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11 27 2024 Council Agenda The Township of Oro-Medonte Council Meeting Agenda g Electronic Hybrid Meeting Totvnship of 4 Wednesday, November 27, 2024 Proud Heritage,Exciting Future 3:00 p.m. ' Open Session The Township of Oro-Medonte is committed to providing and maintaining a working environment that is based on respect for the dignity and rights of everyone within the organization and for those individuals visiting our organization. The Township of Oro-Medonte supports and fosters an environment that is safe, welcoming and respectful for all residents, visitors, members of Council and staff. Residents and business owners are encouraged to continue to utilize on line and telephone services for Township related business; and staff continue to be available to provide assistance by telephone, email and in person. Input on agenda items are welcome and encouraged by emailing agendacomment a�oro-medonte.ca or registering to provide Open Forum comments at the "Request for Participation Form" link below. The Township of Oro-Medonte has amended its Procedural By-law to allow for electronic participation at Council meetings. In-person attendance at public meetings is also available. Protocols have been established to advise how to electronically participate in the public portions of these meetings. Please visit the following links for additional information: • Request for Participation Form • Protocols for Public Participation Council and IDS Committee All electronic Council meetings will be streamed live, where possible, on the Township YouTube Channel. Council Agendas will continue to be published on the Civic Web Meeting Agendas in advance of the meeting date in accordance with the Township's Procedural By-law. Page 1. Call to Order - Reading of Land Acknowledgement: The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa [Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee] Page 1 of 261 Council Meeting Agenda - November 27, 2024 nations, collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri- Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Indigenous history and culture that has thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. 2. Adoption of Agenda: a) Motion to Adopt the Agenda. 3. Disclosure of Pecuniary Interest: 4. Closed Session Items: To be dealt with at Item 19. 5. Minutes of Council and Committees: 8 - 20 a) Minutes of Council meeting held on Wednesday, November 13, 2024. 11 13 2024 Council 6. Recognition of Achievements: None. 7. Public Meetings: None. 8. Deputations/Presentations: 21 - 145 a) 2025-2026 Budget Presentations [additional documents distributed under separate cover]: 1. Orillia & Lake Country Physician Recruitment, 2. Barrie Area Physician Recruitment, 3. Severn Sound Environmental Association, 4. Lake Simcoe Region Conservation Authority, 5. Nottawasaga Valley Conservation Authority, 6. Oro-Medonte Chamber of Commerce and Tourism, 7. Orillia & Lake Country Tourism. Orillia & Lake Country Physician Recruitment Presentation Barrie Area Physician Recruitment Page 2 of 261 Council Meeting Agenda - November 27, 2024 SSEA Budget Presentation LSRCA Presentation LSRCA Policy Template NVCA 2025 Draft Budget Presentation - Oro-Medonte Oro-Medonte Chamber of Commerce and Tourism Presentation Oro-Medonte Chamber of Commerce and Tourism Policy Template Orillia & Lake Country Tourism Presentation Orillia & Lake Country Tourism Policy Template 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: 146 - 167 a) F12024-15, Shannon Johnson, Director, Finance/Chief Financial Officer; and Shawn Binns, Chief Administrative Officer re: Financial Services Review Update and Recommendations. F12024-015 Executive Summary 168 - 189 b) CS2024-25, Sam Flowers, Website Information Coordinator re: Community Engagement Policy & Platform. CS2024-25 Appendix A Appendix B Community Engagement Presentation 190 - 193 c) OCS2024-32, Roz Llewellyn, Manager, Community Services re: Huronia Nurse Practitioner Led Clinic— Expansion and Updated Lease Agreement. OCS2024-32 194 - 197 d) OCS2024-33, Justin Metras, Manager, Infrastructure and Capital Projects re: Award of Tender OCS RFT24-026 Hawkestone Wharf Improvements. OCS2024- 33 198 - 220 e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/Chief Municipal Law Enforcement Officer re: Draft Administrative Monetary Penalty System (AMPS)-By-law. DS2024-144 Page 3 of 261 Council Meeting Agenda - November 27, 2024 12. Reports of Municipal Officers for Information Only: None. 13. Reports of Members of Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. Provides an opportunity for the Township's representatives at the County of Simcoe, and the Council members appointed as the Township's representatives at the Township's Partners and Agencies, to deliver updates on the activities of the County of Simcoe and the Township's Partners and Agencies. 