD -MONTHLY MEETING
WEDNESDAY SEPTEMBER 20, 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 June 21, 2023 regular meeting
2. Reports for June,July,August 2023
a) CEO Report
b) Children&Youth Services
c) Corporate and Operational Services
d) Information Services
e) 2"d Quarter Stats
3. Correspondence
DISCUSSION AGENDA
1. Business Arising from the Minutes
a) Accrued Sick Time Deferred Item 2 min
b) Strat Plan Update 5 min
2. Reports of Board Committees and Representatives
a) Finance Committee—Financial Statements August 2023 MOTION 5 min
Committee Meeting Report
c) Personnel Committee—Committee Meeting Report 5 min
d) Community Relations Committee—Committee Meeting Report 5 min
3. New Business
a) National Day for Truth&Reconciliation MOTION 5 min
4. Announcements 2 min
5. Adjournment 1 min
PLEASE NOTIFY SECRETARY AT 705-325-2338 IF UNABLE TO ATTEND
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
ORILLIA PUBLIC LIBRARY BOARD
MINUTES OF JUNE 21A 2023 MEETING
A regular meeting of the Board was held in the Library commencing at 3:33 P•m•
PRESENT — BOARD — Deborah Watson, Chair; Meghan Edwards, Vice-Chair; Catherine
Allman; John Bard; Elaine Bremer; Helen Mallon; Gail McCorkell;
Don McIsaac; 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
Tina Chatten, Recorder
OTHER—Tatiana Johnson, Darren Nixon, City Treasury;Andrea Nauss, BDO
ABSENT —Wanda Minnings; Whitney Smith
CONVENING OF THE MEETING — D. Watson welcomed those in attendance and via Zoom
along with the Auditor and City staff members.
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#2023:19
Moved by J. Bard, seconded by C.Allman that the Orillia Public Library Board approve the
Agenda of the June 21, 2023 meeting as amended to alter the order to move the review
engagement prior to the consent agenda. CARRIED
Disclosure of Pecuniary Interest and General Nature Thereof— none
Review Engagement for 2022 — An overview was presented for Board information by T.
Johnson of the City Treasury Department as in previous years with no questions/qualifiers.
MOTION#2023:20
Moved by M. Stahls, seconded by E. Bremer that the Orillia Public Library Board accept the
Independent Practitioner's Review Engagement Report for December 2022. CARRIED
CONSENT AGENDA
C.Allman asked to pull Correspondence item 3e) for discussion.
B. Sullivan highlighted several interviews that she participated in about the increase in book
challenges at public libraries. Following the weapons incident there were many calls from
across the province, and OPP to discuss further training and improved procedures to keep
everyone involved informed.
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
M. Wilkinson reported that the summer students have started in May to get ready for the
launch of this year's summer reading club with planned school visits. The recent Rainbow
Storytime event went well, with thanks for Board support and those who attended. There was
some anticipation of issues arising, but thankfully there was none.
M. Robertson highlighted the Week of Welcome in Orillia, which is a City event taking place
June 14 to promote social/economic services. There were approximately 70 visitors in
attendance with a debriefing following this to see what can be done better in the future. The
collaboration with the Sharing Place was commended during their temporary relocation.
K. Absalom highlighted the 171h annual Big Read unveiling on June 28 with events planned
for the coming months.
MOTION#2023:21
Moved by H. Mallon, seconded by J. Bard that the Consent Agenda of the June 21, 2023
meeting be adopted. CARRIED
DISCUSSION AGENDA
BUSINESS ARISING FROM THE MINUTES
Community Outreach Worker Position Report —A report was prepared for Board information
and further discussion outlining evidence that this position is working and much needed in
the community.
MOTION#2023:22
Moved by C. Allman, seconded by H. Mallon that the Orillia Public Library Board convert
the Community Outreach Worker position to full-time beginning October 2, 2023. CARRIED
REPORTS OF BOARD COMMITTEES AND REPRESENTATIVES
Finance Committee — A committee meeting was held May 18 with a consultant from Ontario
Library Service in attendance and discussed next steps included for Board review. Monthly
statements for May 2023 were presented for Board review and discussion.
MOTION#2023:23
Moved by M. Stahls, seconded by J. Bard that the Orillia Public Library Board receives the
May 2023 financial statements as presented. CARRIED
Policy Committee — Committee meeting report was provided for Board information with
further details to be provided for September Board meeting.
OLS Representative — G. McCorkell was not able to attend recent meetings but did report that
other libraries are experiencing similar issues and having discussions regarding these
incidents. There is a changing environment in libraries and we are not alone in these times.
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NEW BUSINESS
Accrued Sick Leave Report —A report was distributed for Board discussion — motion deferred
until further research provided.
MOTION*2023:24
Moved by J. Bard, seconded by C. Allman that because of the unique situation, it is
recommended by the Orillia Public Library Board that 169.92 hours of sick time accrued
remains with the employee, with the understanding that there will be no further accrual in a
part-time position. DEFERRED
Announcements — The CEO will be sending out the Board assessment in the following month
for completion by members.
REPORTS OF BOARD COMMITTEES AND REPRESENTATIVES — cont'd
Personnel Committee — CEO Performance Appraisal — In camera discussion
MOTION#2023:25
Moved by M. Stahls, seconded by J. Bard that the Orillia Public Library Board enter an in
camera session at 4:41 p.m. CARRIED
MOTION#2023:26
Moved by J. Bard, seconded by D. Mclsaac that the Orillia Public Library Board leave an in
camera session at 4:46 p.m. CARRIED
The Board Chair reported that the CEO had a successful PA that was reviewed and accepted
by the Board.
Adjournment at 4:49 P.m.
BOARD CHAIR CHIEF EXECUTIVE OFFICER
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Board Report
June/July/August/September (September 20, 2023, Meeting)
Prepared by Bessie Sullivan, CEO
Media
June 17
https://www.orilliamatters.com/local-news/unique-ozobots-introduced-at-orillia-public-library-
7157423
https://www.orilliamatters.com/local-news/love-is-greater-than-fear-orillia-shows-its-pride-
downtown-7160061
June 27
https://www.simcoe.com/news/need-relief-from-wildfire-smoke-in-orillia-city-provides-orillia-
recreation-centre-and-library/article 683fe6aa-8665-5ac1-853a-6b8fb54a556d.html
July 4
https://www.oriIIiamatters.com/local-news/outreach-worker-helping-library-grapple-with-
concerning-incidents-7213987
July 7
https://www.collingwoodtoday.ca/local-news/opp-pitches-alternate-safety-measures-for-
collingwood-library-7241741?fbclid=lwARlgGSsOTpdfi6Kd9oTAZ--
CPOlxltt4wEYYWascAQf FvU DvpkZOKski Pno
https://www.midlandtoday.ca/local-news/security-tightened-at-midland-public-library-to-
ensure-safe-summer-7247637
July 17
https://www.orilliamatters.com/local-news/trans-pride-rally-community-gathering-to-be-held-
in-orillia-aug-3-7261996
July 26
https://www.orilliamatters.com/local-news/cooling-centres-open-in-orillia-amid-heat-warning-
7326980
July 28
https://www.simcoe.com/news/heat-warning-continues-for-barrie-orillia-simcoe-county-area-
ending-saturday/article b6435e0b-18cd-5a06-b270-473eef366fc1.html
Aug 4
https://www.orilliamatters.com/local-news/downtown-orillia-rally-shows-that-trans-people-
are-not-alone-7364277
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
Aug 18
https://www.simcoe.com/life/grant-applications-available-from-community-foundation-of-
orillia-and-area/article 7c132a86-7c77-5b18-abOc-ea3e52Oa6e98.html
Aug 21
https://www.orilliamatters.com/local-news/community-foundation-accepting-grant-
applications-from-local-groups-7424822
Sept 5
https://www.oriIIiamatters.com/local-news/information-orillia-helps-hundreds-through-low-
cost-tax-clinic-7496718
https://www.orilliamatters.com/local-news/city-opens-cooling-centres-while-heat-warning-in-
effect-7497938
Sept 7
https://www.oriIIiamatters.com/local-news/rally-in-orillia-aims-to-draw-attention-to-climate-
crisis-7512075
Sept 11
https://www.simcoe.com/news/a-life-changing-experience-orillia-low-income-tax-clinic-
supports-those-who-need-it-most/article f101ff25-e256-5241-b22d-c474b1ab8ab2.html
Human Resources
Our current Community Outreach Worker has opted not to renew her contract. Interviews for
her replacement took place on August 18th and 23rd. Melissa Robertson, the position's
immediate supervisor, Meghan Edwards, board member, and practicing social worker, and I
interviewed five very strong candidates chosen from an applicant pool of 44. Our new
Community Outreach Worker is Kathryn Stapley, she will start her duties on September 18,
2023.
