09 25 2024 Council Agenda The Township of Oro-Medonte
Council Meeting Agenda
g Electronic Hybrid Meeting
Totvnship of 4
Wednesday, September 25, 2024
Proud Heritage,Exciting Future 3:00 p.m. ' Open 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 by emailing
agendacomment a�oro-medonte.ca or registering to provide Open Forum comments
at the "Request for Participation Form" link below.
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 100
Council Meeting Agenda - September 25, 2024
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:
To be dealt with under Item 19.
5. Minutes of Council and Committees:
5 - 7 a) Minutes of Special Joint Accessibility Advisory Committee meeting held on
Thursday, September 5, 2024.
09 05 2024 JAAC Minutes
8 - 18 b) Minutes of Council meeting held on Wednesday, September 11, 2024.
09 11 2024 Council Draft Minutes
6. Recognition of Achievements:
None.
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:
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Council Meeting Agenda - September 25, 2024
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:
19 - 22 a) OCS2024-30, Mark Prutchick, Technologist Supervisor, Operations re:
Award of RFQ- OCS2023-09 — 1 year extension for 2024-2025 - Supply,
delivery, mixing and stacking of screened winter sand.
OCS2024-30
23 b) Brent Spagnol, Director, Development Services, memorandum
correspondence dated September 25, 2024 re: By-law 2024-98-Cannabis
Production and Processing Facilities (Medical Saints) [Refer to Item 18a)].
Memo-By-law 2024-098-Cannabis Production and Processsing Facilities-
Medical Saints
24 - 27 c) CS2024-019, Yvonne Aubichon, Clerk re: Proposed Land Inventory Project.
CS2024-019
12. Reports of Municipal Officers for Information Only:
28 - 31 a) F12024-13, Dee Kitchener, Finance and Procurement Analyst re: Georgian
Bay Area Public Purchasing Collaborative (GBAPPC) Reverse Trade Show
Information Report.
F12024-13
F12024-13 Schedule 1
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:
32 - 94 a) Correspondence from Orillia Public Library Board re: September 18, 2024
Board Package.
Staff Recommendation: To Be Received for Information Only.
OPLB
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Council Meeting Agenda - September 25, 2024
16. Communications/Petitions:
95 a) Correspondence dated September 12, 2024 from Jodi Lloyd, Chairperson,
Simcoe County District School Board (SCDSB) re: Collaborative Efforts for
Safer School Zones.
SCDSB
17. Notice of Motions:
None.
18. By-Laws:
96 - 99 a) 2024-098: A By-law to Amend Zoning By-law 97-95, as amended (Cannabis
Production and Processing Facilities).
2024-098
19. Closed Session Items (Unfinished Items):
a) Motion to go In Closed Session.
b) Motion to Rise and Report.
c) Shawn Binns, CAO; George Vadeboncouer, Manager, Planning, Special
Projects re: Litigation affecting the municipality. Solicitor-client privilege
(UCCI Consolidated Companies Inc., Applicant Appeal to the Ontario Land
Tribunal).
d) Yvonne Aubichon, Clerk re: Acquisition/Disposition of land (Sale of
Decommissioned Fire Hall - 375 Line 11 South (Hawkestone)).
20. Confirmation By-Law:
100 a) 2024-099: Being a by-law to confirm the proceedings of the Council meeting
held on Wednesday, September 25, 2024.
2024-099
21. Adjournment:
a) Motion to Adjourn.
Page 4 of 100
5.a) Minutes of Special Joint Accessibility Advisory Committee meeting h...
Report
Special Accessibility Advisory Committee
COUNTY OF Thursday, September 5, 2024
SIMCOF -� 9�7t
Collingwood Clearview Boardroom
Chair: Doug Mein
Members Present: Chair Doug Mein; Vice-Chair Lisa Cohen; Member Caleb Brohm;
Member Jan Dobson-Rose; Councillor, Township of Springwater Matt Garwood; and
Member Steven Laurin
Members Absent: Councillor, Township of Tay, Gerard La Chapelle; Councillor,
County of Simcoe, Sean Miskimins; Councillor, Township of Adjala-Tosorontio Ron
O'Leary; Member Melissa Swales; and Councillor, Township of Oro-Medonte Robert
Young
Staff Present: Dawn Hipwell, Director, Procurement, Fleet and Property; Patrick
Trafford, Deputy Clerk and Christopher Sargent, Legislative Coordinator
1 . Call to Order
Chair Doug Mein called the meeting to order at 10:12 a.m.
2. Approval of Agenda
Resolution AAC-19-24
Moved by: Member Steven Laurin
Seconded by: Member Caleb Brohm
That the agenda for the September 5, 2024 special meeting of the
Joint Accessibility Advisory Committee be approved.
CARRIED
3. Disclosure of Pecuniary Interest
There were no disclosures made.
4. Items of Reference
4.1. Terms of Reference
Joint Accessibility Advisory Committee Terms of Reference
Page 5 of 100
5.a) Minutes of Special Joint Accessibility Advisory Committee meeting h...
4.2. Site Plan Review Guidelines
Joint Accessibility Advisory Committee - Site Plan Review Guidelines
4.3. Workplan
2024 AAC Work Plan
5. Matters for Consideration
County of Simcoe
5.1 AAC 2024-239 - Simcoe County Museum — Matthews Innovation and
Transportation Gallery Project Design Overview (Presentation by:
Dawn Hipwell, Director, Procurement, Fleet and Property)
Dawn Hipwell, Director, Procurement, Fleet and Property provided a
presentation on the Simcoe County Museum Matthews Innovation and
Transportation Gallery project renovations.
AAC 2024-239
AAC 2024-239 Presentation
Recommendation AAC-20-24
Moved by: Member Matt Garwood
Seconded by: Vice-Chair Lisa Cohen
That Item AAC 2024-239, dated September 5, 2024 regarding Simcoe
County Museum Matthews Innovation and Transportation Gallery
Project Design Overview, be received.
CARRIED
5.2 AAC 2024-240 - Simcoe County Archives Interior Renovation Project
Design Overview (Presentation by: Dawn Hipwell, Director,
Procurement, Fleet and Property)
Dawn Hipwell, Director, Procurement, Fleet and Property provided a
presentation on the Simcoe County Archives interior renovation project.
AAC 2024-240
AAC 2024-240 Presentation
Recommendation AAC-21-24
Moved by: Vice-Chair Lisa Cohen
Seconded by: Member Steven Laurin
Page 6 of 100
5.a) Minutes of Special Joint Accessibility Advisory Committee meeting h...
That Item AAC 2024-240, dated September 5, 2024, regarding
Simcoe County Archives Interior Renovation Project Design Overview,
be received.
CARRIED
6. Other Matters for Consideration
There were no items for this portion of the agenda.
7. Adjournment
Resolution AAC-22-24
Moved by: Member Steven Laurin
Seconded by: Member Jan Dobson-Rose
That the September 5, 2024 special meeting of the Joint Accessibility
Advisory Committee be adjourned at 10:52 a.m.
CARRIED
THIS COMMITTEE REPORT IS NOT TO BE CONSIDERED THE FINAL
DOCUMENT OF THE CORPORATION UNTIL APPROVED BY SIMCOE
COUNTY COUNCIL.
Next Regular Meeting:
Tuesday, November 5, 2024
Page 7 of 100
5.b) Minutes of Council meeting held on Wednesday, September 11 , 2024.
A The Township of Oro-Medonte
�~ Council Meeting Minutes
(W
Township of
Electronic Hybrid Meeting
Proud Heritage,Exciting Future
Wednesday, September 11, 2024 3:00 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 Shawn Binns, Chief Administrative Officer; Janette Teeter, Supervisor,
Present: Clerk's Services/Deputy Clerk; Donna Hewitt, Director, Corporate
Services; Nelly Morrow, Director, Finance/Chief Financial Officer; Tamara
Obee, Director, Human Resources; Brent Spagnol, Director, Development
Services; Michelle Jakobi, Director, Environmental Services; Dylan
Flannery, Director, Operations and Community Services; Ralph Dominelli,
Executive Staff Officer/Fire Chief; George Vadeboncoeur, Manager,
Planning Special Projects; Kamil Burdyna, Manager, Development
Engineering; Curtis Shelswell, Chief Municipal Law Enforcement Officer;
Jason Scharapenko, Information Technology Technician (IT)
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
followed by the reading of the Land Acknowledgement.
The Township of Oro-Medonte acknowledges that we are situated on the traditional land of
the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron-Wendat.
The Anishnaabek include the Odawa [Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi
[boh-tah-WAH-toh-mee] nations, collectively known as the Three Fires Confederacy. It
continues today as the home for diverse Indigenous Peoples including the historic Metis
Community in Penetanguishene.
Page 1 of 11
Page 8 of 100
5.b) Minutes of Council meeting held on Wednesday, September 11 , 2024.
Council Meeting Minutes — Wednesday, September 11 , 2024.
The Anishnaabek people continue to have an enduring relationship with this land, specifically
the Chippewas of Rama First Nation, the Chippewa Tri-Council and the Williams Treaties
First Nations. The Huron-Wendat Nation also continues to pay respect and protect their
ancestors and heritage on this land. We honour the Indigenous history and culture that has
thrived for millennia in this territory and the Treaties that bind us together as partners in the
spirit of a shared sustainable and prosperous future. We are all Treaty People. Our
commitment begins with acknowledging the Truth so that we can move forward together
towards Reconciliation.
2. Adoption of Agenda:
a) Motion to Adopt the Agenda.
Motion No. C240911-1
Moved by Clark, Seconded by Young
Be it resolved that the agenda for the Council meeting of Wednesday, September 11 , 2024
be received and adopted.
Carried.
Motion No. C240911-2
Moved by Young, Seconded by Hutcheson
Be it resolved that Rule 14.20a), as per the Procedural By-law No. 2023-043, be suspended
in order to allow the meeting to proceed past the 4 hour adjournment requirement, if
necessary.
Carried.
3. Disclosure of Pecuniary Interest:
Councillor Schell declared a conflict of interest on Item 12a) DS2024-093, George
Vadeboncoeur, Manager, Planning, Special Projects re: Information Report on
Action/Activities of the Township of Oro-Medonte to Address the Matter of Short-Term Rental
Accommodations in the Municipality. Councillor Schell submitted the following:
I own and operate a Short Term Rental.
4. Closed Session Items:
To be dealt with at Item #19.
Page 2 of 11
Page 9 of 100
5.b) Minutes of Council meeting held on Wednesday, September 11 , 2024.
Council Meeting Minutes — Wednesday, September 11 , 2024.
5. Minutes of Council and Committees:
a) Minutes of Council meeting held on Wednesday, August 14, 2024.
b) Minutes of Human Resources Committee meeting held on Wednesday, September 4,
2024.
Motion No. C240911-3
Moved by Hutcheson, Seconded by Clark
Be it resolved that the draft
a) Minutes of the Council meeting held on Wednesday, August 14, 2024 be received and
adopted as printed and circulated; and that the draft
b) Minutes of Human Resources Committee meeting held on Wednesday, September 4,
2024
be received and that the recommendation therein, per Motion No. HRC240904-3, be
adopted.
Carried.
6. Recognition of Achievements:
None.
8. Deputations/Presentations:
None.
9. Identification From the Public of an Agenda Item of Interest:
None.
10. Open Forum:
One (1) individual provided comments with respect to Item 11 b).
Page 3 of 11
Page 10 of 100
5.b) Minutes of Council meeting held on Wednesday, September 11 , 2024.
Council Meeting Minutes — Wednesday, September 11 , 2024.
11. Reports of Municipal Officers for Action:
a) OCS2024-29, Dylan Flannery, Director, Operations and Community Services re:
Community Sport and Recreation Infrastructure Fund (CSRIF) Grant Application.
Motion No. C240911-4
Moved by Lavoie, Seconded by Bard
Be it resolved
1. That OCS2024-29, Dylan Flannery, Director, Operations and Community Services re:
Community Sport and Recreation Infrastructure Fund (CSRIF) Grant Application be
received and adopted.
2. That Council direct staff to apply for the CSRIF grant for the Phase 2 Horseshoe Valley
Community Centre Project located at 739 Horseshoe Valley Rd West.
Carried.
b) DS2024-073, Brent Spagnol, Director, Development Services re: Municipal Law
Enforcement Division Facility Accommodation Project.
Motion No. C240911-5
Moved by Schell, Seconded by Lavoie
Be it resolved
1. That DS2024-073, Brent Spagnol, Director, Development Services re: Municipal Law
Enforcement Division Facility Accommodation Project be received and adopted.
2. That staff proceed with the issuance of the tender to advance the Shanty Bay Firehall
Retrofit Project to accommodate the relocation of the Municipal Law Enforcement
Division and address the accommodation needs of the division.
3. That staff report back to Council following the completion of the tendering process.
Carried.
Page 4 of 11
Page 11 of 100
5.b) Minutes of Council meeting held on Wednesday, September 11 , 2024.
Council Meeting Minutes — Wednesday, September 11 , 2024.
c) DS2024-105, Kamil Burdyna, Manager, Development Engineering re: Certificate of
Assumption, Braestone Subdivision Phases 1 B and C, Registered Plan 51 M-1113,
Braestone Development Corporation [Refer to Items 18a) and b)].
Motion No. C240911-6
Moved by Young, Seconded by Hutcheson
Be it resolved
1. That DS2024-105, Kamil Burdyna, Manager, Development Engineering re: Certificate of
Assumption, Braestone Subdivision Phases 1 B and C, Registered Plan 51 M-1113,
Braestone Development Corporation be received and adopted.
2. That the Township issue the Certificate of Assumption for the Braestone Subdivision
Phases 1 B and C, being the Registered Plan 51 M-1113 dated June 19, 2017.
3. That staff bring forward the appropriate By-laws for Council's consideration.
4. That the Developer be notified of Council's decision under the Manager, Development
Engineering, Development Services' signature.
Carried.
d) ES2024-16, Michelle Jakobi, Director, Environmental Services re: Municipal Stormwater
Infrastructure By-Law [Refer to Item 18c)].
Motion No. C240911-7
Moved by Bard, Seconded by Schell
Be it resolved
1 . That ES2024-16, Michelle Jakobi, Director, Environmental Services re: Municipal
Stormwater Infrastructure By-Law be received and adopted.
2. That draft By-law 2024-090, to regulate and control the use of municipal stormwater
infrastructure in the Township of Oro-Medonte be brought forward for Council's
consideration.
Carried.
Page 5 of 11
Page 12 of 100
5.b) Minutes of Council meeting held on Wednesday, September 11 , 2024.
Council Meeting Minutes — Wednesday, September 11 , 2024.
e) ES2024-17, Michelle Jakobi, Director, Environmental Services re: Municipal Sewer Use
By-Law [Refer to Item 18d)].
Motion No. C240911-8
Moved by Clark, Seconded by Lavoie
Be it resolved
1 . That ES2024-17, Michelle Jakobi, Director, Environmental Services re: Municipal Sewer
Use By-Law be received and adopted.
2. That draft By-law 2024-091 , to regulate and control discharges into the municipal
sanitary sewage works in the Township of Oro-Medonte be brought forward for Council's
consideration.
Carried.
12. Reports of Municipal Officers for Information Only:N+%L
a) DS2024-093, George Vadeboncoeur, Manager, Planning, Special Projects re:
Information Report on Action/Activities of the Township of Oro-Medonte to Address the
Matter of Short-Term Rental Accommodations in the Municipality.
Councillor Schell declared a conflict of interest on Item 12a) DS2024-093, George
Vadeboncoeur, Manager, Planning, Special Projects re: Information Report on
Action/Activities of the Township of Oro-Medonte to Address the Matter of Short-Term Rental
Accommodations in the Municipality. Councillor Schell submitted the following:
I own and operate a Short Term Rental. Councillor Schell left the room and did not
participate in the discussion or vote on this item.
Motion No. C240911-9
Moved by Bard, Seconded by Clark
Be it resolved that the report, as listed under Item #12, Reports of Municipal Officers for
Information Only, be received:
a) DS2024-093, George Vadeboncoeur, Manager, Planning, Special Projects re:
Information Report on Action/Activities of the Township of Oro-Medonte to Address the
Matter of Short-Term Rental Accommodations in the Municipality.
Carried.
Page 6 of 11
Page 13 of 100
5.b) Minutes of Council meeting held on Wednesday, September 11 , 2024.
Council Meeting Minutes — Wednesday, September 11 , 2024.
7. Public Meetings:
a) Notice of Public Meeting Regarding Proposed Development Charges (D.C.) By-law and
Underlying Background Study.
Mayor Greenlaw called the meeting to order and explained this Public Meeting has been
called pursuant to Section 12 of the Development Charges Act, 1997, as amended. The
purpose of the meeting is to give the public an opportunity to ask questions, provide
comments, and make representations on the 2024 Development Charges Background Study
and proposed by-law. This study calculates new development charges for eligible Township
services.
Staff commented that no correspondence was received.