14. Announcements: 15. Consent Agenda: 221 - 238 a) Severn Sound Environmental Association (SSEA) correspondence re: SSEA Q2 Board Meeting Minutes, Q3 2024 Board Meeting Highlights, Q3 2024 Quarterly Report. Staff Recommendation: Receive for Information Only. SSEA Q2 Board Meeting Signed Minutes SSEA Q3 2024 Board Meeting Highlights SSEA Q3 2024 Quartely Report 239 - 241 b) Correspondence from Gilber Centre re: World AIDS Day 2024. Staff Recommendation: Receive and Communicate Accordingly. World AIDS Day 2024 16. Communications/Petitions: a) Ewart O'Dwyer, Integrity Commissioner (I.C.) re: Verbal Report. 242 - 248 b) Correspondence from Couchiching OPP Detachment Board re: 1. Request for Top Three Strategic Priorities from Township of Oro- Medonte; 2. Request for Approval of Terms of Reference. Couchiching OPP Detachment Board Strategic Priorities Couchiching OPP Detachment Board Terms of Reference 17. Notice of Motions: Brought by Councillor Hutcheson, November 18, 2024 Notice of Motion for November 27, 2024 Council meeting To be dealt with at the December 11, 2024 Council meeting Whereas current police services within the Township of Oro-Medonte (hereinafter referred to as the `Township') are provided by the Ontario Page 4 of 261 Council Meeting Agenda - November 27, 2024 Provincial Police (hereinafter referred to as the 'OPP'); And Whereas the Township and the local OPP detachment have worked in a positive, collaborative and effective manner for many years; And Whereas historical increases in OPP Annual Billing Statements have trended around 5%; Whereas the OPP submitted their 2025 Annual Billing Statement to the Township on October 4, 2024, indicating an approximate $658,988 (23.38%) increase from 2024 to 2025, which will result in an estimated 3.1% tax levy to address this impact in 2025, potentially leading the Township to reduce levels of important local government services to absorb this cost; And Whereas with a regional policing focus the Township receive limited levels of service for the approximately $3.5 Million annual cost associated with policing; And Whereas the Township of Oro-Medonte is home to Burl's Creek Event Grounds, Horseshoe Resort, Mount St. Louis Moonstone, Hardwood Ski and Bike and other tourism venues that host large scale special events requiring paid duty policing arranged and paid for by event organizers as a component of their traffic, safety and security plans; And Whereas the OPP Billing Model does not provide a method to differentiate or reconcile paid duty contracts with core policing functions associated with large scale special events resulting in duplication of billing associated with officer overtime and calls for service with costs being borne by the Township when paid for through paid duty contracts; And Whereas the Township was not consulted nor provided advance notice regarding the significant cost increase received for OPP services; And Whereas the Township cannot afford to absorb this unexpected and entirely preventable increase without causing undo financial strain on our taxpayers; Now Therefore it be resolved that the Township of Oro-Medonte wishes to dispute the 2025 OPP Annual Billing Statement and hereby requests that a fulsome review of the OPP billing model be undertaken by the Auditor General to enhance transparency and address the sustainability of cost escalation, opportunities for organizational efficiency, as well as cost apportionment and duplication as in the case of large scale special events; And further that the Township requests the Province to reduce 2025 OPP Page 5 of 261 Council Meeting Agenda - November 27, 2024 Billing Statement to more accurately reflect historical cost increases so that this burden is not placed on the Township and Municipalities; And further that the Township continue to review opportunities for enhanced responsiveness to specific community policing needs and reporting through the Couchiching Police Services Board; And Further that a copy of this resolution be sent to the Honourable Doug Ford, Premier of Ontario, the Honourable Michael Kerzner, Solicitor General, the Honourable Shelley Spence, Auditor General, Honourable Doug Downey, MPP, Honourable Jill Dunlop, MPP, the County of Simcoe and all 329 municipalities serviced by OPP under the Mayor's signature. 18. By-Laws: 249 - 250 a) 2024-111: A By-law to Amend By-law 2023-043 being a By-law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte (Procedural By-law). 2024-111 251 b) 2024-112: A By-law to amend By-law 2021-075 To Appoint an Interim Integrity Commissioner for the Township of Oro-Medonte. 2024-112 252 c) 2024-113: A By-law to amend By-Law No. 2021-077 A By-law to Appoint a Closed Meeting Investigator. 