Committee Meetings
Finance Committee July 20th- Auditor Andrea Nauss was the guest to further discuss reserves.
Personnel Committee July 19th and 21st- Implementation plan for the new wage grid.
Community Relations Committee August 23rd- Discussion of the Board Self-Evaluation
Professional Development
I spoke with James Turk, Lawyer, and Executive Director of the Centre for Free Expression on
July 12th. He has conferred at length with libraries in large urban areas but wanted some input
from a medium sized library. We talked about strong policies and procedures. The Centre has
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
been doing legal work for libraries fighting some of the recent freedom of expression
challenges.
I was invited to speak on a Freedom of Expression Panel to a graduate class at University of
Western Ontario on July 27th. I spoke about the balancing act of championing Equity, Diversity,
and Inclusion while maintaining Freedom of Expression.
Health and Safety
Area libraries are interested in how we have managed having a social worker on staff. On July
24th the CEO of Midland visited the library. She met with the Community Outreach Worker
about the impact of a social worker in terms of vulnerable populations in the community.
Our Community Outreach Worker is also getting some attention province wide. She was asked
to write an article for the magazine of the Ontario Library Association.
https://open-sheif.ca/what-is-a-social-workers-place-in-the-library/
City of Orillia
The CAO and two facilities directors met with Melissa, the board chair, and 1, on June 23rd. The
purpose of the meeting was to talk about facility issues and to discuss the creation of service
agreements.
The city adopted a new finance and budgeting software and those of us who budget took part
in training on Questica July 11th and 201h. The senior management group was able to real-time
input the budget together which was collaborative and efficient.
The chair of the Finance Committee, the board chair, and library staff attended the second
Quarterly Finance Meeting on Aug 2nd. These meetings continue to be helpful and keep the
lines of communications open.
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REPORT OF THE DIRECTOR OF CHILDREN'S AND YOUTH SERVICES
June 2023
Submitted by Meagan Wilkinson
June Statistic Snapshot
Programs run: 37
Community engagement: 1093
Student engagement: 621
Programs and Services
Family Programming
Instead of a Drag Queen Storytime to celebrate Pride Month,Jennifer and Marika ran an
inclusive Rainbow Storytime on June 171h with 35 people in attendance. We shared stories and
songs about inclusion, acceptance, and celebrating who you are. Despite one disgruntled
patron, this Storytime went without incident and was a successful and joyful event. After the
event, one parent commented that this meant the world to her and her child. She was moved
to tears and thanked us for doing this event. Rainbow Ribbon Wands accompanied the Rainbow
Storytime in the family department with 58 people creating colourful wands. Many were taken
and used during the Pride March in the afternoon. Additionally, during the month of June, we
encouraged families to trace hands on to construction paper, decorate it, and add it to our
Pride window display. 306 hands were added.
The Hands and Hearts tile project is an intergenerational program that began on Family Literacy
Day (January 271h, 2023). This program invited anyone birth-99+to paint a small tile that we
would assemble into a collaborative piece of art. Coordinating with Information Services, kits
were also sent to retirement homes for their residents to participate. In June, the finished
product was assembled and hung in the main hall of the library where participating children
love to look for their contribution.
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Family art continued through June. We saw anywhere from 8-70 participants in each session,
with an average of 22.
STEAM Saturdays continue to be popular with 110 participants over the 3 Saturdays. The most
popular Saturday of the month was in partnership with the Mariposa Pollinators for Pollinator
Week. We collaborated with this group on pollinator/pollination-related activities that were
enjoyed by all. Our Mayor and several members of Council attended in recognition of Pollinator
Week.
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15.d) Orillia Public Library Board re- Meeting Package for September 20,...
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Speaking of Wildlife visited with their new picture book and opossum ambassador, Jawslyn, on
the last PD day of the school year. 50 participants listened to the story and learned information
about opossums and 34 participated in the opossum craft that followed. This program was
planned to support the debut of their picture book, Larry the Opossum has no eyes, with all
sales going back to their wildlife sanctuary.
In partnership with Makerspace staff, we ran a Family Makerspace program giving families the
opportunity to see what the Makerspace can do and create some cool kid-friendly gadgets. This
program saw 22 attendees.
School Age Programming
In June, school visits continued to be heavy. Schools from around Orillia and surrounding areas
came to tour the library, learn about the upcoming TD Summer Reading Club, and explore our
new Ozobots.
Guthrie Public School 52 grade 4 students
Harriet Todd PS 13 students in grades 4-8 Learning Centre
Couchiching Heights PS 21 grade 3 students
Orillia Christian School 46 students in grades 3-6
Lions Oval PS 5 Learning Centre students
Lions Oval PS 30 grade 6 students
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
V
Homeschool Hangout program was attended by 17 participants from five families. Families
participated in several science, literacy, and math-based activities. They put on puppet shows,
built structures with Connex straws, tried to solve math puzzles, and made spinning tops.
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Scientists in Schools received a grant to provide a free program to a non-profit organization and
provided us with the opportunity to attend Obey Newton! It's the Law science program. They
could only offer this program virtually resulting in only 5 attendees.
Teen Programming
Exam Cram ran from June 22-281h in the afternoons and evenings. During this time, we saw 92
participants. This semester, only the Catholic board had formal exams. The snack cart is the
highlight of the experience. Lego challenge kits and sudoku were popular study break activities.
The Teen Leadership Committee (TLC) logged 19.5 volunteer hours in June. Our members were
only offered our monthly meeting for hours which was also our 2nd semester volunteer
appreciation event, this included pizza, snacks, and a zombie escape room. Their second
semester hours were also signed for at this event (141 hours since mid-January 2023). One of
our members, Scarlett, was recognized for achieving 40 volunteer hours with the Orillia Public
Library since March 2021. One of our members, Anna, was successfully hired as our new
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Children and Youth Service's page and Summer Program Page! At least 4 members expressed
interest in joining again for 2023-2024.
We had 20 Teen Love Out Loud Loot Bags get picked up within 5-days. These were first come,
first serve bags full of Pride celebratory YA books, Heartstopper Trivia, rainbow treats, and a
sock tie-dying kit.
Community Partnerships and Outreach
We held a drop-in Storytime in partnership with Green Haven Shelter for Women to promote
their upcoming diverse and inclusive colouring book, Colours of Women. We had 21 people join
us for Storytime, and 27 people participated in colouring, which was used for Family Art.
We visited both OSS, where we connected with 90 teens, and Twin Lakes, where we connected
with 55 teens. We promoted Teen summer programming, the Makerspace, and teen
employment and volunteer opportunities.
We were also invited to several end-of-the-year events at surrounding schools. We attended:
• The end-of-year BBQ at East Oro PS engaging with 110 kids and parents.
• Harriet Todd PS Family Fun event engaging with 90 kids and parents.
Hanna visited Early On in June, connecting with 19 people. We did a summer-themed Storytime
and shared information about summer programming. This was the last visit until the fall.
Meagan met with the YMCA Community Action Network coordinator to learn about their youth
programs and hear how we can help.