Byron Tan, Manager, Watson & Associates Economists Ltd., provided an overview. A
PowerPoint presentation was presented. A.
Staff confirmed that no public registrations were received and no verbal comments were
received.
There being no further comments or questions, the meeting adjourned.
Motion No. C240911-10
Moved by Young, Seconded by Bard
Be it resolved �V I \
1 . That Council approve the Development Charges (D.C.) Background Study dated August
23, 2024.
2. That Council continue with the D.C. approach to calculate the charges on a uniform
Township-wide basis for all services except water.
3. That Council approve the D.C. approach to calculate the charges on an urban-area basis
for water services.
4. And That Council has determined that no further public meeting is required.
Carried.
13. Reports of Members of Council:
a) Updates from Council Representatives — County of Simcoe and Township Partners and
Agencies.
The following members of Council provided updates: Mayor Greenlaw, Deputy Mayor Lavoie,
Councillors Hutcheson and Schell.
Page 7 of 11
Page 14 of 100
5.b) Minutes of Council meeting held on Wednesday, September 11 , 2024.
Council Meeting Minutes — Wednesday, September 11 , 2024.
14. Announcements:
The following member of Council provided announcements: Councillor Young.
15. Consent Agenda:
a) Minutes of Lake Simcoe Region Conservation Authority (LSRCA) meeting held on June
21 , 2024.
Staff Recommendation: Receive for Information Only.
b) Highlights of Nottawasaga Valley Conservation Authority (NVCA) August 23, 2024 Board
Meeting.
Staff Recommendation: Receive for Information Only.
c) Correspondence dated August 20, 2024 from the Simcoe Muskoka District Health Unit
re: Save the Date: Rethink Poverty 2024 Event, November 14, 2024 from 10:00 a.m. to
3:00 p.m., Dorian Parker Centre, 227 Sunnidale Road, Barrie.
Staff Recommendation: Receive for Information Only.
d) Correspondence dated September 4, 2024 from the Orillia Public Library (OPL) re:
Township of Oro-Medonte Statistics: August 2024.
Staff Recommendation: Receive for Information Only.
Motion No. C240911-11
Moved by Young, Seconded by Hutcheson
Be it resolved that the staff recommendations with respect to the items listed under "Consent
Agenda Correspondence" be adopted as printed:
a) Minutes of Lake Simcoe Region Conservation Authority (LSRCA) meeting held on June 21 ,
2024.
Received for Information Only.
b) Highlights of Nottawasaga Valley Conservation Authority (NVCA) August 23, 2024 Board
Meeting.
Received for Information Only.
c) Correspondence dated August 20, 2024 from the Simcoe Muskoka District Health Unit re:
Save the Date: Rethink Poverty 2024 Event, November 14, 2024 from 10:00 a.m. to 3:00
p.m., Dorian Parker Centre, 227 Sunnidale Road, Barrie.
Received for Information Only.
d) Correspondence dated September 4, 2024 from the Orillia Public Library (OPL) re:
Township of Oro-Medonte Statistics: August 2024.
Received for Information Only.
Carried.
16. Communications/Petitions:
None.
Page 8 of 11
Page 15 of 100
5.b) Minutes of Council meeting held on Wednesday, September 11 , 2024.
Council Meeting Minutes — Wednesday, September 11 , 2024.
17. Notice of Motions:
None.
18. By-Laws:
a) 2024-088: Being a By-Law to Authorize the Issuance of the Certificate of Assumption for
Braestone Subdivision — Phases 1 B and C, Registered Plan 51 M-1113 Save and
Except Recreational Block 67.
b) 2024-089: A By-law to Name, Establish and Assume Highways Within the Township of
Oro-Medonte Gelderland Crescent and segments of Thoroughbred Drive and Morgan
Drive on Plan 51 M-1113.
c) 2024-090: A By-law to Regulate and Control the Use of Municipal Stormwater
Infrastructure in the Township of Oro-Medonte.
d) 2024-091 : A By-law to Regulate and Control Discharges into the Municipal Sanitary
Sewage Works in the Township of Oro-Medonte.
e) 2024-094: A By-law of The Corporation of the Township of Oro-Medonte to provide for
the imposition of fees or charges, and to Repeal By-law Nos. 2021-130, 2022-049, 2023-
012, 2024-027, 2024-038 (Fees and Charges By-law).
Motion No. C240911-12
Moved by Schell, Seconded by Bard
Be it resolved that By-Law Nos. 2024-088, 2024-089, 2024-090, 2024-091 , 2024-094
a) 2024-088: Being a By-Law to Authorize the Issuance of the Certificate of Assumption
for Braestone Subdivision — Phases 1 B and C, Registered Plan 51 M-1113 Save and
Except Recreational Block 67.
b) 2024-089: A By-law to Name, Establish and Assume Highways Within the Township of
Oro-Medonte Gelderland Crescent and segments of Thoroughbred Drive and Morgan
Drive on Plan 51 M-1113.
c) 2024-090: A By-law to Regulate and Control the Use of Municipal Stormwater
Infrastructure in the Township of Oro-Medonte.
d) 2024-091 : A By-law to Regulate and Control Discharges into the Municipal Sanitary
Sewage Works in the Township of Oro-Medonte.
e) 2024-094: A By-law of The Corporation of the Township of Oro-Medonte to provide for
the imposition of fees or charges, and to Repeal By-law Nos. 2021-130, 2022-049,
2023-012, 2024-027, 2024-038 (Fees and Charges By-law).
be read a first, second and third time, passed, be engrossed by the Deputy Clerk, signed
and sealed by the Mayor.
Carried.
Page 9 of 11
Page 16 of 100
5.b) Minutes of Council meeting held on Wednesday, September 11 , 2024.
Council Meeting Minutes — Wednesday, September 11 , 2024.
19. Closed Session Items (Unfinished Items):
a) Motion to go In Closed Session.
Motion No. C240911-13
Moved by Hutcheson, Seconded by Schell
Be it resolved that we do now go in Closed Session at 5:15 p.m. to discuss
• Acquisition/disposition of land (Sale of Decommissioned Fire Hall - 375 Line 11 South
(Hawkestone));
• Personal matters about an identifiable individual (Performance Management).
Carried.
b) Motion to Rise and Report.
Motion No. C240911-14
Moved by Lavoie, Seconded by Young
Be it resolved that we do now Rise at 6:22 p.m. and Report on the Closed Session Items 4
c) Donna Hewitt, Director, Corporate Services re: Acquisition/Disposition of land (Sale of
Decommissioned Fire Hall - 375 Line 11 South (Hawkestone)).
d) Shawn Binns, CAO/Acting Clerk re: Personal matters about an identifiable individual
(Performance Management).
Carried.
c) Donna Hewitt, Director, Corporate Services re: Acquisition/Disposition of land (Sale of
Decommissioned Fire Hall - 375 Line 11 South (Hawkestone)).
The following staff were present: Shawn Binns, Chief Administrative Officer; Janette Teeter,
Supervisor, Clerk's Services/Deputy Clerk; Donna Hewitt, Director, Corporate Services;
Ralph Dominelli, Executive Staff Officer/Fire Chief; Brent Spagnol, Director, Development
Services; Tim Hewitt, Smith & Hewitt Real Estate Team.
Motion No. C240911-15
Moved by Clark, Seconded by Bard
Be it resolved
1. That the confidential correspondence presented by Donna Hewitt, Director, Corporate
Services re: Acquisition/Disposition of land (Sale of Decommissioned Fire Hall - 375 Line
11 South (Hawkestone)) be received.
2. That staff proceed as directed by Council.
Carried.
Page 10 of 11
Page 17 of 100
5.b) Minutes of Council meeting held on Wednesday, September 11 , 2024.
Council Meeting Minutes — Wednesday, September 11 , 2024.
d) Shawn Binns, CAO/Acting Clerk re: Personal matters about an identifiable individual
(Performance Management).
The following staff was present: Shawn Binns, Chief Administrative Officer.
Motion No. C240911-16
Moved by Hutcheson, Seconded by Lavoie
Be it resolved that the confidential verbal information presented by Shawn Binns,
CAO/Acting Clerk, re: Personal matters about an identifiable individual (Performance
Management) be received.
Carried.
20. Confirmation By-Law:
a) 2024-096: Being a By-law to confirm the proceedings of the Council meeting held on
Wednesday, September 11 , 2024.
Motion No. C240911-17
Moved by Lavoie, Seconded by Clark
Be it resolved that By-Law No. 2024-096: Being a by-law to confirm the proceedings of the
Council meeting held on Wednesday, September 11 , 2024 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. C240911-18
Moved by Schell, Seconded by Young
Be it resolved that we do now adjourn at 6:24 p.m.
Carried.
Mayor, Randy Greenlaw Deputy Clerk, Janette Teeter
Page 11 of 11
Page 18 of 100
11 .a) OCS2024-30, Mark Prutchick, Technologist Supervisor, Operations re...
s~• N
(W
Township of
ffe&wte
Staff Report Proud Heritage, Exciting Future
To: Council
From: Mark Prutchick, C.E.T., CRS — Technologist Supervisor, Operations
Meeting Date: September 25, 2024
Report No.: OCS 2024-30
Subject: Award of RFQ- OCS 2023-09 — 1 year extension for 2024-2025 -
Supply, delivery, mixing and stacking of screened winter sand
Type: Requires Action
Motion No.:
Recommendation
It is recommended:
1. That Report No. OCS 2024-30 be received and adopted;
2. That RFQ contract OCS 2023-09 Supply, delivery, mixing and stacking of
screened winter sand awarded to Duivenvoorden Haulage, be extended for
the 2024/2025 winter season commencing October 15, 2024, for the unit
pricing as follows:
• Small Crescent $14.75 /tonne plus HST
• South Pit $13.25 / tonne plus HST
• North Pit $15.25 / tonne plus HST
• North Yard $15.60 / tonne plus HST
3. That the Township continue to participate with the Georgian Bay Purchasing
Cooperative for the purchase of Bulk Highway Road Salt at a rate of $68.98
per tonne and Bulk Highway Treated Salt at a rate of $97.63 per tonne for the
2024 and 2025 winter season.
4. That the Manager, Operations be authorized to execute the appropriate
agreements on behalf of the Township.
Operations and Community Services September 25, 2024
Report No. OCS 2024-30 Page 1 of 4
Page 19 of 100
11 .a) OCS2024-30, Mark Prutchick, Technologist Supervisor, Operations re...
Background
Winter Sand
The Supply, delivery, mixing and stacking of screened winter sand, RFQ contract OCS
2023-09 was awarded to Duivenvoorden Haulage for the 2023-2024 season, with one
(1) - One (1) year extension based on performance, value and by mutual agreement.
The one-year contract has now been completed, and Duivenvoorden Haulage has
requested the Township agree to the optional one-year extension and have agreed to
continue at the 2023-2024 unit pricing; therefore, financial negotiations were not
required, and this contract extension is being recommended for approval.
During the 2023-2024 season, the Township used 12,246 tonnes of screened winter
sand. This amount will vary annually being subject to weather conditions.
Salt
The Township's current standard is to apply a mix of sand and 7% coarse road salt
mixed with a pugmill by weight on roadways and a 50/50 of salt/sand mix on Municipal
Parking lots, including the Fire Halls, the Community Arena, Community Halls, and
Administration Centre.
In 2021, the Township entered into an agreement as a member of the public sector bulk
buying group the Georgian Bay Purchasing Cooperative (GBPC), which is in place for
three years, ending after the 2023/2024 winter season with two optional 1- year
extensions. The 2024/2025 winter season is the first year of the two optional 1- year
extensions. The GBPC agreement has provided better value and price stability for the
3-year term, continuing into the optional extension years. The 2024/2025 GBPC rate is
$68.98 per tonne (Bulk highway road salt) and $97.63/tonne for (Bulk treated salt). The
prices were locked in prior to the inflation rate increase, and the contract does not allow
for renegotiations of that price.
Analysis
Winter Sand
The unit prices vary by location due to the distances and associated material trucking
costs. The estimated 2024/2025 required quantities in addition to existing material
inventory for each location, are as follows:
Small Crescent 1100 tonnes North Pit 4500 tonnes
South Pit 5100 tonnes North Yard 2400 tonnes
Based on Duivenvoorden Haulage, 2023-2024 pricing, the 2024-2025 estimated
seasonal cost is $189,865.00 plus HST.
Operations and Community Services September 25, 2024
Report No. OCS 2024-30 Page 2 of 4
Page 20 of 100
11 .a) OCS2024-30, Mark Prutchick, Technologist Supervisor, Operations re...
The 2023-2024 sand pricing was an overall increase of 3.8% from the 2022-2023 pricing.
The recommended contract extension pricing for the 2024-2025 season, with no
increases, situates the Township in a favourable financial position where there are current
industry increases in these materials as well as elevated fuel costs.
Financials
The 2024 budget allocation for Winter Materials is $382,059, which includes
approximately$20,000 for miscellaneous materials such as cutting edges, flags, and plow
and wing consumables. The projected spending in 2024 is anticipated to be within the
current budget allocation.
It should also be noted that as part of the 2024 Budget the overall winter control budget
was reduced by 17% to reflect efficiencies from material management, use of spreader
controllers and utilization over the past several years.
A winter materials reserve has been established to smooth any potential variances
associated with material usage.
In addition to last season, Duivenvoorden Haulage has executed the winter sand contract
for the Township most effectively and continues to be a reputable company.
Policies/Legislation
• O.Reg 239/02 Minimum Maintenance Standards
• Purchasing and Tendering Procedures
• OPS1004.08.03.01 — Material Specification for Aggregates — Winter Sand
Corporate Strategic Priorities
• Financial Sustainability
• Community Safety
• Strengthen Operational Capacity
Consultations
• Finance & Procurement Analyst
• Manager, Operations
• Director, Operations and Community Services
• Deputy Treasurer/ Manager of Accounting
Operations and Community Services September 25, 2024
Report No. OCS 2024-30 Page 3 of 4
Page 21 of 100
11 .a) OCS2024-30, Mark Prutchick, Technologist Supervisor, Operations re...
Conclusion
Based on the above, it is recommended that RFQ OCS 2023-09 - One (1) -year
extension be awarded to Duivenvoorden Haulage, for an estimated value of
$ 189,865.00 plus H.S.T.
Respectfully submitted,
Mark Prutchick, C.E.T., CRS
Technologist Supervisor, Operations
Approvals: Date of Approval
Dylan Flannery - Director, Operations & Community Services Sept 9, 2024
Shawn Binns — CAO Sept 17, 2024
Operations and Community Services September 25, 2024
Report No. OCS 2024-30 Page 4 of 4
Page 22 of 100
11 .b) Brent Spagnol, Director, Development Services, memorandum correspo...
MEMORANDUM r�
Proud Heriebge,Ex astig Future
To: Mayor and Members of Council
From: Brent Spagnol, Director, Development Services
Date: September 25, 2024
Subject: By-law 2024-98-Cannabis Production and Processing Facilities (Medical
Saints)
By-law 2024-98-Cannabis Production and Processing facilities was considered by the
Ontario Land Tribunal (OLT) on July 17, 2024 under OLT Case-22-002249, which
approved a site specific zoning via settlement for the property municipally known as 918
Line 3 South (Medical Saints).
The purpose of this By-law is to insert a By-law Number and Site-Specific Exception
number as per the Order Issued by the Ontario Land Tribunal on July 19, 2024.
The By-law being considered by Council is administrative in nature and does not
change the purpose and effect of the Site-Specific Zoning By-law that was approved by
the Ontario Land Tribunal.
Page 23 of 100
11 .c) CS2024-019, Yvonne Aubichon, Clerk re: Proposed Land Inventory Pro...
WON(W
Township of
ffe&wte
Staff Report Proud Heritage, Exciting Future
To: Council
From: Yvonne Aubichon, Clerk
Meeting Date: September 25, 2024
Report No.: CS2024-019
Subject: Proposed Land Inventory Project
Type: Requires Action
Motion No.:
Recommendation
1. That Report 2024-019 be received.
2. That Council approve the continuation of the Land Inventory Project as outlined
in Report 2024-019.
3. That staff proceed as outlined in Report 2024-019.
Background
Currently when the Township receives requests to purchase Township owned land
and/or unopened road allowances through an application process, circulations are
provided to Senior Management for feedback and depending on the response to
dispose as surplus land or retain for Township purposes, the appropriate process is
initiated. If Senior Management's recommendation is to retain for Township purposes
the applicant is advised accordingly, and the application is closed. If the
recommendation is to dispose of the land or road allowance, then a closed session
report is presented to Council. These requests have historically been reviewed and
addressed on an individual basis rather than in a holistic manner.
The objective of the Land Inventory Project is to provide an inventory of Township
owned lands and proactively determine what Township owned lands could potentially
be disposed of and/or need to be retained for current/future municipal purposes.
Corporate Services September 25, 2024
Report No. CS2024-19 Page 1 of 4
Page 24 of 100
11 .c) CS2024-019, Yvonne Aubichon, Clerk re: Proposed Land Inventory Pro...