2024-113 253 - 254 d) 2024-114: Being A By-law to Continue an Advisory Body to Council Entitled the Human Resources Committee and to Repeal By-Law No. 2012-038. 2024-114 255 e) 2024-115: A By-law To Amend By-law 2024-086 A By-law to Appoint an Acting Clerk and to Repeal By-Law No. 2017-064. 2024-115 256 f) 2024:116: A By-law To Amend By-law 2022-101 Appoint a Deputy Mayor to the Council of The Corporation of the Township of Oro-Medonte. 2024-116 257 - 260 g) 2024-127: A By-law to authorize the Sale of Surplus Land described as PT LT 22 CON 12 ORO; PT LT 23 CON 12 ORO AS IN RO420146; EXCEPT PTS 2 & 3 51R25791; S/T RESERVATION OF MINES & MINERALS IN RO420146; ORO-MEDONTE, (PIN 58562-0035(LT)) (375 Line 11 South) (Decommissioned Fire Hall) (Hawkestone) and Repeal By-law 2024-062. 2024-127 19. Closed Session Items (Unfinished Items): a) Motion to go In Closed Session. Page 6 of 261 Council Meeting Agenda - November 27, 2024 b) Motion to Rise and Report. c) Shawn Binns, CAO; George Vadeboncoeur, Manager, Planning, Special Projects re: A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board (Inter Municipal-Relationships, Provincial Facilitator). 20. Confirmation By-Law: 261 a) 2024-128: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, November 27, 2024 2024-128 21. Adjournment: a) Motion to Adjourn. Page 7 of 261 5.a) Minutes of Council meeting held on Wednesday, November 13, 2024. The Township of Oro-Medonte ownspo Council Meeting Minutes T hi f h- Electronic Hybrid Meeting Proud Heritage,Exciting Future Wednesday, November 13, 2024 3:00 p.m. 2022-2026 Council Present: Mayor Randy Greenlaw Deputy Mayor Peter Lavoie Councillor Lori Hutcheson Councillor John Bard Councillor David Clark Councillor Richard Schell Councillor Robert Young Staff Shawn Binns, Chief Administrative Officer; Yvonne Aubichon, Clerk; Present: Donna Hewitt, Director, Corporate Services; Michelle Jakobi, Director, Environmental Services; Brent Spagnol, Director, Development Services; Dylan Flannery, Director, Operations and Community Services; Shannon Johnson, Director, Finance/Chief Financial Officer; Curtis Shelswell, Manager, Municipal Law Enforcement/Chief Municipal Law Enforcement Officer; Garry McCartney, Chief Building Official; 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. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri-Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their Page 1 of 13 Page 8 of 261 5.a) Minutes of Council meeting held on Wednesday, November 13, 2024. Council Meeting Minutes — Wednesday, November 13, 2024. 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. C241113-1 Moved by Young, Seconded by Clark Be it resolved that the agenda for the Council meeting of Wednesday, November 13, 2024 be received and adopted. Carried. Motion No. C241113-2 Moved by Schell, Seconded by Lavoie Be it resolved that Rule 14.20a), as per the Procedural By-law No. 2023-043, be suspended in order to allow the meeting to proceed past the 4 hour adjournment requirement, if necessary. Carried. 3. Disclosure of Pecuniary Interest: None declared. 4. Closed Session Items: To Be Dealt with under Item #19. Page 2 of 13 Page 9 of 261 5.a) Minutes of Council meeting held on Wednesday, November 13, 2024. Council Meeting Minutes — Wednesday, November 13, 2024. 5. Minutes of Council and Committees: a) Minutes of Heritage Committee meeting held on Monday, October 21 , 2024. b) Minutes of Council meeting held on Wednesday, October 23, 2024. c) Minutes of Special Council meeting held on Wednesday, October 23, 2024. Motion No. C241113-3 Moved by Hutcheson, Seconded by Schell Be it resolved that the draft a) Minutes of Heritage Committee meeting held on Monday, October 21, 2024 be received; and that the recommendation therein, per Motion No. HC241021-4, be adopted. and that the draft N b) Minutes of the Council meeting held on Wednesday, October 23, 2024; c) Minutes of Special Council meeting held on Wednesday, October 23, 2024 be received and adopted as printed and circulated. Carried. 6. Recognition of Achievements: a) Correspondence dated October 23, 2024 from the County of Simcoe re: County of Simcoe Bursary Program, Township of Oro-Medonte 2024 Recipients, Finlay Kennie and Nicolas Lancione. Motion No. C241113-4 Moved by Schell, Seconded by Young Be it resolved 1. That the correspondence dated October 23, 2024 from the County of Simcoe re: County of Simcoe Bursary Program, Township of Oro-Medonte 2024 Recipients, Finlay Kennie and Nicolas Lancione be received. 2. That the recipients be recognized under the Mayor's signature. Carried. 7. Public Meetings: None. Page 3 of 13 Page 10 of 261 5.a) Minutes of Council meeting held on Wednesday, November 13, 2024. Council Meeting Minutes — Wednesday, November 13, 2024. 