04 24 2024 Council Agenda The Township of Oro-Medonte
Council Meeting Agenda
Electronic Hybrid Meeting
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Wednesday, April 24, 2024
2:30 p.m. - Open Session
Proud Her•itc�ge,Exciting Future Closed Session following Item 3
Open Session immediately following Closed
Session
The Township of Oro-Medonte is committed to providing and maintaining a working
environment that is based on respect for the dignity and rights of everyone within the
organization and for those individuals visiting our organization.
The Township of Oro-Medonte supports and fosters an environment that is safe,
welcoming and respectful for all residents, visitors, members of Council and staff.
Residents and business owners are encouraged to continue to utilize on
line and telephone services for Township related business; and staff continue to be
available to provide assistance by telephone, email and in person.
Input on agenda items are welcome and encouraged.
The Township of Oro-Medonte has amended its Procedural By-law to allow for
electronic participation at Council meetings. In-person attendance at public meetings
is also available. Protocols have been established to advise how to electronically
participate in the public portions of these meetings. Please visit the following links for
additional information:
• Request for Participation Form
• Protocols for Public Participation Council and IDS Committee
All electronic Council meetings will be streamed live, where possible, on the Township
YouTube Channel. Council Agendas will continue to be published on the Civic Web
Meeting Agendas in advance of the meeting date in accordance with the Township's
Procedural By-law.
Page
1. Call to Order - Reading of Land Acknowledgement:
The Township of Oro-Medonte acknowledges that we are situated on the
traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and
ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa
[Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee]
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Council Meeting Agenda - April 24, 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:
a) Motion to go In Closed Session.
b) Motion to Rise and Report.
c) Robin Dunn, CAO, Aird & Berlis LLP re: Litigation affecting the municipality;
Solicitor-client privilege (Cannabis, Short Term Rentals (STR's)).
d) Yvonne Aubichon, Clerk, Blair Smith and Tim Hewitt, Smith & Hewitt Real
Estate Team re: Proposed or Pending Acquisition or Disposition of Land by
the Municipality or Local Board (Decommissioned Fire Halls - 1904 Old
Barrie Road East (Rugby), 375 Line 11 South (Hawkestone)).
5. Minutes of Council and Committees:
6 - 17 a) Minutes of Council meeting held on Wednesday, April 10, 2024.
04 10 2024 Council Minutes
6. Recognition of Achievements:
None.
7. Public Meetings:
None.
8. Deputations/Presentations:
18 - 34 a) 5:15 p.m. Deputation by Terry Ruffell and Todd Vanzuilekom re:
Recommendations for Improvements to Horseshoe Valley Memorial Park
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Council Meeting Agenda - April 24, 2024
and Feasibility Study to Consider Artificial Ice.
Deputation Form
Deputation
35 - 48 b) 5:30 p.m. Presentation by Sid Vander Veen, P. Engineer, R.J. Burnside and
Associates re: Overview of the Drainage Act [Refer to Item 11 a].
Overview of Drainage Act
9. Identification From the Public of an Agenda Item of Interest:
Provides an opportunity for members of the public to identify an agenda item
which the public member may request be brought forward and considered
earlier in the meeting.
10. Open Forum:
The Open Forum provides an opportunity for the public to provide verbal
comments to Council, in Open Session, on matters scheduled on the current
agenda. Refer to Procedural By-Law No. 2023-043 for additional
information.
11. Reports of Municipal Officers for Action:
49 - 52 a) OCS2024-15, Justin Metras, Drainage Superintendent re-Appointment of an
Engineer for Municipal Drain No. 7 and Presentation by Sid Vander Veen,
R.J. Burnside and Associates re: Drainage Act R.S.O. 1990, Municipal
Drains and the Legislative Processes.
OCS2024-15
53 - 56 b) OCS2024-14, Justin Metras, Manager, Infrastructure and Capital Projects re:
Award of Tender OCS RFT24-005 Sugarbush Drainage Improvements.
OCS2024-14
57 - 59 c) ES2024-04, Michelle Jakobi, Director, Environmental Services re: Award for
ES-RFQ2024-011, Supply & Delivery of One (1) Full Size '/2 Ton 4WD Crew
Cab Pick Up Truck.
ES2024-04
60 - 62 d) ES2024-05, Michelle Jakobi, Director, Environmental Services re: Horseshoe
Zone 1 Drinking Water Integration Fee Review.
ES2024-05
63 - 65 e) FES2024-02, Ralph Dominelli, Executive Staff Officer/Fire Chief re: Award
for FES-RFP24-010 for the Supply and Delivery of One (1) Fire Pumper
Truck.
FES2024-02
66 - 85 f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer re: 2023
Audit Planning Report.
F12024-05
F12024-05 Appendix A
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Council Meeting Agenda - April 24, 2024
86 - 89 g) F12024-06, Nelly Morrow, Director, Finance/Chief Financial Officer re: 2024
Final Tax Levy [Refer to Item 18a)].
F12024-06
12. Reports of Municipal Officers for Information Only:
90 - 92 a) ES2024-06, Michelle Jakobi, Director, Environmental Services re: User Fee
Streetlights, Exemption from Taxation By-Law.
ES2024-06
fill
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:
93 a) Correspondence dated April 10, 2024 from Ministry of Municipal Affairs and
Housing re: Minister's Zoning Order Ontario Regulation 609/20 in the
Township of Oro-Medonte.
Staff Recommendation: Receive for Information Only.
Letter to Municipal Clerk
94 b) Correspondence dated April 8, 2024 from Orillia Public Library re: Township
of Oro-Medonte Statistics: March 2024.
Staff Recommendation: Receive for Information Only.
Memo to Township of Oro Medonte
95 - 98 c) Correspondence dated April 8, 2024 from Severn Sound Environmental
Association re: Great Lakes and St. Lawrence Cities. Join us in Montreal this
May as we begin to transform our region into the Blue-Green Corridor.
Staff Recommendation: Receive for Information Only.
Blue-Green Corridor
16. Communications/Petitions:
99 a) Correspondence dated April 4, 2024 from Lisa Groves, Barrie Automotive
Flea Market (BAFM) re: Request to Designate Events as "Municipally
Significant" June 6-9, 2024, 40th Annual Spring Barrie Automotive Flea
Market and September 5-9, 2024, 53rd Annual Fall Barrie Automotive Flea
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Council Meeting Agenda - April 24, 2024
Market.
BAFM
100 - 111 b) 4.30 p.m. Ewart O'Dwyer, Integrity Commissioner (I.C.) re: Written Report.
Integrity Commisioner Report
c) Ewart O'Dwyer, Integrity Commissioner (I.C.) re: Verbal Report.
17. Notice of Motions:
None.
18. By-Laws:
112 - 117 a) 2024-044: A By-law to adopt the estimates of all amounts required during
the year and for levying the tax rates for the year 2024.
2024-044
19. Closed Session Items (Unfinished Items):
20. Confirmation By-Law:
118 a) 2024-045: Being a By-Law to Confirm the Proceedings of the Council
Meeting held on Wednesday, April 24, 2024
2024-045
21. Adjournment:
a) Motion to Adjourn.
Page 5 of 118
5.a) Minutes of Council meeting held on Wednesday, April 10, 2024.
&N,
The Township of Oro-Medonte
Council Meeting Minutes
T°unship°f Electronic Hybrid Meeting
Proud Heritage,Exciting Future
Wednesday, April 10, 2024 3:02 p.m.
2022-2026 Council
Present: Mayor Randy Greenlaw
Deputy Mayor Peter Lavoie
Councillor Lori Hutcheson
Councillor John Bard
Councillor David Clark
Councillor Robert Young
Regrets: Councillor Richard Schell
Staff Robin Dunn, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna
Present: Hewitt, Director, Corporate Services; Shawn Binns, Director, Operations
and Community Services; Nelly Morrow, Director, Finance/Chief Financial
Officer; Brent Spagnol, Director, Development Services; Ralph Dominelli,
Executive Staff Officer, Fire Chief; Melanie Brown, Deputy Chief
Prevention and Life Safety; Janette Teeter, Supervisor, Clerk's
Services/Deputy Clerk; Jason Scharapenko, Information Technology
Technician (IT)
All Council and staff participated via Zoom platform.
1. Call to Order - 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 12
Page 6 of 118
5.a) Minutes of Council meeting held on Wednesday, April 10, 2024.
Council Meeting Minutes — Wednesday, April 10, 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. C240410-1
Moved by Bard, Seconded by Hutcheson
Be it resolved that the agenda for the Council meeting of Wednesday, April 10, 2024 be
received and adopted.
Carried.
3. Disclosure of Pecuniary Interest:
None declared.
4. Closed Session Items:
a) Motion to go In Closed Session.
Motion No. C240410-2
Moved by Young, Seconded by Lavoie
Be it resolved that we do now go in Closed Session at 3.04 p.m. to discuss
• Proposed or pending Acquisition or Disposition of land by the municipality or local board
(Decommissioned Fire Halls - 1904 Old Barrie Road East (Rugby), 375 Line 11 South
(Hawkestone));
• Personal matters about an identifiable individual (CAO Recruitment/Negotiations).
Carried.
Page 2 of 12
Page 7 of 118
5.a) Minutes of Council meeting held on Wednesday, April 10, 2024.
Council Meeting Minutes — Wednesday, April 10, 2024.
b) Motion to Rise and Report.
Motion No. C240410-3
Moved by Clark, Seconded by Hutcheson
Be it resolved that we do now Rise at 5:22 p.m. and Report on the Closed Session Items 4
c) Yvonne Aubichon, Clerk re: Proposed or pending Acquisition or Disposition of land by the
municipality or local board (Decommissioned Fire Halls - 1904 Old Barrie Road East
(Rugby), 375 Line 11 South (Hawkestone)).
d) Council re: Personal matters about an identifiable individual (CAO
Recruitment/Negotiations).
Carried.
c) Yvonne Aubichon, Clerk re: Proposed or pending Acquisition or Disposition of land by
the municipality or local board (Decommissioned Fire Halls - 1904 Old Barrie Road East
(Rugby), 375 Line 11 South (Hawkestone)).
The following staff were present: Robin Dunn, Chief Administrative Officer; Yvonne
Aubichon, Clerk; Donna Hewitt, Director, Corporate Services; Ralph Dominelli, Executive
Staff Officer, Fire Chief, Blair Smith and Tim Hewitt, Smith & Hewitt Real Estate Team.
Motion No. C240410-4
Moved by Bard, Seconded by Young
Be it resolved
1 . That the confidential verbal information presented by Yvonne Aubichon, Clerk re:
Proposed or pending Acquisition or Disposition of land by the municipality or local board
(Decommissioned Fire Halls - 1904 Old Barrie Road East (Rugby), 375 Line 11 South
(Hawkestone)) be received.
2. That the confidential verbal information presented by Blair Smith and Tim Hewitt, Smith &
Hewitt Real Estate Team re: 375 Line 11 South be received.
3. That staff proceed as directed by Council.
Carried.
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5.a) Minutes of Council meeting held on Wednesday, April 10, 2024.
Council Meeting Minutes — Wednesday, April 10, 2024.
d) Council re: Personal matters about an identifiable individual (CAO
Recruitment/Negotiations).
The following staff was present: Yvonne Aubichon, Clerk.
Motion No. C240410-5
Moved by Hutcheson, Seconded by Clark
Be it resolved
1. That the confidential information presented by Council re: Personal matters about an
identifiable individual (CAO Recruitment/Negotiations) be received.
2. That Human Resources staff be advised to proceed accordingly, as directed by Council.
Carried.
5. Minutes of Council and Committees:
a) Minutes of Heritage Committee meeting held on Monday, March 18, 2024.
b) Minutes of Joint Accessibility Advisory Committee meeting on Tuesday, March 19, 2024.
c) Minutes of Traffic Safety Advisory Committee meeting held on Thursday, March 21,
2024.
d) Minutes of Special Council meeting held on Wednesday, March 20, 2024.
e) Minutes of Special Council meeting held on Monday, March 25, 2024.
f) Minutes of Council meeting held on Wednesday, March 27, 2024.
g) Minutes of Special Council meeting held on Wednesday, April 3, 2024.
Motion No. C240410-6
Moved by Lavoie, Seconded by Bard
Be it resolved that the draft
d) Minutes of Special Council meeting held on Wednesday, March 20, 2024;
e) Minutes of Special Council meeting held on Monday, March 25, 2024;
f) Minutes of Council meeting held on Wednesday, March 27, 2024;
g) Minutes of Special Council meeting held on Wednesday, April 3, 2024;
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5.a) Minutes of Council meeting held on Wednesday, April 10, 2024.
Council Meeting Minutes — Wednesday, April 10, 2024.
be received and adopted as printed and circulated; and that the draft
a) Minutes of Heritage Committee meeting held on Monday, March 18, 2024;
be received and that the recommendation therein, per Motion No. HC240318-4, be adopted;
and that the draft
c) Minutes of Traffic Safety Advisory Committee meeting held on Thursday, March 21, 2024;
be received and that the recommendation therein, per Motion No. TSAC240321-3, be
adopted; and that the
b) Minutes of Joint Accessibility Advisory Committee meeting on Tuesday, March 19, 2024;
be received.
Carried.
6. Recognition of Achievements:
None.
7. Public Meetings:
None.
8. Deputations/Presentations:
None.
9. Identification From the Public of an Agenda Item of Interest:
None.
10.Open Forum:
None.
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5.a) Minutes of Council meeting held on Wednesday, April 10, 2024.
Council Meeting Minutes — Wednesday, April 10, 2024.
11.Reports of Municipal Officers for Action:
a) FES2024-01, Ralph Dominelli, Executive Staff Officer/Fire Chief re: Proposed
Amendments to Fee & Charges By-Law.
Motion No. C240410-7
Moved by Young, Seconded by Hutcheson
Be it resolved
1. That FES2024-01, Ralph Dominelli, Executive Staff Officer/Fire Chief re: Proposed
Amendments to Fee & Charges By-Law. be received and adopted.
2. That Council supports the changes recommended in FES 2024-01.
3. That staff bring forward the changes in the appropriate by-law amendment for Councils
consideration.
Carried.
b) OCS2024-13, Shawn Binns, Director, Operations and Community Services re: Township
and Simcoe County District School Board Partnership: Co-Ownership and Development
Agreement [Refer to Item 18a)].