Meagan met with a Launchpad representative to learn more about Playaway Launchpads,
which are tablets pre-loaded with educational games for kids. These are being funded through
a donation from the Hudak Family.
Meagan attended the Child, Youth and Family Services Coalition of Simcoe County meeting on
June 151h.
Marketing and Promotion
OPL Teen Instagram is up 12 followers since May (770 in Total). On our Instagram in June, we
also:
• Celebrated Pride Month with the launch of our Teen Love Out Loud Loot Bags and with
a post about our 'Genre-Driven' 2SLGBTQ+ YA book display.
• We celebrated National Indigenous People's Day on June 21s, with an Instagram Story
and an in-house display featuring Indigenous YA authors.
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• Tasked our Summer Student, Meghan Sawatsky with rebranding a new Teen Instagram,
tidying up old posts and relaunching our handle to be teen.opl (replacing
opl_teenscene).
• Promoted our Teen Summer Bucket List Program.
Community Feedback
"I just wanted to let you know that yesterday a POC parent pulled me aside to look at the new
book display with him, which (as usual) had very diverse representation. He wanted to pass
along his thanks, and to say that representation DOES matter, and he appreciates the library's
efforts to diversify our collection."
Professional Development
CYS programmers met to finalize TD Summer Reading Club plans.
Staffi ng
Through the grants obtained for summer students, we hired a student page to specifically help
with summer programming. Anna Bivol, also a TLC volunteer, assisted with prepping for
programs, assisted during set-up and take-down of programs, and provided assistance to
children and families during programs. Anna will continue in a regular student page position in
the fall.
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REPORT OF THE DIRECTOR OF CHILDREN'S AND YOUTH SERVICES
July-August 2023
Submitted by Meagan Wilkinson
Summer Statistic Snapshot
TD Summer Reading Club Registrants: 655
TD Summer Reading Club Reports with staff: 1699
Teen Summer Bucket List Registrants: 21
Teen Summer Bucket List Submissions: 146
Summer Programs: 127
Summer Program Participants: 4417
Programs and Services
TD Summer Reading Club
We had another busy and successful TD Summer Reading Club this year. Our outcomes for the program
this year were to:
• Stop the summer slide
• Connect readers to resources that meet their needs and interests
• Help to create readers who talk about books with confidence
• Engage families and youth in fun, free programs that extend the reading experience
• Reach new community members
Staff listened to readers report on the books they read each week, facilitating a discussion to draw out
the thoughts and understandings of each reader.
Readers received a ballot to enter a weekly prize OR could enter into the grand prize (Nintendo Switch)
which would be drawn at the end of the summer. All of our prizes were generously sponsored by Rotary
Club of Orillia,The Community Foundation of Orillia and Area, Audia Hearing Aid Centre, and the MLSE
Foundation. With rising prices, these sponsorships allowed us to continue to offer the same great
programs our community loves, while also offering quality prizes as an incentive to read. Where it
allowed, we purchased our prizes at local Orillia businesses.
Readers also added their name to our window display. Finding their name each week is always a draw
for our readers.
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Family Programming
Kicking off the summer, local author and musician Errol Lee presented an interactive musical program
for children, featuring his self-authored books about inclusiveness and anti-bullying. Fun was had by all,
including the staff he encouraged to dance at the front with him. 45 participants attended.
Building on the TD Summer Reading Club theme of"Check this out!" we offered the weekly drop-in
program, Check This Out! to promote various collections in the library.
Family Book Club: Promoted TD SRC Recommended Reads and the TD SRC Website for
an extension of our OPL summer program fun and reading club; 17 people participated
Family Yoga Party: They enjoyed playing active games and participating in a meditation
and movement story. This was followed with a windchime craft and dot-painting
mandalas; 18 people joined in the yoga party fun.
Puzzle Competition: Promoted OPL's Puzzles and Puzzle Books. This program had 4
teams compete in an hour-long 'fastest puzzle completion' program, we also had some
colour-sorting activities for the preschoolers; 22 people participated
Pirate P-arrr-ty: Families searched for clues in a library-wide treasure hunt, constructed
cardboard ships together, and made pirate swag; 51 Scallywags participated in our high
sea adventures.
Snack Attack: Children's Cookbooks were promoted while also having some fun with
food-themed STEM and early literacy activities. We made solar ovens to make smores,
we found items on our grocery lists and we stacked yogurt cups as high as we
could. The final activity was a family mini 'Chopped' style competition to create a
summer scene with the snack items provided (and later eaten); 18 people participated.
• Scales and Tales: 28 people attended this reptile-themed program, with stories, fun-
facts videos, hands-on activities, and scaly creature crafts.
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Our In the Park program allowed us to get out into the community. We rotated through 3 parks
in town over the 6 weeks, Victoria Park, Tudhope Park, and Homewood Park, selecting each
park based on their accessibility to a bus stop. Each week featured a new theme for our stories,
songs, and activity stations. Our last two weeks were rained out, so we pivoted to do "In the
Library" and still had a great turnout. Throughout the six weeks, we saw multiple families
returning, whether we were in parks around town or in the library. Over the 6 weeks we saw
352 participants.
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STEAM with a Theme continues to offer families the opportunity to explore and create
together. We offered this as a drop-in program featuring popular themes such as Super Mario,
Minecraft, and Disney. Over the 6 weeks, this program saw 407 children and families.
Our regular Family Art program continued as a drop-in 3 times a week. This program saw 377
participants.
After our incredibly successful and busy Summer Family Storytime last summer, we decided to
offer this program twice a week. This program was engaging and interactive, with several
special guests including Drake the duck and a service dog. Over the summer, we saw 358
participants for the story time and 460 participants for the accompanying craft.
Family Fun offered families the opportunity to explore, create, and compete with a variety of
challenges, activities, and crafts. The ever-popular Craft Battle was again a highlight. This was a
drop-in program offered twice on Fridays. We saw 348 participants.
Family Game Time offered a relaxed space for families to engage with one another and play
some games! Games included board games, puzzles, and large backyard games. We saw 155
participants.
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Scavenger Hunts are always a favourite! In the summer we offer a new scavenger hunt weekly
to accommodate and engage the kids who are visiting us every week. Over the summer, we had
1253 scavenger hunts completed.
The TD SRC Storywalk this year was Treasure by Mireille Messier which is all about finding
treasures in nature. Between 10:30 a.m. and 12:00 p.m. on August 251h, families followed the
story starting at the CYS desk, through the library, and out to the courtyard, where they could
create their own nature treasure through a craft, and enjoy some time playing with bubbles,
chalk, and other outdoor toys. We had 55 participants.
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School-aged Programming
Building on a successful tween program last summer and over the school year, we offered a
weekly registered Tween Social. We had a wonderful group of tweens who regularly attended
most of the tween programs throughout the summer, allowing connections to be made with
these kids and their parents. Many new friendships were made within the tween group. Over
the 6 programs, we saw 90 tweens.
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Stack Up! Was offered as a social program for tweens and teens going into grades 7, 8, or 9 in
the fall. The goal was to bridge the gap between those who feel like they are too old for tween
programming, but are still too young for teen programming, as well as keeping the momentum
and excitement around library programming as they head into high school. Each week we
explored a different library service or collection. We toured the library, talked about our digital
collections and physical collections, learned about teen volunteer opportunities, talked to the
Community Outreach Worker, spent an afternoon exploring and learning about the
Makerspace, and concluded our six weeks with a special party featuring our Nintendo Switch
collection. Lots of fun was had discussing our question of the week, making friends, playing
games, and having impromptu paper airplane contests. We had 10 registrations, 8 of whom
came to at least one week. We had an average of 5 participants per week.
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Teen Programming
This was our 2nd year facilitating our Teen Summer Bucket List which featured a list of self-
guided summer and reading 'to dos' as well as a list of teen summer programs. We had 21
participants submit a total of 146 entries; all entries were eligible for 2 major prize packs.