The purpose of this staff report is to outline the proposed steps, estimated costs and
process involved in the Land Inventory Project for Council's consideration and
subsequent direction.
Analysis
For the purposes of this report Township land parcels and road allowances will all be
referenced to as Township land or lands.
Outlined below, for Council's consideration, are the steps required to proceed with
completion of the Land Inventory Project:
Step 1: Direction from Council — Council direction to staff to proceed as outlined with
the Land Inventory Project.
Step 2: Staff Working Group - Creation of a cross departmental staff working group
consisting of staff who have historical and expert knowledge of Township owned lands,
i.e. lands that must be retained for municipal purposes; such as, water main areas,
storm sewers, reservoirs, drainage, dedicated and non-dedicated parkland, zoning and
planning site specific requirements, etc. and for lands to be disposed of to determine
buildable lots, septic area requirements, zoning, ingress and egress, etc. The objective
would be that each department would be represented for their specific expertise and
valuable input.
Step 3: Comprehensive Review of Inventory— Working group will review inventory
and update the Township's mapping system to ensure newly acquired lands are
included; recently disposed of lands are removed and any overlooked mapping has
been corrected, so the inventory is as accurate and current as possible. The review will
also include consolidation of information from Department Master Plans such as the
Road Network Plan and Parks and Recreation Master Plan.
Step 4: Vetting of Disposed and Retained Lands — The working group will determine
the lands to be retained and those recommended to be declared as surplus Depending
on the number of properties identified, the working group may present the lands to be
declared surplus in phases, to better manage the vetting process i.e. title searches to
ensure Township ownership, correct legal descriptions and Parcel Identification Number
(PIN's), required surveys, existing liens, easements and encroachments, consultation
with utilities, etc.
Step 5: Land Portfolios - Working group prepares detailed portfolio of each portion of
land, outlining information such as, but not limited to, buildable lots, square
footage, zoning requirements, existing survey, anticipated potential interest i.e. only of
interest to abutting owner, or all public, etc.
Step 6: Staff Report— As each phase of land groupings is complete, present a Staff
Report to Council, including:
Corporate Services September 25, 2024
Report No. CS2024-19 Page 2 of 4
Page 25 of 100
11 .c) CS2024-019, Yvonne Aubichon, Clerk re: Proposed Land Inventory Pro...
- a detailed portfolio of lands in each Phase (if required) that could be declared
surplus to the needs of the Township;
- a recommended public consultation process for each phase or specific parcels
should the be considered to be deemed surplus to the Municipality.
recommended method of disposal for Council's consideration and subsequent
direction to staff.
Methods of disposition are outlined in By-law 2021-126 (Sale and Other Disposition
of Land) linked in this report under Policies/Legislation for Council's reference. The
staff report would be comprehensive in addressing each method. For example, with
respect to sale of land by realtor, a Request for Quotation/Proposal for a Realtor of
Record would be recommended by staff to ensure compliance with the Township's
Purchasing and Tendering By-law given the potential volume of land being disposed
of.
Step 7: Public Notice - Following Council's direction on the various land portfolios,
Public Notice of Council's Intent to pass a By-law to Declare the said lands surplus shall
be posted on the website in accordance with By-law 2021-126.
Step 8: Declaration of Surplus Lands By-law(s) — As each Phase is completed, a
comprehensive surplus land by-law outlining the various parcels to be declared surplus
within a specific phase, will be presented for Council's approval.
Step 9: Land Inventory Posted to Website - Once approved the declared surplus
lands and retained lands would be uploaded to the Township website identifying
accordingly the method of sale, etc., i.e. Buildable lot for sale by Realtor of Record,
road allowance direct sale to abutting land owner(s) or to land locked owner, if
applicable, to be processed as requests are received or tendered in bulk depending on
the direction of Council.
It is anticipated that the first phase and report back to Council will occur prior end of Q2
2025. However, the entire process could take up to 3 years to complete depending on
the volume of parcels to be vetted and consideration for other competing work priorities.
Financial/Legal Implications/ Risk Management
Disposal of Township owned land would reduce cost and liability while potentially
increasing one- time revenue for the Township. While there may be a financial cost
incurred by the Township with respect to title searches, financial costs associated with
the disposition of Township land is borne by the purchaser, in accordance with the Sale
and Other Disposition of Land By-law. Therefore, any financial impact of this project
pertaining, but not limited to, such costs as title searches, surveys, legal, appraisals etc.
would be recovered by the Township through the purchaser if and/or when the property
is sold.
Corporate Services September 25, 2024
Report No. CS2024-19 Page 3 of 4
Page 26 of 100
11 .c) CS2024-019, Yvonne Aubichon, Clerk re: Proposed Land Inventory Pro...
Title searches are approximately $30 to $75 per search, depending on their complexity,
surveys currently run between $5,000 to $6,000. and legal services are between
$1,000. and $1,500. per sale. Land assessments/evaluations, where deemed
necessary, can range from a few hundred dollars to thousands of dollars. However,
surveys and assessments/evaluations, can be conducted at the time of sale, once a
request for purchase is received. This will avoid these initial costs to the Township.
Also, legal fees may only be applicable at the time of the closing of the sale. This
leaves the upfront costs of title searches, which would only be recoverable if the land(s)
were to sell.
Policies/Legislation
By-law 2021-126 (Sale and Other Disposition of Land)
Corporate Strategic Priorities
Financial Sustainability
Strengthen Operational Capacity
Consultations
N/A
Attachments
None
Conclusion
Staff have outlined above the steps and financial impact involved in the Land Inventory
Project for Council's consideration and subsequent direction.
Respectfully submitted,
Yvonne Aubichon, Clerk, September 5, 2024
Approvals: Date of Approval
Donna Hewitt, Director Corporate Services September 5, 2024
Shawn Binns, CAO September 19, 2024
Corporate Services September 25, 2024
Report No. CS2024-19 Page 4 of 4
Page 27 of 100
12.a) F12024-13, Dee Kitchener, Finance and Procurement Analyst re: Geor...
l WON(W
Township of
ffe&wte
Staff Report Proud Heritage, Exciting Future
To: Council
From: Dee Kitchener, Finance and Procurement Analyst
Meeting Date: September 25, 2024
Report No.: F12024-013
Subject: GBAPPC Reverse Trade Show Information Report
Type: For Information Only
Motion No.:
Recommendation
It is recommended:
1. That Information Report No. F12024-013 be received.
Background
The purpose of this report is to provide information to Council regarding this public
procurement information event. The Georgian Bay Area Public Purchasing
Collaborative (GBAPPC) will be hosting this event, which will take place on October 7,
2024, at the Georgian College Barrie Campus.
The GBAPPC is a membership of municipalities and public agencies in the County of
Simcoe/Georgian Bay area who have a common interest in procurement integrity.
Analysis
This reverse trade show is an opportunity for vendors to introduce themselves to
procurement professionals from local public agencies, including municipalities, school
boards, colleges and other publicly funded organizations including Supply Ontario and
the Federal government. This is an opportunity for the Township of Oro-Medonte to
network, share resources, and build relationships with business.
Unlike a traditional trade show, suppliers do not have booths. Instead, the public
agencies will host a table, and contractors, suppliers, vendors, trades, and service
Finance Department September 25, 2024
Report No. F12024-013 Page 1 of 2
Page 28 of 100
12.a) F12024-13, Dee Kitchener, Finance and Procurement Analyst re: Geor...
providers will be free to roam the floor to meet with individuals from each hosting
agency.
This informal session will allow the Township to build relationships and learn from open
communication. This type of communication is invaluable to enhance best practices
including social and sustainable procurement strategies.
Financial/Legal Implications/ Risk Management
There is no cost to the Township of Oro-Medonte as we are a member of GBAPPC. The
Finance and Procurement Analyst will be attending.
Policies/Legislation
By-law No. 2004-112 Purchasing and Tendering Procedures
Corporate Strategic Priorities
Financial Sustainability
Community Engagement
Attachments
F12024-13 Schedule 1-GBAPPC Connections Agenda
Conclusion
This reverse trade show will provide valuable community engagement with external
stakeholders and the potential for improved cost efficiencies. Council and staff are
welcome to join this informative event to learn more about public procurement.
Respectfully submitted,
Dee Kitchener, Finance and Procurement Analyst September 18, 2024
Approvals: Date of Approval
Christy Scheffel, Deputy Treasurer September 18, 2024
Shawn Binns, CAO September 19. 2024
Finance Department September 25, 2024
Report No. F12024-013 Page 2 of 2
Page 29 of 100
12.a) F12024-13, Dee Kitchener, Finance and Procurement Analyst re: Geor...
Georgian Bay Area Public Purchasing Collaborative
GBAPPCC NNECTI
Monday, October 7, 2024 1 8:15 a.m. - 1 p.m.
Georgian College Barrie Campus I Peter B. Moore Building (N Building) I Ring Rd, Barrie
PPOGPAM DETALS
8:15 to 8:45 a.m. Registration
9:00 to 9:25 a.m. Opening Remarks
9:25 to 9:35 a.m. Overview of OHAPPC
9:35 to 9:45 a.m. Public Procurement 101
9:45 to 9:55 a.m. Success with Evaluated Bids
9:55 to 10:15 a.m. How to Ho Business with Supply Ontario
10:15 to 10:35 a.m. How the Federal Goverment Buys What you Sell
10:35 to 10:45 a.m. Q&A
10:45 to 11:00 a.m. Closing Remarks
11:00 a.m. to 1 p.m. Public Procurement Marketplace
a o
Click here before October 1,2024
To Register or,scan the QR code r{
0
Page 30 of 100
12.a) F12024-13, Dee Kitchener, Finance and Procurement Analyst re: Geor...
ArGaAT)PC
Georgian Bay Area Public Purchasing Collaborative
IA
Not
BAPPCC NNFCTI L� .::=
P
ti.
Georgian College Barrie Campus
Peter B. Moore Building IN Building) I Ring Rd, Barrio
The Georgian Bay Area Public Purchasing Collaborative(GBAPPC)
cordially invites you to attend GBAPPC Connections 2024,a public Scan the QR code
procurement information event.Join us for an opportunity to learn to register
more about doing business with public agencies and network with
several GBAPPC agencies,Supply Ontario and the Federal Government.
This event is free of charge and attendees are encouraged to bring a rO
non-perishable food item in support of local food banks.This session or click here
includes morning refreshments and a light continental fare.
Seating is limited,two persons per organization is appreciated, before October 1,2024
General parking is available at a flat rate of$7(via Honk Mobile App).
Page 31 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
ORILLIA PUBLIC LIBRARY BOARD — MONTHLY MEETING
WEDNESDAY SEPTEMBER 18, 2024 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 io min
4. Disclosure of Pecuniary Interest and General Nature Thereof
CONSENT AGENDA MOTION 5 min
1. Approval of the Minutes of June 19, 2024 regular meeting
2. Reports for June,July,August 2024
a) CEO Report
b) Children&Youth Services
c) Corporate and Operational Services
d) Information Services
e) 2nd Quarter Statistics
3. Correspondence
a) June 20, 2024 from Gail McCorkell, resignation from the Library Board
b) August 13, 2024 from Robin Cadeau, City of Orillia re: appointment of new member
c) August 20, 2024 invitation to speak at OLBA Bootcamp
d) August 23, 2024 from Catherine Allman with CBC article
DISCUSSION AGENDA
1. Business Arising from the Minutes
a) Board Self-Evaluation Analysis Report 5 min
2. Reports of Board Committees and Representatives
a) Finance Committee — Financial Statements MOTION 15 min
Quarterly Finance Meeting Report
Draft 2025 Budget and Report MOTION
Accountability Report 2024
Questica Financial Statement Example
b) Policy Committee— Report re: New Policies and attachments MOTION 10 min
3. New Business
4. Announcements —OLS Conference 2 min
Call for new OLS member
IN CAMERA SESSION— Personnel—Two Items MOTIONS 20 min
5.Adjournment 1 min
PLEASE NOTIFY SECRETARY AT 705-325-2338 IF UNABLE TO ATTEND
Page 32 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
ORILLIA PUBLIC LIBRARY BOARD
MINUTES OF JUNE 19, 2024 MEETING
A regular meeting of the Board was held in the Library commencing at 3:30 p.m.
PRESENT — BOARD — Deborah Watson, Chair; Meghan Edwards, Vice-Chair; John Bard;
Helen Mallon; Gail McCorkell; Don McIsaac; Whitney Smith; Mike
Stahls; Wanda Minnings
STAFF — Meagan Wilkinson,Acting Chief Executive Officer
Alexandra Gilston,Acting Director of Children &Youth Services
Melissa Robertson, Director of Corporate&Operational Services
Tina Chatten, Recorder
OTHER—T. Johnson, City of Orillia Treasury;A. Nauss,Auditor BDO
ABSENT - Catherine Allman; Elaine Bremer
CONVENING OF THE MEETING — D. Watson welcomed those in attendance and via Zoom.
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#2024:30
Moved by H. Mallon, seconded by W. Minnings that the Orillia Public Library Board
approve the Agenda of the June 19, 2024 meeting. CARRIED
Disclosure of Pecuniary Interest and General Nature Thereof— none
CONSENT AGENDA
Highlights:
M. Wilkinson reported that she and the Board chair went to council to present the 2023
annual report with very positive numbers and questions raised regarding doors. New doors
are to be installed at the municipal lot and Andrew Street entrances. Safety issues still to deal
with, City also recognizes the safety precaution as is so near washrooms and areas of concern.
A. Gilston highlighted the recent addition of two summer students for the upcoming Summer
Readers Club assisted financially by grants received. Additional staff will take programs out to
the community.
M. Robertson reported that a grant has been received from the United Way Simcoe Muskoka
to support the Human Resources Coordinator. It was also reported on behalf of the
Information Services Director that the Makerspace revitalization project has been completed.
MOTION#2024:31
Moved by J. Bard, seconded by W. Minnings that the Consent Agenda of the June 19, 2024
meeting be adopted. CARRIED
Page 33 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
DISCUSSION AGENDA
REVIEW ENGAGEMENT—Auditor/City Treasury Staff
A.Nauss and T. Johnson presented the review engagement for 2023 audit period based on
statements prepared by City staff with information from the Library and CEO authorization.
Library staff are developing a good relationship with City Treasury and are working well
together to provide this information.
MOTION#2024:32
Moved by D. Mclsaac, seconded by J. Bard that the Orillia Public Library Board accept the
Independent Practitioner's Review Engagement Report for December 2023. CARRIED
BUSINESS ARISING FROM THE MINUTES
Action Plan Update — The ongoing updates were highlighted along with those going forward.
W. Minnings asked if there were any concerns from the staff or public regarding AI, staff are
also looking into professional development regarding this and researching how it will affect
the Library in the future.
Library to-Year Capital Plan Package — The Library submitted information as part of the
City's Capital Plan.
REPORTS OF BOARD COMMITTEES AND REPRESENTATIVES
Finance Committee — The financial statements for May 2024 were presented for Board review
and discussion.
MOTION#2024:33
Moved by J. Bard, seconded by H. Mallon that the Orillia Public Library Board receives the
May 2024 financial statements as presented. CARRIED
Policy Committee — As part of the continued policy review, new policies were presented for
review and discussion as recommended by Ontario Library Services to create more cohesive
policies.
MOTION#2024:34
Moved by D. Mclsaac, seconded by W. Minnings that the Orillia Public Library Board
replace the current OPL Board policies:
• 1.12 Orientation
• 1.15 Policies
• 1.18 Governance —Board CEO Partnership
• 1.19 Annual Board Assessment
• 5.504 CEO Performance Appraisal Policy
With the following revised policies:
• Board Orientation, Training, and Evaluation
• Board — CEO Partnership
• Policy Development CARRIED
Page 34 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
NEW BUSINESS
Board Self-Evaluation — An evaluation form was sent out for Board review, with no
suggestions/additions it will be sent as is to be completed by Board members to be returned
by July 15.
Announcements — Over the summer break there will be no regular meetings, but committee
meetings may be called as needed.
Adjournment at 4:00 p.m.