8. Deputations/Presentations: a) Andrew Deane, Room Consulting Inc., on behalf of Nino and Melissa Campoli re: Request for Relief, Fees and Charges By-Law 2024-094, Schedule B (Building), Section 5.2. Motion No. C241113-5 Moved by Clark, Seconded by Lavoie Be it resolved 1. That the deputation presented by Andrew Deane, Room Consulting Inc., on behalf of Nino and Melissa Campoli re: Request for Relief, Fees and Charges By-Law 2024-094, Schedule B (Building), Section 5.2 be received. 2. That Procedural By-Law No. 2023-043, Section 14.8 o) be waived. 3. That the request be respectfully denied in accordance with Fees & Charges By-Law. 4. That the applicant be advised of Council's decision under the Chief Building Official's signature. ` Defeated. Motion No. C241113-6 Moved by Clark, Seconded by Schell Be it resolved that the request for reconsideration with respect to Item 8a) Deputation by Andrew Deane, Room Consulting Inc., on behalf of Nino and Melissa Campoli re: Request for Relief, Fees and Charges By-Law 2024-094, Schedule B (Building), Section 5.2 be approved. Carried. Motion No. C241113-7 Moved by Clark, Seconded by Young Be it resolved 1. That the deputation presented by Andrew Deane, Room Consulting Inc., on behalf of Nino and Melissa Campoli re: Request for Relief, Fees and Charges By-Law 2024-094, Schedule B (Building), Section 5.2 be received. 2. That Procedural By-Law No. 2023-043, Section 14.8 o) be waived. 3. That the request be respectfully denied in accordance with Fees & Charges By-Law. 4. That the applicant be advised of Council's decision under the Chief Building Official's signature. Carried. Page 4 of 13 Page 11 of 261 5.a) Minutes of Council meeting held on Wednesday, November 13, 2024. Council Meeting Minutes — Wednesday, November 13, 2024. 9. Identification From the Public of an Agenda Item of Interest: One (1) individual requested for Item 17a) to be brought forward. 10. Open Forum: One (1) individual provided comments with respect to Item 17a). 17. Notice of Motions: a) Brought by Councillor Schell, October 9, 2024 Notice of Motion for October 23, 2024 Council meeting To be dealt with at the November 13, 2024 Council meeting Whereas Council has articulated a high standard of commitment to transparency. This is especially essential regarding all municipal fiscal dealings. And Whereas, it has been repeatedly stated in numerous reports that "drinking water is a user fully funded service supported only from those who receive and pay for the service" KPMG pg. 6 —Report Township of Oro-Medonte Report No. ES2020-04 Pg. 2 And Whereas, the Township reported 2,400 residents receiving municipal water pay the full costs of the public service including contributing 30% to their reserves. And Whereas, the private Zone 1 water system users pay flat fee of $880 annually and only contribute 10% annually to their reserves. And Whereas, in comparison, the current cost of drilling and installing a private well is often in excess of$20,000 plus the added costs (estimated at $200 annually) including, but not limited to maintenance, repairs and energy. If those needing private wells were able to instead invest this amount the return on investment would exceed the costs of those receiving drinking water from a municipal system. And Whereas, it is standard practice for a municipality to assume infrastructure only when it is brought up to the required standards. This has financial implication for the assumption of Zone 1 Water infrastructure prior to integration. And Whereas, the KPMG report is limited to capital costs. Public awareness of all costs associated with the Integration of Zone 1 Water is needed to concur with transparency standards and validate compliance with the full user pay requirements for those receiving drinking water from a municipal system. And Whereas, it is stated in the Oro-Medonte (Review of Horseshoe Valley Zone 1 Integration fees "pursuant to the engagement agreement with Client dated July 26, 2024 Page 5 of 13 Page 12 of 261 5.a) Minutes of Council meeting held on Wednesday, November 13, 2024. Council Meeting Minutes — Wednesday, November 13, 2024. KPMG neither warrants nor represents findings contained in this report is accurate, complete, sufficient " and "We have not sought to independently verify those sources unless otherwise noted within the report" And Whereas during the March 13th , 2024 Council Meeting Deputy Mayor Lavoie put forth a motion to review the fees for each of the water users on the Zone 1 private water system in Horseshoe Valley. The expectation of such a review was that as the fees were established in 2019 dollars and considering the rate of inflation during the four years that the fees needed to be increased. And Whereas, the commitment to publicly answer