Motion No. C240410-8
Moved by Clark, Seconded by Bard
Be it resolved
1. That OCS2024-13, Shawn Binns, Director, Operations and Community Services re:
Township and Simcoe County District School Board Partnership: Co-Ownership and
Development Agreement be received and adopted.
2. That Council approve the final draft Co-Ownership and Development Agreement with
the Simcoe County District School Board.
3. That staff bring forward the appropriate By-law to execute the agreement.
Carried.
Page 6 of 12
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5.a) Minutes of Council meeting held on Wednesday, April 10, 2024.
Council Meeting Minutes — Wednesday, April 10, 2024.
c) CS2024-09, Yvonne Aubichon, Clerk & Robin Dunn, CAO re: Acquisition of Moonstone
Garage Lands.
Motion No. C240410-9
Moved by Lavoie, Seconded by Clark
Be it resolved
1 . That CS2024-09, Yvonne Aubichon, Clerk & Robin Dunn, CAO re: Acquisition of
Moonstone Garage Lands be received and adopted.
2. That the Mayor and Clerk be authorized to execute the Transfer of land documents
pertaining to Part of Lot 16, Concession 9, as in R0183148; ORO-MEDONTE being all
of PIN 58519-0109 (LT)(Moonstone Garage Lands).
Carried.
d) CS2024-08, Janette Teeter, Deputy Clerk re: 2024 Oro-Medonte Citizen and Ontario
Senior of the Year Awards
Motion No. C240410-10
Moved by Hutcheson, Seconded by Clark
Be it resolved
1 . That Report CS2024-08, Janette Teeter, Deputy Clerk and Sheri Noel, Clerk's Services
Assistant re: 2024 Oro-Medonte Citizen and Ontario Senior of the Year Awards be
received and adopted.
2. That Dalyce Hutchinson be approved by Council as the recipient of the 2024 Oro-
Medonte Citizen of the Year Award, as voted by the Citizen/Senior of the Year Advisory
Group through the approved voting process.
3. That Bruce Chappell be approved by Council as the recipient of the 2024 Ontario Senior
of the Year, as voted by the Citizen/Senior of the Year Advisory Group through the
approved voting process.
4. That staff proceed accordingly to arrange the two award recognition ceremonies.
5. And that the recipients be notified of Council's decision under the Mayor's signature.
Carried.
12.Reports of Municipal Officers for Information Only:
None.
Page 7 of 12
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5.a) Minutes of Council meeting held on Wednesday, April 10, 2024.
Council Meeting Minutes — Wednesday, April 10, 2024.
13.Reports of Members of Council:
a) Updates from Council Representatives — County of Simcoe and Township Partners
and Agencies.
The following member of Council provided updates. Councillor Hutcheson.
b) Councillor Bard re: Request for Support of OEB Decision to end Subsidies for Natural
Gas Pipelines.
Motion No. C240410-11
Moved by Bard, Seconded by Lavoie
Be it resolved
1 . That the verbal information presented by Councillor Bard re: Request for Support of OEB
Decision to end Subsidies for Natural Gas Pipelines be received; and
2. That a letter be sent under the Mayor's signature.
Carried.
14.Announcements:
The following members of Council provided Announcements: Mayor Greenlaw, Councillors
Hutcheson and Young.
15.Consent Agenda:
a) Correspondence dated March 26, 2024 from Jill Dunlop, MPP Simcoe North re: 2024
Ontario Senior of the Year Award.
Staff Recommendation: Receive for Information Only.
b) Nottawasaga Valley Conservation Authority, Minutes of Meeting held on January 26,
2024 and Highlights of Meeting held on March 22, 2024.
Staff Recommendation: Receive for Information Only.
c) Minutes of Lake Simcoe Region Conservation Authority meeting held on Friday,
February 23, 2024.
Staff Recommendation: Receive for Information Only.
Page 8 of 12
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5.a) Minutes of Council meeting held on Wednesday, April 10, 2024.
Council Meeting Minutes — Wednesday, April 10, 2024.
Motion No. C240410-12
Moved by Hutcheson, Seconded by Young
Be it resolved that the staff recommendations with respect to the item listed under "Consent
Agenda Correspondence" be adopted as printed:
a) Correspondence dated March 26, 2024 from Jill Dunlop, MPP Simcoe North re: 2024
Ontario Senior of the Year Award.
Received for Information Only.
b) Nottawasaga Valley Conservation Authority, Minutes of Meeting held on January 26,
2024 and Highlights of Meeting held on March 22, 2024.
Received for Information Only.
c) Minutes of Lake Simcoe Region Conservation Authority meeting held on Friday,
February 23, 2024.
Received for Information Only.
Carried.
16.Communications/Petitions:
None.
17.Notice of Motions:
a) Brought by Councillor Clark, March 10, 2024
Notice of Motion for March 27, 2024 Council meeting
To be dealt with at the April 10, 2024 Council meeting
Motion for Enhanced Public Meeting Notifications
Whereas, public participation in statutory public meetings related to zoning matters is
crucial for the democratic process and the development of our municipality;
Whereas, the Municipal Act and the Planning Act prescribe minimum standards for
public notices but do not preclude municipalities from adopting practices that enhance
engagement and transparency;
Whereas, it is in the public interest to ensure that individuals who take the time to
comment on statutory public meetings are kept informed about the outcomes of the
processes in which they are involved, in a manner that is proactive and inclusive;
Page 9 of 12
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5.a) Minutes of Council meeting held on Wednesday, April 10, 2024.
Council Meeting Minutes — Wednesday, April 10, 2024.
Now, Therefore, Be it Resolved that:
1. The municipal staff be directed to conduct a review of practices adopted by other
municipalities in Ontario, regarding the notification of individuals who have made
comments during statutory public meetings related to zoning matters. This review
should focus on practices that exceed the legislative requirements, particularly in
terms of:
a. Methods of notification (e.g., email, mail, SMS, public postings);
b. Timing and frequency of updates provided to commenters;
c. Clarity and comprehensiveness of the information provided;
d. Use of digital platforms and social media for enhanced engagement;
e. Any innovative practices that foster greater public participation and transparency.
2. Based on this review, the staff is to prepare a report that:
a. Summarizes the findings of the review, highlighting best practices and innovative
approaches to public notification;
b. Assesses the feasibility, benefits, and potential challenges of implementing similar
practices in our municipality;
c. Provides recommendations on how our municipality can improve its notification
practices for individuals who comment on statutory public meetings related to
zoning, with an emphasis on practices that are both effective and efficient.
Be it Further Resolved That this motion and its directives affirm our municipality's
commitment to enhancing transparency, accountability, and public participation in the
planning and development process.
Motion No. C240410-13
Moved by Clark, Seconded by Bard
Whereas, public participation in statutory public meetings related to zoning matters is crucial
for the democratic process and the development of our municipality;
Whereas, the Municipal Act and the Planning Act prescribe minimum standards for public
notices but do not preclude municipalities from adopting practices that enhance engagement
and transparency;
Whereas, it is in the public interest to ensure that individuals who take the time to comment
on statutory public meetings are kept informed about the outcomes of the processes in which
they are involved, in a manner that is proactive and inclusive;
Now, Therefore, Be it Resolved that:
Page 10 of 12
Page 15 of 118
5.a) Minutes of Council meeting held on Wednesday, April 10, 2024.
Council Meeting Minutes — Wednesday, April 10, 2024.
1. The municipal staff be directed to conduct a review of practices adopted by other
municipalities in Ontario, regarding the notification of individuals who have made
comments during statutory public meetings related to zoning matters. This review should
focus on practices that exceed the legislative requirements, particularly in terms of:
a. Methods of notification (e.g., email, mail, SMS, public postings);
b. Timing and frequency of updates provided to commenters;
c. Clarity and comprehensiveness of the information provided;
d. Use of digital platforms and social media for enhanced engagement;
e. Any innovative practices that foster greater public participation and transparency.
2. Based on this review, the staff is to prepare a report that:
a. Summarizes the findings of the review, highlighting best practices and innovative
approaches to public notification;
b. Assesses the feasibility, benefits, and potential challenges of implementing similar
practices in our municipality;
c. Provides recommendations on how our municipality can improve its notification practices
for individuals who comment on statutory public meetings related to zoning, with an
emphasis on practices that are both effective and efficient.
Be it Further Resolved That this motion and its directives affirm our municipality's
commitment to enhancing transparency, accountability, and public participation in the
planning and development process.
Carried.
18.By-Laws:
a) 2024-040: A By-law to Authorize the Execution of a Co-Ownership and Development
Agreement between The Simcoe County District School Board and The Township of
Oro-Medonte.
Motion No. C240410-14
Moved by Hutcheson, Seconded by Young
Be it resolved that By-Law No. 2024-040
a) 2024-040: A By-law to Authorize the Execution of a Co-Ownership and Development
Agreement between The Simcoe County District School Board and The Township of Oro-
Medonte
be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed
by the Mayor.
Carried.
Page 11 of 12
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5.a) Minutes of Council meeting held on Wednesday, April 10, 2024.
Council Meeting Minutes — Wednesday, April 10, 2024.
19.Closed Session Items (Unfinished Items):
None.
20.Confirmation By-Law:
a) 2024-042: Being a By-Law to Confirm the Proceedings of the Council Meeting held on
Wednesday, April 10, 2024.
Motion No. C240410-15
Moved by Lavoie, Seconded by Hutcheson
Be it resolved that By-Law No. 2024-042: Being a by-law to confirm the proceedings of the
Council meeting held on Wednesday, April 10, 2024 be read a first, second and third time,
passed, be engrossed by the Clerk, signed and sealed by the Mayor.
Carried.
21.Adjournment:
a) Motion to Adjourn.
Motion No. C240410-16
Moved by Young, Seconded by Lavoie
Be it resolved that we do now adjourn at 6.09 p.m.
Carried.
Mayor, Randy Greenlaw Clerk, Yvonne Aubichon
Page 12 of 12
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8.a) 5.15 p.m. Deputation by Terry Ruffell and Todd Vanzuilekom re. Reco...
From: noreplvCcboro-medonte.ca
To: Participation
Subject: Request for Public Participation Form
Date: March 19,2024 9:14:00 AM
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This is a Request to
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I am requesting participation to speak at the
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On the Date of
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regarding agenda item number
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Select method of attendance
Please note that all registrations received to register either via Zoom or in-person, will
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8.a) 5.15 p.m. Deputation by Terry Ruffell and Todd Vanzuilekom re: Reco...
please state name
By stating the application number, applicant name or group/organization named below, you
confirm that you are duly authorized to act on behalf of the identified applicant or group/
organization and that the applicant or group/organization hereby gives its approval for you to
act on this matter.
Local rink rats
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Note: It is the responsibility of the participant to ensure that they have received consent for
any third party information.
Name of Requestor Terry Ruffell
Address
Email
Phone
Have you presented a deputation/presentation previously on this matter?
No
Subject of Deputation/Presentation
Please describe below,the subject matter of the requested deputation/presentation in
sufficient detail, to provide the Township a means to determine its content and to assess its
relative priority to other requests for presentation. Weight will be given to those requests that
provide more detailed descriptions of the content of the presentation, particularly defining
how the subject matter aligns with Council's Mandate.
Recommended improvements to Horseshoe Valley Memorial Park rink. Recommended
feasibility study to consider artificial ice to combat global warming which will extend
outdoor season and improve ice surface.
I will be providing a:
PowerPoint Presentation
Please identify the type of action you are seeking of Council/Committee on this issue.
To Request Action
Please describe in detail.
Page 19 of 118
8.a) 5.15 p.m. Deputation by Terry Ruffell and Todd Vanzuilekom re: Reco...
Approve feasibility to study improvements and report back with details.
If you are requesting action, have you been in contact with a staff member to seek a
resolution with regard to this matter?
Yes
Who were you in contact with?
Shawn Binns.
Reason why this deputation/presentation is important to Council and to the municipality:
Community thinks outdoor rinks are an important winter activity but future is in jeopardy
with global warming.
I Acknowledge I have read and completed the required information
Page 20 of 118
8.a) 5:15 p.m. Deputation by Terry Ruffell and Todd Vanzuilekom re: RecoMte
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8.b) 5.30 p.m. Presentation by Sid Vander Veen, P. Engineer, R.J. Burnsi...
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8.b) 5.30 p.m. Presentation by Sid Vander Veen, P. Engineer, R.J. Burnsi...
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8.b) 5.30 p.m. Presentation by Sid Vander Veen, P. Engineer, R.J. Burnsi...
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.•- 48 of 118
11 .a) OCS2024-15, Justin Metras, Drainage Superintendent re: Appointment...
4
Township o��«�i�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Justin Metras — Drainage Superintendent
Meeting Date: April 24t", 2024
Report No: OCS2024-15
Subject: Appointment of an Engineer for Municipal Drain No.7
Type: Requires Action _x_ or For Information Only
Motion No.
Recommendation
It is recommended that:
1 . Report No. OCS2024 -15 be received and adopted;
2. That R.J. Burnside & Associates Limited be appointed as the Municipal Drain 7
Engineer to prepare a report and maintenance requirements under Section 78 of
the Drainage Act, R.S.O. 1990 following the (30) day notification to the
Nottawasaga Valley Conservation Authority (NVCA) as required by the Act;
3. That the Director, Operations and Community Services be authorized to execute
the appropriate agreements on behalf of the Township.
Background
A municipal drain is a system to move water. It is created pursuant to a by-law passed
by the local municipality. The municipality is responsible for the construction of the
drainage system and future maintenance and repair. Costs may be recovered from the
property owners in the watershed of the drain.
Municipal drains are identified by municipal bylaw that adopts an engineer's report.
These reports, which are a part of the by-law, contain plans, profiles and specifications
defining the location, size and depth of the drain, and how costs are shared among
property owners.
Operations and Community Services April 24,2024
Report No. 2024-015 Page 1 of 4
Page 49 of 118
11 .a) OCS2024-15, Justin Metras, Drainage Superintendent re: Appointment...
Most municipal drains are either ditches or closed systems, such as pipes or tiles buried
in the ground. They can also include structures such as dykes or berms, pumping
stations, buffer strips, grassed waterways, storm water detention ponds, culverts and
bridges. Some creeks and small rivers are now considered to be municipal drains.
Municipal drains are primarily located in rural agricultural areas.
What makes municipal drains different from other forms of drainage systems is that they
are municipal infrastructure, and the municipality is responsible for their management.