BOARD CHAIR CHIEF EXECUTIVE OFFICER
Page 35 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
REPORT OF THE CEO
June - August 2024
Submitted by Meagan Wilkinson
Media
August 28
htips://www.oriIIiamatters.com/local-news/pirates-set-sights-on-orillia-for-annual-party-this-
weekend-9440163
https://www.oriIIiamatters.com/local-news/really-sad-downtown-walk-to-shine-light-on-local-
opioid-crisis-9444080
August 21
https://www.oriIIiamatters.com/local-news/paid-waterfront-parking-businesses-in-public-
facilities-on-horizon-9379249
August 9
https://www.oriIIiamatters.com/local-news/trans-ra110n-downtown-orillia-aims-to-build-a-
safer-community-9329862
August 9
https://www.oriIIiamatters.com/local-news/here-are-5-events-in-orillia-this-weekend-you-
wont-wa nt-to-miss-9316660
httr)s://barrie.ctvnews.ca/dozens-attend-orillia-s-trans-parade-1.6994470
August 7
https://www.oriIIiamatters.com/arts-and-entertainment/column-waterfront-fest-to-make-
waves-on-busy-local-weekend-9319562
August 4
https://www.oriIIiamatters.com/arts-and-entertainment/column-theatre-music-art-all-on-the-
agenda-in-orillia-9348418
August 1
https://www.oriIIiamatters.com/local-news/council-looking-at-ways-to-optimize-revenue-at-
city-facilities-9297661
Page 36 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
July 31
https://www.oriIIiamatters.com/local-news/IibrarV-hosting-inaugural-after-hours-summer-
games-event-9292332
July 30
https://www.simcoe.corn/news/benefits-all-of-us-fiert-simcoe-pride-flag-raising-a-symbol-of-
inclusivity-diversity/article 233bcd8b-Oac3-5d94-9d8b-5e741a4152f8.html
July 29
https://www.oriIIiamatters.com/local-news/penny-for-your-thoughts-city-wants-public-input-
on-annual-budget-9282689
July 24
https://www.oriIIia matte rs.com/arts-and-entertainment/column-glow-party-art-exhibits-live-
music-make-for-busy-weekend-ahead-9263784
July 12
https://www.oriIIiamatters.com/local-news/here-are-5-events-in-orillia-this-weekend-Vou-
wont-wa nt-to-miss-9205938
July 3
https://www.oriIIiamatters.com/arts-and-entertainment/column-orillia-set-to-echo-with-the-
sou nds-of-folk-festiva I-9170013
July 2
https://www.oriIIiamatters.com/local-news/sharing-place-summer-snack-program-returning-
to-local-libraries-9147818
June 22
https://www.oriIIiamatters.com/local-news/incredible-support-hundreds-show-pride-in-
downtown-ma rch-9122921
June 21
https://www.oriIIiamatters.com/local-news/christmas-in-iune-returns-to-port-of-orillia-on-
saturdaV-9114151
Page 37 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
June 28
https://www.oriIIiamatters.com/local-news/td-summer-reading-club-set-to-heat-up-at-orillia-
public-library-9148349
June 26
https://www.oriIIiamatters.com/arts-culture/column-local-organizers-vow-really-good-party-
fo r-ca n a d a-d ay-9138972
June 23
https://www.theglobeandmail.com/canada/article-hundreds-take-part-in-orillia-ont-pride-
march
June 19
https://www.oriIIiamatters.com/local-news/orillia-public-library-topped-191000-visits-in-2023-
9105594
June 17
https://www.simcoe.com/news/feeling-the-heat-heres-a-list-of-cooling-stations-available-in-
barrie-orillia-and-simcoe/article 1c752153-cdf8-53bc-a677-05112b293ada.html
https://www.oriIIiamatters.com/local-news/city-opens-cooling-hydration-centres-amid-heat-
wave-9093789
June 16
https://www.oriIIiamatters.com/local-news/staff-predicts-3-7-tax-hike-as-budget-prep-begins-
at-c ity-h a I I-9087767
June 12
https://www.oriIIiamatters.com/arts-and-entertainment/column-peter-street-will-be-hopping-
with-art-on-saturday-9072238
June 5
ntips://www.oriIIiamatters.com/local-news/library-hoping-to-make-history-with-june-
fund raising-drive-8975168
https://www.oriIIiamatters.com/arts-and-entertainment/column-sunshine-festival-rib-and-
beer-fest-on-weekend-menu-8990625
Page 38 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Policies
The Policy Committee met 3 times over the summer to collaborate on 9 new policies and a
policy style guide.
City of Orillia
Deb and I met with the Deputy CAO and the CAO on June 12th to formally meet and discuss the
Library/City relationship. We had the opportunity to share some highlights from OPL's Annual
Report and talk about information they would like to see from the Library to increase our
transparency. This includes outlining what our core services are and what are "nice to haves".
This is where a Service Delivery Model will be helpful. The CAO asked if there was the possibility
for our Human Service Coordinator to work with the Orillia Recreation Center to help with the
challenging behaviours they are currently seeing there. Overall, this was a very positive
meeting.
Deb and I presented OPL's 2023 Annual Report to the City of Orillia Council. We highlighted our
donation drives, the HSC impact, the Makerspace, Project Free Flow, and the Sharing Place
partnership. This was met by many positive comments from Councillors. Questions included
whether we might consider opening the Andrew Street entrance and when the new doors were
going to be installed at the West Street entrance.
Melissa, Kathryn, and I met with the Director of Recreation, Youth, and Culture and her team to
discuss how the HSC could assist with the challenging behaviours they are seeing at the Rec
Center. There is currently an encampment behind the building and the Rec Center is seeing an
increase in challenging behaviours from non-Rec Center users and day pass users because of
this. See the report from the Director of Operational and Corporate Services for details on the
partnership going forward.
I provided a tour of the library and our services to a group of Lakehead recruiters organized by
the City of Orillia.
Finance
I submitted the Charitable Taxes for the Library and the final submission for the Friends of the
Library with no issues.
Deb and I met with the City Finance Team for a budget overview. The Draft Budget was due
(and submitted) August 16t" with the Final Budget due September 24t". I met individually with
the Finance Team as we worked to update Questica with the correct budget numbers. The City
is transferring more of their workflow to Questica this year resulting in various errors. This will
be a smoother process next year because of the work we are doing this year.
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15.a) Correspondence from Orillia Public Library Board re: September 18 ...
I submitted the OPL's Year to Date Accountability Report to the City which is part of our Budget
Package that goes to Council.
The Finance Committee met to discuss the 2025 Draft Budget. Numbers were not accurate in
Questica at the time of the meeting (as noted above), so it was challenging to provide an
accurate overview of the budget. The Committee will meet again once the numbers have been
corrected.
Deb, Mike, and I met with the City Finance Team for our quarterly finance meeting. We
discussed amalgamating the Library's reserves (as previously approved by the Board). This has
now been completed. We received some of the budget updates we had been waiting for
(Insurance, City labour redistributions), discussed the custom Questica report, and received
information regarding the City evaluation indirect costs.
Fundraising
June was our first attempt at a Spring Fundraiser, raising much needed funds for Local History
resources. We collected over $4,000 in donations.
Partnerships and Outreach
I attended a meeting of the Child, Youth and Family Coalition of Simcoe County. Experts from
Royal Victoria Hospital presented on Early Intervention Strategic Planning. Funding is being cut
from programs that provide early support for children who are not developmentally ready for
Kindergarten.
I met with the Team Lead for Redwood Park Communities in Orillia (Jubilee House). We
discussed how the library could support the residents, including access to free menstrual
products.
The Chair of the Born to Read Committee and I met to discuss future funding opportunities for
the library and Born to Read, including the upcoming Ripple of Kindness Donation.
I met with the new BIA Coordinator to introduce him to the Library and how we could partner
with downtown events.
Melissa and I attended the Grant Award Celebration for Information Orillia at the Common
Roof. They were awarded a grant through the Ontario Trillium Foundation for work to be done
to determine and address gaps in service for newcomers to Orillia. I provided insight from the
OPL's point of view when they were surveying Orillia organizations.
I met with an Agilec client to discuss what is required to work in a public library.
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15.a) Correspondence from Orillia Public Library Board re: September 18 ...
The Library partnered with Lake Country Pride to provide activities before and after the Pride
March in June. Many individuals created posters and pins in our Makerspace before the March
and many families engaged with our booth at Couchiching Beach at the end of the March. The
Library provided the Courtyard as a gathering space for Lake Country Pride to bring the
community together and share stories.
Fierte Simcoe Pride held a Trans Rally in downtown Orillia in July. The Library courtyard was
used as their gathering place at the beginning of their March down Mississaga Street.
From the Community
"Thank you! You are all amazing!"
- Suggestion box submission
"Give yourselves big high 5's and hugs for all the amazing activities and work you do for our
community (us)! Thanks everyone!"
- Suggestion box submission
Staff
Melissa completed a successful performance review.
Professional Development
I attended several webinars and meetings over the last 3 months:
- OLS Navigating Library Finance (Part 1 of 3)
- OLS New CEO virtual networking
- Administrators of Medium Sized Public Libraries of Ontario (AMPLO) meeting
- Investigation Training via Williams HR
- Disability Inclusion Lunch and Learn via Simcoe County
- OLS CEO virtual meeting
- Cybersecurity OLS meeting
o This meeting was led by Toronto PL following their cyberattack, which they are still
recovering from. They shared what they learned and what they are changing going
forward.
o Hamilton PL was also in the meeting and shared their experiences.
- Public Library Leaders session: High Impact Leaders
- Al and Its Impact on Work Culture
- 15 Ways Libraries can use Generative Al
Page 41 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
REPORT OF THE DIRECTOR OF CHILDREN'S AND YOUTH SERVICES
June 2024
Submitted by Alexandra Gilston
Statistics Snapshot
Programs Run: 22
Program Participants: 983
Community Outreach & Partnerships: 7
Community Outreach & Partnerships Participants: 199
Programs
June was an intense month of program preparation for CYS staff who were gearing up for
the annual TD Summer Reading Club program! This sponsored program is held nation
wide, with each library giving its own twist on how the program is implemented. In addition
to the reading and book reporting aspect of this program, CYS staff create and run
engaging and fun literacy based programs for all ages.
Early Literacy
Mini Kindis (24 participants)
This month saw the graduation of eleven preschoolers (grad cap and all!)from our Mini
Kindis program run by CYS staff Jenn W. This was a much beloved program with feedback
such as "I've seen such a change in him since he began Mini Kindis" and particularly
positive feedback for Jenn W"What you do with the kids is wonderful". Jenn W also
received some Lovely thankyou gifts and messages from her little graduates. Families are
hoping this program continues next year.
1
jr
.. -
Family
Family Art(70 participants)
This all ages program had two purposes: meet the needs of working families who cannot
visit the library during the day and provide our busy toddlers with someone to focus on.
This program was run 8 times throughout June, with the unfortunate situation of a power
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15.a) Correspondence from Orillia Public Library Board re- September 18 ...
outage during one of those dates. We still receive positive feedback from families who
participate weekly!
STEAM Saturdays (219 participants)
This all ages program celebrated Father's Day, Christmas in June, and Cananda Day, not to
mention championed kindness through it's Say Something Nice Day themed activities.
Participants put their STEAM skills to the test by engineering the Three Little Pigs' house,
using math to create cootie catchers (germ free, I assure you), artistically creating
fireworks with salt and liquid glue, and many more fun activities to get those neurons firing!
Pride Passive Program (142 participants)
CYS staff Peyton N painted a larger than live rainbow in the Family department to celebrate
Pride month and encourage our community to think of what they are most proud of by
writing just that on a colourful piece of paper to add to the rainbow. CYS staff Marika F
monitored this display and read through these wonderful messages, such as:
"I'm proud of this diverse community"
"My two moms"
"I am proud of my cat"
"I can swim in the deep end of the pool!"
It was wonderful to personally see the joy on children's faces as they watched the rainbow
get painted and to see all of the wonderful messages of what makes our youngest
community members feel pride.
' s
� All
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15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Scavenger Hunt 214 participants
School Aged
Homeschool Hangout(11 participants)
This program had to be rescheduled to a Friday due to a power outrage, which impacted
attendance. This session was about the Fibonacci sequence and included use of the
Ozobots and Coding Mice which were popular with our young patrons who enjoyed the
challenge of making the robots travel in a spiral.
Tween Scene &Tween Break-in-Box(45 participants)
Staff Jenn W highlighted the important dates in June with this month's Break-In-Bow.
Tweens solved puzzles based on Indigenous History Month, Pride Month, and Juneteenth.
P.A. Day(156 participants)
We celebrated World Ocean's Day during this month's Simcoe County District
Schoolboard's PA Day. Staff Steph S planned 9 different activities throughout the library,
each one hitting a different target age group. Highlights were an under the sea themed
photo booth, a water table with pollutants for children to clean, ocean themed felt board,
and seashell fossils. Staff Peyton N and Meghan S ran this program and received a lot of
positive feedback from adults grateful to the library for running such an engaging program
and happy"thank you"from excited kids.
Teen
Rainbow Connections Teen Loot Bags & Draw(32)
Hanna J planned this passive program that had bags filled with 2SLGBTQ+Young Adult
titles, rainbow candy, a friendship bracelet making kit, a sticker made in the Makerspace,
information about local 2SLGBTQ+ resources and supports, as well as a code to take a
book personality quiz that would enter the teen to win a $15 Cineplex gift card.
Exam Cram (123)
Hanna J planned this program which ran from June 171"-20t" and June 241"-25t"to
coincide with the high school's final examination schedule. Students had reserved study
spaces, access to study supplies, study break activities to promote positive mental health
practices, and free snacks. This program was well received byteens diligently studying for
exams.
TLC(16 participants)
Our Teen Leadership Committee members earned volunteer hours this month through
helping with STEAM Saturdays and attending a Program Prep Party to prepare materials for
the upcoming SRC programs. At the June meeting, staff Sam M hosted an appreciation
partythat involved Minute to Win It Team competitions and other fun activities.
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15.a) Correspondence from Orillia Public Library Board re: September 18 ...
O �
TLC APPRECIATION
J U N E 2024
0
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t
Partnerships and Outreach
Baby Signs (10 participants)
Though this program ended in May, due to the illness of the EarlyON staff member,we
pushed our final date for Baby Signs to early June. CYS staff Hanna J found this partnership
to be incrediblyvaluable for our community, but she was given the unfortunate news that
EarlyON may not have a trained staff member to run the program for us next year.We
expect to be updated on this closer to the Fall.
School Visits (54 participants)
Staff Peyton N, and Meghan S went to visit the local high schools this month to promote
our Exam Cram and summer teen programming. Staff were well received, and the teens
were highly interested in our Exam Cram offerings.
EarlyON (14 participants)
Hanna J had her last EarlyON visit until the Fall and used this visit to promote the Summer
Reading Club.
EarlyON Family Picnic(30)
Hanna J attended a family picnic hosted by EarlyON at Walter Henry Park. Hanna
connected with Angelia Brooks, the Empower Simcoe Indigenous Facilitator, who is eager
to meet with us in the Fall to discuss the potential for running a program at the library.
Page 45 of 100
15.a) Correspondence from Orillia Public Library Board re- September 18 ...
OSS Learning Centre (9)
Hanna J connected with the grade 9's and 10's from the OSS Learning Centre and
promoted our upcoming summer teen programming.
Lake Defenders (25)
Facilitated by the Rescue Lake Simcoe Coalition's Education Team ands overseen by staff
Jenn W, this event was about educating youth about environmental stewardship.
Participants engaged in activities and games to learn about lake ecosystems,water run-
off, and how to support healthy lakes.
tr
1
Professional Development
Steph S completed the Safer Spaces online training on June 12t". Steph S will take what she
Learned and apply it to her work at OPL.
Jenn W took part in the Building Blocks for Supporting all Children in Inclusive Settings
webinar. This webinar outlined seven steps to ensuring that one is providing children with
access and the opportunity to participate in programs. Jenn W will apply this perspective in
all her future programming to ensure they are inclusive and equitable for all children.
Alexandra G took part in a lunch and learn workshop Disability Inclusion let by facilitators at
the Abilities Centre, hosted by the County of Simcoe. The workshop went through the
models of disability, discussed ableism and recognizing our own internal biases, and how
organizations can take a critical lens to removing barriers. I left feeling the importance of
challenging my own thoughts and engaging with those who have lived experiences.
Page 46 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
CYS staff took part in an online webinar Unattended Children by Ryan Dowd. This webinar
was focused on the staff - parent interaction and explored the possible reasons behind
unwanted behaviours.
Page 47 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
REPORT OF THE DIRECTOR OF CHILDREN'S AND YOUTH SERVICES
July&August 2024
Submitted by Alexandra Gilston
Statistics Snapshot
TD Summer Reading Club Participants: 717
TD SRC Reports with Staff: 1,456
Programs Run: 83
Program Participants: 3,396
Community Outreach & Partnerships: 9
Community Outreach & Partnerships Participants: 412
Programs
July and August were full of summer fun in the CYS Department! We launched our annual
TD Summer Reading Club program with a week-long registration campaign, followed by
daily programs between July 2nd to August 241" run by CYS staff, ensuring there was
something for everyone.With over 700 SRC registrants, 83 programs run, and 3,396
participants, summer 2024 was a huge success!