TEEN SUMMER BUCKET LIST 2023
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Dine & Design was offered on Thursday nights in July. This program allowed teens to make a
pizza dinner reservation with a group of their friends while receiving a tour of the Makerspace
and an opportunity to make some take-home trinkets; 28 teens attended.
Summer Escape Book Box and Escape Room —the TLC group assisted in picking the title, Five
Survive by Holly Jackson, to be the feature of our book boxes and later the theme of the escape
room. We had 20 book boxes go out and we had 16 teens attend our Escape Room.
Book Talk was offered for 3 Thursdays in August. This was a bring-your-own-book book club.
each week we had new members for a total of 6 by the last night.
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The Teen Leadership Committee (TLC) completed its first year! At the end of June TLC was
provided an anonymous end-of-year survey that had a July deadline. Here were some key
takeaways:
1. We had 9/15 TLC members complete the survey (60%); Members felt that the program,
as outlined on the application, fulfilled, on average, 94% of what was promised.
2. 100% of those who participated in 2-semesters said that the program was the perfect
length and 100% of those who participated in only 1-semester said that it was too short
in length.
3. Participants selected ALL of their best highlights—all of these scored over 75%
1. Making new friends
2. Receiving Community Involvement Hours
3. Getting to know Orillia Public Library staff
4. Acquiring a better understanding of the Orillia Public Library's services and collections
5. Being the first to learn about job opportunities at the Orillia Public Library
6. Getting to try new things
4. Participants listed one thing that they were most proud of the committee for— here is
their list:
• All the involvement we had in the library.
• Making the book displays around the library.
• One thing I am most proud of the committee for doing is assisting and coming up
with unique Family and Teen Programs/Events. The ones which were successful,
such as the Exam Cram, really benefited our teen community and it made more
teens aware of what the library has to offer. I'm also proud of us for helping with
almost every program and helping them run smoothly.
• Working together and not being awkward.
• The event nights :D
• Our creativity and enthusiasm while coming up with ideas for the library.
• I'm so proud of how teen-friendly the library has become!!
Session 1 of the 2023-2024 Teen Leadership Committee (TLC) has begun. We have 16 members
signed up for the Fall of 2023 (10 new, 6 returning). A 2-hour TLC Orientation was hosted on
August 23rd with 14 teens in attendance.
Community Partnerships and Outreach
Once a month, we visited Mariposa Gymnastics Day Camp and The City of Orillia Day Camp to
bring our Summer Reading Club programs out into the community. We connected with 160
campers.
The OPP LEAP (Leadership, Education, Activity, Partnership) program visited with 35 youth for a
CYS staff-facilitated tour and SRC promo, and to meet with Eden to learn about services and
supports available.
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
CYS once again partnered with The Sharing Place to provide access to their snack program.
5534 snacks were accessed by children throughout the summer.
Community Feedback
"I just wanted to reach out and express my deep gratitude and appreciation for your staff. We,
my 4-year-old, and 18-month-old attended the library in the park today at Victoria Park and
we're just so thoroughly impressed with the caliber, professionalism, leadership of the staff,
coordinating and leading this program. We're fairly new to the area and it just makes me so
proud that we have these services in our community to benefit not only my kids, but all the
families as a whole. So I'm looking forward to the rest of the summer and just wanted to let you
know that you have a phenomenal staff and we really appreciate everything you do." (In the
Park)
"I just want to give a huge THANK-YOU to the incredible staff. My children and I have been
enjoying going to programs twice a week all summer long and the staff and programming has
been fantastic. In particular, we wanted to give a huge shout out to Sam, Hanna, Peyton and
Megan (apologies for any misspelled names), as they went above and beyond to get to know
the kids, and always called them by name, interacted with the kids, helped them finding books
and discovering new ones, helping them place holds, and helping with creating crafts or
whatever project was going on. As a mother, it's such a blessing to have a place to visit that
feels safe and engaging for your children, and I appreciated so much when there are times my
two-year-old needed my full attention, and the staff would be speaking to my older two by
name, helping navigate the bookshelves. All of this is just to say you are APPRECIATED. I hope
this is read by the right eyes, and the staff gets given acknowledgement for their efforts, and
success at making many families summer a great one."
"Good afternoon. It's Judith Hebert calling. And I just want to commend you on the staff that
you have there. I brought my 2 grand boys last Monday afternoon to pick up books because
they were staying with us for a week and the two girls who were on duty came over
immediately. One took the four-year-old, one took the nine-year-old and found exactly the
books they wanted. We came home with 21 books, and we had a whole week of reading, and
we took them all back before they left us And I just want to let you know that it was absolutely
a wonderful experience. So I don't know who the girls are, but just give them a pat on the back
and thank you for your service."
"I just wanted to reach out and express my deep gratitude and appreciation for your staff. We,
my 4-year-old and 18-month-old attended the library in the park today at Victoria Park and
we're just so thoroughly impressed with the caliber, professionalism, leadership of the staff,
coordinating and leading this program. We're fairly new to the area and it just makes me so
proud that we have these services in our community to benefit not only my kids, but all the
families as a whole. So I'm looking forward to the rest of the summer and just wanted to let you
know that you have a phenomenal staff and we really appreciate everything you do..."
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
Said to a staff member after finding out the library visited the Mariposa Gymnastics Day Camp: I
just had 2 moms come up to me and thank you for how great your programming at Mariposa
Gymnastics was. The moms had been so confused because Mariposa didn't tell them about
visitors, so when their kids couldn't stop talking about how much fun they had, especially with
crafts, the moms thought their kids were lying about the library being at gymnastics. I
confirmed that their kids were not lying, and they asked me to pass along their appreciation to
you.
Marketing and Promotion
Eden and Meagan were interviewed about Project Free Flo by Rogers TV
INFO Simcoe I Orillia Public Library- Project Free Flo - YouTube
Professional Development
Most CYS staff were able to complete Ryan Dowd: Librarian's Guide to Homelessness training.
Meagan attended an Introduction to Questica session through the City of Orillia.
Staffi ng
We said goodbye to our summer students Meghan, Sam G, and Peyton. They were integral in our
spring outreach, summer planning, promotion, and implementation. With the summer students
here, CYS staff were able to enjoy the summer by engaging with readers and planning quality
programs without feeling overwhelmed or burnt out. They also added to our programs with the
vast experience they bring. Without the summer students, we would not have been able to offer as
extensive spring outreach and school visits as we did this year. We would also not have been able to
offer as many programs during the summer.
Our onboarding process included training on program planning, working with the community, and
how to provide reader's advisory, ensuring that they were providing the same great service that our
community counts on. We wish them well on their return to school and look forward to seeing
them again! Sam G and Meghan will be returning as relief staff during school breaks.
Marika has announced her resignation to pursue her organization business full-time. Marika will
remain with us on a relief basis. The application process for this position closes on September 1st.
Janet Machan has retired from her relief position as of August. Janet has been in various contract
and relief positions with the OPL over the last 5 years. We wish Janet well on her new adventures.
Diya Dileep has been hired to fill the remainder of the part-time contract seconding Morgan to fill
Alex's maternity leave as Emerging Technologies Librarian. Diya comes with a plethora of customer
service experience and will work in a reader's advisory position on the CYS service desk. Diya will be
with us until April.
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
REPORT OF THE DIRECTOR OF CORPORATE AND OPERATIONAL SERVICES
JUNE JULY AUGUST 2023
Submitted by Melissa Robertson
Programs and Services
Throughout the summer months, Coordinator of Technical Services Emily Sullivan has
developed a lending system for the Library of Things (storage, new collection coding and
cataloging).
Two new team members: In June, the circulation department welcomed Colton Mclsaac (14.5
hr/week clerk 2) and Stephanie Silk (relief clerk 2) to the OPL team.
In late July, the Community Outreach Worker Eden Schwartz informed the Director of
Operations that she will not be renewing her contract with OPL. We posted the job vacancy in
early August and received 44 applications. On September 1 the position was offered/accepted
by RSSW Kathryn Stapley. Eden's last day will be September 22, Kathryn joins the OPL team on
September 18.