The Township currently has three municipal drains, The Forest Home Drain, the
Purbrook Drain and Municipal Drain No.7.
Municipal Drain No. 7 is located in the former Medonte Township, in the vicinity of
Warminster Side Road, between Line 10 N and Line 12 N.
The original engineers report for the drain was completed in 1910 under By-law 479.
By-law 984 appears to be the most recent by-law (1955) that governs the upper portion
of Municipal Drain No. 7.
Maintenance appears to have been completed on the drain in 1961, 1978, 1982, and
1993 and minor work in subsequent years to remove blockages and fallen trees.
Landowners that are within the watershed of the municipal drain are assessed, and
each pay a portion of the costs associated with the drain.
The assessed area includes properties within the Village of Warminster, and properties
both north and south of Warminster Side Road on Lines 10, 11, 12, and 13.
Several requests to maintain Municipal Drain No. 7 have been received from property
owners. The municipality is obligated under the Drainage Act to respond to these
requests. If the municipality does not respond to these requests, and damages result,
the municipality could be held liable for these damages.
The Drainage Act has very specific requirements regarding notification to landowners,
maintenance and engineering which will form part of the process.
Analysis
A complete set of engineering drawings from both the 1910 and 1955 Engineer's
reports were not found in the Township files. In discussion with representatives from
R.J. Burnside, it has been determined that while maintenance work could be completed,
without the original engineering documentation there would be some risk to the
municipality. Maintenance work needs to be done to the original specifications which
can no longer be located.
It is recommended that based on the age of the previous reports, and the lack of
engineering drawings/documentation, a new engineering report and new by-law would
be required to meet the legislative requirements. The engineering report would provide
Operations and Community Services April 24,2024
Report No. 2024-015 Page 2 of 4
Page 50 of 118
11 .a) OCS2024-15, Justin Metras, Drainage Superintendent re: Appointment...
the drawings and specifications for the Municipal Drain and outline the requisite works
to maintain the drain. It is anticipated that the Engineer's report would be conducted in
2024 and maintenance work completed in 2025.
Financials
The costs associated with the completion of a new Engineer's report under Section 78 of
the Drainage Act, R.S.O. 1990 and requisite drainage maintenance works will be levied
to the assessed property owners in the watershed area. Appeals regarding the cost
distribution to the property owners are available through the Court of Revision, Ontario
Drainage Tribunal and/or the Ontario Drainage Referee. Once any appeals are settled
the work is constructed and the costs pro-rated over the original Engineer's estimate.
The Township would be responsible for administration of the Municipal Drain #7 project
and associated costs which would be recovered through collection from the benefitting
landowners as assessed following the completion of the project.
Policies/Legislation
• Drainage Act, R.S.O. 1990
Corporate Strategic Goals
• Community Safety
Consultations
• Director, Operations and Community Services
• Manager, Operations
• R.J. Burnside & Associates Limited
Conclusion
It is recommended that based on the age of the previous reports, and the lack of
engineering drawings/documentation that a new engineering report and new by-law be
prepared to meet the legislative requirements and that R.J. Burnside&Associates Limited
be appointed as engineer to prepare a report and assess requisite drain maintenance
under Section 78 of the Drainage Act, R.S.O. 1990. The Township would be responsible
for administration of the Municipal Drain #7 project and associated costs which would be
recovered through collection from the benefitting landowners as assessed following the
completion of the project.
Operations and Community Services April 24,2024
Report No. 2024-015 Page 3 of 4
Page 51 of 118
11 .a) OCS2024-15, Justin Metras, Drainage Superintendent re: Appointment...
Respectfully submitted,
Justin Metras C.E.T. CRS-S
Drainage Superintendent
Manager, Infrastructure and Capital Projects
Approvals: Date of Approval
Shawn Binns, Director, Operations and Community Services April 8, 2024
Morrow, Director, Finance / CFO April 10, 2024
Robin Dunn, CAO April 17, 2024
Operations and Community Services April 24,2024
Report No. 2024-015 Page 4 of 4
Page 52 of 118
11 .b) OCS2024-14, Justin Metras, Manager, Infrastructure and Capital Pro...
4
Township o��«�i�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Justin Metras — Manager, Infrastructure and Capital Projects
Meeting Date: April 24t", 2024
Report No: OCS2024-14
Subject: Award of Tender OCS RFT24-005 Sugarbush Drainage Improvements
Type: Requires Action _x_ or For Information Only
Motion No.
Recommendation
It is recommended that:
1 . Report No. OCS2024 - 14 be received and adopted;
2. That Tender OCS RFT24-005 Sugarbush Drainage Improvements be awarded to
KJ Excavating Inc. in the amount of $1,858,354.00 plus HST;
3. That the Director, Operations and Community Services be authorized to execute
the appropriate agreements on behalf of the Township.
Background
The Sugarbush Drainage Improvement Project is a multi-faceted project being
coordinated between the Operations and Community Services and Environmental
Services Departments.
This project will be completed on Algonquin Trail, Mohawk Heights and Iroquois Ridge
and encompasses:
- Improvements to address drainage deficiencies (Algonquin Trail is the main
drainage outlet for the area). Works will consist of a combination of storm sewers
and open ditches along with the upsizing of the existing driveway culverts.
Operations and Community Services April 24, 2024
Report No. 2024-014 Page 1 of 4
Page 53 of 118
11 .b) OCS2024-14, Justin Metras, Manager, Infrastructure and Capital Pro...
- Improvements to the watermain infrastructure, including the installation of new
appropriately sized watermain and the transferring of the existing water services to
the new watermain.
- Road rehabilitation on all three roads, which will include pulverizing the existing
asphalt, placement of additional granular and new asphalt.
An advertisement for Tender OCS RFT24-005 Sugarbush Drainage Improvements was
posted on the Township website and advertised on the Biddingo (Government Contract
Portal) website. The Tenders were received on Thursday, March 28th,2024 at 2:00
p.m.
Eight (8) tender packages were received prior to the tender closing. No additional
tenders were received after the advertised closing date and time.
Analysis
The results of the tender "OCS RFT24-001 Culvert C27 Replacement" ranged from
$2,088,354.00 to $3,610,176.60 all of which includes a $230,0000 contingency
allocation. The top five are as follows:
KJ Excavating Leading Edge J.B. Duivenvoorden Ratcliff
Inc. Enterprises Haulage Excavating
$ 2,088,354.00 $2,496,994.00 $2,515,518.60 2,838,642.00 $3,008,310.86
All eight (8) submissions met the mandatory tender requirements.
Staff and the project consultant, Tatham Engineering have undertaken a review of the
submissions and verified the submission and references and are recommending that
tender OCS RFT24-005 Sugarbush Drainage Improvements be awarded to KJ
Excavating Inc.
A communication plan has been established for the project and will contain the following
elements:
a) Detailed communications to residents who will be impacted by the work
(construction notices);
b) Report back to Council in monthly project reporting.
Operations and Community Services April 24, 2024
Report No. 2024-014 Page 2 of 4
Page 54 of 118
11 .b) OCS2024-14, Justin Metras, Manager, Infrastructure and Capital Pro...
Financials
NAME OF BIDDER Algonquin Trail Mohawk Heights / Iroquois
Ridge
KJ Excavating Inc. (Contract $1,195,819.00 $662,535.00
Amount
Contingency allocations $130,000.00 $100,000.00
carried in Township budget)
HST (1.76) non- recoverable $23,334.41 $13,420.62
$1,349,153.41 $775,955.62
Geotechnical (carried in $10,000 $10,000.00
Township budget)
Utility relocates (carried in $10,000 $10,000.00
Township budget)
TOTAL BUDGET $1,369,153.41 $795,955.62
$2,165,109.03
The combined approved 2024 capital budget allocation for these projects (roads and
water) is $2,819,102.00. The market pricing has come in under the project budget
resulting in an anticipated projected positive variance of $653,992.97.
Policies/Legislation
• Purchasing and Tendering Procedures
Corporate Strategic Goals
• Community Safety
• Well Planned Development
Consultations
• Director, Operations and Community Services
• Director, Environmental Services
• Chief Financial Officer
Operations and Community Services April 24, 2024
Report No. 2024-014 Page 3 of 4
Page 55 of 118
11 .b) OCS2024-14, Justin Metras, Manager, Infrastructure and Capital Pro...
Conclusion
The results of tender OCS RFT24-005 Sugarbush Drainage Improvements reflect
competitive market pricing which has come in under the approved 2024 capital budget
allocations.
It is recommended tender OCS RFT24-005 Sugarbush Drainage Improvements be
awarded to KJ Excavating Inc.
Respectfully submitted,
Justin Metras C.E.T. CRS-S
Manager, Infrastructure and Capital Projects
Approvals: Date of Approval
Shawn Binns, Director, Operations and Community Services April 5, 2024
Michelle Jakobi, Director, Environmental Services April 5, 2024
Nelly Morrow, Director, Finance / CFO April 8, 2024
Robin Dunn, CAO April 17, 2024
Operations and Community Services April 24, 2024
Report No. 2024-014 Page 4 of 4
Page 56 of 118
11 .c) ES2024-04, Michelle Jakobi, Director, Environmental Services re: A...
4
Township o��«�i�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Michelle Jakobi, Director, Environmental Services
Meeting Date: April 24, 2024
Report No.: ES2024-04
Subject: Award for ES-RFQ2024-011, Supply & Delivery of One (1) Full Size '/2
Ton 4WD Crew Cab Pick Up Truck
Type: Requires Action
Motion No.:
Recommendation
1 . That Report No. ES2024-04 be received and adopted.
2. That ES-RFQ2024-011 , Supply & Delivery of One (1) Full Size '/2 Ton 4WD Crew
Cab Pick Up Truck be awarded to Jim Wilson Chevrolet Buick GMC in the
amount of$55,000.00 plus HST.
3. That the Director, Environmental Services be authorized to execute the
appropriate agreement on behalf of the Township.
4. That the bidders be thanked and notified under the Director, Environmental
Services signature.
Background
The approved 2024 Capital Budget included a provision for the replacement of one pick-
up truck to support Environmental Services.
ES-RFQ2024-011 was prepared and publicly posted on the Township's bid platform,
Biddingo on March 1 , 2024, as an invitation to those interested in submitting a
quotation. As stated in ES-RFQ2024-011 only electronic submissions were accepted,
and the Township reserved the right to reject any or all quotations, and the lowest or
any quotation will not necessarily be accepted.
Environmental Services April 24, 2024
Report No. ES2024-04 Page 1 of 3
Page 57 of 118
11 .c) ES2024-04, Michelle Jakobi, Director, Environmental Services re: A...
Analysis
During the bid posting period, there were no questions received and no addendums
were issued.
Quotations were received electronically on March 25, 2024, through the bid platform.
Furthermore, no quotations were received after the advertised closing date and time.
The results of ES-RFQ2024-011 received quotations were as follows:
NAME OF BIDDER Total (excluding HST
Finch Auto Group $53,681.50
Jim Wilson Chevrolet Buick GMC $55,000.00
Hanna Motors $63,556.00
Blue Mountain Chrysler $72,259.00
A review of the quotations was completed by Township staff to confirm the submissions
met the required specifications.
After review, it is recommended that the quotation from Jim Wilson Chevrolet Buick
GMC be accepted in the amount of $55,000.00 plus HST due to the delivery date
offered.
Financial/Legal Implications/ Risk Management
A capital allocation of$65,000 was approved in the Environmental Services 2024
budget for the provision of the replacement of one (1) pick-up truck.
In addition to the purchase price of the vehicle, there is a requirement for aftermarket
accessories such as a truck cap, roof beacon, corporate logo, and fleet identification.
These accessories will be added post-purchase and are expected to be completed
within the approved budget allocations.
Policies/Legislation
Purchasing and Tendering Procedures
Corporate Strategic Priorities
Financial Sustainability
Strengthen Operational Capacity
Environmental Services April 24, 2024
Report No. ES2024-04 Page 2 of 3
Page 58 of 118
11 .c) ES2024-04, Michelle Jakobi, Director, Environmental Services re: A...
Consultations
Supervisor, Environmental Services
Finance & Procurement Analyst
Attachments
None
Conclusion
The results of the quotations received reflect competitive market pricing to address the
approved Environmental Services 2024 fleet needs and within the 2024 approved
budget allocations.
As such, it is recommended that ES-RFQ2024-011 , Supply & Delivery of One (1) Full
Size '/2 Ton 4WD Crew Cab Pick Up Truck be awarded to Jim Wilson Chevrolet Buick
GMC in the quoted amount of $55,000.00 plus HST.
Respectfully submitted,
Michelle Jakobi, Director, Environmental Systems April 3, 2024
Approvals: Date of Approval
Nelly Morrow, Director of Finance / CFO April 8, 2024
Robin Dunn, CAO April 17, 2024
Environmental Services April 24, 2024
Report No. ES2024-04 Page 3 of 3
Page 59 of 118
11 .d) ES2024-05, Michelle Jakobi, Director, Environmental Services re: H...
4
Township o��«�i�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Michelle Jakobi, Director, Environmental Services
Meeting Date: April 24, 2024
Report No.: ES2024-05
Subject: Horseshoe Zone 1 Drinking Water Integration Fee Review
Type: Requires Action
Motion No.:
Recommendation
1 . That Report No. ES2024-05 be received and adopted.
2. That the Director, Environmental Services authorize KPMG LLP to complete the
Horseshoe Zone 1 Drinking Water Integration Fee review in accordance with
their quoted upset amount of $25,000.00 plus HST.
3. That the Horseshoe Zone 1 Drinking Water Integration project be paused
pending fee review.
Background
Integration of the Horseshoe Resort (Freed Developments) Zone 1 Drinking Water
System to the Municipal Horseshoe Highlands Drinking Water System has been an
integral part of the Township's capital and corporate strategic planning process for
several years.
On July 22, 2020, Council unanimously endorsed an updated Fees and Charges By-law
for Horseshoe Zone 1 Drinking Water Integration to the Horseshoe Highlands Municipal
Drinking Water System.
On March 13, 2024, Council received correspondence (Motion No. C240313-8) from
Deputy Mayor Lavoie requesting a re-evaluation of the Zone 1 Water Integration fees
and that Staff report on this matter.
Environmental Services April 24, 2024
Report No. ES2024-05 Page 1 of 3
Page 60 of 118
11 .d) ES2024-05, Michelle Jakobi, Director, Environmental Services re: H...