Early Literacy
TD Summer Reading Club(717 registrants, 1,456 reports)
Every year, libraries throughout Canada are invited to participate in the TD Summer
Reading Club (SRC) program. This year's theme was To the Stars and CYS staff planned
their summer programming for children around this theme. Registration for the SRC
Launched on July 211 and CYS staff celebrated by hosting a Kick Off Party at Couchiching
Beach Park! Running fewer programs this first week,we focused our efforts on registering
as many Orillia children and youth as possible to the TD SRC. The final day to register for
the SRC was July 31 st and within that time, CYS staff had registered 717 youth between the
ages of 0-13 years to the program. A big part of the SRC program is the reporting aspect, in
which once a week participants were encouraged to talk with CYS staff about the books
they had been reading over the week for the chance to win prizes.This reporting process
ran until August 17' and saw CYS staff engage in 1,456 reports with Orillia youth. During
the reporting process, children were encouraged to put a star sticker on our galaxy pillar for
every book they had read that week. The final result was an astounding 2,190 books read
between July 81" and August 24t". With so much positive community feedback, this program
truly is a valuable resource that many of our youngest community members look forward
to each year.
Family Story Time (214 participants)&Craft(263 participants)
With themes like Out of This World, Ice Cream Party, and Imagination Station, Hanna had
families engaged in exciting stories, energy educing songs, and creative crafts.This
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15.a) Correspondence from Orillia Public Library Board re- September 18 ...
program explored the senses by encouraging children to engage in water play with our
popular water tables, explore nature the med sensory bins, and create their own story with
our space felt boards.
AM a
Family
rE: Storytime d
4 *July*
Family
STEAM With ATheme (318 participants)
Led by Summer Student Peyton N., this program had various STEAM based activities
themed around popular book series such as Princess in Black, Wings of Fire, and Bad
Guys. Caregivers were happy to have this opportunity to allow their children to explore
various STEAM based stations, whether that be engineering and flying paper airplanes
through obstacles, engaging with real x-rays, or getting their hands dirty by planting seeds.
Caregivers also mentioned appreciating that they could leave the mess at the library!
t _
J
Who Was?STEAM Pricess In Black!
Had Guys STEAM �aarn,p9 abo
't► ut Patternln8
July August
STEAM With A STEAM With A
Theme! Theme!
Paper Airplanes!!
Wings of Fire Steam! /
A ,
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0
Vey r
Learning about planting seeds!
Page 49 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Family Fun (265 participants)
This program was led by Summer Student Meghan S. and focused on families creating art
together by having each member work on the same project,whether that be painting a bird
house together, creating a rocket made from cardboard and competing against other
families, orworking together to create a planet mobile. Family collaboration and reusing
sustainable materials were big themes for this program. A highlight was families creating
their own version of the board game Monopoly out of materials staff created in our
Makerspace, which produced comments such as:
"Wait,we get to keep ALL of this?"
"Those were made in the Makerspace!?"
"This is amazing,we get to make it AND bring it home, then playwith it. And, I mean,we
made it!"
Quest Kits (356 participants)
Quest Kits were developed with the goal of reaching families who may not be able to come
into the library during the week, such as working families, and were designed through
challenge-based activities meant to be completed in a collaborative environment.
TD SRC Wrap Up:To the Stars (300 participants)
This 2-day event was of cosmic proportions. Led by Summer Student Meghan S., it
included an interactive museum in the Library Program Rooms and activity stations in the
Family Department. Participants received an astronaut passport which they stamped at
each station they participated in and handed in to CYS staff for a fun space themed prize at
the end. Families would often stay for well over an hour to fully engage with all the various
Learning stations and activities. Meghan S. reported more than one caregiver becoming
emotional over the experience, telling her how grateful they were that their families could
access this and other programs here for free. Manywere amazed with the high quality of
this final program.
Family Movie Nights (222 participants)
The goal of this program was twofold: we wanted to provide working families with the
opportunity to come to a fun library program and we wanted to give families the `movie
theatre' experience without the hit to the wallet. Thanks to the Rossman Team for
sponsoring our movie nights, we were able to provide families with free snacks along with a
free movie to enjoy together. In addition to the movie, families were welcomed to
participate in fun maker activities led by the Makerspace Summer Student Lauren Y.
Family Art(224 participants)
This all-ages program started off the summer with Canada Day themed self-led crafts and
activities and continued with the momentum of the Summer Reading Club with space
themed crafts later in the summer.
Scavenger Hunts (828)
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15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Over the summer, the department went from running 1 scavenger hunt a month to leach
week, much to the appreciation of our patrons who stop by the department on a regular
basis. With themes like the cosmos, emotions, and summer activities, there was
something for everyone to enjoy.
School Aged
Primary Party(79 participants)
Led by Jenn W., participants in this program were given the opportunity to create tie-dyed
galaxy tote bags, build a multi-media aquarium, and participate in their own IFF
(Intergalactic Film Festival).
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a oo
a dry
Tween Time (92 participants)
Like the Primary Party, tweens were also given the opportunity to create their own tie-dyed
tote bag, build rockets out of pool noodles, and showcase their creative trash-fashion on
the catwalk in their own fashion show.
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ram. ■ I .A
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Al
Page 51 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Tween Scene (87 participants)
We had 87 tweens engage in the activities in our Tween Scene area within the Family
Department over the summer, including the much sought after tween Break-In-Box created
by staffer Jenn W.
Teen
Teen Summer Bucket List(26 participants)
This program ran in conjunction with the SRC and was implemented by staff Hanna J. It
provided teens who are unable to come to the library for programs (due to summer school
or jobs) an opportunity to still engage with the library in a fun way. 26 teens participated in
this program, in which they were challenged to do a variety of different summer and
Literacy themed activities (such as go on a picnic,jump in a lake, and read a book in the
park) and for each completed activity they received a ballot for prize draws. In total, 147
ballots were entered. Thanks to the generous grants we received from Community
Foundation Orillia and Area (CFOA) and the Walmart Community Grant, we were able to
provide our teen participants with some great prize incentives!
c u
a
sf I •
TEEN SUMMER b
BUCKET LIST TEEN SUMMER BUCKET LIST
AUGUST
JULY
Teen Summer Starter Kits (19 participants)
Staff Hanna J. curated these kits full of goodies suggested by our Teen Leadership
Committee (TLC) members. Included in the kits were candy, tie dye, chalk, bubbles, and
more summer fun activities. Hanna J. also selected 2 YA titles based on the teen's
interests,which was a favourite from teen participants.
Crafts and Canes (20 participants)
Hanna J. has cultivated a great core group of teens with this program and has noted how
much she enjoyed building relationships with them throughout the summer. This program
was done in partnership with the Makerspace,which allowed participants to engage with
maker equipment and let their creativity sore. Participants were able to make faux stained-
glass creations, solar lanterns, and block-printed tote bags.
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15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Bucket List Wednesdays (3 participants)
Staff Hanna J.worked hard on implementing in person programs for teens this summer
each Wednesday afternoon. Unfortunately, they were not met with the same success as
the evening Crafts and Cones or the do in your own time Bucket List Challenge program.
Feedback Hanna J. received from teens participating in her other programs was that they
found it difficult to get to the library during the weekday due to other responsibilities
(summer school, volunteering,jobs).
TLC(16 members)
Our Teen Leadership Community, led by staff member Samantha M., continues to be
successful in engaging with the teen community in a positive and beneficial way. Over the
summer, we had TLC members consistently assist programming staff with the
implementation of programs, resulting in 13.25 hours of volunteer time logged. September
will see a new batch of TLC members and we look forward to welcoming them to the OPL!
Partnerships and Outreach
TD SRC Kick Off Party(33 participants)
CYS staff started summer off with a party at Couchiching Beach Park where we ran fun
parachute games, soapy flying bubbles, and led participants through the TD SRC 2024
StoryWalk The Darkest Dark by astronaut Chris Hadfield. It was a wonderful way to stir up
excitement about the start of the SRC!
In the Park(265 participants)
Despite the fact that this fell on many rainy days, participants really enjoyed seeing their
favourite library staff out in the community at Victoria and Couchiching Beach parks this
summer. The fan favourite by far was when the Orillia Fire Department came for a special
visit, bringing with them their very special fire truck! Adults and children both jumped at the
opportunity to climb a-board and experience the fire truck for themselves.
Tamborinesl — +
Moon Glove Baxl �-
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i Jury august
In The Park! ` ,: ^ In The Park! r - +
4
Messy Art! Orillia Fire Visit! Making A Boat!
M 4 ".
b
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yye Learning about instruments!i '-
-
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15.a) Correspondence from Orillia Public Library Board re: September 18 ...
August saw more sunny days, allowing for musical exploration and boat making in the
park. Summer Student Peyton N. led this program and received wonderful feedback from
our community:
"It is wonderful to have a free program for children and to get outside."
"My toddler is learning social skills through this program,which will prepare them for
preschool and elementary school."
"It's been great to connect with other families through this program. Thankyou for a great
summer!"
Oro Camp (39 participants)
Summer Student Meghan S. and Relief Staff Sam G.visited camps run by the Township of
Oro-Medonte to bring the joy of reading to their campers. OPL staff ran two different story
time programs geared towards the various ages of the campers.
Pirate Party(75 participants)
The Family Department participated in the 2024 Pirate Party held in partnership between
The Orillia District Chamber of Commerce and the Downtown Orillia BIA. Staff member
Steph S. created fun pirate themed activities for families to engage in, including creating
their own treasure map, parrot friend, and pirate eye patch.
TD SRC Donors
This summer, our CYS staff were given financial support from a number of Orillia
businesses, and we are very grateful for their generosity. Please give special consideration
this upcoming holiday season to these businesses when you are looking for gifts to give
your family and loved ones, or make recommendations to friends and colleagues:
• The City of Orillia (Recreation)
• The Rossman Team Reality
• Marika Fox Decluttering
• Jack& Maddy: a Kid's Store
• Giant Tiger, Orillia
• The Cone
• Boston Pizza, Orillia
• East Side Marios, Orillia
• Kawartha Dairy
Special recognition goes out to the Community Foundation of Orillia and Area as well as
Walmart corporation for their generous grants which allowed for the purchase of many
wonderful prizes, snacks, and activities that helped make this summer such a success!
Professional Development
Due to the large amount of programming and visitors to the Family Department over the
summer months, staff were focused on providing our community with fun and engaging
programs and did not participate in any professional development opportunities of note.
Page 54 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Community Feedback
• Alexandra G. was told by a grandmother that she had two boys with her who were
visiting and staying at a cottage this summer and that these two boys couldn't wait
for cloudy, slow days so they could go to the library.
• We had a father and his daughter who lived in Toronto but were visiting for the
summer attend all of the available programs. At the end of their time here, the father
complimented staff on the engaging programs they produced. The father made a
point of telling Alexandra G. that he was impressed with the dedication our staff had
and that he felt the programs they produced were wonderful.
• Steph S. spoke with more out of town visitors who were impressed with the level of
programming we put on, saying they have never experienced this level of fun and
engaging programming at their Toronto library branches.
• From Hanna J. "I have received so much positive feedback that it's hard to even
make note of! I have had so many parents come up to me thanking us for having
such high quality, fun programming! One memorable piece of feedback I got was
from a father from out of town who approached me after storytime and said "This is
so great. I've heard so much about the amazing programs you run.You're Jenny,
right?""
• Kind words passed along to Summer Student Peyton N. from a grandmother who
had taken her grandchildren to many of our programs this summer: "When I ask my
grandkids if they want to go to any other events or places they often say no, but
when I ask them to go to the library they are ready at the door with their book bags!
Everything has been such a great experience and everything is helping them grow.
Having them introduce themselves and write their names through reporting are
important skills that have been wonderful for them to practice. Many kids when
asked what they did this summer will be able to say they went to places like
Canada's Wonderland but mygrandkids have enjoyed making memories here and
are excited to share what they have done! Thank you for all your hard work in putting
together these programs"
Page 55 of 100
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15.a) Correspondence from Orillia Public Library Board re- September 18 ...
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Page 61 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
REPORT OF THE DIRECTOR OF Corporate and Operational Services
June, July, August 2024
Submitted by Melissa Robertson
Programs and Services
In June, the HSC met with patrons 27 times. Eleven were new intakes/referrals. Coffee and
Connect (HSC program) ran four sessions during June with 24 participants.
In July, the HSC met with patrons 28 times. Ten were new intakes/referrals. Coffee and Connect
ran its first Summer Edition of"Coffee in the Courtyard" and has held 2 sessions to date with 16
participants.
In August, the HSC met with patrons 18 times. Seven were new intakes/referrals.
Coffee in the Courtyard ran three sessions over August, with 23 participants.
Collections:
June 2024 added items: 718 vs. June 2023 added items: 599
July 2024 added items: 607 vs. July 2023 added items: 389
August 2024 added items: 484 vs. August 2023: 611 (cataloging project affected 2023 inputs)
In June M Robertson submitted our quarterly report to the County of Simcoe for the Human
Services Navigator Pilot Grant. The first statistical report was submitted on August 30 and is
attached after this report. So far, this is the most comprehensive collection of statistical and
anecdotal information that speaks to what OPL has achieved with the HSC role.
Final report for the HSC bus ticket grant submitted to the Community Foundation of Orillia and
Area.
Community Partnerships and Outreach
June 6, Kathryn and Amy at Lighthouse (outreach)
On June 25 Paul Lunan from One Community Solutions (OCS) presented at our monthly staff
meeting. OCS was hired by the County to provide roving Community Safety Teams trained in
de-escalation to assist with outreach and safety in the downtown Orillia area. After the
presentation, OPL reached out to OCS to request regular walk-throughs during our evening and
weekend hours when we are skeleton-staffed. OCS has been very accommodating and friendly
with staff, they come in every evening before we close to assist with any challenges. OCS is also
available on an on-call basis with hours of availability that mostly coincide with the times when
we do not have our HSC on site (evenings and weekends).
Page 62 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
July 17: CEO, Dir Operations and HSC met with staff from the Orillia Recreation Centre to
discuss how we can partner to offer HSC services on-site one afternoon or morning a week. OPL
has forwarded copies of procedures for challenging situations and an example of our incident
analysis for the Rec Centre to review. The HSC will start a weekly drop-in at the Rec Centre
beginning in the fall.
July: Empower Simcoe Housing Access has asked if we would consider adding a second weekly
Housing Access drop-in at the library. Currently, Empower Simcoe offers one drop-in a week at
the library and another at the Ontario Works Offices. The drop-in at OW does not see the
numbers we have here at the library (likely due to location of OW offices). Twice weekly drop-
ins (Tuesdays and Thursdays) begin September 17, 2024. We will arrange for the HSC to deliver
her drop-ins at the Rec Centre on Tuesday afternoons when the Empower Simcoe drop-in is
here on Tuesday afternoons.
June/July/Aug: The current partnership between Lighthouse Youth Outreach Worker (YOW) and
HSC continues to reach unhoused youth; providing outreach supplies and connecting to
relevant community services/supports. This program is currently supporting 6 youth on an
ongoing basis. The HSC and Lighthouse YOW are partnering to develop a short-term program
for at risk youth to be hosted in the library in fall 2024.
Page 63 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Statistics: JUNE
June 2022 June 2023 June 2024
Checkouts and renewals 24,541 24,708 24,091
Holds Placed 3,740 4,075 3,658
Holds Arrived 4,708 4,704 4,533
Gate count: daily mean 444 548 584
Chippewas of Rama First Nation
Borrower Type Number of Number of members Check Outs+
members* borrowing Renewals
July 1, 2024 June 1-30, 2024 June 1-30, 2024
CRFN Adult 11 6 199
CRFN Child 3 0 0
CRFN Youth 0 0 0
E-Access 0 N/A N/A
Total 14 6 199
Township of Oro-Medonte
Borrower Type Number of Number of members Check Outs and
members* borrowing Renewals
July 1, 2024 June 1-30, 2024 June 1-30 2024
Township of Oro-Medonte 1,359 445 3,599
Adult
Township of Oro-Medonte 271 68 776
Child
Township of Oro-Medonte 44 16 49
Youth
Township of Oro- 0 0 0
Medonte Housebound
E-Access 75 N/A N/A
Total 1,749 529 4,424
Township of Severn
Borrower Type Number of Number of members Check Outs+
members* borrowing Renewals
July 1, 2024 June 1-30, 2023 June 1-30, 2024
Severn Adult 1,128 369 2,717
Severn Child 255 62 356
Severn Youth 43 9 29
E-Access 44 N/A N/A
Total 1,465 440 3,102
Page 64 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Statistics: JULY
July 2022 July 2023 July 2024
Checkouts and renewals 29,349 28,939 30,394
Holds Placed 3,762 3,993 4,174
Holds Arrived 4,750 4,883 5,103
Gatecount: daily mean 525 643 719
Chippewas of Rama First Nation
Borrower Type Number of Number of members Check Outs+
members* borrowing Renewals
Aug 1, 2024 July 1-31, 2024 July 1-31, 2024
CRFN Adult 11 5 174
CRFN Child 3 1 15
CRFN Youth 0 0 0
E-Access 0 N/A N/A
Total 14 6 189
Township of Oro-Medonte
Borrower Type Number of Number of members Check Outs and
members* borrowing Renewals
Aug 1, 2024 July 1-31, 2024 July 1-312024
Township of Oro-Medonte 1,372 491 4,432
Adult
Township of Oro-Medonte 284 88 804
Child
Township of Oro-Medonte 47 15 43
Youth
Township of Oro- 0 0 0
Medonte Housebound
E-Access 74 N/A N/A
Total 1,777 594 5,279
Township of Severn
Borrower Type Number of Number of members Check Outs+
members* borrowing Renewals
August 1, 2024 July 1-31, 2023 July 1-31, 2024
Severn Adult 1,136 422 3,622
Severn Child 254 105 930
Severn Youth 44 15 57
E-Access 43 N/A N/A
Total 1,477 542 4,609
Page 65 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Statistics: AUGUST
August 2022 August 2023 August 2024
Checkouts and renewals 31,01S 30,287 32,681
Holds Placed 3,99S 4,234 4,21S
Holds Arrived 4,9S3 S,072 S,344
Gatecount: daily mean SO4 661 724
Chippewas of Rama First Nation
Borrower Type Number of Number of members Check Outs +
members* borrowing Renewals
Sept 1, 2024 Aug 1-31, 2024 Aug 1-31, 2024
CRFN Adult 13 5 155
CRFN Child 3 10 0
CRFN Youth 0 0 0
E-Access 0 N/A N/A
Total 16 5 155
Township of Oro-Medonte
Borrower Type Number of Number of Check Outs and
members* members Renewals
borrowing
Sept 1, 2024 Aug 1-31, 2024 Aug 1-31 2024
Township of Oro-Medonte 1,377 486 4,197
Adult
Township of Oro-Medonte 293 100 881
Child
Township of Oro-Medonte 43 5 30
Youth
Township of Oro- 0 0 0
Medonte Housebound
E-Access 77 N/A N/A
Total 1,790 591 5,108
Township of Severn
Borrower Type Number of Number of members Check Outs +
members* borrowing Renewals
September 1, 2024 August 1-31, 2023 August 1-31, 2024
Severn Adult 1,134 413 3,370
Severn Child 258 99 788
Severn Youth 41 10 39
E-Access 47 N/A N/A
Total 1,480 522 4,197
Page 66 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Professional Development
In June Coordinator of Technical Services, Emily Sullivan began her Library Technician
placement, working one day a week at the Simcoe County Law Association library. Emily
completed her placement in August.