Community Partnerships and Outreach
In June, the Community Outreach Worker, Eden Schwartz met with clients a total of 90
times. Eden conducted three training sessions for City staff in collaboration with Nancy Wilding,
Health and Safety Officer at the City of Orillia. The training covered the topics of community
resources, common systemic challenges in Orillia, basic de-escalation techniques and how to
report incidents. A total of 43 people attended the training in person and 25 attended online.
The online session was recorded and distributed to City staff.
June 14: The County of Simcoe Local Immigration Partnership (SCLIP), in partnership with Ethnic
Mosaic Alliance (EMA), and the City of Orillia, organized a Week of Welcome Orillia event with
the Orillia Public Library. With the aim of promoting social, political, and economic integration
for newcomers in the City of Orillia, the event included a booth-style Social Service &
Community Fair showcasing different services offered by the City of Orillia, the County of
Simcoe, and other regional partners, tours of the Orillia Public Library and Orillia Opera House;
and a Newcomers Entrepreneurship Panel, where newcomer panelists shared their stories of
setting up businesses in the Sunshine City.The event saw approximately 80 attendees. The
SCLIP has received program funding for three years, the library is looking forward to partnering
again in 2024.
June 29/July 6/August 10: Eden Schwartz and Amy Lambersten held an outreach table at The
Lighthouse. Lighthouse guests were able to obtain and/or renew a library card, check-out items,
and connect with the outreach worker. This outreach table occurs monthly.
In July, the Community Outreach Worker met with clients a total of 67 times. Eden conducted
numerous outreach initiatives throughout the month. These included a presentation at the
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
Rotary Club, outreach tables at St. James Church, the Lighthouse, the Downtown Dispensary,
and a presentation on community resources to volunteers at The Sharing Place.
In July the Community Outreach Worker supported students in the community by; presenting
to participants of OPP Youth Week on the topics of mental health and self-care; hosting two
MSW students who shadowed outreach services at the library; and participating in research on
how to evaluate the effectiveness of library social work programs.
In August, the Community Outreach Worker met with clients a total of 68 times. The
Community Outreach Worker represented the library at the Couchiching Ontario Health Team
Mental Health Fair and at the City of Orillia Opioid Working Group.
Professional Development
June 8: Director of Operations participated in the Emergency Procedures Zoom Conversation
hosted by Ontario Library Service. The meeting included dozens of representatives from
Ontario libraries who are experiencing an increase in crisis and emergency situations—an
opportunity to come together to brainstorm, share success stories and help each other deal
with very stressful situations.
July 11: New financial tracking software was introduced. The Director of Operations attended an
info and training session hosted by the City's Financial Department.
July 12: Director of Operations attended the Niche Academy webinar Managing Difficult
Conversations with Hilda Weisburg.
User Statistics
June 2021 June 2022 June 2023
Checkouts and renewals 13,463 24,541 24,708
Holds Placed 6,820 3,740 4,075
Holds Arrived 10,158 4,708 4,704
Gate count: daily mean 0 444 548
July 2021 July 2022 July 2023
Checkouts and renewals 18,443 29,349 28,939
Holds Placed 4,567 3,762 3,993
Holds Arrived 1 6,657 1 4,750 1 4,883
Gate count: daily mean 329 525 643
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August 2021 August 2022 August 2023
Checkouts and renewals 17,232 31,015 30,287
Holds Placed 3,879 3,995 4,234
Holds Arrived 5,424 4,953 5,072
Gate count: daily mean 331 504 661
Township Statistics
Chippewas of Rama First Nation June 2023
Borrower Type Number of members* Number of members Check Outs +
borrowing Renewals
July 1, 2023 June 1-30, 2023 June 1-30, 2023
CRFN Adult 10 4 46
CRFN Child
CRFN Youth 1 1 6
E-Access 1 N/A N/A
Total 12 15 2
Chippewas of Rama First Nation July 2023
Borrower Type Number of members* Number of members Check Outs +
borrowing Renewals
ug 1, 2023 luly 1-31, 2023 July 1-31, 2023
CRFN Adult 9 4 59
CRFN Child
CRFN Youth 1
E-Access 1 N/A N/A
Total jil 4 59
Chippewas of Rama First Nation Aug 2023
Borrower Type Number of Number of members Check Outs +
members* borrowing Renewals
September 1, 2023 Aug 1-31, 2023 Aug 1-31, 2023
CRFN Adult 10 3 51
CRFN Child 0 0 0
CRFN Youth 0 0 0
E-Access 1 N/A N/A
Total 11 3 51
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
Township of Oro-Medonte June 2023
Borrower Type Number of members* Number of members Check Outs and
borrowing Renewals
July 1, 2023 June 1-30, 2023 June 1-30, 2023
Township of Oro- 1,280 431 3,465
Medonte Adult
Township of Oro- 268 68 530
Medonte Child
Township of Oro- 41 9 17
Medonte Youth
Township of Oro- 0 0
Medonte Housebound
E-Access 73 N/A N/A
Total 1,662 508 ,012
Township of Oro-Medonte July 2023
Borrower Type Number of Number of members Check Outs and
members* borrowing Renewals
August 1, 2023 July 1-31, 2023 my 1-31, 2023
Township of Oro- 1,302 484 1168
Medonte Adult
Township of Oro- 267 71 82
Medonte Child
Township of Oro- 42 8 22
Medonte Youth
Township of Oro- 0 0
Medonte Housebound
E-Access 74 N/A N/A
Total 1,685 564 14,972
Township of Oro-Medonte August 2023
Borrower Type Number of Number of members Check Outs and
members* borrowing Renewals
September 1, 2023 Aug 1-31, 2023 Aug 1-31, 2023
Township of Oro- 1,311 485 4,284
Medonte Adult
Township of Oro- 259 69 745
Medonte Child
Township of Oro- 42 10 38
Medonte Youth
Township of Oro- 0 0 0
Medonte Housebound
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
E-Access 72 N/A N/A
Total 1,684 564 5,067
Severn Township June 2023
Borrower Type Number of members* Number of members Check Outs +
borrowing Renewals
July 1, 2023 June 1-30, 2023 June 1-30, 2023
Severn Adult 1075 360 2,888
Severn Child 247 64 575
Severn Youth 35 9 31
E-Access 55 N/A N/A
Total 1,412 433 P,494
Severn Township July 2023
Borrower Type Number of members* Number of members Check Outs +
borrowing Renewals
August 1, 2023 July 1-31, 2023 July 1-31, 2023
Severn Adult 1073 386 3,398
Severn Child 239 85 757
Severn Youth 34 10 36
E-Access 56 N/A N/A
Total 1,402 81 ,191
Severn Township
Borrower Type Number of Number of members Check Outs +
members* borrowing Renewals
September 1, 2023 Aug 1-31, 2023 Aug 1-31, 2023
Severn Adult 1069 401 3,453
Severn Child 244 90 748
Severn Youth 39 6 13
E-Access 57 N/A N/A
Total 1,409 497 4,214
Incidents
June 26, 2023: An unknown patron indicated to a staff member that he was thinking of self-
harm. The man was connected to the Community Outreach Worker, and they spent some time
together connecting him to some resources. He decided to leave, and a COAST Team was called
to follow up with him. Outreach Worker spoke with police the next day and was informed that
he will "not do anything to harm himself."
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
July 13, 2024: A drug poisoning occurred in the main floor men's washroom. Staff including
Community Outreach Worker attended the scene. Naloxone was NOT administered as the
Community Outreach Worker was able to keep the man awake and talking until paramedics
arrived. Man left willingly with paramedics.
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15.d) Orillia Public Library Board re- Meeting Package for September 20,...
REPORT OF THE DIRECTOR OF INFORMATION SERVICES
Summer 2023
Submitted by Kelli Absalom
PROGRAMS AND SERVICES
Makerspace
Eli McAlpine and Tiffany Kwok had a busy summer in the Makerspace, especially with many
children and families utilizing our equipment and attending programs.