Analysis
Three (3) professional firms were contacted and quotations for services were requested;
however, only one (1) firm provided a quotation. A second firm confirmed that based on
their current commitments they could not look at the file until the earliest Q4 2024.
KPMG LLP advised on March 20, 2024 that the cost to complete the fee review is in the
order of$20,000-$25,000 plus HST with the upset limit depending on required
professional attendance and presentation during a scheduled Council meeting.
Upon reviewing the quotation and considering the historical work completed by KPMG
LLP on the Drinking Water Financial Plan, staff recommend KPMG LLP be authorized
to complete the Horseshoe Zone 1 Integration Fee review.
KPMG LLP has indicated that a report could be prepared within four (4) weeks of
authorization.
Financial/Legal Implications/ Risk Management
This Horseshoe Zone I Drinking Water Integration Fee review and report will be
completed as part of the Zone 1 Integration capital project. The review would take into
consideration realized costs to date and an updated forecast to complete the project
using 2024 cost estimates.
Staff recommends that the project will be paused pending rate review.
Policies/Legislation
Purchasing and Tendering Procedures
Corporate Strategic Priorities
Financial Sustainability
Well Planned Development
Strengthen Operational Capacity
Consultations
Director, Finance/Chief Financial Officer
Environmental Services April 24, 2024
Report No. ES2024-05 Page 2 of 3
Page 61 of 118
11 .d) ES2024-05, Michelle Jakobi, Director, Environmental Services re: H...
Attachments
None
Conclusion
Following the review of the quotation and considering the historical work completed by
KPMG LLP on the Drinking Water Financial Plan, staff recommend KPMG LLP be
authorized to complete the Horseshoe Zone 1 Integration Fee review per their quoted
upset amount of $25,000.00 plus HST.
Furthermore, the Horseshoe Zone 1 Integration Project be paused pending fee review.
Respectfully submitted,
Michelle Jakobi, Director, Environmental Systems April 8, 2024
Approvals: Date of Approval
Nelly Morrow Director of Finance / CFO April 8, 2024
Robin Dunn, CAO April 17, 2024
Environmental Services April 24, 2024
Report No. ES2024-05 Page 3 of 3
Page 62 of 118
11 .e) FES2024-02, Ralph Dominelli, Executive Staff Officer/Fire Chief re...
4
Township o��«�i�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Ralph Dominelli, Executive Staff Officer/Fire Chief
Meeting Date: April 24, 2024
Report No: FES2024-02
Subject: Award for FES-RFP24-010 for the Supply and Delivery of One
(1) Fire Pumper Truck
Type: Requires Action
Motion No.:
Recommendation
Be it resolved:
1. That Report No. FES2024-02 be received and adopted.
2. That FES-RFP24-010, Supply, and Delivery of One (1) Pumper Truck be awarded to
Dependable Emergency Vehicles in the amount of $947,476 plus HST and that a
$20,000 contingency fund be allotted.
3. That the Executive Staff Officer/Fire Chief be authorized to execute the appropriate
agreement on behalf of the Township.
4. That the bidders be thanked and notified under the Executive Staff Officer/Fire Chief
signature.
Background
The Fire & Emergency Services pumper apparatus was scheduled to be replaced in
2024 per the Township's replacement policy. The purchase of this replacement will
allow the Department to continue to meet current standards and best practices for fire
apparatus life cycles.
Fire & Emergency Services April 24, 2024
Report No. FES2024-02 Page 1 of 3
Page 63 of 118
11 .e) FES2024-02, Ralph Dominelli, Executive Staff Officer/Fire Chief re...
Staff prepared a Request for Proposal that included specifications required to meet the
needs of the Department for One (1) Fire Pumper Truck. FES-RFP24-010 was posted
on the Township's bid platform, Biddingo on March 11 , 2024.
It was identified within the proposal that preference would be given to available new in-
stock units that have a desirable delivery date and meet the needs of Oro-Medonte Fire
& Emergency Services (OMFES).
Analysis
FES-RFP24-010 closed on April 4, 2024, receiving four quotations from three different
companies. Two quotations were for in stock units and two were for ordered units.
NAME OF BIDDER IN STOCK DELIVERY TOTAL
DATE (excluding HST)
Carrier Emergency Vehicles Yes 90-120 Days $937,185.60
Dependable Emergency Vehicles Yes 30-60 Days $947,476.00
Dependable Emergency Vehicles No 90 Days $989,439.00
Commercial Truck Equipment No July 2025 $1,047,992.00
Corp.
OMFES staff reviewed all quotations to ensure all detailed specifications were met.
After reviewing the specifications and delivery dates, OMFES staff are recommending
the quotation from Dependable Emergency Vehicles be accepted in the amount of
$947,476 plus HST. Dependable Emergency Vehicles did meet all specifications and
offer the quickest delivery date. Also, OMFES has two similar pumper apparatus from
Dependable in the current vehicle fleet which assists with firefighter familiarity and
training.
Financial/Legal Implications/ Risk Management
The pumper apparatus was allocated a capital replacement reserve of $950,000.
As this is a stock unit, there could be changes required to compartments and shelving to
accommodate OMFES equipment. As such, staff is requesting a $20,000 contingency
fund with any unused funds being returned to the vehicle replacement capital reserve
fund, if not required.
Fire & Emergency Services April 24, 2024
Report No. FES2024-02 Page 2 of 3
Page 64 of 118
11 .e) FES2024-02, Ralph Dominelli, Executive Staff Officer/Fire Chief re...
Policies/Legislation
Purchasing and Tendering Procedures
Corporate Strategic Priorities
Financial Sustainability
Strengthen Operational Capacity
Consultations
Finance & Procurement Analyst
Director of Finance/CFO
Attachments
None
Conclusion
OMFES has received excellent value and service from Dependable Emergency
Vehicles through previous purchases of similar apparatus, as such, it is recommended
that FES-RFP24-010, Supply and Delivery of One (1) Fire Pumper Truck be awarded to
Dependable Emergency Vehicles for the sum of $947,476.00 plus HST and that a $
20,000 contingency fund be allotted for any changes required for OMFES equipment.
Respectfully submitted,
Ralph Dominelli, Executive Staff Officer/Fire Chief April 15, 2024
Approvals: Date of Approval
Nelly Morrow, Director Finance/CFO April 15, 2024
Robin Dunn, CAO April 17, 2024
Fire & Emergency Services April 24, 2024
Report No. FES2024-02 Page 3 of 3
Page 65 of 118
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
L
Woush- of
Staff Report Proud Heritage, Exciting Future
To: Council
From: Nelly Morrow, Director, Finance / Chief Financial Officer
Meeting Date: April 24, 2024
Report No.: F12024-05
Subject: 2023 Audit Planning Report
Type: Requires Action
Motion No.:
Recommendation
It is recommended that:
1 . That Report FI2024-05 be received and adopted.
2. That the Mayor and Deputy Mayor execute the Audit Planning Report for the year
ending December 31 , 2023 on behalf of Council.
3. And that the Municipal Audit Firm, Baker Tilly KDN LLP be appointed and
advised of Council's decision under the Director of Finance / Chief Financial
Officer signature.
Background
Each year the Township of Oro-Medonte (Township) receives the Audit Plan prepared
by the Municipality's external auditors, Baker Tilly KDN LLP, Chartered Professional
Accountants (the Auditors).
Section 296 (1) requires a municipality to appoint an auditor, licensed under the Public
Accounting Act, who is responsible for annually auditing the accounts and transactions
of the municipality and expressing an opinion on the financial statements based on the
audit.
Finance April 24, 2024
Report No. F12024-05 Pagel of 4
Page 66 of 118
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
The Audit Plan outlines the responsibilities involved with the audit, as well as the audit
approach and methodology that will be used by the Auditors to express an audit opinion
on the Consolidated Financial Statements for the Township.
Analysis
The audit plan report (Appendix A) provides Council with a high-level summary of the
steps involved in completing the audit and some of the tools the Auditor uses to arrive at
their opinion.
The Audit approach serves as a blueprint to ensure that tasks are completed in
accordance with generally accepted Canadian public sector accounting standards that
govern the audit process. The report includes the following key considerations:
Audit Plan and Risk
The risk-based approach focuses on audit work in areas that have a higher risk of being
materially misstated. In the municipal sector in general, areas of risk that are audited
include revenue recognition for grants, completeness of tangible capital assets (TCA)
additions, and reserve transfers where the Auditors will focus additional audit work to
ensure accuracy.
Materiality
Materiality for municipalities is based on a % of revenues or expenses as this is
reflective of how a municipality operates and the basis for preparing the budget which is
used to set the tax rates. Industry standards for this is 1 to 3%.
The Auditors used an estimate of normalized revenue based on the Township taxation,
user charges, penalties, and interest on taxes and investment income and then used a
factor of 2.5% which was then rounded down totaling $700,000.
It will be used in the development of audit procedures such as statistical sampling,
determining thresholds for analysis of items, evaluating the effect of any differences
identified, and the related impact on the financial statements. The threshold for reporting
misstatements is 5% of materiality or $35,000 for the 2023 audit.
Illegal Acts, Fraud, Intentional Misstatements and Errors
Audit procedures, including tests of accounting records, may not reveal all illegal acts.
They are not specifically designed to detect fraud or illegal activities, even if they
materially impact financial statements. However, if the Auditors suspect or become
aware of potential illegal acts or fraud, they will inform Council.
Finance April 24, 2024
Report No. F12024-05 Page 2 of 4
Page 67 of 118
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
The Auditors maintain professional skepticism throughout the audit, acknowledging the
possibility of fraud despite past experience of the honesty and integrity of the
Township's management and Council. It is management's responsibility to prevent and
detect illegal actions, and any such instances that Council or staff become aware of
must be disclosed to the Auditors.
Related Party Transactions
Related parties exist when one party has the ability to exercise, directly or indirectly,
control, joint control, or significant influence over the other. Two or more parties are
related when they are subject to common control, joint control or common significant
influence.
The disclosure obligations concerning transactions involving related parties are outlined
in Section 2200 Related Party Disclosures, encompassing various factors to be taken
into account. Disclosure is generally required when a transaction occurs between
related parties at a value different from what would have been negotiated between
unrelated parties, or when a transaction has, or could potentially have, a significant
financial impact on the financial statements.
Council Members' Responsibilities
Council serves as an objective intermediary between the Auditor and management,
ensuring that governance and audit matters are addressed. Their duties include being
available to assist in audit planning, meeting with Auditors as needed, reviewing auditor-
raised issues with management, and reporting back to Auditors.
They are expected to disclose any governance, fraud, illegal acts, or non-compliance
matters to Auditors, provide guidance on additional audit work, inquire into audit findings
regarding governance and internal controls, and review draft financial statements for
accuracy before approval.
Significant Accounting Principles and Policies
PS 3280 - Asset Retirement Obligations applies to fiscal years beginning on or after
April 1 , 2022, and to all entities that use the Public Sector Accounting Standards
(PSAS).
The new standard was issued by Public Sector Accounting Standards Board (PSAB) to
address the accounting treatment of retirement activities related to tangible capital
assets arising from legal or contractual obligations such as obligations to retire buildings
with asbestos or underground fuel storage tanks. Implementing the standard will require
municipalities to recognize obligations previously out of the scope of accounting
standards. This will require additional work for Township staff and the use of exterior
consultants.
Finance April 24, 2024
Report No. F12024-05 Page 3 of 4
Page 68 of 118
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
Financial/Legal Implications/ Risk Management
The Audit Plan is heavily dependent on staff resources from both Finance as well as
other Township departments for financial statement preparation. The audit fee for
services for 2023 is $ 36,250.00 plus HST. This fee includes an Independent Auditor's
Report, preparation of Financial Statements, and preparation of the Financial
Information Return (FIR). Sufficient funding was included in the 2023 Operating Budget.
Policies/Legislation
Section 296 of the Municipal Act, 2001
Corporate Strategic Priorities
Financial Sustainability
Consultations
None
Attachments
Appendix A 2023 Oro-Medonte Audit Planning Report
Conclusion
The Audit Planning Report outlines the auditor's plan and audit approach for the 2023
audit, as well as other matters pertinent to the audit.
The Auditors request that the Mayor and Deputy Mayor sign the report on behalf of
Council as an acknowledgment to ensure there is a clear understanding of the
responsibilities of the parties involved.
The audit is anticipated to be completed no later than May 2024, at which time the
Auditor will communicate the findings of the audit to Council.
Respectfully submitted,
Nelly Morrow, Director, Finance / Chief Financial Officer April 10, 2024
Approvals: Date of Approval
Robin Dunn, CAO April 17, 2024
Finance April 24, 2024
Report No. F12024-05 Page 4 of 4
Page 69 of 118
• P
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Township of Oro-Medonte
2023 Audit
Prepared by Baker Tilly KDN LLP C
April 9, 2024 bakertitty
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
Purpose of the report
To Members of Council:
We have been engaged to express an audit opinion on the consolidated financial statements of the
Township of Oro-Medonte ("the Township") in accordance with Canadian Public Sector Accounting
Standards for the year ended December 31, 2023, as outlined in our engagement letter dated April
9, 2024.
The purpose of this report is to communicate certain matters related to the planning of our audit
that we believe to be of interest to you.
This report is confidential and is intended solely for the information and use of Council. No
responsibility for loss or damages, if any, to any third party is accepted as this report has not been
prepared for, and is not intended for, and should not be used by, any third party or for any other
purposes.
Yours very truly,
$a.k�reuyxvN Z Z P
Chartered Professional Accountants, Licensed Public Accountants
Per: Richard Steiginga, CPA, CA
We look forward to discussing the contents of this report
and answering any questions you may have.
Now, • tomorrow
11 -05, Nelly Morrow, Director, Finance/Chi ancia
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Table of contents
4 Overview and audit approach
6 Materiality
7 Data analytics
8 Other matters
Appendices
Appendix A— Responsibilities
3 Page 72 of 118
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
Overview and audit approach
Key audit dates
Year end testing —May 2024
Audit approach
Our audit of the consolidated financial statements will be conducted under generally accepted
Canadian auditing standards and is designed to obtain reasonable, rather than absolute, assurance
as to whether the consolidated financial statements are free of material misstatement. We develop
our audit approach based on the risk assessment and understanding of control systems design and
implementation. Our risk assessment is based on our understanding of the Township, industry,
ratepayer and supplier relationships, and analysis of financial information provided prior to the start
of the audit.