Over June, July and August Amy Lambertsen attended the following webinars:
• Ryan Dowd: Drunk or High: How to De-escalate Someone who is Under the influence
• Ryan Dowd: Jerks with Homes: How to Deal with Members of the Public who are Being
Jerks About Homeless Folks
• Ryan Dowd: Understanding Addiction: A Conversation with Dr. Nicholaus Christian
• Addressing Microaggressions
• Ryan Dowd: Mental Illness Part 1: How to Handle Problematic Behaviour
June 5 Melissa Robertson attended part one of the Ontario Library Service online course,
Navigating Public Library Finances. This is a three-part online course to be completed in
October.
Over June, July, and August Melissa Robertson attended the following webinars:
• Let's Debrief: Library Incident Support Tools for Front-line staff
• You Have the Skills! Making the Jump into a Library CEO Role
• Digital Safety and Privacy for Librarians— how to help patrons protect their online
privacy—tools and resources.
• Why Can't I Just Google It?
• Toxic, Traumatized, or Neurodivergent? Setting Appropriate Boundaries Without
Writing Anyone Off
• Preparing for a Difficult Workplace Conversation
• Strengthening Your Communication Skills
• Is Your organization Ready for a New Era of Indigenous Inclusion —Your Indigenous
Inclusion Management Scorecard
July 18 Melissa Robertson met with Barrie Public Library Associate Tirthesh Jani (TJ) to discuss
his work with the Ontario Public Library Association's Research and Evaluation Committee. The
Committee is collecting data regarding mental wellbeing among Ontario public library workers
and OPL has been invited to participate in their online survey. As a participating library, OPL will
receive a report specific to our library which will help management further assess staff needs.
The survey will roll out in the fall.
Page 67 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Facility
June 24, construction began on the install of an air conditioning unit to service the CYS staff and
program rooms. The work stalled on the 25th as a part was missing to complete the project.
Contractors returned July 11 to complete the installation. Last year, this space reached up to 29
degrees. We are grateful that the City Facilities Dept pushed to find unbudgeted spending for
this unit to be installed as staff were suffering in the heat and the program room became
unusable.
Staffing
June: Circulation Clerks Valerie Stanton and Colton Mclsaac successfully completed their
Performance Evaluations and have been granted merit increases.
Coordinator of Circulation Services, Amy Lambertsen successfully completed her annual
performance evaluation. Amy is already at the top of her pay scale.
Incidents
June 6: Woman escalated with Empower Simcoe Housing Access Worker in Cafe area.
Inappropriate language and verbal abuse toward staff—ejected for the day.
June 6: Injured, unhoused man found lying down in front of staff entrance at Sam. Called for a
COAST Team—they were not able to respond. Called Lighthouse Outreach who responded. We
monitored him on camera until he left later that day.
June 8: Man bathing in men's main floor bathroom, non-emergency police had to be called
when man would not stop or exit the washroom.
June 22: Called paramedics for an unhoused woman who was sleeping/unconscious in the
fireplace lounge. Narcotics involved.
July 11: Ambulance called for man with pre-existing condition. Paramedics attended and
treated the man, who left shortly after with family members.
July 13: Man suspended for one week after repeatedly breaking behavioural expectations,
failing to follow staff direction and verbally abusing staff.
July 25: Known patron allegedly experiencing drug poisoning in Information Orillia offices.
Library staff called emergency services, and man left with police/paramedics.
August 24, 2024: Woman washing clothes in rest rooms. Reports of threatening other patrons.
Page 68 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
"MEMEMM"'" County of Simcoe Main Line:(705)735-6901
'(0)" r0F _ Social and Community Services Toll Free: 1-800-263-3199
SIMCOE Social and
f Communit Services Mid Highway 26, simcoe.ca
y Midhurst,Ontario
r` L9X 1N6
Program Human Services Navigator Pilot
Project Goal This pilot will determine the effectiveness of embedding trained social
workers in the library to provide person-centric social supports and
community navigation services to visitors with the goal of improving
security and safety of visitors in Library spaces and reducing police
or security intervention.
Report: Interim Contract Start Date: April 26, 2024
Report Date: August 29, 2024 Contract End Date: December 31, 2024
• The purpose of this report is to understand the progress being made towards the
program's stated objectives and overall goal
• The information provided in this report may be used to inform future funding decisions
• Service providers are encouraged to provide as much information as necessary to
detail their progress
• It is advisable that service providers offer clear, specific and measurable examples to
demonstrate their success, where possible
Progress Summary
What is the total number of individuals served using the Human 337
Services Navigator Pilot funding?
Please provide an update on the overall progress your organization has made towards the
stated project goal. Please provide clear examples of how the Human Services Navigator
Pilot funding is being operationalized to meet the needs of your community.
The Human Services Navigator funding covers the full-time salary and benefits of the OPL
Human Services Coordinator (HSC) for almost one full year. OPL is very fortunate; this is the
second year we have been able to offer this service, the first-year contract was funded by our
Council. The salary and benefits make it possible for OPL to provide full-time, professional
Social Worker services to assist with staff and patron needs, including programming, one-on-
one help, resource navigation, housing assistance, staff support, safety, and education.
The County may be interested in some long-term statistics. Below we have provided two full
years of statistical reporting pre- and post-library social worker. The pre-SW dates are also
pre-pandemic, as these are the last two years we operated at full capacity without a SW. We
had several closures and restrictions on services during 2020/2021. We acquired a f/t SW in
Sept 2022 and are about to celebrate two full years of HSC services at OPL.
Jan 2018-Dec 2019 Sept 2022 —Aug 2024
# of patrons involved in incident 291 76
# of youth involved in incident 43 9
# of staff responding 252 157
# of patrons suspended/trespassed 54 12
# of times OPP/paramedics called 84 36
Page 69 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Objective 1: Improve safety, security and satisfaction In progress
Please provide data to demonstrate the number of safety incidents experienced by your
organization. Please provide information prior to the commencement of this contract as well
as up to date information.
Pre-contract: Jan 2018-Dec 2019 Most recent: Sept 2022 through Aug 2024
When was this data collected? When was this data collected':"
Avg. # of safety 153 incident reports Avg. # of safety 71 incident reports
incidents caused by filed incidents caused by filed
clients per day clients per day
0.215/day 0.099/day
Note: "Safety incident"is defined as an occurrence, condition, or situation arising in the course of work
that resulted in or could have resulted in injuries, illnesses, damage to health, or fatalities (Canadian
Centre for Occupational Health and Safety CCOHS: Incident Investigation).
Please provide details on how the Human Services Navigator Pilot funding is being utilized to
reduce the number of safety incidents at your organization. Please provide examples of the
types of initiatives being supported and how you are measuring their effectiveness.
The HSC...
• Developed an Opioid Overdose Response Protocol for staff.
• Begins annual Naloxone training for staff. August 30, 2024 (Aug 31 is International
Overdose Awareness Day).
• Delivered Overdose Awareness and Naloxone training program to the public on
August 30, 2024.
• With Dir of Operations, developed a fair and equitable suspension matrix.
• With Dir of Operations and using the COPING method, created by the Crisis
Prevention Institute's Verbal Intervention program, developed a debriefing procedure
for staff.
• Provides staff support: attends calls for support (incident and debriefing response),
safe de-escalation, contributing to incident reports, attending Person-in-Charge
meetings to advise on best/safest practices.
• Participates at the Situation table as the OPL representative to remain in the loop and
collaborate regarding patrons or situations that may present danger/concern.
• Forged relationships with law enforcement, including the OPP COAST Teams
(Constable paired with Social Worker in the community).
• Completed First Aid/CPR certification and completed CPI Verbal Intervention
Training. We are looking to have the HSC complete the Mental Health First Aid: Train
the Trainer program in 2025 to facilitate the training to all staff. We hoped to do this in
2024, but our PD budget has been exhausted.
Program attendance is collected, reduction in suspensions indicates the new matrix is
working, less incident reporting a direct result of HSC intervention — assisting people before
they escalate.
Any stats below represent the term supported by Human Services Navigator Pilot funding.
Page 70 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Objective 2: Improve access to resources and reducing barriers In progress
to services
What is the total number of individuals who have been referred to 62
other organizations using the Human Services Navigator Pilot
funding?
Please provide data and examples that demonstrate how the Human Services Navigator Pilot
funding is being utilized to:
A) Reduce barriers to accessing services for people with low literacy and limited access
to technology
The HSC....
• Tailors service based on the recipient's abilities, will assist with both digital and hard
copy form/application completion, support online housing searches, and assist in
contacting service providers via telephone.
• Makes referrals to the Orillia & District Literacy Council, across the street from OPL.
• Has recently forged a new relationship with the Legal Clinic who refers patrons to the
HSC for assistance in reviewing/understanding legal documents.
• Provides a communal space within the library to community partners to better access
existing clientele while additionally providing in person access to potential new
clientele.
• Makes direct referrals to Emerging Technology Librarian at OPL when appropriate.
B) Improve access to information and resources for individuals and families facing
complete social and economic challenges
The HSC...
• Uses Casebook; a case management software to offer brief case management to
patrons (extended service, up to 10 sessions).
• Has access to and training on HIFIS, thanks to the County.
• Developed a "database" of community resources easily accessible by all staff to share
with patrons as needed. Especially useful when HSC is off-site.
• Offers drop-in sessions twice a week in a visible space so patrons looking for
immediate information have easy access. Drop-in attendance, 95 participants
• Is sometimes available by chance. Has served 79 unscheduled patrons
• Has a cell phone so she can connect w people who prefer text or phone
conversations for accessing information. Makes her available to clients when off-site.
• Implemented the bus pass program (w funding from the Orillia and Area Community
Foundation grant), removing the transportation barrier for under resourced folks
needing to access medical or social services.
• Invites contacts from social service organizations to deliver brief presentations at staff
meetings—who they are what they do —so staff are familiar with local services and
can make referrals (Ontario Caregiver Organization, Lighthouse Shelter, Green
Haven Women's Shelter, Enaahtig Healing Lodge and Learning Centre, One
Community Solutions, etc.).
Page 71 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
C) Strengthen partnerships to improve access to services
The HSC...:
• Maintains a list of partners and relationships with 25 local referral organizations and 5
additional emergency shelters/VAW shelters outside of Orillia.
• Delivers monthly drop-in sessions at The Lighthouse (local shelter).
• Delivers weekly youth outreach in partnership with the Lighthouse Youth Outreach
Team. June 2024-Present, reached 13 youth.
• Offers weekly drop-ins at Orillia Recreation Centre which is located next to an
encampment site (beginning September 2024). Also there to support staff.
• Monthly outreach to Lighthouse (connected w 45 participants).
• Invites/organizes the Housing Access Worker from Empower Simcoe to deliver
weekly drop-in sessions at the library.
• Has worked with Information Orillia (partner in same building) in collaborative de-
escalations and back and forth referrals.
• Represents OPL at the Situation Table — networking, collaborative
discussions/problem-solving about concerning community incidents.
Objective 3: Provide education In progress
Please provide the number of education/training sessions delivered 2
through Human Services Navigator Pilot funding
Please describe how Human Services Navigator Pilot funding is being utilized to increase
access to staff training to upskill and improve information and referral services
The HSC...
• Crafted, disseminated and reported on a Staff Needs Assessment to inform Senior
Management on learning gaps and identify potential professional development
opportunities. PD offered after the Staff Needs Assessment was completed include
Trauma-Informed Service, Intentional Self-Care, and Conflict Resolution in the
Workplace.
• Created a staff resource hub. Mentioned above as a "database". This is a one stop
document hub for staff to access, share and learn about community service
organ izations/resources.
• Developed in-house referral procedures for efficiency (when staff are referring patrons
to the HSC) that is in line with social work best practices.
• With Dir of Operations and Circulation Coordinator, delivered a 75-minute
presentation at the Ontario Library Association Super Conference. Presentation
included how to analyze incidents, make a case for a library social worker, what a
library social worker can do, how it has impacted OPL staff. Approx 80 attendees from
libraries across the province.
• Naloxone training for staff and public. Staff training will become annual.
Page 72 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Objective 4: Respect individuals' dignity and autonomy In progress
Please explain what measures are in place to ensure that Human Services Navigator Pilot
funding is being utilized in ways that respect the dignity and autonomy of individuals
accessing services
The HSC...
• Aims to provide person centered, trauma informed support to service recipients.
• Works collaboratively with established community partners to create wraparound
support in the broader community, streamlining service.
• Works to remove or reduce barriers to those accessing community services.
• Utilizes a strengths-based model of support to patrons which can empower them to
identify and apply their strengths to achieve goals.
• HSC follows patron's lead in problem solving, providing autonomy over their service.
• Aims to educate and inform library staff of internal biases and to be conscious of
avoiding social stereotypes to ensure dignity promotion for all patrons accessing OPL.
• Meets with Clinical Supervisor once a month (registered Psychotherapist), to ensure
best practices, appropriate accountability and transparency to patrons.
• Provides private one-on-one support in her office when requested. Has served 30
patrons by appointment.
• Will be offering a weekly service at Rec Centre (close to encampment) to meet ppl
where they are at and to meet ppl who do not wish to enter the library.
• Provides food/snacks/coffee to patrons as needed —this helps builds trust and rapport
which can help patrons to focus and clearly communicate their needs when not
distracted by hunger. Meeting a basic need.
Objective 5: Improve tracking and metrics In progress
Please explain how Human Services Navigator Pilot funding is being used to improve
tracking and metrics related to individuals experiencing homelessness
To make a case for acquiring a library social worker, OPL's Dir of Operations worked with the
City's Health and Safety Officer to analyze four years of incident reports and categorize them
under 15 headings including: type of incident (theft, vandalism, harassment, etc.), root cause
(housing insecurity, mental health issues, service dissatisfaction, etc.), and resources
required for resolution (staff time, OPP/paramedics, suspension served, etc.). We continue to
use this template for tracking/metrics.
The HSC...
• Documents her interactions and tracks the number of patrons she works with,
including the specific need (reason for service, e.g. housing support).
• Has access to and is trained on the use of the Homeless Individuals and Families
Information System (HIFIS) to serve unhoused clients. Inputting and updating client's
real time information within the database, ensuring individuals are prioritized and
referred to appropriate services in a timely fashion.
• With Dir of Operations, will participate in Enumeration Training and act as a Surveyor
in October 2024. Invitation from County to participate due to HSC working closely with
folks experiencing homelessness.
Page 73 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Additional Information
Please provide any additional information you would like to include as part of your
submission to reflect your progress to-date.
OPL couldn't be more pleased with the results of this program and is grateful to the County
for this vital support.