Councillor Schell's questions concerning additional costs for the Zone 1 water integration were provided privately to him after Council's decision to reduce the previously established Integration fees. And Whereas, Deputy Mayor Lavoie's March 13th Notice of Motion "whether it is appropriate to use existing reserves for a water system outside of the current municipal water reserve funding regime." has not been publicly addressed. And Whereas, there are a number of associated costs that appear to have not been included in the Zone 1 water Integration fees determination. Transparency commitments require that all costs be identified and how the payments are apportioned for the Integration of Zone 1 . These include but are not limited to: (i) The amount and cost appropriations of the DC study completed by Watson & Associates Economists Ltd in 2019 attributed to the Zone 1 water Integration (Report No. ES2020-03 March 13, 2020) (ii) The actual amount and cost appropriations of $50k-75k in professional fees completed by KPMG attributed to the Zone 1 water Integration (August 1st , 2024) (iii) The amount of revenue received from the approximately four years of interest fees on the funds utilized from municipal water reserves solely for the Zone 1 water Integration (iv) The (420 users X 25 years X $17.09) totaling $179,445.00 increase that was identified in the KPMG report but not attributed to Zone 1 Water Users. (v) Superior Court of Justice records identify $112,799.90 as partial indemnity, plus a $750.00 penalty delay @ 6%, plus $20,000 to be paid to the Township by the Oro- Medonte Property Owners. Without interest this totals $143,549.90. All legal costs need to be stated. How they are apportioned providing identification of those fees that have been collected and those that have not been uncollected. (vi) During a Special Council Meeting held Wednesday, July 22nd 2020 Council unanimously in a recorded vote changed the onetime fee payment. This change ($7,107.05 - $5,677.24 totaling $1 ,530.06) gave a further reduction to $790.06. The Page 6 of 13 Page 13 of 261 5.a) Minutes of Council meeting held on Wednesday, November 13, 2024. Council Meeting Minutes — Wednesday, November 13, 2024. anticipated impact on revenue ($790.06 X 420) totaling $331,825.20 needs to be clearly identified. (vii) There are a number of homes that have already had water meters installed at a cost of $485.90. The adjusted fee is now $752.00. The cost implications, if any, need to be identified. (viii) The Zone 1 Water infrastructure is almost three quarters of century old. As reported by the Ward 1 Councillor, continues to experience long standing significant deficiencies resulting in breakdowns and boil water orders. Once assumed by the Township it can be expected there will be substantial costs to upgrading the infrastructure to required standards. The anticipated total cost implications and who pays need to be identified. (ix) During the reported failures in the Zone 1 water infrastructure has there been assistance in personnel and supplying of water from the municipal system? If so, the estimated costs and what, if any, remuneration provided needs to be identified. Now Therefore Be it Resolved that in the public interest staff prepare a report to Council to be considered in the public forum with a clear financial analysis identifying the full financial implications identifying all costs and how they are, or will be, allocated to all the taxpayers, municipal water users and private water users benefiting from the integration of the Zone 1 Water System. The draft motion for the Notice of Motion was not formally placed on the floor as there was no "Seconder" for the draft motion. Page 7 of 13 Page 14 of 261 5.a) Minutes of Council meeting held on Wednesday, November 13, 2024. Council Meeting Minutes — Wednesday, November 13, 2024. 11. Reports of Municipal Officers for Action: a) DS2024-122, Brent Spagnol, Director, Development Services re: Nottawasaga Conservation Authority Category 3 Report-Follow Up-Options. Council consented to allow members from the Nottawasaga Valley Conservation Authority to provide additional information and answer questions. Motion No. C241113-8 Moved by Lavoie, Seconded by Hutcheson Be it resolved 1. That DS2024-122, Brent Spagnol, Director, Development Services re: Nottawasaga Conservation Authority Category 3 Report-Follow Up-Options be received and adopted. 2. That Option 2 be endorsed as outlined in DS2024-122. 3. That the Nottawasaga Valley Conservation Authority be notified of Council's decision under the Director, Development Services' signature. Carried. b) OCS2024-31 , Dylan Flannery, Director, Operations & Community Services re: Traffic Safety Advisory Committee Membership. Motion No. C241113-9 Moved by Hutcheson, Seconded by Clark Be it resolved 1. That OCS2024-31, Dylan Flannery, Director, Operations & Community Services re: Traffic Safety Advisory Committee Membership be received and adopted. 