Engagement team
The key individuals involved in the audit:
Richard Steiginga, Engagement Partner— rsteiainga(@bakertillv.ca, (705)742-3418 ext. 248
Cameron Heffernan, Supervisor —ccheffernan(@bakertilly.ca, (705)742-3418 ext. 277
Now, • tomorrow
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
Audit plan
Our risk-based approach focuses on obtaining sufficient appropriate audit evidence to reduce the
risk of material misstatement in the consolidated financial statements to an appropriately low level.
This means that we will focus our audit work on areas that have a higher risk of being materially
misstated.
Management is responsible for the accounting estimates included in the consolidated financial
statements. Estimates and the related judgements and assumptions are based on management's
knowledge of the business and past experience about current and future events.
Based on our knowledge of the municipal sector, we have identified some of the following areas
that have a potentially higher risk of a material misstatement. These may or may not be applicable
to the Township as this our initial audit of the Township.
Area of audit emphasis Planned procedures
Grant revenue recognition Testing and reconciliation of significant grants to terms of
funding agreement to ensure that amounts recognized are
appropriate and that any related deferrals or amounts receivable
are fairly stated.
Capitalization of tangible capital assets Review of typical capital expense accounts to ensure applicable
amounts have been capitalized
Reserve and reserve fund transfers Reconciliation of amounts transferred to and from reserves and
reserve funds to ensure that year end balances are fairly stated.
Now, for
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
Materiality
Materiality is the term used to describe the significance of financial statement information to
decision makers.An item of information, or an aggregate of items, is material if it is probable that its
omission or misstatement would influence or change a decision. Materiality is a matter of
professional judgement in the particular circumstances.
Materiality will be used throughout the audit and in particular when:
• Identifying and assessing risk of material misstatement;
• Determining the nature, timing and extent of further audit procedures; and
• Evaluating the effect of uncorrected misstatements, if any, on the consolidated financial
statements and in forming an opinion in the auditor's report.
We set our materiality at $700,000 (2022 - $700,000).
Materiality was calculated as a percentage of total revenue.
The base and percentage applied in the current year are
consistent with those used in the prior audit.
Now, for
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
Data analytics
We may integrate various automated tools and techniques throughout our audit, owing to our
continuing dedication to enhancing the relevance and value of the audit process. By incorporating
data analytics into our audit process, we are better able to identify potential risks around financial
reporting, including fraud and error. Through the use of analytics, we are able to enhance the
quality of our audits by relying less on sampling while reviewing complete data sets.
We're always looking for innovative ways to evolve our current practices to better equip our staff,
improve your experience through the various audit phases and help support your business
success.
Specific areas where we may choose to use these tools:
We may leverage data analytics tools to identify risk areas, unusual
Planning and risk transactions and trends through an improved understanding of your
assessment operations and associated risks, including the risk of fraud. This allows us to
more effectively design procedures to specifically target the identified risks.
Journal entry We may leverage data analytics tools to identify transactions more
testing susceptible to management override of controls by applying processes
designed to analyze multiple criteria at once.
Identification of By examining 100% of the items in certain populations, where deemed
misstatements relevant, we are able to lower the risk of missing possible misstatements.
Two-way By gaining insight through our ability to analyze greater volume of
communication transactions, we engage your team in focused discussions about your
with your team operations.
Reporting Where deemed relevant, we will provide a summary of results obtained
through application of various data analytics tools to you.
Now, • tomorrow
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
Other matters
Independence
We advise you that we are not aware of any relationships between the Township and our firm that, in
our professional judgement, may reasonably be thought to bear on our independence.
We confirm we are independent of the Township.
Fraud Discussion
Our procedures with respect to fraud and illegal acts are outlined in Appendix A.
If you have any knowledge of actual, suspected or alleged fraud or illegal acts, we ask that you
inform us.
Responsibilities
Refer to Appendix A for discussion on responsibilities.
Now, • r tomorrow 8 bakertitty
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
Conclusion
Should any member of Council wish to discuss or review any matter addressed in this report or any
other matters related to financial reporting, please do not hesitate to contact us at any time.
Are you aware of any frauds, illegal acts or management override of internal controls at the Township?
Yes/ No(please circle one)
If yes, please contact our office immediately.
Acknowledgement of Council:
We have read this report.
Name, Position Signature
Name, Position Signature
Now, • r tomorro
11 .f) F12024-05, Nelly Morrow, Director, Financ ief Financial Officer...
All
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Appendices
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Appendix A— Responsibilities
Page 79 of 118
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
Appendix A - Responsibilities
Our responsibilities as auditor
As stated in the engagement letter, our responsibility as auditor of the Township is to express an
opinion on whether the consolidated financial statements present fairly, in all material respects, the
financial position, results of operations and cash flows of the Township in accordance with
Canadian Public Sector Accounting Standards.
An audit is performed to obtain reasonable but not absolute assurance as to whether the
consolidated financial statements are free of material misstatement. Due to the inherent limitations
of an audit, there is an unavoidable risk that some misstatements of the consolidated financial
statements will not be detected (particularly intentional misstatements concealed through
collusion), even though the audit is properly planned and performed.
Our audit includes:
• Assessing the risk that the consolidated financial statements may contain material
misstatements that, individually or in the aggregate, are material to the consolidated financial
statements taken as a whole;
• Examining, on a test basis, evidence supporting the amounts and disclosures in the
consolidated financial statements;
• Assessing the accounting principles used, and their application;
• Assessing the significant estimates made by management;
• Concluding on the appropriateness of management's use of the going concern basis of
accounting and, based on the audit evidence obtained, whether a material uncertainty exists
related to events or conditions that may cast significant doubt on the Township's ability to
continue as a going concern;
• Evaluating the overall presentation, structure and content of the consolidated financial
statements, including the disclosures, and whether the consolidated financial statements
represent the underlying transactions and events in a manner that achieves fair presentation.
Now, for • • •
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
Our responsibilities as auditor (continued)
As part of our audit, we obtain a sufficient understanding of the operations and internal control
structure of the Township to plan the audit. This includes management's assessment of:
• The risk that the consolidated financial statements may be materially misstated as a result of
fraud and error;
• The internal controls put in place by management to address such risks.
The engagement team undertakes a documented planning process prior to commencement of the
audit to identify concerns, addresses independence considerations, assesses the engagement
team requirements, and plans the audit work and timing.
An audit does not relieve management or those responsible for governance of their responsibilities
for the preparation of the Township's consolidated financial statements.
The firm maintains a system of quality management that supports the consistent performance of
quality audit engagements.
Illegal acts, fraud, intentional misstatements and errors
Our auditing procedures, including tests of your accounting records, are limited to those considered
necessary in the circumstances and will not necessarily disclose all illegal acts should any exist.
Under CAS, we consider the Township's control environment, governance structure, circumstances
encountered during the audit and the potential likelihood of fraud and illegal acts occurring.
These procedures are not designed to test for fraudulent or illegal acts, nor will they necessarily
detect such acts or recognize them as such, even if the effect on the consolidated financial
statements is material. However, should we become aware that an illegal or possibly illegal act or
act of fraud may have occurred, other than one considered clearly inconsequential, we will
communicate directly to Council.
It is our responsibility to maintain professional skepticism throughout the audit. This recognizes the
possibility that a material misstatement due to fraud could exist, notwithstanding our past
experience of the honesty and integrity of the Township's management and Council.
It is management's responsibility to detect and prevent illegal action. If such acts are discovered
or Council members become aware of circumstances under which the Township
may have been involved in fraudulent, illegal or regulatory non-compliance situations, such
circumstances must be disclosed to us.
Now, for • • •
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
Related party transactions
During our audit, we conduct various tests and procedures to identify transactions considered to
involve related parties. Related parties exist when one party has the ability to exercise, directly
or indirectly, control, joint control or significant influence over the other. Two or more parties are
related when they are subject to common control, joint control or common significant influence.
Related parties also include management, directors and their immediate family members and
companies with which these individuals have an economic interest.
Council member responsibilities
Council's role is to act in an objective, independent capacity as a liaison between the auditor and
management to ensure the auditors have a facility to consider and discuss governance and audit
issues with parties not directly responsible for operations. Council's responsibilities include:
• Being available to assist and provide direction in the audit planning process when and
where appropriate;
• Meeting with the auditors as necessary and prior to release and approval of the consolidated
financial statements to review audit, disclosure and compliance issues;
• Where necessary, reviewing matters raised by the auditor with appropriate levels of management,
and reporting back to the auditors their findings;
• Making known to the auditor any issues of disclosure, corporate governance, fraud or illegal acts,
non-compliance with laws or regulatory requirements that are known to them, where such matters
may impact the consolidated financial statements or Independent Auditor's Report;
• Providing guidance and direction to the auditor on any additional work the auditor feels should be
undertaken in response to issues raised or concerns expressed;
• Making such enquiries as appropriate into the findings of the auditor with respect to corporate
governance, management conduct, cooperation, information flow and systems of internal controls;
• Reviewing the draft consolidated financial statements, including the presentation, disclosures and
supporting notes and schedules for accuracy, completeness and appropriateness, and approving
same.
At the end of our audit, we are required to evaluate, as part of our audit, whether the two-way
communication between us and Council has been adequate for the purposes of the audit.
Now, for • • •
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
Management's responsibilities
Management is responsible for:
• The preparation and fair presentation of the consolidated financial statements;
• Establishing and maintaining an adequate internal control structure and procedures for financial
reporting, including the design and maintenance of accounting records, recording transactions,
selecting and applying accounting policies, safeguarding of assets and preventing and detecting
fraud and error;
• Ensuring completeness of information with regards to financial records and data and providing us
with information on non-compliance, illegal acts, related party transactions;
• Ensuring proper recognition, measurement and disclosure with respect to selection of accounting
policies, significant assumptions, future plans, related party transactions, any claims and possible
claims, contingent gains and losses and subsequent events;
• Providing to us a written confirmation of significant representations.
Management's responsibilities are outlined in detail in our engagement letter.
Now, for • • •
11 .f) F12024-05, Nelly Morrow, Director, Finance/Chief Financial Officer...
Baker Tilly KDN LLP
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Across our advisory service lines, we get to the essence • Mergers&Acquisitions
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• Financial and Risk Management Navigating through the maze of information technology
• Government Funding Applications needs and business optimization planning is a challenge
• Succession Planning to most businesses in today's evolving world.
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Now, • r tomorro
24-05, Nelly Morrow, Director,- ce/Ch i a er:-..
q.
Thank
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Yak
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Ap
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11 .g) F12024-06, Nelly Morrow, Director, Finance/Chief Financial Officer...
4
Township o��«�i�
Staff Report Proud Heritage, Exciting Future
To: Council
From: Nelly Morrow, Director of Finance / Chief Financial Officer
Meeting Date: April 24, 2024
Report No.: F12024-06
Subject: 2024 Final Tax Levy
Type: Requires Action
Motion No.:
Recommendation
It is recommended:
• That Report No. FI2024-06 be received; and
• That the applicable Tax Rate By-law 2024-044, A By-law to adopt the
estimates of all amounts required during the year and for levying the tax rates
for the year 2024 be enacted;
• That the Director, Finance / Chief Financial Officer be authorized and directed
to do all things necessary to give effect to this resolution.
Background
The purpose of this report is to enable the billing and collection of final property tax for
2024.
Final property tax levies are provided for under Section 312 of the Municipal Act, 2001 .
This section provides that municipalities shall pass a by-law levying as specified in the
By-law No. 2024-044, a separate tax rate, on the assessment in each property class in
the local municipality for all property rateable for municipal purposes.
Finance April 24, 2024
Report No. 2024-06 Page 1 of 4
Page 86 of 118
11 .g) F12024-06, Nelly Morrow, Director, Finance/Chief Financial Officer...
The County of Simcoe (County) passed a by-law in April 2024 establishing tax ratios as
per bill No. 7069-24 A By-law to Establish County Rates and Tax Ratios for the Year
2024. The Education tax rates are set by the Province of Ontario through the Ontario
Regulation 400/98 under the Education Act which has not changed for the 2024 tax
year.
The Township of Oro-Medonte (Township) is a lower-tier municipality and as such is
required to collect the County and Education tax levies and forward to them these
amounts regardless of whether tax payments are received by the Township.
Section 290 of the Municipal Act, 2001, as amended, states that a local municipality
shall in each year prepare and adopt a budget including an estimate of all sums
required during the year for the purposes of the municipality. On March 27, 2024,
Council approved the Townships 2024 Budget resulting in a 4.5% combined property
tax increase.
Analysis
Council approves the 2024 Final Tax Billing By-law No. 2024-004 to allow for the billing
and collection of the 2024 final tax levy. The By-law sets the tax rates for the various
property tax classes and establishes the tax installment due dates.
The total levy collected for all levels of Government is $54,044,901. This is made up of
the Township's levy requirement of$28,115,505, the County's levy requirement of
$15,874,383, and the Province of Ontario's levy requirement of $10,055,013.
Final Property Tax and Due Dates
The 2024 final levy is calculated by multiplying the Education, County, and Township
tax rates in the corresponding tax class by the property assessment value. Tax classes
and current value assessments are assigned by the Municipal Property Assessment
Corporation (MPAC).
Due to the re-assessment freeze, the average value of a single-detached home for
2024 has remained largely the same compared to last year. In 2024, the average value
of a single-detached home in the Township increased to $437,000 from $432,000 in
2023.
The 2024 final tax levy will be payable in two (2) installments due on or before
Wednesday, July 31st, 2024, and Friday, September 27th, 2024.
Taxes for properties enrolled in the Township's pre-authorized payment plan or deferred
payment plan will continue to be payable based on the approved payment plan. These
amounts are withdrawn from the enrolled taxpayer's account per the agreement entered
into with the Township.
Finance April 24, 2024
Report No. 2024-06 Page 2 of 4
Page 87 of 118
11 .g) F12024-06, Nelly Morrow, Director, Finance/Chief Financial Officer...
Tax Ratios and Rates
Schedule `A' attached to the by-law lists the proposed tax ratios required to raise the
approved 2024 Township tax supported budget requirements of $28,115,505. This
results in an average municipal (Township share only) increase to a property owner with
a residential property assessed at $437,000 of 6.35% or $138.33.
The County of Simcoe sets the property tax rates they require to fund their budget and
the Towhip's portion is $15,874,383. This represents 7.62% of the total County levy.