We offered a popular Father's Day program in June for participants to drop-in to decorate hats
with personalized patches, decals, fabric paints and fabric pens. The program was held in the
Cafe area, where we could be visible to those attending the Farmer's Market, as well as families
attending the Saturday morning Storytime. In total we had approximately 150 participants who
created a total of fifty-four hats, bringing in $270 in revenue.
In anticipation of increased usage and drop-ins from families during the summer months, we
created the "Sunshine Workshop" in the Makerspace which featured a variety of activities
suitable for school age children and youth. The activities make use of unique Makerspace
resources without requiring the use of the higher tech equipment or intensive staff supervision.
The activities included sublimation pillowcases, decorated ball caps, Circuit bugs, laser cut
jewelry and key chains, and a laser cut yarn sewing project. The Workshop was a success with
ninety-three participants and $176 of revenue generated. While this has been an effective way
of making sure that families that drop in without an appointment have a wonderful experience in
the Makerspace, it was a challenge for Makerspace staff to keep up with the demand. We
received a great deal of positive feedback from patrons who let us know that we had exceeded
their expectations.
• �,, y- _ Makerspace staff ran a "Where is Mr. Beans?" Scavenger
1 Hunt throughout the summer months. This library-wide hunt
m was designed to promote the Makerspace to families and
youth. Participants began in the lobby and followed clues
1 throughout the building to help them find the lost teddy bear,
fir
Mr. Beans, who was hiding in the Makers g p
ace. The
' `�•, ,fit t Scavenger Hunt featured dioramas created using the 3D
printer and laser cutter, and those who completed the hunt
could choose a prize created on the 3D printer and a coupon
to use in the Makerspace. It was a rousing success with 308
participants completing the hunt. The lucky winner was Joey
M.
We offered our first "Maker Party" experience in collaboration with the Children & Youth
Services Dept. Families could register as a group and have an opportunity to try out a variety of
tools and projects in the Makerspace. The event was attended by 23 participants.
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
We were pleased to host a session of the CYS tween program, Stack Up! Participants aged 11-
13 made Glowforge key rings, embroidered tote bags, created Cricut iron-on designs and
buttons, and learned about the 3D Printer. We also partnered once again with CYS to provide
projects for the Dine & Design program for teens.
We have purchased a 2 '/4 inch button maker for the Makerspace to add to our smaller 1-inch
machine. Button makers are very popular and useful for outreach and programming activities.
We invited the community to drop-in during Pride Month to create free pride and pronoun
buttons.
Forever Elvis
We welcomed Elvis expert Wendy King and Elvis Tribute Artist, Bruce Andrew Stewart, to the
Library in June for an afternoon of stories and music. Eighty people attended this popular sold-
out program.
PIN
-
' .
Big Read 2023
2023 ORI«IA PUBLIC LIBRARY We launched our 171" Annual Big Read in July with an
BIG READ extremely popular short video mixed and edited by Darrin
REVEADavis, who also sang the lead vocal. The video received a
'� great deal of engagement on all our social media platforms and
+ our YouTube channel, including a share by publisher
- lo HarperCollins. The 2023 selection is "I Only Read Murder" by
4; Ian and Will Ferguson. In this comedic crime novel, a once-
.
beloved television sleuth finds herself far from Hollywood and
witness to a murder during a small-town theatre production—
and is convinced it is up to her to solve the case.
-_ We are wrapping up our Big Read season this fall with two
fantastic events. Ian and Will Ferguson are joining us at the
Library on October 2nd for a special author visit and we are
holding a Murder Mystery Night featuring OPL staff on October
21 st.
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
Book Launch
We were pleased to host Lori Oschefski, President of Home Children Canada, for the launch of
her new book, "Emma Stirling, Died Unmarried". Lori discussed Emma Stirling's incredible life
and how she impacted the British Home Children migration schemes, as well as the events that
led to the burning of Emma's home in Canada and her escape to the U.S.
Hot Readers
We continued to promote books and reading to our community with our eleventh annual Hot
Readers Summer Reading Club for adults. Patrons rated their reads through paper or online
ballots for their chance to win biweekly prize baskets and our "Love Local" Grand Prize Pack.
Marci Csumrik & Associates generously donated $200 which was used to purchase $50 gift
cards to Rustica Pizza Vino, Brewery Bay, Eclectic Cafe and Shine Plant Based Kitchen. We
received 840 entries and Bailey N. was our excited Grand Prize winner.
PRIZEHOT
■OW-
Ke
�_
VV 06/27/23A/
E
ATE
Marci Csumrik & Associates
,'us&Xu/uf"d Doff ica oq.,aws Zoo _ i Al,
1
Take and Make
Chanel Craigie offered a popular "Sew The Rainbow" craft kit in July and a "Paint By Numbers"
kit in August. Registration for both Take and Makes filled up quickly. The templates for both
projects were produced in the Makespace.
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
Library of Things
We continue to add to our popular Library of Things collection. Recent additions include a
portable projector, spikeball set, bubble machine, Nordic walking poles, karaoke machine,
pickleball kits, baking supplies, and tools, including a laser level and stud finder.
Wood Burning Class
Chanel welcomed Lindsey Simard-Toutant of Heartworks Children's Studio to lead a class on
wood burning with watercolors. This popular class filled quickly, and we will also add the wood
burning pens purchased to our Library of Things collection.
1-on-1 Tech Help
Morgan Fitzgerald conducted 56 1-on-1 Tech Help sessions over the summer months on a
variety of topics.
Ongoing Programs
These ongoing programs met over the summer months:
-Books on Tap: our book club for twenty, thirty, forty-somethings led by Darrin Davis
-Bookworms Book Club: led by Michelle Sinclair
-Book Chatter: led by Lee Kelly
-Chair Yoga: with Certified Hatha Yoga instructor Melanie Rimkay
Local History Room
Jayne Turvey has assumed Local History Room duties. This is a perfect fit as she has a wealth
of experience in local history and genealogy. The Local History Room is open Wednesdays
from 1:30-3:30, Thursdays from 10-12, or by appointment.
COMMUNITY PARTNERSHIPS & OUTREACH
Ongoing Partnership Programs
-The English Conversation Circle, led by Welcome Centre Immigrant Services, met throughout
the summer.
-The Just Write Orillia writing group met on Zoom.
-The Gilbert Center hosted monthly meetings of the Older and Bolder social and support group
for 2SLGBTQ+ for seniors 55+.
-The Ukulele Jam, in partnership with the Sunshine Ukulele Network, met monthly.
-Queer Book Club, in partnership with Lake Country Pride, met over the summer at Brewery
Bay Food Co.
-The French Conversation Circle, in partnership with Le Cle, resumed in-person meetings at the
Library in August
-The VON Canada SMART (Seniors Maintaining Active Roles Together) Team held weekly
exercise classes at the Library this summer for seniors 55+.
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
The Orillia Assertive Community Treatment Team (ACTT) clients and staff visited the
Makerspace in June. The ACTT is a client-centred, recovery-focused mental health service for
people with serious and persistent mental health illnesses. The group completed a variety of
projects and became acquainted with the Makerspace.
We were pleased to welcome Keystone Montessori and Lion's Oval School for class visits to the
Makerspace. Students had a chance to get hands-on with the equipment in the Makerspace,
and complete projects including a laser engraved personalized pencil, a personalized pencil
case, a circuit bug, personalized buttons, and a giant banner to take back to their classroom.
Jayne Turvey presented a PowerPoint to the Simcoe County Chapter of the Ontario
Genealogical Society in June on genealogical resources available at the Library.
Jayne conducted a tour of the Library's art collection for a Girl Guide Trefoil Guild group in June.
Darrin Davis oversaw our monthly book deliveries to local nursing and retirement homes over
the summer months.
MARKETING AND PROMOTIONS
We currently have 4,197 followers on our Facebook page, 3,055 followers on Instagram and
2,038 followers on X (formerly Twitter).