2. That Council direct staff to invite the Simcoe County District School Board (SCDSB) to send a representative to join the Township's Traffic Safety Advisory Committee, and otherwise continue with membership as is for the 2022-2026 term of Council. 3. That the appropriate draft by-law be brought forward for Council's consideration. Carried. Page 8 of 13 Page 15 of 261 5.a) Minutes of Council meeting held on Wednesday, November 13, 2024. Council Meeting Minutes — Wednesday, November 13, 2024. c) F12024-014, Shannon Johnson, Director, Finance/Chief Financial Officer re: Asset Retirement Obligations. Motion No. C241113-10 Moved by Bard, Seconded by Hutcheson Be it resolved 1 . That F12024-014, Shannon Johnson, Director, Finance/Chief Financial Officer re: Asset Retirement Obligations be received and adopted. 2. That the Draft Asset Retirement Obligations Policy FIN-POL-13 be adopted as presented. Carried. d) CS2024-015, Yvonne Aubichon, Clerk re: Mid-Term Governance Review. Motion No. C241113-11 Moved by Young, Seconded by Bard Be it resolved 1 . That CS2024-15, Yvonne Aubichon, Clerk re: Mid-term Governance Review be received and adopted. 2. That Council approve the procedural and governance matters as outlined in CS2024-15. 3. That staff bring back a report in Q1 , 2025 with respect to Ward Boundary and Council Composition. 4. That staff bring forth the applicable draft by-laws as outlined in CS2024-15 for Council's consideration. Carried. 12. Reports of Municipal Officers for Information Only: a) DS2024-140, Curtis Shelswell, Manager, Municipal Law/Chief Municipal Law Enforcement Officer re: Municipal Law Enforcement Occurrence Update-September. Motion No. C241113-12 Moved by Hutcheson, Seconded by Schell Be it resolved that the report, as listed under Item #12, Reports of Municipal Officers for Information Only, be received: a) DS2024-140, Curtis Shelswell, Manager, Municipal Law/Chief Municipal Law Enforcement Officer re: Municipal Law Enforcement Occurrence Update-September. Carried. Page 9 of 13 Page 16 of 261 5.a) Minutes of Council meeting held on Wednesday, November 13, 2024. Council Meeting Minutes — Wednesday, November 13, 2024. 13. Reports of Members of Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. The following members of Council provided updates: Deputy Mayor Lavoie, Councillors Hutcheson, Clark, Schell, and Young. 14. Announcements: The following member of Council provided announcements: Councillor Hutcheson. 15. Consent Agenda: N%16 a) Minutes of the Barrie Public Library Board (BPLB), meeting held on September 26, 2024. Staff Recommendation: Receive for Information Only. b) Correspondence dated November 4, 2024 from Orillia Public Library Board re: Township of Oro-Medonte Statistics: October 2024. Staff Recommendation: Receive for Information Only. c) Nottawasaga Valley Conservation Authority, Minutes of Meeting held on September 27, 2024 and Highlights of Meeting held on October 25, 2024. Staff Recommendation: Receive for Information Only. d) Correspondence dated October 22, 2024 from the Township of Clearview and Correspondence dated March 22, 2024 from the Township of Adelaide Metcalfe re: Request for Support - Increase Tile Drain Loan Limit. Staff Recommendation: Receive, Support, Advise Under the Mayor's Signature. Motion No. C241113-13 Moved by Bard, Seconded by Lavoie Be it resolved that the staff recommendations with respect to the items listed under "Consent Agenda Correspondence" be adopted as printed: a) Minutes of the Barrie Public Library Board (BPLB), meeting held on September 26, 2024. Received for Information Only. b) Correspondence dated November 4, 2024 from Orillia Public Library Board re: Township of Oro-Medonte Statistics: October 2024. Received for Information Only. Page 10 of 13 Page 17 of 261 5.a) Minutes of Council meeting held on Wednesday, November 13, 2024. Council Meeting Minutes — Wednesday, November 13, 2024. c) Nottawasaga Valley Conservation Authority, Minutes of Meeting held on September 27, 2024 and Highlights of Meeting held on October 25, 2024. Received for Information Only. d) Correspondence dated October 22, 2024 from the Township of Clearview and Correspondence dated March 22, 2024 from the Township of Adelaide Metcalfe re: Request for Support - Increase Tile Drain Loan Limit. Received, Supported, Advised Under the Mayor's Signature. Carried. 