Based on the average single-detached home of $437,000, this results in an average
increase to a property owner of 3.70% or $46.70.
The Province of Ontario has provided the education property tax rates for 2024. The
Residential tax rate has been set at a uniform rate for the entire province at 0.153000%,
which is the same rate used in 2023 therefore there will be no increase in the education
portion of a property owner's final taxes for 2024.
Financial/Legal Implications/ Risk Management
The 2024 average single-detached residential property valued at $437,000 will
experience a final property tax increase of $185.02 compared to 2023.
The final residential tax rate for 2024 will be 0.982949%. An average residential
property in the Township of Oro-Medonte with a 2024 assessment of$437,000 will pay
an annual property tax of $4,295.49.
2023 Est. Est. Property % Chg
Increase Tax
Average Household Value $100,000
Township 498.80 31.68 530.48 6.35%
County of Simcoe 288.80 10.69 299.49 3.70%
Education 153.00 - 153.00 0.00%
Total 940.60 42.37 982.97 4.50%
Average Household Value $437,000
Township 2,179.74 138.33 2,318.07 6.35%
County of Simcoe 1 ,262.06 46.70 1 ,308.76 3.70%
Education 668.61 - 668.61 0.00%
Total 4,110.41 185.02 4,295.43 4.50%
Finance April 24, 2024
Report No. 2024-06 Page 3 of 4
Page 88 of 118
11 .g) F12024-06, Nelly Morrow, Director, Finance/Chief Financial Officer...
Policies/Legislation
Municipal Act, 2001, S.O. 2001, c. 25, s.312
Municipal Act, 2001, S.O. 2001, c. 25, s.290
Corporate Strategic Priorities
Financial Sustainability
Consultations
None
Attachments
By-law 2024-044 - A By-law to adopt the estimates of all amounts required during the
year and for levying the tax rates for the year 2024
Conclusion
The Municipal Act, Section 312, requires a municipality to levy, on all rateable
properties, a final tax levy. To enable the Township to bill and collect the 2024 final tax
levy, Staff are requesting that Council approve the 2024 Final Tax Interim By-law No
2024-044.
Respectfully submitted,
Nelly Morrow, Director of Finance / Chief Financial Officer April 17, 2024
Approvals: Date of Approval
Robin Dunn, CAO April 17, 2024
Finance April 24, 2024
Report No. 2024-06 Page 4 of 4
Page 89 of 118
12.a) ES2024-06, Michelle Jakobi, Director, Environmental Services re: U...
r
T( h' a
Staff Report Proud Heritage, Exciting Future
To: Council
From: Michelle Jakobi, Director, Environmental Services
Meeting Date: April 24, 2024
Report No.: ES2024-06
Subject: User Fee Streetlights, Exemption from Taxation By-Law
Type: For Information Only
Motion No.:
Recommendation
1 . That Report No. ES2024-06 be received for information only.
Background
On July 12, 2023, Council, through Motion No. 20230712-8 directed staff as follows:
• to continue to apply user fees for streetlights to all properties within a registered
Plan of Subdivision and/or identified settlement area for 2023;
• to update the Taxation By-law in 2024 to reflect an exemption of those properties
without streetlights directly on their street.
On April 24, 2024, the Director of Finance / Chief Financial Officer also brought forward
Report F12024-06, 2024 Final Tax Levy and the associated updated Taxation By-law to
adopt the tax rates for the year 2024 which included user fee streetlight areas.
Analysis
To support the Finance Department in preparing the updated 2024 Taxation By-law,
Environmental Services staff completed an internal audit of streetlight user fee areas.
This audit focused on updating user fee streetlighting areas as a result of the
development assumption process and adhering to the Council-directed revised criteria
for streetlight exemption as provided in July 2023.
Environmental Services April 24, 2024
Report No. ES2024-06 Page 1 of 3
Page 90 of 118
12.a) ES2024-06, Michelle Jakobi, Director, Environmental Services re. U...
In summary, the 2024 Streelight audit determined the following:
• the addition of 144 properties as a result of development assumption;
• the removal of 50 properties as a result of the 2023 Council revised exemption
criteria;
• resulting total of 2956 properties are subject to the user fee streetlight charge.
The Finance Department was provided with the updated information to support the
preparation of the Taxation By-law and related billing.
Financial/Legal Implications/ Risk Management
The additions and exemptions outlined above to user fee streetlight revenue were
considered in the preparation of the 2024 Operating Budget.
The Finance Department was provided with the list of properties subject to user fee
streetlight charges for 2024, including area identification, municipal address, and roll
number as well as a specific identification for those properties exempt from the charge.
Policies/Legislation
Purchasing and Tendering Procedures
Corporate Strategic Priorities
Financial Sustainability
Strengthen Operational Capacity
Consultations
Director of Finance / Chief Financial Officer
Environmental Services Analyst
Attachments
None
Environmental Services April 24, 2024
Report No. ES2024-06 Page 2 of 3
Page 91 of 118
12.a) ES2024-06, Michelle Jakobi, Director, Environmental Services re: U...
Conclusion
Environmental Services staff have ensured that Council direction provided by Motion
No. 20230712-8 has been completed and the Finance Department advised accordingly
for preparation of the Taxation By-law and related billing.
Respectfully submitted,
Michelle Jakobi, Director, Environmental Systems April 22, 2024
Approvals: Date of Approval
Nelly Morrow, Director of Finance / Chief Financial Officer April 22, 2024
Donna Hewitt per Robin Dunn, CAO April 22, 2024
Environmental Services April 24, 2024
Report No. ES2024-06 Page 3 of 3
Page 92 of 118
15.a) Correspondence dated April 10, 2024 from Ministry of Municipal Aff...
Ministry of Municipal Affairs Ministere des Affaires municipales
and Housing et Logement
Municipal Services Division Division des services aux municipalites Ontario
777 Bay Street,16"Floor 777,rue Bay,16e etage
Toronto ON M7A 2J3 Toronto ON M7A 2J3
Telephone:416-585-6427 Te1ephone:416-585-6427
Fax.:416 585-6882 Te1ec.:416 585-6882
234-2024-1586
April 10, 2024
Yvonne Aubichon,
Township of Oro-Medonte
148 Line 7 South,
Oro-Medonte ON LOL2E0
vaubichon(a-)oro-medonte.ca
Dear Yvonne Aubichon,
Subject: Minister's Zoning Order Ontario Regulation 609/20 in the Township of
Oro-Medonte
I am writing to advise you that the Minister of Municipal Affairs and Housing has come
to a decision regarding the proposed revocation of O. Reg. 609/20, a zoning order that
applies to lands located at 561 Line 7 North in the Township of Oro-Medonte.
On December 13, 2023, the Ministry of Municipal Affairs and Housing initiated a 45-day
consultation on the proposed revocation of O. Reg. 609/20, based on limited progress
being made on the subsequent approvals needed for project implementation. Based on
the information received, further progress has not been demonstrated and O. Reg.
609/20 has been revoked through O. Reg 165/24. See here for more details: Notice of
Proposed Revocation: Minister's Zoning Order - Ontario Regulation 609/20 1
Environmental Registry of Ontario
The site continues to be subject to the in effect municipal zoning by-law.
Sincerely,
Original signed by
Hannah Evans,
Assistant Deputy Minister
Page 93 of 118
15.b) Correspondence dated April 8, 2024 from Orillia Public Library re:...
Irll'111��1 �I I
rillia Public
Memo Library
To: Shawn Binns, Director, Operations & Community Services, Township of Oro-
Medonte via Janette Teeter, Deputy Clerk, Township of Oro-Medonte
From: Melissa Robertson, Director of Corporate and Operational Services,
Orillia Public Library
Cc: Meagan Wilkinson, CEO, Orillia Public Library
Date: April 8, 2024
Subject: Township of Oro-Medonte Statistics: March 2024
Township of Oro-Medonte monthly statistics below, please contact me if you have any
questions or concerns.
Township of Oro-Medonte
Borrower Type Number of Number of members Check Outs and
members* —borrowing Renewals
April 1, 2024 Mar 1-31, 2024 Mar 1-3192024
Township of Oro- 1 ,326 441 3,850
Medonte Adult
Township of Oro- 269 79 61
Medonte Child
Township of Oro- 42 11 43
Medonte Youth
Township of Oro- 0 0 0
Medonte
Housebound
E-Access 73 N/A N/A
Total 1,710 531 4,554
Borrowing statistics on this chart are limited to the circulation of physical items, including books,
magazines, DVDs, CDs, books on CD, video games, etc.
Not represented in the above figures are e-book, e-audiobook or e-magazine downloads, music
downloads, online access to database, or program attendance.
*Number of members subject to final verification by Orillia Public Library.
Page 94 of 118
15.c) Correspondence dated April 8, 2024 from Severn Sound Environmental...
From: Chair Gino Moretti and Vice Chair Ryan Sorenson, Great Lakes and St. Lawrence Cities Initiative
<admin@glslcities.org>
Sent:April 8, 2024 10:31 AM
To:Julie Cayley<JCayley@severnsound.ca>
Subject: [EXTERNAL] Join us in Montreal this May as we begin to transform our region into the Blue-
Green Cooridor
UALLIANCE DES VILLES
DES GRANDS EACS ET DU SAINT-EAURENT
GREAT LAKES AND ST.LAWRENCE
CITIES INITIATIVE
• Conference
to 17 2024
Marriott
Montreal QC
Economic
Transformation
Topping into Water
Sustainable Prosperity
0 -
r
La Transformation
_, . •source.
prosp(§nr6 durable
f. �
Corporation de Gestion The St.Lawrence
Presente par/Presented by de la Voie Maritime Seaway Management
du Saint-Laurent Corporation
Greetings:
Page 95 of 118
15.c) Correspondence dated April 8, 2024 from Severn Sound Environmental...
We hope this message finds you well. We are thrilled about our upcoming Annual
Conference in Montreal, QC from May 15 to 17 and hope you will be joining us. This
event holds significant importance as we embark on our journey to transform our
region into the BLUE-GREEN CORRIDOR.
This transformation will include several crucial steps, including attracting
environmentally sustainable businesses to our communities, revolutionizing our
energy grid and infrastructure to phase out carbon emissions, and establishing a
comprehensive multi-model transportation corridor to bolster trade and tourism
opportunities.
To provide you with a glimpse into the essence of our conference, please view this
special video that captures our vision for our region.
Hotel rooms at our conference venue—the Marriott Chateau Champlain—are
filling up quickly, and our early bird registration rate is wrapping up soon.
Therefore, we urge you to register for the event and reserve your hotel room as soon as
possible!
Page 96 of 118
15.c) Correspondence dated April 8, 2024 from Severn Sound Environmental...
We both eagerly anticipate your participation in Montreal. Your insights and
contributions will be invaluable as we begin to shape the future of our region.
[REGISTER]
[BOOK MY HOTEL ROOM]
[FIND OUT MORE ABOUT THE CONFERENCE]
Please feel free to reach out if you have any questions or require further information.
Kindest Regards,
Gino Moretti, Chair, Great Lakes and St. Lawrence Cities Initiative
Mayor, Saint-Anicet, QC
Ryan Sorenson, Vice-Chair, Great Lakes and St. Lawrence Cities Initiative
Mayor, Sheboygan,WI
Page 97 of 118
15.c) Correspondence dated April 8, 2024 from Severn Sound Environmental...
Great Lakes and St. Lawrence Cities Initiative / L'Alliance des villes des Grands Lacs et du
Saint-Laurent I P.O. Box 1332, New Lenox, IL 60451
Unsubscribe icavlevCa)severnsound.ca
Update Profile I Constant Contact Data Notice
Sent by admin()glslcities.org powered by
(: Constant
G,/ Contact
Try email marketing for free today!
Page 98 of 118
16.a) Correspondence dated April 4, 2024 from Lisa Groves, Barrie Automo...
Mailing: PO Box 210, Oro-Medonte, ON LOL 2X0
MFMAV Phone: 705-487-3663
Website:www.thebafm.com
-,r i Email:info@thebafm.com
April 4,2024
Township of Oro-Medonte
148 Line 7 South
Oro-Medonte,ON
LOL 2E0
Via Email—sbinns@oro-medonte.ca
Dear Mayor, Council &Staff,
Once again I am asking for our 2 annual events held in Oro-Medonte to be considered as municipally significant. I
have provided the dates for 2024 below.This letter is to comply with the AGCO requirement of written notice being
provided to several different government agencies.
June 6th-9th 2024 40 th Annual Spring Barrie Automotive Flea Market
Sept 5`h—9" 53rd Annual Fall Barrie Automotive Flea Market
For more than 14 years the Barrie Automotive Flea Market has been awarded the distinction of one of the Top 100
Festivals & Events in Ontario. Here is an excerpt from the press release:
"Festivals and Events Ontario(FEO) is proud to announce the 2024Top 100 Festivals&Events in Ontario. These Top 100
recipients represent festivals and events that excel within the industry. The FEO Top 100 Awards program recognizes
festivals and events for their excellence in creativity, community engagement and overall event experience."
Thank you in advance for the letter designating the Barrie Automotive Flea Market as Municipally Significant.We are
proud to be a leader in the tourism industry in Ontario, especially Oro-Medonte.
Si rely,
Lisa G v
Bar ie Automotive Flea Market
CC.
Clerk's Department iteeter@oro-medonte.ca
OPP—CoyerYateman coyer.yateman@opp.ca
-Joe Pileggi giuseppe.pileggi@opp.ca
Fire Chief—Hugh Murray hmurray@oro-medonte.ca
AGCO—Stephen Hetherington stephen.hetherington@agco.ca
County of Simcoe Paramedics—sarah.mills@simcoe.ca
SMDHU—Robert Townes robert.townes@smdhu.org
Page 99 of 118
16.b) 4.30 p.m. Ewart ntegrity Commissioner (I.C.) re: Written...
EWART
O'DWYER
Barristers and Solicitors
THE CORPORATION OF THE TOWNSHIP OF ORO-MEDONTE
TO: Yvonne Aubichon, Municipal Clerk
AND TO: Municipal Council
DATE: April 19, 2024
SUBJECT: Council Code of Conduct—POL—ADM—24, Sections 4.1 (a), (c), (f) and (h)
PURPOSE
This is a report to Council following an inquiry under Section 223.4.1 of the Municipal Act, 2001
from a complaint that a member of council had allegedly contravened and Sections 4.1 (a), (c),
(f) and (h) of the Council Code of Conduct—POL-ADM-24.