Name: Melissa Robertson
Position: Director of Corporate and Operational Services
Organization: Orillia Public Library
Page 74 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
REPORT OF THE DIRECTOR OF INFORMATION SERVICES
Summer 2024
Submitted by Kelli Absalom
PROGRAMS AND SERVICES
Makerspace
We are thrilled by the successful completion of the "Makerspace Service Improvement Project,"
funded by the Community Service Recovery Fund investment. The Makerspace underwent a
major transformation in June and features new worktables, cabinetry, a pegboard display wall,
shelving, and custom storage solutions. The final result is a Makerspace that is more
welcoming, accessible, user-friendly, and aesthetically pleasing. The feedback from our patrons
has been overwhelmingly positive, with many noting the improvements and expressing their
appreciation for the upgraded space. The enhanced space enables us to offer improved
services, support local businesses, foster social connectedness, promote STEAM education for
youth, and provide a creative outlet and enjoyment for the patrons we serve. We are excited
about the future and look forward to seeing the positive outcomes these improvements will bring
to our community.
Eli McAlpine and Tiffany Kwok had a busy summer in the Makerspace, especially with many
children and families utilizing our equipment and attending programs.
Staff supported the TD Summer Reading Program by offering a
"Makerspace Summer" Series that included weekly drop-in
activities where families and youth could work together to ! -
complete space-themed projects using Makerspace resources. �'� N
They also supported the weekly Family Movie Night and Teen ►, ,. ' .. i j
Maker Nights by offering drop-in crafts. In total, these summer
programs attracted 1,307 users. Feedback was overwhelmingly
positive for these programs with children stating the Makerspace
was "their favourite place on earth" and "I wish could live in the
Makerspace". For many families, we have become an affordable I
summertime destination.
The Makerspace tied in with the Port of Orillia Pirate Party by inviting the community to drop-in
for pirate-themed crafts and activities including temporary tattoos, DIY stickers, giant colouring
sheets and elastic powered boats. Everything was made using machines and materials from the
Makerspace; the temporary tattoos and colouring posters were generated on our printer,
stickers were made using the Cricut and the boats were cut on the Glowforge. Sixty-six people
attended.
Page 75 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
I, IF +f „k,f� w Throughout July and August, the Makerspace staff
teamed up with Parks Canada to host a scavenger
hunt. This library-wide hunt was designed to promote
i ... the Makerspace while raising awareness about species
at risk in Ontario, including bumblebees, monarch
butterflies, brown bats, barn owls and blue racer
s, l snakes. Five intricately crafted animal dioramas were
strategically placed throughout the library, each
accompanied by clues that guided participants around
u the building. Those who completed the hunt could
H� choose a prize created on the 3D printer and a chance
to win Makerspace gift cards and "Mini-explorer" prize
P
packs that included items generously donated by Parks
- Canada. We received 295 completed ballots.
Big Read 2024
s. We launched our 181" Annual Big Read in July with a
• • popular short video edited by Darrin Davis. The 2024
selection is "The Cure for Drowning" by Loghan Paylor.
The novel centers on Kit McNair, a daredevil in boy's
clothes who longs to escape 1930s southern Ontario.
1 - When Rebekah Kromer, an elegant doctor's daughter,
r moves to town, she and Kit are drawn together by an
t
undeniable attraction that will tear their families apart and
send each of them off on a separate path to war
We are excited to wrap up our Big Read season this
November as Loghan Paylor will travel from British
Columbia to join us for a special evening finale event.
Tickets are on sale now at the Check Out Desk. "The Cure for Drowning" has recently been
selected as a Giller Prize nominee, so we are anticipating a sell-out crowd.
Hot Readers
We continued to promote books and reading to our community with
our twelfth annual Hot Readers Summer Reading Club for adults.
Patrons rated their reads through paper or online ballots for their r•
chance to win biweekly prize baskets and our"Love Local" Grand I
Prize Pack which contained Downtown Dollars as well as a $50 gift
card generously donated by Smoke's Poutinerie. We received 1,278 P
entries and Susan S. was our excited Grand Prize winner.
Beginner Ancestry
Jayne Turvey held a beginner class on our Ancestry.com database in June to provide tips on
searching for genealogical information.
Page 76 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Take and Make
Chanel Craigie offered a popular "Rainbow Pride" craft kit in June where participants could
make their own keychain, stickers, and buttons.
Indigenous History Month
LIn honour of Indigenous History Month, we were pleased to present
the travelling exhibit, "A Tapestry of Voices: Celebrating Canada's
t
Languages", from the Canadian Language Museum in June. The
display explored the diverse linguistic heritage of Canada, including
over 60 aboriginal languages.
1-on-1 Tech Help
Morgan Fitzgerald conducted forty-four 1-on-1 Tech Help sessions over the summer months on
a variety of topics. She actively sought feedback from patrons who received her assistance by
having them fill out a survey. It was clear from the responses that these sessions are valued by
our patrons and that Morgan is an excellent instructor. Responses included "Thank you for
providing this help to senior citizens", "I really appreciate that the library offers this service", and
"Morgan does a super job...she is thorough, patient, knowledgeable and communicates at a
level I am able to understand." She also sought feedback on further programming of interest to
patrons. Based on the responses she will offer a "How to be safe on social media" class in the
fall.
Local History Room
We extended our Local History Room hours by opening Tuesdays over the summer to
accommodate community interest. With the generous contributions to our June fundraiser,
which raised over$4,000, we will be purchasing equipment and supplies to enhance this vital
collection.
Boat Trailer Parking Permits
We were once again pleased to support the City of Orillia by assisting local residents with the
acquisition of Boat Trailer Parking Permits. As these permits were only able to be requested
online, staff assisted with printing and filling out online applications, as many residents do not
own a computer or printer.
ScanPro Microfilm Scanner
We have purchased a new ScanPro Microfilm Scanner which provides a seamless experience
when viewing our extensive collection of local newspapers on microfilm dating back to 1867.
Ongoing Programs
These ongoing programs met over the summer:
-Our Books on Tap book club for twenty, thirty, forty-somethings, led by Darrin Davis, met at
The Hog and Penny in June.
Page 77 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
-Bookworms Book Club, led by Library Volunteer Charlene Fell, met in June.
-Book Chatter, led by Lee Kelly, held a meeting in June at Couchiching Beach Park.
-Chair Yoga, with Certified Hatha Yoga instructor Melanie Rimkay, met throughout the summer
-Genealogy Club with Jayne Turvey held a June meeting.
COMMUNITY PARTNERSHIPS & OUTREACH
Ongoing Partnership Programs
-The English Conversation Circle, led by Welcome Centre Immigrant Services, met throughout
the summer.
-The Ukulele Jam, in partnership with the Sunshine Ukulele Network, met monthly.
-The French Conversation Circle, in partnership with Le Cle, met weekly.
-The VON Canada SMART (Seniors Maintaining Active Roles Together) Team held weekly
exercise classes at the Library this summer for seniors 55+.
Chanel Craigie provided poster-making materials and crafts for participants attending the Lake
Country Pride March in June. Over fifty community members attended, filling the second floor
with rainbows and smiles.
We partnered with the Central East Stroke Network in June to create a Stroke Month display
which consisted of books, flyers, bookmarks, and colouring sheets.
I We welcomed the Leacock Humour Medal finalists to the Local History Room
in June for a book signing. They enjoyed their brief tour through the building
` as well as viewing the Stephen Leacock Collection. Patrick deWitt received
1 this year's award for"The Librarianist" and a copy has been added to this
special collection.
Darrin Davis oversaw our monthly book deliveries to local nursing and retirement homes over
the summer months.
MARKETING AND PROMOTIONS
We currently have 4,780 followers on our Facebook page and 3,3313 followers on Instagram.
Besides the Big Read launch, our most popular posts on Facebook were photos advertising our
Library in the Park program and our thank you to the Community Foundation of Orillia and Area
for awarding us TD Summer Reading Club funding. Our most popular posts on Instagram were
photos of our Storytime firefighter visit and our staff celebrating Pride Month.
Page 78 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
PARK!C, IT
LIBRARY IN THE
- - i
Couchiching Beach
Liti'xry �`•
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Park o
9
Tuesday, August
•
11
o «C
We submitted three articles to Orillia Matters, including one on our June Local History fundraiser
and the TD Summer Reading Club.
I produced four eNewsletters which provided information on virtual programs, service
announcements, and digital resources. We currently have 3,714 subscribers to the eNewsletter.
STATISTICS
June 2024 July 2024 August 2024
Reference Questions 3,101 3,960 3,609
eResource usage 10,411 10,469 9,073
Website Visits 18,658 23,724 21,063
Page 79 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
PROFESSIONAL DEVELOPMENT
Morgan Fitzgerald attended the Ontario Library Association Digital Odyssey conference in June
entitled "Tackling Misinformation and Disinformation: Innovations & Challenges." She learned
what is new in the fight against misinformation and how to prepare patrons for an AI-generated
landscape.
Morgan also completed Safer Spaces training.
Information Serivices staff completed Ryan Dowd training on "Unattended Children: How to Talk
to Parents About Their Children's Behavior."
Page 80 of 100
I b6�R9ggLspW l f%qrjAGgV aJehkli0�4brary Board re: September 18 ...
CIRCULATION OF MATERIAL Jan-June Jan-June
PRINT 2023 2024
Books 118434 116655
Periodicals 3206 2977
Interlibrary Loan - Borrowed 667 562
Interlibrary Loan - Loaned 621 622
TOTAL PRINT 122928 120816
NON-PRINT
Adventure Bags/Fishing Rods/Parks Pass 580 403
DVDs 29922 29486
Equipment/iPads/Hotspots/Launch Pads 199 337
Library of Things 131 123
Multi-Media 1638 2751
Puzzles 656 850
Sound Recordings 2472 2214
TOTAL NON-PRINT 35598 36164
TOTAL ALL CIRCULATION 158526 156980
REFERENCE TRANSACTIONS
Adult 15847 17111
Children 6858 7141
E-Mail/Telephone/Mail/Fax Requests 2214 2785
Extended Computer Help/Instruction 2057 1580
Extended Search/Computer Help 615 556
Other Libraries 1171 1361
Quick Reference 4290 4063
Readers' Advisory 4856 4915
TOTAL REFERENCE TRANSACTIONS 37908 39512
INTERNET/COMPUTER USE
Adult/Children 4566 4763
Frost Scrapbook 83 464
Local News/Images Index Visits 9423 7051
Online Products Usage 54962 62309
Web Page Visits 141534 132292
Wireless 16840 18646
TOTAL INTERNET/COMPUTER USE 227408 225525
IN-LIBRARY USE OF MATERIALS 7931 9617
IN-LIBRARY USE OF MICROFILM/FICHE 343 334
GRAND TOTAL LIBRARY USE 432116 431968
COMMUNITY OUTREACH 880 657
LIBRARY VISITS (Actual Door Count) 96979 103457
LIBRARY VISITS (Averge Incl. Sunday) 572 630
MEETING ROOM BOOKINGS 273 223
STUDY ROOM BOOKINGS 318 354
VOLUNTEER HOURS (Adult) 232 194
VOLUNTEER HOURS (Teen) 166 179
Page 81 of 100
PROGRAnn9 from Orillia Public Library Bo r re: Se Aber 18 ...
In-Library - Group Visits/Programs (incl. virtual/views) 954 2995
* Attendance 2967 4000
Out of Library - Talks to Groups 0 0
* Attendance 0 0
PROGRAMS - CHILDREN'S SERVICES
In-Library - Group Visits 16 6
* Attendance 446 192
- Early Literacy Programs 49 45
* Attendance 1138 1119
- School-Age Programs 9 18
* Attendance 294 798
- Family Programs 97 109
* Attendance 6859 5502
Out of Library - Talks to Groups 13 25
* Attendance 784 1007
PROGRAMS - YOUNG ADULT SERVICES
In-Library - Programs 16 18
* Attendance 379 422
TOTAL PROGRAMS 1154 3216
TOTAL ATTENDANCE 12867 13040
READING CLUBS 2023 2024
Children's Number 0 0
Children's Reports 0 0
Teen Number 0 0
Teen Reports 0 0
NUMBER OF NEW BORROWERS REGISTERED 2023 2024
Adult - City of Orillia 562 499
- Township of Oro-Medonte 172 176
- Township of Severn 132 135
- Chippewas of Rama First Nation 3 5
- Paid Membership - 12 Month 3 4
- Six Month 2 4
- One Month 12 9
- Non-Resident Taxpayer 3 3
- Georgian Students 22 13
- Lakehead Students 47 47
- Library Staff & Volunteers 2 4
Children - City of Orillia 183 111
- Township of Oro-Medonte 55 36
- Township of Severn 41 28
- Chippewas of Rama First Nation 0 0
Youth - City of Orillia 22 23
- Township of Oro-Medonte 2 9
- Township of Severn 4 4
- Chippewas of Rama First Nation 0 0
Electronic Access - Orillia (NEW) 23 40
Electronic Access - Oro-Medonte (NEW) 16 16
Electronic Access - Severn (NEW) 13 6
Electronic Access - Chippewas of Rama First Nation (NEW) 0 0
Page 82 of 100
Other(Institt, ,e�ke�i5[Sq�RLoAYPiR68Ag'e�QfliiNHo4PJs9 Library Boar re: SeplWber 18 ...
Temporary One Month 108 58
TOTAL NEW BORROWERS REGISTERED 1460 1265
Page 83 of 100
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Page 84 of ••
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Mission Statement: We create opportunities for people to
engage in learning, inspire imagination, exchange expertise,
and cultivate possibilities.
Orillia Public Library - What We Do:
InformationSeeking
"Knowledge
PO
Online Physical
Services Collectio
Communitg
(People)
Technologg TechnologicalSpace
cjuipmeW
(Tools/Resources' • •
Lh.- AhL .Ijdg
2024 Orillia Public Library - Year to Date (January - June) Page 85 of 100 1
15.a) Correspondence from Orillia Public Library Board re: September 18,...
Orillia Public Library - 2024 Highlights - Collections
Diverse collections
The Orillia Public Library has made it a priority to curate collections that are both representative of
our community and offer opportunities for new experiences. We ensure that community members
are heard by incorporating new genres and languages, such as LGBTQ2S+ titles and children's
books in Spanish, into our collections. Through grants, we have also increased our collection of
decodable books which contain text that a child can easily read just by sounding it out. Decodable
books have been found to increase access to reading for early learners, struggling readers, or those
who have print disabilities, including dyslexia.
Library of Things
Our Library of Things collection has grown to twenty-nine unique categories of items for our patrons
to borrow. Loaning out items such as mobile Wi-Fi hotspots, light therapy lamps, pickleball sets, and
fishing rods, let our patrons try something new while saving money. Our collection also includes
wellness items that help senior citizens improve their quality of life such as Vitality Kits and a Simple
Music Player. Recent additions to the collection include board games and a radon detector.
Battle of the Books
Battle of the Books is an engaging and competitive reading program for students in Grades 4-8.
This annual program encourages students to expand their reading horizons through the discovery
of new authors and genres. Library staff curate a list of 100 diverse books for students to read. This
year the Children's and Youth Services team welcomed 16 schools from across our catchment
area, with 153 students and teachers in attendance. The program expanded into 3 separate
competition areas to accommodate the growth in participants. Staff circulated 58 bins with 928
books between the schools from November —April. Staff received an overflow of positive feedback
from teachers and students alike. Teachers expressed their thanks for being given the opportunity
for their students to experience comradery in a positive atmosphere and to experience working
together on a competitive, non-athletic, team.
I
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2024 Orillia Public Library - Year to Date (January- June) Page 86 of 100 2
15.a) Correspondence from Orillia Public Library Board re- September 18,...
Orillia Public Library - 2024 Highlights - Technology
Makerspace
We were awarded $46,600 from the Community Services Recovery Fund for service improvements
to our Makerspace. The Fund is a one-time investment from the Government of Canada to support
community service organizations. As a result, we were able to modernize the Makerspace through
improved ventilation and new furniture and storage solutions including worktables, cabinetry, a
display wall, and shelving. The feedback from our patrons has been overwhelmingly favorable, with
many expressing their appreciation for the positive impact of the renovations on the usability and
accessibility of the space. These enhancements will enable us to offer improved services, in
particular those for local businesses and STEAM education for youth, as well as providing a greatly
valued creative space for the entire community. Although the Makerspace was closed for most of
June for renovations, we still welcomed over 2,519 visitors to the Makerspace for equipment use
and programs and have developed a robust program schedule for children and youth in conjunction
with our Summer Reading Programs.
Hotspots
Internet access has become an essential part of the services the library provides, especially in our
current economy. Through a Canada Healthy Communities Initiative, we received funding in 2021
to purchase mobile hotspots which allow patrons who do not otherwise have access to data to
easily access the Internet from home. Lending mobile hotspots is a powerful way to bridge the
digital divide as it offers connectivity to financially disadvantaged patrons, assists with employment
opportunities, helps bridge the homework gap for students who face difficulty getting online, and
enables health care access, especially for seniors. We also lend iPads in conjunction with hotspots
and provide training on these devices to increase digital literacy skills. Due to the high demand for
these items, there is a consistently long waitlist. However, they are quite costly to maintain, which
reduces our capacity on how many we can circulate to the community.