Besides the Big Read launch, our most popular posts on Facebook and Instagram were photos
bidding farewell to our amazing summer students as well as staff celebrating Pride Month.
PNAa .
h'
1
We submitted articles to Orillia Matters on the TD Summer Reading Club and our Big Read
Reveal, and a "5 Things to Do at Your Library in July" article to Simcoe.com
I produced five eNewsletters which provided information on virtual programs, service
announcements, and digital resources. We currently have 3,283 subscribers to the eNewsletter.
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
STATISTICS
June 2023 July 2023 August 2023
Reference Questions 3,249 3,320 3,270
eResource usage 7,931 9,110 8,452
Website Visits 20,648 22,960 21,827
PROFESSIONAL DEVELOPMENT
Information Services staff worked on completing "The Librarian's Guide to Homelessness"
training presented by Ryan Dowd.
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OUARTERLILLA)mOrithauRublic Library Board re- Meeting Package for September 20,...
CIRCULATION OF MATERIAL J,.-J,, J,.-J,
PRINT ZQZZ ZQZI.
B.— 104830 118434
P 2793 3206
592 667
L...-L.—, 654 621
TOTAL PRINT 108869 122928
NON-PRINT
A..,..< B.,./F.. R. /P.—P.— 598 580
DVD' 25905 29922
E,.,P m..J,P.../H.-p— 96 199
L.b,.,,..,T.,.,. ./. 131
Mmn-M..,. 830 1638
P-1.1 456 656
S.—R.. "'_ 2280 2472
TOTAL NON-PRINT 29567 35018
TOTAL ALL CIRCULATION 139034 158526
REFERENCE TRANSACTIONS
A,. 14785 15847
C.o.I.. 6962 6858
E-M.„/T.,.P..../M.JF.,R.,.. 3644 2214
E.� ...C. ....H.1P/I..1...1... 1898 2057
E ..S.. /C. , He P 302 615
0:. L,.l.l,.. 1104 1171
Q.—R....... 4152 4290
R.... A-.. 5514 4856
TOTAL REFERENCE TRANSACTIONS 38361 37908
INTERNEWCOMPUTER USE
A..,JC.,,.,.. 2633 4566
F-S«.,book 66 83
L...,N.w./I—. I.—V.— 7913 9423
0.1..P—..—U..,. 48206 54962
W..P. V11111 116344 141534
W". .s 6886 16840
TOTAL INTERNEWCOMPUTER USE 182048 227408
IN-LIBRARY USE OF MATERIALS 3270 7931
IN-LIBRARY USE OF MICROFILM/FICHE 260 343
GRAND TOTAL LIBRARY USE 362973 432116
COMMUNITY OUTREACH 451 880
LIBRARY VISITS(A.,-Door C... 55831 96979
LIBRARY VISITS(A..a In.,.S„ 372 572
MEETING ROOM BOOKINGS 91 273
STUDY ROOM BOOKINGS 165 318
VOLUNTEER HOURS(A.—) 247 232
VOLUNTEER HOURS(T—) 0 166
PROGRAMS-ADULT SERVICES 2022 2023
G,..,V.—/P'.". 178 954
1963 2967
0.,.FL. -T.— G,..,. 1 0
*A«.. .... 15 0
PROGRAMS-CHILDREN'S SERVICES
I.-L.,.,,.-G,..,V.— 4 16
`All....... 82 446
-E. r L y 14 49
*All....... 197 1138
-5. 18 9
*A«....... 294 294
-F.m„y 17 97
*Att....... 855 6859
0.,.,L..,.
-T.,,,,.G__ 3 13
*A«....... 88 784
PROGRAMS-YOUNG ADULT SERVICES
L L,�,.-P, m. 3 16
"Aa.,...... 59 379
TOTAL PROGRAMS 238 1154
TOTAL ATTENDANCE 3553 12867
READING CLUBS Z,QZZ ZQZ,
C.,. N.—, 140 0
C.,.d '.R.P.— 140 0
T...N.m 0 0
T...R.P.— 0 0
NUMBER OF NEW BORROWERS REGISTERED 2022 2023
A. -C,..0 400 562
-T.w... ..0-M... 108 172
-T.w...,P.F S 86 132
C. w...,R.—F.—N.— 2 3
-P..M. ,-12 M.— 9 3
-S,.M.— 0 2
-0..IV-- 2 12
-N..-R.— ,T. , r 4 3
-G....SI. ..— 3 22
-L... S�. ... 9 47
-L.—y Sc &aV.,..<. 6 2
C.,,.—-CGl,.10-.. 125 183
-T.w...,P.10—M.—I. 47 55
-T.w...,P.r S.v.,. 26 41
C. , .,R.m.F.—N. .. 0 0
Y.—-C,l,. F 0' 10 22
-T.—.- , 1 O—M.—I. 3 2
T.w.. P IS.,.,n 1 4
-C.,, w.. ,R.m F. �N. � 0 0
E,..«..-A.....a0�,� (NEW) 30 23
E.........A.....-0—M.—I.(NEW) 10 16
E...,..i.A. ...-S.v.,.(NEW) 9 13
E,.. ..A. .-C..—R. .Fig N.,...(NEW) 1 0
6 33
T—p....,.0..M.— 2 108
TOTAL NEW BORROWERS REGISTERED
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15.d) Orillia Public Library Board re: Meeting Package for September 20,...
Ill III���I n �
Orillia Public
Memo Library
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: October 3, 2023
Subject: Township of Oro-Medonte Statistics: September, 2023
Township of Oro-Medonte monthly statistics below, please contact me if you have any
questions or concerns.
Township of Oro-Medonte
Borrower Type Number of Number of members Check Outs and
members* —borrowing Renewals
October 1, 2023 Sept 1-30, 2023 Sept 1-30, 2023
Township of Oro- 1,301 444 3,297
Medonte Adult
Township of Oro- 265 55 488
Medonte Child
Township of Oro- 37 3 15
Medonte Youth
Township of Oro- 0 0 0
Medonte
Housebound
E-Access 74 N/A N/A
Total 1,677 502 0,800
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.
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15.e) Correspondence dated September 19, 2023 from Severn Sound Environm...
Severn Sound Environmental Association
489 Finlayson St, PO Box 460, Port McNicoll ON LOK 1 RO
Phone (705) 534-7283
Email: tvanengelen6c�severnsound.ca Website: www.severnsound.ca
September 19th, 2023
Robin Dunn - Chief Administrative Officer
Township of Oro-Medonte
148 Line 7 South
Oro-Medonte ON LOL 2E0
RE: TREE SEEDLING DISTRIBUTION PROJECT
— REQUEST FOR MUNICIPAL ASSISTANCE IN 2024
Dear Mr. Dunn,
Since 2007, Severn Sound Environmental Association (SSEA) has partnered with
SSEA municipalities and North Simcoe Stewardship/Dufferin Simcoe Land
Stewardship Network on the Tree Seedling Distribution Project. The Township of
Oro-Medonte has participated in this project since 2009 —thank you for your
involvement and assistance.
This `plant your own' tree initiative is an annual core project of SSEA that supports
our member municipalities by facilitating tree planting in the Severn Sound area
and providing residents and property owners with low-cost native tree and shrub
seedlings for spring planting. Trees and forests provide a wide variety of benefits
to people, wildlife, and the environment, including providing wildlife habitat, clean
air and shade, climate regulation, storing carbon, stabilizing soil, and controlling
erosion.
The project has been very successful: since 2007, more than 150,000 tree
seedlings were purchased and planted by participants, with over 19,000 seedlings
purchased by Township of Oro-Medonte ratepayers to date. We successfully
utilized a curbside-style pick-up model for participants again this spring and will
continue to do so.
We are currently in the planning stages for spring 2024. As a municipal partner,
you provide support and in-kind assistance with project promotion and some
aspects of project implementation (see below). The SSEA divides up municipal
responsibilities for seedling pick-up, sorting/packaging, and distribution each year,
so that all municipalities contribute, but no one municipality is responsible for
assisting with all aspects of project implementation.