PROCESS
Section 223.4.1 of the Municipal Act, 2001, allows for an elector or a person demonstrably
acting in the public interest to apply in writing to the Integrity Commissioner for an inquiry
concerning an alleged contravention of the Municipal Code of Conduct by a member of council
or a member of a Local Board.
Municipal Integrity Commissioners in Ontario have the jurisdiction to conduct inquiries into
applications when it is alleged that council members or members of Local Boards have
contravened the provisions of the Municipal Code of Conduct.
311 George Street North,Suite 103,Peterborough, ON K9J 3H3 Tel;(705)874-0404—Fax.(705)874-1165 www.ewartodwyer.com
*M.John Ewart Certified by the Law Society as a Specialist in Municipal Law-Local Govern men t/LanPgFgV4aJrNc@J"&pment
i
16.b) 4.30 p.m. Ewart O'Dwyer, Integrity Commissioner (I.C.) re: Written...
2
At the end of the inquiry, the Integrity Commissioner shall determine if the member of council
has contravened the Municipal Code of Conduct. In the case at hand, the relevant Code of
Conduct is Oro-Medonte Policy POL-ADM-24, Sections 4.1(a), (c), (f) and (h).
Section 223.4.1 (17) of the Municipal Act, 2001, requires the Integrity Commissioner to publish
written reasons for any decision reached as a result of an inquiry having been conducted.
The Application as received requesting an inquiry as to an alleged contravention of the
Municipal Code of Conduct did serve to satisfy the minimum requirements of Section 222.4.1 of
the Municipal Act, 2011.
The Application sets out the reasons for believing that the member had contravened the
Municipal Code of Conduct and included a statutory declaration attesting to the facts that form
the issues of the complaints.
The Municipal Act, 2001 does not direct the procedure by which an Integrity Commissioner is to
follow when addressing allegations of a breach of a municipal code of conduct applications.
Section 223.4 (7) however, directs that the Integrity Commissioner may conduct such inquiry as
she or he considers necessary.
i
In the case at hand, I interviewed both the Complainant and the member of council. In doing so,
I received relevant information and documentation from all parties which formed the basis of the
evidence of the inquiry. I also had the occasion to review online news articles involving the
townhall meeting of November 26, 2023, being the event where the alleged contravention
occurred.
It is my opinion that the process undertaken was reasonable and an efficient way to proceed and
was fair to all of the parties involved in this inquiry when considering as to whether a
contravention of the Code of Conduct has occurred.
Page 101 of 118
i
16.b) 4.30 p.m. Ewart O'Dwyer, Integrity Commissioner (I.C.) re: Written...
3
I
BACKGROUND
i
Appointment:
The office of Ewart O'Dwyer, LLP was appointed by the municipal Council for the Corporation
of the Township of Oro-Medonte to serve as Interim Integrity Commissioner related to
contraventions of the Township's Code of Conduct and the Municipal Conflict of Interest Act,
R.S.O. 1990, c.M.50.
LEGISLATIVE PROVISIONS
A Municipal Integrity Commissioner is appointed by Council under Section 223.3(1) of the
Municipal Act, 2001, as amended with the following responsibilities:
Without limiting Sections 9, 10, or 11, those Sections authorize the municipality
to appoint an Integrity Commissioner who reports to Council and who is
responsible for performing in an independent manner the functions assigned by
the municipality with respect to: a) the application of the code of conduct for
members of council and the code of conduct for members of local boards, or
either of them; b) the application of any procedures, rules and policies of the
municipality and local boards governing the ethical behavior of members of
council and of local boards or either of them, or; c)both of clauses a) and b).
THE ROLE OF THE INTEGRITY COMMISSIONER IN ASSESSING A COMPLAINT
I
PURSUANT TO THE MUNICIPAL CONFLICT OF INTEREST ACT
The role of the Integrity Commissioner is to determine whether or not there is sufficient
information or evidence to support and substantiate the allegations made in the complaint. That
determination is made on an evidentiary standard of the "balance of probabilities", that is
whether it is more likely than not that the complaint in each scenario is contrary to the provisions
of the Municipal Code of Conduct. In order to ensure fair and credible process, the municipal
integrity commissioner must also:
1. Act as an impartial,unbiased third party;
i
i
Page 102 of 118
16.b) 4.30 p.m. Ewart O'Dwyer, Integrity Commissioner (I.C.) re: Written...
4
2. Maintain the integrity and confidentiality of the process, to the extent
possible;
3. Interview the Complainant, the Respondents, and the primary witnesses;
4. Collect and review the evidence;
5. Assess the issue of credibility;
6. Determine whether further witnesses should be interviewed;
7. Determine whether additional evidence or interviews are required;
8. Transmit the final report to the Complainant and to the municipality setting out
the findings and conclusions with respect to the allegations.
CONFIDENTIALITY
It is important to state at this point the requirement of confidentiality in order to provide the
necessary context to the complaints which form the subject of this inquiry.
The Township of Oro-Medonte is not a large municipality and therefore providing excerpts from
witness interviews runs the risk of identifying individuals who cooperated with the Code of
Conduct complaint.
Accordingly, efforts were made to not identify specifically the comments attributed to the
member of Council or the Complainant.
As a statutory safeguard to ensure protection from disclosure of the names of those who speak
with the Integrity Commissioner during the course of the investigation, Section 223.5(1) of the
Municipal Act, 2001, sets out the Integrity Commissioner's duty of confidentiality. This section
requires that:
"The Commissioner and every person acting under the instructions of the
Integrity Commissioner shall preserve secrecy with respect to all matters that
come to his or her knowledge in the course of his or her duties under this part".
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j BACKGROUND FACTS
The background facts as set out herein are not complicated nor substantially disputed by the
member of Council or other witnesses interviewed during the inquiry of this complaint.
Secondly, the facts as set out involve a public meeting of November 26, 2023 which was not a
regular meeting of municipal Council, but a townhall meeting held in Hawkestone, a hamlet of
the Township of Oro-Medonte, at which the member of council was in attendance. It was at the
townhall meeting that the contravention of the Municipal Code of Conduct had allegedly
occurred.
Thirdly, the documentation which forms the subject matter of this complaint, had been addressed
in an earlier Integrity Commissioner's report dated November 14, 2023 involving the member of
council and the same documents.
The documentation in both matters involved a Factum (being a document) that had been
submitted to the Divisional Court for the purposes of opposing the Township's application for
Leave to Appeal the decision of the Ontario Land Tribunal dated August 24, 2022. The Factum
was prepared by the Oro-Medonte Association for Responsible STRs. The Factum served to
represent the opposing opinion to that of the Township with regard to the appeal before the
Divisional Court in court file no. DC-22-00001327-OOML.
It is of note that the Member was corrected by the earlier Integrity Commissioner decision dated
November 14, 2023 wherein it was specifically identified that the Factum was not a decision of
the Divisional Court but rather the position of those Parties opposing the Township's leave to
appeal the decision of the Ontario Land Tribunal dated August 24, 2022.
NATURE OF THE COMPLAINT
Specifically, the complaint as against the member of council is as follows:
a) The member of council misrepresented to those members of the public in attendance
at the townhall event of November 26, 2023, that the Factum previously referenced
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was a decision of the Divisional Court which ruled that short term rentals were legal
in the Township of Oro-Medonte; and
b) That the actions of the member of council set out above, were contrary to the
provisions of the Municipal Code of Conduct, Section 4.1 (a), (c), (f) and (h).
COMPLAINANT'S POSITION
During the course of the inquiry, the Complainant advised that the member of council had stated
on November 26, 2023 at the townhall meeting that the Factum was a "decision of the Superior
Court" regarding the issue of short tenn rentals, and which the Member claimed to be legal
within the Township. The statement attributed to the Member as reported in a news article dated
November 27, 2023 was as follows:
"It's not my decision, it's not council's decision — it's the decision of the court and it's
available to anybody who wants to look it up and I encourage you to do so".
The allegation that the Member referred to a document as being a court decision and therefore of
some legal force and effect was the crux of the issue in my earlier report of November 14, 2023
and what I am being asked to consider in dealing with the complaint as being a contravention of
the Township's Code of Conduct, specifically, Sections 4.1(a) and (f), as I do not find that
Sections 4.1(c) and (h) are applicable to this inquiry.
RESPONDENT'S POSITION
During the course of the inquiry, the Respondent advised and confirmed the following
background fact as set out below as being substantially correct.
The Respondent confirmed that he did have in his possession on November 26, 2023 at the
townhall meeting, the documents referred to earlier as the Factum filed and served in the
Divisional Court under Court File No. DC-22-00001327-OOML together with a copy of the
Ontario Land Tribunal decision of August 24, 2022.
Furthermore, in speaking with the member of council, he advised as to the following facts:
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Firstly, it was admitted that the Member did take to the townhall meeting of November 26, 2023,
the decision of the Ontario Land Tribunal dated August 24, 2022 and the Factum prepared by the
Oro-Medonte Association for Responsible STR's, believing that the subject of these documents
together with the Integrity Commissioner's report of November 14, 2023 was likely to arise.
Secondly, it was admitted that the Member did refer to the Factum as a court decision when
asked by a member of the public in attendance at the townhall meeting. The Member later
admitted that he was mistaken as to his understanding of the Factum and that the Factum was not
a court decision.
Thirdly, it was the evidence of the member of council that he had read the earlier report of the
Integrity Commissioner dated November 14, 2023, prior to attending the townhall meeting. The
Member understood the position set forth in the earlier Integrity Commissioner report that the
Factum was not a decision of the Divisional Court and that the Factum did not serve to overturn
the OLT decision of August 24, 2023.
Fourthly, as noted above, it is the evidence that the Member that following an exchange with a
member of the public, the Member admitted that he was mistaken as to the Factum having any
legal force or effect. However, as reported in a news article of November 27, 2023, the Member
further stated that the Factum "is a set of facts and it is documentation. These are a set of facts,
court documents, and, quite frankly, I believe them".
MUNICIPAL CODE OF CONDUCT
Pursuant to Section 223.2(l) of the Municipal Act, 2001, all municipalities are required to
establish Codes of Conduct for members of council of the municipality and of its local boards. A j
Municipal Code of Conduct serves to recognize that a municipal public servant has a
responsibility to uphold the basic principals of integrity, honesty, impartiality and common sense
j
and must not take advantage of his or her position to further personal interests. These principles
a
are embodied in Section 4.0 of the Township of Oro-Medonte Code of Conduct.
In serving the public, a member of municipal council is expected to meet the highest standards of
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conduct and to refrain from any conduct that would serve to bring the reputation or the integrity
into dispute. Such principles would include a duty to be informed as to matters of which a
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member of council is speaking to and to represent matters accurately and truthfully to members
of the public to the best of one's ability.
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ISSUES & ANALYSIS
I have considered the following issue in the conduct of this inquiry:
(a) Did the member of council by referring to the Factum at the townhall meeting of
November 26, 2023 as representing a decision of the Superior Court of Justice which
had the effect of overturning the decision of the Ontario Land Tribunal dated August
24, 2022, constitute a misrepresentation of facts to members of public contrary to
Section 4.1(a) and(f) of the Municipal Code of Conduct.
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SECTION 4.1
The Municipal Code of Conduct for the Township of Oro-Medonte contains sections which
serve to set out general obligations. Specifically, Section 4.1 provides inter alia as follows:
114.0 GENERAL OBLIGATIONS
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4.1 A Member shall make every effort to:
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(a) Act with good faith and care;
(c) Seek to advance the public interest with honesty;
(f) Abstain from making statements that ought to be known to be false or
with the intent to mislead Council or the public;
(h) Accurately communicate the decisions of Council and respect Council's
decision-malting process even if they disagree with Council's ultimate
determinations and rulings."
CODE OF CONDUCT—SECTION 4(1)(a)
Upon considering the evidence presented during this inquiry, it is my finding that the Member
i
failed to act with "good faith and care" by his statements regarding the Factum at the townhall
meeting of November 26, 2023 when he did not know the legal effect of the Factum and whether -'
a
it served to overturn the decision of the Ontario Land Tribunal dated August 24, 2022. In this
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regard, I do find that the Member failed to act with good faith and care contrary to Section 4.1(a)
of the Municipal Code of Conduct.
I have considered the Member's acknowledgment during the townhall meeting of November 26,
2023 that he was mistaken in his belief that the Factum was a decision of the "Superior Court". I
find such statement of assistance in arriving at a finding as well as the imposition of any
sanctions.
As noted in the earlier Integrity Commissioner's report of November 14, 2023, if the Factum was
in fact a document which served to state that short term rentals were legal within the Township,
it would be reasonable to expect that the Township's legal representatives would have provided
Council with such information.
Secondly, despite what the Member understood or believed, once having been advised of what
the Factum represented, in my earlier report of November 14, 2023, the Member was required to
exercise caution in his statements regarding the Factum and the subject of short term rentals
being legal within the Township of Oro-Medonte.
Accordingly, I find that the Member did breach Section 4.1(a) of the Municipal Code of Conduct
for the Corporation of the Township of Oro-Medonte when he referenced the Factum filed in
Divisional Court File No. DC-22-00001327-OOML at a townhall meeting "as a decision of the
court and its available to anybody who wants to look it up".
In arriving at this finding, I am cognizant of the Member has now admitted that he was mistaken
i,
as to the nature of the Factum and that he had admitted to this fact at the November 26, 2023
townhall meeting.
CODE OF CONDUCT—SECTION 4(1)(f)
Section 4.1(f) of the Municipal Code of Conduct contains a prohibition against making
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statements that ought to be known to be false or with the intent to mislead Council or public. In
considering this particular allegation as against the Member, this decision is limited to the events
of the November 26, 2023 townhall meeting. I am not prepared to find that the Member
intentionally provided misinformation to members of the public. Rather, I accept that the
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Member as of November 26, 2023 continued to be mistaken as to his understanding that the
Factum was in fact a decision of the Superior Court of Justice notwithstanding the earlier report
of November 14, 2023. It was only during an exchange with a member of the public did the
Member admit to a mistaken belief. However, as noted the Member admitted to a continuation
of a belief in the contents of the Factum. What the Member continues to personally believe as to
the contents of the Factum, is not relevant to this inquiry, but rather the Member's public
statements regarding the Factum as representative of a court decision.