16. Communications/Petitions: None. 18. By-Laws: None. 19. Closed Session Items (Unfinished Items): a) Motion to go In Closed Session. Motion No. C241113-14 ' Moved by Lavoie, Seconded by Young Be it resolved that we do now go in Closed Session at 4:58 p.m. to discuss • Solicitor-client privilege (West 1/2 Lot 11 , Concession 8); • Acquisition/disposition of land (Sale of Decommissioned Fire Hall - 375 Line 11 South (Hawkestone)). Carried. Page 11 of 13 Page 18 of 261 5.a) Minutes of Council meeting held on Wednesday, November 13, 2024. Council Meeting Minutes — Wednesday, November 13, 2024. b) Motion to Rise and Report. Motion No. C241113-15 Moved by Clark, Seconded by Hutcheson Be it resolved that we do now Rise at 5:57 p.m. and Report on the Closed Session Items 19 c) Brent Spagnol, Director, Development Services; George Vadeboncoeur, Manager, Planning, Special Projects re: Solicitor-client privilege (West 1/2 Lot 11 , Concession 8); d) Yvonne Aubichon, Clerk re: Acquisition/Disposition of land (Sale of Decommissioned Fire Hall - 375 Line 11 South (Hawkestone)). Carried. c) Brent Spagnol, Director, Development Services; George Vadeboncoeur, Manager, Planning, Special Projects re: Solicitor-client privilege (West 1/2 Lot 11, Concession 8). The following staff were present: Shawn Binns, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna Hewitt, Director, Corporate Services; Brent Spagnol, Director, Development Services; George Vadeboncoeur, Manager, Planning Special Projects; Michelle Jakobi, Director, Environmental Services; Laura Dean and Tim Hill, Aird & Berlis LLP. Motion No. C241113-16 Moved by Young, Seconded by Bard Be it resolved 1. That the confidential memorandum correspondence dated November 12, 2024 from Aird & Berlis LLP and presented by Brent Spagnol, Director, Development Services; George Vadeboncoeur, Manager, Planning, Special Projects; and Aird & Berlis LLP Legal Counsel re: Solicitor-client privilege (West 1/2 Lot 11 , Concession 8) be received. 2. That staff proceed as directed by Council. Carried. Page 12 of 13 Page 19 of 261 5.a) Minutes of Council meeting held on Wednesday, November 13, 2024. Council Meeting Minutes — Wednesday, November 13, 2024. d) Yvonne Aubichon, Clerk re: Acquisition/Disposition of land (Sale of Decommissioned Fire Hall - 375 Line 11 South (Hawkestone)). The following staff were present: Shawn Binns, Chief Administrative Officer; Yvonne Aubichon, Clerk; Donna Hewitt, Director, Corporate Services; Blair Smith and Tim Hewitt, Smith & Hewitt Real Estate Team, Brent Spagnol, Director, Development Services. Motion No. C241113-17 Moved by Clark, Seconded by Schell Be it resolved 1. That the confidential verbal information presented by Yvonne Aubichon, Clerk, Tim Hewitt and Blair Smith, Real Estate Agents re: Acquisition/Disposition of land (Sale of Decommissioned Fire Hall - 375 Line 11 South (Hawkestone)) be received. 2. That staff proceed as directed by Council. Carried. 20. Confirmation By-Law: a) 2024-126: Being a By-Law to Confirm the Proceedings of the Council Meeting held on Wednesday, November 13, 2024. Motion No. C241113-18 Moved by Lavoie, Seconded by Young Be it resolved that By-Law No. 2024-126: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, November 13, 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. C241113-19 Moved by Bard, Seconded by Clark Be it resolved that we do now adjourn at 6:01 p.m. Carried. Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 13 of 13 Page 20 of 261 8.a) 2025-2026 Budget Presentations [additional documents distributed un... Cd Cn r rd 06 0 0 llllx�q 1 Od Page 21 of 261 8.a) 2025-2026 Budget Presentations [additional documents distributed M E' o C,bc = ° Oa o ILL —01 tZo U 'U C6 C: a_+ w =3 Fz-� O =3 N U 0 N to i . . 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Q) O M O +r a f6 cB •O M C M c/f a-+ O > N i C W C 06 Qj Gi m 4J — C u N J c ++ ca O _ i V C O O ��CL u 4 r O W —LM v V 0 Page 90 of 261 • • 4-J � � O • L' O • v � o 0 • • • • J • • • f "� r r z�x ,.r •� ? r v 1 r� s su R 3 11 . ' Al Y �. t , ,. !oil � �� o-m ��. . . 1, ._:f� ' ��."`r/ a!tilS�fl► ���4¢,'A ak �•. � f`•, � t y~. j. .. - t Y Iti t'J'a��.flAlYr,�i1w{� }� * "1„���tq, r •'� r � i� 1 � 1 y � }., �Ep d.f M +>. t T t I? f .. 4 '.. to �v yy `�� �" � y'• 1�/'ft .z� .� 0 I Q 0 a v c o v O 1 1 �y i 11 8.a) 2025-2026 Budget Presentations [additional documents distributed un... From: noreply@oro-medonte.ca <noreply@oro-medonte.ca> Sent: Friday, November 8, 2024 4:01 PM To: Clerks <clerks@oro-medonte.ca> Subject: New Response Completed for Application for Financial Contribution This email originated from outside of Oro-Medonte's email system. Please use proper judgment and caution when opening attachments, clicking links, or responding to this email. Hello, Please note the following response to Application for Financial Contribution has been submitted at Friday November 8th 2024 3:55 PM with reference number 2024-11-08-002. • Organization Name: Lake Simcoe Region Conservation Authority • Mailing Address: 