1
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15.e) Correspondence dated September 19, 2023 from Severn Sound Environm...
SSEA is responsible for coordinating the program, including:
■ Ordering seedlings and organizing pick-up of the bulk seedling order at the
nursery (or delivery by the nursery, if feasible).
■ Creating electronic promotional materials for use by participating
municipalities (i.e., poster, information/pricing sheet, species selection
guide, and tree planting tips sheet). Municipalities can link to the SSEA
website, which will contain all the promotional details.
■ Receiving and processing tree orders and payments from participants, with
the tree order deadline typically in mid-January.
■ Providing receipts and pick-up instructions to participants.
■ Coordinating sorting and distribution of tree orders, typically in late April or
early May.
Municipal partners assist with the following responsibilities:
■ Making the information/pricing sheet (provided by SSEA) available to
residents. Suggestions for program promotion by the municipality include:
municipal web-site and at municipal facilities (e.g., poster on bulletin
boards), inclusion in tax bills and/or other municipal mailings (where
possible/appropriate), and local/social media (e.g., municipal page in
newspaper, Twitter, Facebook).
■ Providing a suitable facility (e.g., sand dome, roads garage) for the
distribution location. Note: SSEA normally coordinates several joint
distribution locations among municipalities on a rotating annual basis, rather
than requiring each municipality to provide an individual distribution site
every year.
■ Providing assistance (e.g., staff, council member, or other municipal
representative) with pick up, sorting, and distribution of tree seedlings.
o Bulk order seedling pick-up from the nursery (approximately '/2 day,
only if delivery by nursery is not feasible): Several vehicles are
normally required, including SSEA vehicle(s) to pick up seedlings
from the nursery. Whenever possible, depending on the size and
type of vehicles the municipalities have available, SSEA alternates
which participating municipalities assist with tree seedling pickup
each spring. The tree seedling bulk order is typically picked up from
the nursery one or two days prior to the distribution day
o Sorting bulk order into individual orders, transportation to central pick
up locations (approximately '/2 day): Tree seedlings are normally
sorted about a day prior to the main distribution day, at a central
location. Following sorting, orders for participants are transported to
the designated distribution locations.
o Distribution of tree orders (approximately '/2 day): The distribution
dates are typically a Friday/Saturday combination in late April or early
May. The dates each year depend on spring weather and soil
conditions, which determine when seedlings can be harvested and
packaged by the nursery. The dates each year depend on spring
weather and soil conditions, which determine when seedlings can be
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15.e) Correspondence dated September 19, 2023 from Severn Sound Environm...
harvested and packaged by the nursery. The distribution timing is
typically finalized in late March or early April.
Municipal in-kind support for the program provides a visible partnership and helps
to keep project implementation costs low.
Councillor Veitch provided an email to SSEA in November 2020 as a follow up to
the November 12, 2020 Council meeting, stating that "The mayor confirmed at
Council that this was an ongoing project of support by the township and that Oro-
Medonte Township will continue to participate in the SSEA Tree Seedling
Distribution Program on an ongoing annual basis unless otherwise specified." We
thank the Township for this, since this eliminates the need for SSEA to send
annual requests for municipal participation and streamlines our planning process.
We anticipate establishing the species and price list for the 2024 program in
November, after which I will be in contact with Township staff to provide
promotional materials and discuss preliminary plans for 2024 project
implementation.
Thank you for your continued support and assistance with this project that
contributes to improving tree cover in your municipality and the Severn Sound
area.
Sincerely,
Travis van Engelen
Tree Plant Program Specialist
Severn Sound Environmental Association
CC:
Julie Cayley, SSEA Executive Director
Michelle Hudolin, SSEA Manager Watershed Resilience, Wetlands & Habitat Biologist
Yvonne Aubichon, Clerk
3
Page 76 of 79
15.f) Orillia and Lake Country Physician Recruitment re, Activity & Perf...
Activity& Performance Report:
January 1—September 30, 2023
Official Name:
In July of 2023 the name was officially changed from Orillia &Area Physician Recruitment& Retention
Committee (OAPRRC)to Orillia & Lake Country Physician Recruitment (OLCPR).
Purpose:
The purpose of the Orillia & Lake Country Physician Recruitment(OLCPR) is to be proactive in the
recruitment and retention of family physicians and to provide support to the hospital through the
integration and family settlement of specialty physicians. The committee acts as an advocate for local
primary care initiatives and as a community resource for physician recruitment and retention.
Vision:
The OLCPR connects area residents to comprehensive medical care, by encouraging family physicians
and specialists to establish and maintain their practice in our area.
Service Objectives:
The following objectives serve to support the purpose of the committee.
1. Recruitment of family doctors and providing support to the hospital for the recruitment of
specialists by promoting unique work opportunities and an appealing four-season community.
Recruitment January 1-September 30, 2023:
- Obstetrician/Gynaecologist(1FT)
- Emergency Room Physicians (2FT)
- Psychiatrist(1FT)
- Orthopaedic Surgeon (1FT)
- Family Physicians (4)
Active Recruitments Underway:
- On-going recruitment efforts include:
- Hospitalists, Emergency, Geriatrician, Respirologist, General Internal Medicine, ENT(ear,
nose and throat) & Psychiatry
- Currently working with 4 strong candidates for family medicine
Page 77 of 79
15.f) Orillia and Lake Country Physician Recruitment re: Activity & Perf...
- Some of these positions have been filled, but the physician has not yet commenced work
2. Retention support to new and existing local doctors through community outreach, integration and
recognition.
■ The retention of family physicians and specialists is a key priority. OLCPR continues to increase
the level of support provided to new families as they integrate into the community. New
physicians are strongly encouraged to live in the community rather than commute, and to
become engaged in local activities.
■ To honour long-serving physicians and to recognize special achievements, each year OLCPR
hosts physicians at the Credentialed Staff Long Service, Clinical Excellence & Leadership Awards
Reception.
■ In recognition of Doctor's Day in Ontario on May 1"OLCPR sponsored a physician breakfast as a
show of appreciation.
Governance:
■ Orillia & Lake Country Physician Recruitment(OLCPR) is a sub-committee of the Orillia Soldiers'
Memorial Hospital (OSMH) Medical Advisory Committee (MAC).
■ Meetings are held the third Tuesday of each month, September through June, or at the call of
the chair; sub-committees are held on an as needed basis.
■ Member composition is based on Terms of Reference and Terms of Reference (Nominating).
Funding:
■ In 2023 OLCPR received operating funds from the City of Orillia ($50,000); Township of Severn
(20,000); Township of Oro- Medonte ($7,000)
■ Grants ($14,000)
■ Donations ($3300)
In conclusion, OLCPR continues to develop a number of long-range goals with an enhanced focus on
health and wellness in our community through improved access to primary care for all citizens of the
area. However, we have many challenges. There has been a reduction in the number of physicians
choosing family medicine as their discipline of choice which has caused increased competition among
communities across the country. Burnout subsequent to the pandemic has led to an increase in the
normal yearly number of retirements. This is exacerbating an already enormous challenge. Locally we
are in better circumstances than many other communities across the province but we know we have
retirements looming and up to 11,000 patients will be impacted in our region. We are grateful for your
continued support of our recruitment endeavours.
Respectfully submitted,
Dr. Mathew Miller, D.C.,
Chair
September 25, 2023
Page 78 of 79
20.a) 2023-088: Being a by-law to confirm the proceedings of the Council...
The Corporation of the Township of Oro-Medonte
By-Law No. 2023-088
Being a By-Law to Confirm the Proceedings of the Council Meeting held on
Wednesday, October 11, 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,
October 11, 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 11t"day of
October, 2023.
The Corporation of the Township of Oro-Medonte
Mayor, Randy Greenlaw
Clerk, Yvonne Aubichon
Page 79 of 79