Since the Member failed to understand what the Factum actually represented as late as
November 26, 2023, I do not find that he could have possessed the intent to mispresent the
document as he was mistaken in his understanding.
Of note is the wording of Section 4.1(f) which prohibits a member of council from making
statements that ought to be known to be false or with the "intent" to mislead Council or the
public. The concept of intent has may meanings both at law and in common usage. The Oxford
English dictionary defines "intent" as to be "determined to do or achieve something". Based
on the facts of this matter, I cannot find on a balance of probabilities, that there was an intent on
behalf of the Member to mislead the public. However, with respect to the first part of Section
4.1(f), I do find that the Member, based on my earlier report, ought to have known that the
Factum was not a decision of the court.
The fact that the Member chose to take the documents to a townhall meeting, knowing it be
contrary to the Township's position on short term rentals remains a concern, separate and apart
from this inquiry. If the purpose of doing so was to acknowledge a misunderstanding as to what
the documents actually were, this could have been accomplished without the documents.
Furthermore, the Member could have sought his own advice between the period of November
14, 2023 and November 26, 2023, as to what the Factum represented and the legal effect of such
document. Alternatively, an Integrity Commissioner is always available to give confidential
advice to a member of council regarding the Municipal Code of Conduct and a member's
conduct and statements at a meeting involving members of the public, which may serve to,
indirectly, bring the Municipality into disrepute.
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SUMMARY
Having conducted my inquiry, it is my finding that the Member did breach Section 4.1(a) and (f)
of the Municipal Code of Conduct by improperly referring to the Factum at the townhall meeting
of November 26, 2023, as a decision of the Divisional Court which served to render short term
rentals legal within the Township of Oro-Medonte. The failure of the Member to properly
inform himself of the nature of the Factum after November 14, 2023, but continuing to refer to
the document as a "decision" of the "Ontario Superior Court of Justice, Divisional Court dated
March 24, 2023" as of November 26, 2023 demonstrates a failure to act in accordance with the
requirements of Sections 4.1(a) and (f) of the Municipal Code of Conduct.
Accordingly, such conduct is worthy of reprimand and sanction particularly since the reference
on November 26, 2023 was to the same document that had been the subject of an earlier inquiry
conducted by my office which concluded with the recommendation that the Member be
sanctioned.
In putting forward a recommendation of sanction, I am cognizant of the fact that the Member
ultimately admitted that he was mistaken in his understanding of the legal effect of the Factum
on November 26, 2023. Council may wish to take this fact into consideration in its decision on
whether to impose a penalty as such decision belongs to municipal council and not to the
Integrity Commissioner. However, without the imposition of some form of sanctions which are
to be proportionate the purpose and effectiveness of the Code of Conduct will be under minded.
RECOMMENDATIONS
I tender this report to the Council of the Township of Oro-Medonte for its consideration and
acceptance of the following recommendations:
The Office of the Integrity Commissioner respectfully recommends the following:
1. That Council for the Corporation of the Township receive this report;
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2. That the member of council be subject to a reprimand for having referred to the
Factum of the Oro-Medonte Association for Responsible STR's as a court decision
which served to find that short term rentals were legal within the Township of Oro-
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Medonte, at the November 26, 2023 townhall meeting contrary to Sections 4.1(a) and
(f) of the Municipal Code of Conduct.
3. That Council direct the treasurer to suspend fifteen(15) days of the compensation pay
to the Member for services as a member of council, commencing with the next pay
period following the passage of this resolution;
4. That the Member be provided with a copy of this report and that the Member review
the Code of Conduct and the in light of the findings of this report.
5. That the Member, to the extent possible, avoid any further reference to the Factum as
a decision of the Divisional Court, having any legal force and effect on the operation
of short term rentals within the Township of Oro-Medonte.
CONCLUSION
The conclusion of this report should not be interpreted as any statement regarding the operation
of short term rentals in the Township of Oro-Medonte. Rather, the conclusion of this report is
limited to the actions of the member of council at the townhall meeting of November 26, 2023
and a finding that the member of council did breach Section 4.1(a) and (f) of the Municipal Code
of Conduct for the Corporation of the Township of Oro-Medonte.
CONTENT
Subsection 223.6(2) of the Municipal Act, 2001 states that I may disclose in this report such
matters as in my opinion are necessary for the purposes of the report. All of the content of this
report is in my opinion, necessary.
ALL OF WHICH IS RESPECTFULLY SUBMITTED BY M. JOHN E WAR T ON APRIL 19,
2024.
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M OHN EWAR , B.A., M.A. L.L.B., C.S.
Page 111 of 118
1
18.a) 2024-044, A
By-law to adopt the estimates of all amounts required ...
The Corporation of the Township of Oro-Medonte
By-law No. 2024-044
A By-law to adopt the estimates of all amounts required during the year and for
levying the tax rates for the year 2024.
Whereas Section 290 of the Municipal Act, 2001, S.O. 2001, c.25, as amended,
authorizes the Council of a local municipality to prepare and adopt estimates of all
amounts required during the year for the purposes of the municipality; and
And Whereas Section 312 of the Municipal Act, 2001 , S.O.2001 , c.25, as amended,
authorizes the Council of a local municipality to pass a by-law levying a separate tax
rate, as specified in the by-law, on the assessment in each property class in the local
municipality rateable for local municipality purposes; and
And Whereas the County of Simcoe has established by by-law the following tax ratios
for the year 2024:
Residential/Farm 1 .000000
Multi-Residential 1 .000000
Commercial 1 .222300
Industrial 1.192500
Pipelines 1 .296600
Farmlands 0.250000
Managed Forests 0.250000
Landfill 1 .000000
And the County tax rates for the year 2024.
And Whereas the Ministry of Finance has by Ontario Regulation 11/22 under the
Education Act amended O. Reg. 400/98 to establish Tax Rates for School Purposes for
2024; and
And Whereas Section 329 of the Municipal Act, 2001, S.O. 2001 , c.25, as amended
establishes limitations on the taxes for the commercial, industrial, and multi-residential
classes; and
And Whereas Section 391 of the Municipal Act, 2001, S.O. 2001, c.25, as amended,
authorizes a municipality to pass by-laws imposing fees or charges for services
provided by it; and
Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows:
Page 112 of 118
18.a) 2024-044, A
By-law to adopt the estimates of all amounts required ...
1. That the estimates of Operating Expenditures net of non-taxation revenue for the
year 2024 for the purposes of the municipality shall be adopted as follows:
Council $ 568,661
Administration 6,048,506
Fire & Emergency Services 2,620,237
Policing 2,777,035
Municipal Law Enforcement 733,681
Environmental Services 659,365
Planning 1 ,180,551
Public Works 6,963,491
Libraries 280,663
Parks and Recreation 1,446,583
Facilities 260,536
Environmental Initiatives 502,054
Net Corporate revenue
excluding tax levy (2,122,825)
$ 21,918,538
2. That the estimates of capital expenditures net of non-taxation revenue for the
year 2024 for the purposes of the municipality shall be adopted as follows:
Reserve Transfers — Capital Replacement $4,588,632
Debt Repayment 1,608,335
$6,196,967
3. That the following amounts shall be raised by taxation within the Township of
Oro-Medonte in the year 2024:
Township General Purposes $28,115,505
County Purposes 15,874,383
School Board Purposes 10,055,013
Total Tax Levy $54,044,901
4. That the Tax Rates shown on Schedule "A" attached hereto and forming part of
this By-law shall be levied upon and collected from the whole of the assessment
for real property, in accordance with the last returned Assessment Roll for the
Township of Oro-Medonte, as amended.
5. That in addition to the foregoing the following Special Charges and Collectables
be levied and collected:
(a) A levy for the purpose of recovering amounts advanced under the provisions
of the Tile Drainage Act, Chapter T.8, R.S.O. 1990, as amended, from
benefitting properties.
Page 113 of 118
18.a) 2024-044, A
By-law to adopt the estimates of all amounts required ...
(b) A special levy to collect the annual estimates for the following Street
Lighting Areas in addition to any Street Lighting Areas that are assumed
during 2023 apportioned on a flat rate basis of $57 to the benefitting
properties:
Bidwell
Black Forest Lane
Braestone Subdivision
Cairns Estates Subdivision
Canterbury Subdivision
Conder Drive
Country Lane Estates Subdivision
Craighurst Estates Subdivision
Day Subdivision
Edgar Estates Subdivision
Evans Subdivision
Fairway Forest Subdivision
Forest Glen Subdivision
Forest Home Industrial Park
Hastings Estates Subdivision
Harbourwood Subdivision
Hawkestone Community
Heights of Moonstone Subdivision
Horseshoe Highlands Subdivisions
Houben Subdivision
Kade Meadows Subdivision
Lakewood Subdivision
Martinbrook Subdivision
Medonte Estates Subdivision
Medonte Hills Subdivision
Moon Point Estates Subdivision
Mount St. Louis Subdivision
Oro Hills Subdivision
Oro Industrial Park
Parkside Beach Subdivision
Pritchard Subdivision
Reid's Ridge Estates Subdivision
Robincrest Subdivision
Shanty Bay Community
Simoro Golf Links Subdivision
Sprucewood Estates Subdivision
Sugarbush Community
Turtle River Subdivision
Warminster Community
Wesley Heights Subdivision
Page 114 of 118
18.a) 2024-044, A
By-law to adopt the estimates of all amounts required ...
Whispering Creek Estates Subdivision
Windfields Country Estates Subdivision
(c) An adjustment to taxes for the commercial, industrial, and multi-residential
classes as determined in accordance with Section 329 of the Municipal Act,
2001, S.O. 2001, c.25, as amended.
(d) A levy for any or all other amounts collectible pursuant to any statute or by-
law and chargeable to any or all real property and business and/or person
or persons to be raised in the same manner and at the same time as all
other levies, rates, charges and/or collections.
6. That the final tax bill less the interim tax bill be due and payable in two equal
installments on or before Wednesday, July 31 st, 2024, and Friday, September
27t", 2024.
7. For payments-in-lieu of taxes due to the Township of Oro-Medonte the actual
amount due and payable shall be based on the last revised assessment roll and
the tax rates for the year 2024.
8. For railway rights-of-way and electrical corridors, taxes due to the Township of
Oro-Medonte shall be calculated in accordance with the regulations established
by the Minister of Finance and based on the last revised assessment roll.
9. The Treasurer is hereby authorized to mail or cause to be mailed the notice of
taxes due to the address of the residence or place of business of the person to
whom such notice is required to be given as shown on the latest revised
Assessment Roll.
10. If the taxes of any class or installment thereof so levied in accordance with this b-
by-law remain unpaid on the due date, a penalty of one and one-quarter percent
(1.25%) per calendar month of the taxes remaining unpaid shall be levied on the
first day of default.
11 . On the first day of the calendar month following the due date and every month
thereafter for as long as there are taxes remaining unpaid, interest at the rate of
one and one-quarter percent (1.25%) of the unpaid taxes shall be levied.
12. That taxes may be paid either in full or by installments for remittance payments to
the credit of the Treasurer on or before the day on which such taxes fall due, at
most financial institutions, which accept and process payments on behalf of
customers, with the onus on the financial institution to remit payments on time.
13. That all taxes be paid into the Office of the Treasurer.
14. That the Treasurer be authorized and directed to collect any penalty or interest or
any other levies, rates, charges, or collections in the same manner as
empowered to collect taxes levied by the Council.
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18.a) 2024-044, A
By-law to adopt the estimates of all amounts required ...
15. That the Treasurer be authorized to accept part payment from time to time on
account of any taxes due and to give a receipt for such part payment provided
that acceptance of any such payment does not affect the collection of any
penalty or interest or any other levies, rates, charges or collections imposed,
collectible and due in respect to any non-payment.
16. That tax rates be applicable and levied upon any assessment that was not on the
assessment roll as returned.
17. This by-law shall take effect on the final passing thereof.
By-law read a First, Second, and Third time, and Passed this 24th day of April
2024.
The Corporation of the Township of Oro-Medonte
Mayor, Randy Greenlaw
Clerk, Yvonne Aubichon
Page 116 of 118
18.a) 2024-044, A
By-law to adopt the estimates of all amounts required ...
Schedule "A"
to By-Law 2024-044
The Corporation of the Township of Oro-Medonte
2024 Tax Rates
Property Class Township County Education Total Tax Rate
Residential / Farm 0.00530450 0.00299499 0.00153000 0.00982949
Multi-Residential 0.00530450 0.00299499 0.00153000 0.00982949
Commercial Occupied 0.00648369 0.00366078 0.00880000 0.01894447
Commercial Vacant 0.00648369 0.00366078 0.00880000 0.01894447
Commercial - New 0.00648369 0.00366078 0.00880000 0.01894447
Construction
Commercial - New 0.00648369 0.00366078 0.00880000 0.01894447
Construction Vacant
Commercial - Small 0.00162092 0.00091519 0.00220000 0.00473611
Scale on Farm Bu (C7)
Industrial Occupied 0.00632562 0.00357153 0.00880000 0.01869715
Industrial Vacant 0.00632562 0.00357153 0.00880000 0.01869715
Industrial - New 0.00632562 0.00357153 0.00880000 0.01869715
Construction
Industrial - New 0.00632562 0.00357153 0.00880000 0.01869715
Construction Vacant
Industrial - Small Scale 0.00158140 0.00089288 0.00220000 0.00467428
on Farm Bu (I0)
Industrial - Small Scale 0.00158140 0.00086099 0.00220000 0.00467428
on Farm Bu (I7)
Landfill 0.00530450 0.00299499 0.00880000 0.01709949
Pipelines 0.00687781 0.00388330 0.00880000 0.01956111
Farmlands 0.00132613 0.00074875 0.00038250 0.00245738
Managed Forest 0.00132613 0.00074875 0.00038250 0.00245738
NOTE: Vacant includes both vacant and excess
Commercial Class includes both parking lots and shopping centers
Page 117 of 118
20.a) 2024-045: Being a By-Law to Confirm the Proceedings of the Council...
The Corporation of the Township of Oro-Medonte
By-Law No. 2024-045
Being a By-Law to Confirm the Proceedings of the Council Meeting held on
Wednesday,April 24,2024
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, April
24, 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 24t"day of April,
2024. 1�
The Corporation of the Township of Oro-Medonte
Mayor, Randy Greenlaw
Clerk, Yvonne Aubichon
Page 118 of 118