School Visits
With the opening of our Makerspace, we have found an increase in requests for school visits
specifically seeking out programs and tours of this space. Students of all ages learn what they can
do in the Makerspace, participate in an activity, and explore our coding technologies such as
Ozobots and Dot and Dash. Combined with regular Makerspace programming, children and youth
are developing skills that they will use in their education and in their future endeavors.
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2024 Orillia Public Library - Year to Date (January - June) Page of 100 3
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Orillia Public Library - 2024 Highlights - Space/Building
Emergency Procedures
Following a weapons incident at OPL in early 2023, the OPL management team prioritized the
development of several emergency procedures. In consultation with the City of Orillia's Health and
Safety Officer, and with feedback from several Canadian public libraries, OPL now has eight
complete procedures for managing an emergency or major incident. We have made it a priority to
regularly practice drills with staff to ensure that if there is an emergency, staff are well prepared to
respond.
Doctor Recruitment Gala
After a three-year hiatus, the Physician Recruitment Gala returned to OPL on February 23, 2024. This
well-attended event, organized by the Orillia and Area Physician Recruitment and Retention
Committee, aims to raise funds to recruit new physicians and medical specialists to the Orillia area.
We heard much positive feedback from attendees and committee volunteers who were pleased to be
back at OPL for this popular event. The gala, which provides excellent opportunity for networking,
included live music, a DJ and a variety of food and drink pairings from ten local restauranteurs.
The Sharing Place
Children's and Youth Services partnered with The Sharing Place, our local food bank, to provide
access to their school snack program at the Library during March Break, Winter Break, and the
summer months. Families can build their own bags with 10 school-safe snacks with the intention to
provide a child/youth with 2 snacks a day for 5 days. This program is available to any child, youth, or
caregiver, without the requirement of proving need which reduces the stigma associated with
accessing food programs. Since December 2022, through the Sharing Place, we have provided
approximately 20,000 snacks to children and youth in our community which indicates a growing need
in the community.
June Fundraiser
We held a fundraising drive during the month of June to raise funds to assist in revitalizing our Local
History Room. Over $4300 was raised which will go towards purchasing new equipment and archival
supplies that will assist in the preservation of our unique heritage collection.
j l F i i
2024 Orillia Public Librar Year to Date (January June 4
y - ( y - ) Page 88 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Orillia Public Library - 2024 Highlights - People
Ontario Northland Transportation Commission
In early 2024 OPL became a service point for Ontario Northland Transportation Commission.
Installation and training took place on February 8th, 2024 and the service went live on February
12th, 2024. This is a revenue generating partnership that will see a monthly income of$960 for the
library. This fee will be re-visited in one year and may be increased - dependent on the amount of
sales from our location. ONTC has 24-hour support via telephone for both the system and sales.
We have had much positive feedback from patrons and staff regarding the addition of this service.
Human Services Coordinator
Orillia Public Library received $70,000 to participate in the Library Navigator Pilot Project,
developed by the County of Simcoe, Community Safety & Investment Fund. The project aims to
offer housing access support and other social services to the public via Social Service Workers
operating out of public libraries across the County. The money is intended to staff and program a
Social Service Worker position for up to one year and provide access/training to the Federal
Homeless Individuals and Families Information System (HIFIS). The Orillia Public Library was
encouraged by the County to apply for this grant based on the success we had in 2022/2023 with
our full-time Social Worker.
Adult Programs
We have worked to broaden the appeal of our adult programs to a variety of demographics. Some
of our more popular programs have included our Adult Craft Night series, Decluttering Your Home,
Bad Art Night, Intro to Online Banking, Bookbinding for Beginners, Nerf Night, Understanding
Electric Cars, and our in-demand Take and Make Kits. Of special note, was our "Spread the Love"
Take and Make Kit which provided materials to our patrons who created over 400 valentine cards
which were delivered to local nursing home residents.
2024 Orillia Public Library - Year to Date (January - June) 5
Page 89 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18 ...
Orillia Public Library - The 2024 Numbers So Far:
I?
(Pit
Questions answered: Website visits: Digital product usage:
52,581 108,892 60,899
O
Library cardholders: Program attendance: Circulation:
22,761 13,961 156,508
2024 Orillia Public Library - Year to Date (January - June) 6
Page 90 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18,...
Orillia Public Library - 2024 Grants, Awards, and Donations
Public Library Operating Grant (PLOG) - $51,394
Canada Summer Jobs - $4,637
Simcoe County Coordinated Access Grant- $70,000
Community Services Recovery Fund - $46,600
Community Foundation of Orillia and Area - $1,000
Walmart Community Grant - $2,000
Donations - $6,995.06
Born to Read Donations- $7,969.50
Total - $190,595.56
2024 Orillia Public Library - Year to Date (January - June) 7
Page 91 of 100
15.a) Correspondence from Orillia Public Library Board re- September 18 ...
Orillia Public Library - What is changing?
Information seeking
• Desire for both physical and online collections.
• Increase in the demand for downloadable products.
• An aging population requires specialty formats.
• Expanding the sharing economy for cost effectiveness and efficiency.
Technology
• Technology is changing how library services are delivered.
• Demand for mobile access to library services is expanding.
• Library's application and availability of technology generates economic development and
bridges the digital divide.
o What technologies people need and want.
o What skills need to be developed to use modern technology.
Space
• Library's role as a community hub.
• Use all space as effectively as possible.
• Ensure the physical safety of all people who enter the building.
People
• Library staff are experiencing an evolving role.
They are no longer the "knowledge keepers" but facilitators of learning.
• Equitable service requires an examination of barriers.
o What internal biases are being brought into the workplace and how do we as staff overcome
them?
• We are moving towards a "whole person" service model.
• Challenges with balancing the library needs of everyone in the community.
ir. 7
f
2024 Orillia Public Library - Year to Date (January - June) 8
Page 92 of 100
15.a) Correspondence from Orillia Public Library Board re: September 18,...
Future Challenges
The Orillia Public Library is a vibrant community hub. It is the place where people access
knowledge and entertainment both in-person and online, where people can utilize and learn how to
use technology, and where the community can connect. It is also a dynamic and welcoming space
where people can visit for any reason, including seeking shelter from the elements.
Library collections keep people informed and entertained. Demand for both physical and electronic
formats as well as rising costs continues to create a challenge as we assess how to best use our
buying power. Libraries are the originators of the sharing economy and there is pressure to expand
lending collections beyond books.
Libraries bridge the digital divide by providing access to equipment, connectivity, and instruction.
For some, the Library is the only place to access devices and the Internet. An aging population in
Orillia means there are more seniors than ever relying on the Library for skills development. With
the opening of the Makerspace, entrepreneurs also turn to the Library for access to cutting-edge
technology and building their skills to grow their businesses. Additionally, many families come to
use the Makerspace to create together, while also developing skills that will help children in school
and future careers. With limited funding it will be challenging to support the needs of an aging
population and families, as well as economic development.
The use of Library space continues to see an increase by people with complicated needs as we
recover from the effects of the pandemic. As a result of a security audit completed in early 2021,
recommendations were made to increase safety for all who use the building. We have adopted
most recommended changes, including the addition of a Human Service Coordinator on staff. With
these things in place, OPL is joining libraries across the province in adopting a whole person
approach to service. There is always demand for increased seating space, programming, and
operating hours.
Public libraries constantly evolve to deliver to the unique needs of the people in their community;
what comes next for OPL will depend on the availability of resources and funding.
r �
2024 Orillia Public Library- Year to Date (January - June) 9
Page 93 of 100
tie
rillia Public Library Board re: September 18 ...
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2024 Orillia Public Library - Year to Date (January - June) Page 94 of 100
16.a) Correspondence dated September 12, 2024 from Jodi Lloyd, Chairpers...
Simcoe County
District School Board
September 12, 2024
VIA EMAIL: Clerks Office, Township of Oro-Medonte yaubichon(aD_oro-medonte.ca
Collaborative Efforts for Safer School Zones
The Simcoe County District School Board (SCDSB) recognizes and commends the municipalities
throughout Simcoe County for their ongoing efforts towards traffic calming in school zones. The rapid
growth in student population in Simcoe County necessitates further action to ensure the safety of our
students, staff, and parent(s)/guardians. The SCDSB's commitment to student safety links directly to
the SCDSB Strategic Priorities (2022-2027) in the areas of Well-being and Community. The SCDSB
believes that collaborative efforts between the school board and the municipalities can lead to effective
solutions.
Request for traffic calming measures: The SCDSB respectfully requests that municipalities
throughout the county consider reviewing and implementing additional traffic calming measures tailored
to our school zones, as required. These measures could include:
• Infrastructure enhancements: installing additional speed bumps, crosswalks, and pedestrian-
activated signals to reduce speed and enhance safety;
• Extended public transit: collaboration between transit authorities and the SCDSB to improve bus
routes and encourage public transportation for students; and,
• Safe routes to school: identifying and promoting safe walking and cycling routes, including
proper signage and designated crossing points.
Collaboration with community law enforcement: While traffic calming measures are crucial,
enforcement of traffic rules are equally important. The SCDSB would like to propose a collaborative
effort between the SCDSB and community law enforcement to:
• Increase police presence in school zones during drop-off and pick-up times to promote
compliance with traffic regulations;
• Conduct awareness campaigns for students, and parent(s)/guardians regarding safe driving
practices in school zones; and,
• Analyze traffic data to identify areas that require additional traffic calming measures and allocate
resources accordingly.
Thank you for your attention to this matter. We look forward to receiving feedback about how the SCDSB
can work collaboratively with the Township of Oro-Medonte and community law enforcement regarding
congestion and traffic-calming issues to ensure safer school zones during drop-off and pick-up times.
Sincerely,
v
Jodi Lloyd, Chairperson
Simcoe County District School Board
c. Board of Trustees, SCDSB
John Dance, Director of Education, SCDSB
Dawn Stephens, Associate Director, SCDSB
Scott Young, Superintendent of Education, SCDSB
Page 95 of 100
18.a) 2024-098, A By-law to Amend Zoning By-law 97-95, as amended (Canna...
The Corporation of the Township of Oro-Medonte
By-law No. 2024-098
A By-law to Amend Zoning By-law 97-95, as amended
(Cannabis Production and Processing Facilities)
Whereas the Council of the Corporation of the Township of Oro-Medonte is empowered to pass
By-laws to regulate the use of land pursuant to Section 34 of the Planning Act, R.S.O. 1990,
c.P.13.
And Whereas following a review of the land use policies in the Township related to Cannabis
Production and Processing Facilities, and having provided adequate information to the public and
having held at least one Public Meeting, Council deemed it appropriate to adopt By-law 2020-
046, being a By-law to Amend Zoning By-law 97-95, as amended, in accordance with the policies
of the Official Plan;
And Whereas Council's adoption of By-law 2020-046 was appealed to the Ontario Land Tribunal
(File Nos. PL200194 and OLT-22-002249) pursuant to Section 34(19)of the Planning Act, R.S.O.,
c. P. 13; and the Ontario Land Tribunal held a series of hearing events with respect to the appeals;
Now Therefore pursuant to the Order of the Ontario Land Tribunal, By-law 97-95 is further
amended as follows:
1. Schedule `A2' to Zoning By-law 97-95, as amended, is hereby further amended by
changing the zone symbol applying to the lands located in Part of Lot 26 and Part of
Lot 27, Concession 3 (Oro) Township of Oro-Medonte, County of Simcoe, from the
Agricultural/Rural (A/RU)Zone to Agricultural/Rural Exception 358 Hold [A/RU*358 (H)]
Zone, as shown on Schedule "A" attached and forming part of this By-law.
2. Section 7.0 to Zoning By-law 97-95, as amended, is hereby further amended by adding
the following subsections:
"7.358 *358 — Part of Lot 26 and Part of Lot 27, Concession 3 (Oro), Township of Oro-Medonte
1. On the lands denoted by the symbol *358 on Schedule `A' to this By-law:
a) Notwithstanding Table A4-Permitted Uses, one single detached dwelling is
permitted;
b) Notwithstanding Section 6 — Definitions for Agricultural Use and Agricultural Use,
Specialized, the outdoor and indoor growing and production of Cannabis are
permitted, including processing activities related to harvesting, sorting, trimming,
drying and storing of Cannabis;
c) Notwithstanding Table A4 - Permitted Uses, in addition to the permitted uses of
the Agricultural/Rural (A/RU) Zone, a Cannabis Production and Processing
Facility is permitted;
d) Onsite retail packaging and retail sale of Cannabis are prohibited;
Page 96 of 100
18.a) 2024-098, A By-law to Amend Zoning By-law 97-95, as amended (Canna...
e) A new building containing a maximum of 9,290 square metres (100,000 square
feet) of floor area devoted to the indoor growing of Cannabis plants restricted to
a non-flowering state of vegetation only, plus any additional floor area devoted to
operations ancillary thereto (such as storage, drying and/or fertigation of
Cannabis, and irrigation and other farming equipment), is permitted, as are all
buildings and structures existing on the effective date of this By-law, and any new
buildings and structures in accordance with By-law 97-95 as amended by this By-
law exception; ;
f) Minimum setbacks of Table B4-C apply to lands within the Agricultural/Rural
Exception 358 Hold [A/RU*358 (H)] Zone, except that such setbacks run from lot
lines and not from Exception boundaries.
g) Notwithstanding any other provisions of this By-law to the contrary, the following
provisions shall apply as delineated by the Agricultural/Rural Exception 358 Hold
[A/RU*358 (H)] on Schedule `A':
i. The outdoor growing of Cannabis shall be permitted within the area of this
Exception as shown on Schedule "A".
2. The setbacks are detailed in Schedule `B' to this By-law.
3. Conditions for Removal of Holding Provision:
The Holding Provision shall apply only for the purposes of regulating a building or structure
constituting a Cannabis Production and Processing Facility that is developed after the effective
date of this By-law, and upon application by the landowner, be removed by way of an amending
Zoning By-law, from all or part of the lands subject to this provision when the following condition
has been satisfied:
a) That the landowner apply for and obtain Site Plan Approval pursuant to Section 41
of the Planning Act, including entering into a Development Agreement and
providing any securities required by said Agreement, addressing matters including
but not limited to stormwater management, and the mitigation of odour, light and
noise impacts, if applicable, to the satisfaction of the Township of Oro-Medonte, in
consultation with the landowner. Notwithstanding the foregoing, no odour
mitigation measures are required for the growing and production of Cannabis
plants in a non-flowering state of vegetation.
Ontario Land Tribunal Decision issued on July 17, 2024 and Ontario Land Tribunal Order issued
on July 19, 2024 in OLT-22-002249 (formerly PL200194).
Mayor, Randy Greenlaw
Clerk, Yvonne Aubichon
Page 97 of 100
18.a) 2024-098, A By-law to Amend Zoning By-law 97-95, as amended (Canna...
Schedule `A'
To By-law No. 2024-098
44f
5 N
r'
t —
30Uiarn St. _
c�
Ridge Rd.W
Subject Lands
® Lands to be zoned from Agricultural/Rural (A/RU) Zone to
Agricultural/Rural Exception 358 Hold (A/RU*358 (H))
Zone
Page 98 of 100
18.a) 2024-098, A By-law to Amend Zoning By-law 97-95, as amended (Canna...
Schedule `B'
To By-law No. 2024-098
N
Map North True North 1a�..e...o.v.�.mLti.
J �
r
I �
_ m
J-E�, 3 v
1� t
t �
3
Setback Lines
Subject Lands
ElLands to be zoned from Agricultural/Rural(A/RU)Zone to
Agricultural/Rural Exception 358 Hold(A/RU*358(H))Zone
All directions indicated below are based on Map North direction and not True
North.
West Setback(Line 2)
A line parallel to Line 2 that is either:(i)172 metres east of the Line 2 Road
Allowance:or(0)130 metres east from the existing eastern most main residential
house,whichever is closer to Line 2.
South Setback(Rail Trail)
A line that is parallel to the rail trail that is 150 metres north of the rail trail
property line. The distance shall be measured from the most southern part of the
northern boundary of the rail trail property line.
East Setback(Line 31
Unless otherwise specified.12 metres from the Line 3 Road Allowance.
The references to 130 metres are from the existing main residential houses west
of Line 3,and no such setback is to extend north of the most southern part of the
existing dwelling(farmhouse)on the subject property.
Page 99 of 100
20.a) 2024-099: Being a by-law to confirm the proceedings of the Council...
The Corporation of the Township of Oro-Medonte
By-Law No. 2024-099
Being a By-Law to Confirm the Proceedings of the Council Meeting held on
Wednesday, September 25, 2024
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,
September 25, 2024, 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 25th day of
September, 2024.
The Corporation of the Township of Oro-Medonte
N
Mayor, Randy Greenlaw
Clerk,Yvonne Aubichon
Page 100 of 100