120 Bayview Parkway, Newmarket, ON, L3Y 3W3 • Key Contact: Rob Baldwin, Chief Administrative Officer • Board Chair: City of Barrie Councillor Clare Riepma • Email: t.barnett(cblsrca.on.ca • Telephone: 905-895-1281 • Type of Organization: Non-Profit Corporation • Geographical Area Served: 3,700 sq km, the Lake Simcoe Watershed • Date Incorporated/Formed: 9/5/1951 • Purpose/Mandate: To protect people and propertyfrom hazards • Do other organizations provide/offer similar services to the Township of Oro-Medonte?: Yes Page 93 of 261 8.a) 2025-2026 Budget Presentations [additional documents distributed un... • Please identify the organizations who provide/offer similar services to the Township of Oro- Medonte: Nottawasaga Valley Conservation Authority • Is this a joint application?: No • Did you request support in 2024?: Yes • What Department/Division do you work with to deliver services?: Development Services • Dollar($)Amount Required: $98,431 (additional details on the 2025 Budget request has been sent to the Finance Department) • Please describe your request for 2025 below: $90,764 of the $98,431 (92.2%) is mandatory(Category 1) under the Conservation Authorities Act, with $4,098 of Restoration Assistance Funding(Category 2) and $3,569 for LSRCA's Education Programming(Category 3).These programs were included in the Memorandum of Understanding that LSRCA provided to Oro-Medonte in 2024, as part of the new requirements of the Conservation Authorities Act. Restoration assistance funding is pooled with all other municipalities to provide direct grants to Oro-Medonte residents. Our Education Program works directly with the Simcoe County school boards to provide outdoor education to school-aged children. Outcomes and results can be found annually in our 2024 Budget Companion document(attached below) • Please describe your request for 2026 below: Our Board of Directors has not provided any detailed direction for 2026, beyond the expectation to work within general targets of our municipal funding partners. Early indications are for a 2-3% increase to all funding categories. Of note, the new Nature Centre at Scanlon Creek Conservation Area is being constructed in 2025, with operations beginning is 2026.This will impact the Category 3 funding request as our Education Program will be expanding to reach more children starting in 2026. Our assistance and education programs are the only Board-endorsed, non-mandatory programs being provided in Oro-Medonte (and all other funding municipalities). Our education program will be expanding in 2026 and our team would be happy to share further details on how school aged children in Oro-Medonte will be benefiting from the new Nature Centre, when our detailed operational plan in finalized. • Please attach your organization's current Strategic Plan. 1. Application for Financial Contribution - November 2024 LSRCA.docx[69.8 KB] • 2024 services/activities provided for/on behalf of the Township residents and/or businesses (deliverables/results against objectives)(if you received financial support in 2024). Please provide examples as appropriate: Page 94 of 261 8.a) 2025-2026 Budget Presentations [additional documents distributed un... 1. 2024 Budget Companion - L�R(,A.pdf[5.6 MB] • Prior year's financial statements (statements must be in compliance with applicable legislation -Ontario's Not-for-Profit Corporations Act, 2010 etc.): 1. 2023 Audited Financial Statements - LSRCA.pdf[12.8 MB] • Articles of Incorporation &Current By-laws (if applicable): 1. Order in Council- Lake Simcoe Region Conservation Authority-July 9, 1986.pdf[904.7 KB] • Date: 11/8/2024 • Name: Mark Critch • Position: General Manager, Corporate and Financial Services/CFO [This is an automated email notification -- please do not respond] Page 95 of 261 • I 1 / • Budget Presentations [additional documents distributed C 1 1 • Ln -r 0 0 1 • i , e r. , 8.a) 20 s distributed un... 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LA 0 r W W 2 0 LL L' W O -0 O a-J ro O fl- X a) (D Ln a) 0) L � � M Q.a..J •_ >(L) =3 ( ) ■� > O (n E _ - -0 U C N C •— ro O O- C •> O O-70 -EO c O O O wtn 00 Ln Ln Ln W •tn ■� rl rl 74 p C m i a �: 4-J _ 4-J O L. cc LA W = O O O rug o V) ■� N N N � -r- o . +J +J E Page 126 of 261 8.a) 2025-2026 Budget Presentations [additional documents distributed un... v' w 0 as Uj uJ 2 0 L& 1 0 Uj Uj O U U N V O � C O O O N E E O O @O O ■ Page 127 of 261 8.a) 2025-2026 Budget Presentations [additional documents distributed un... From: noreply@oro-medonte.ca <noreply@oro-medonte.ca> Sent:Thursday, November 14, 2024 10:11 PM To: Clerks <clerks@oro-medonte.ca> Subject: New Response Completed for Application for Financial Contribution This email originated from outside of Oro-Medonte's email system. Please use proper judgment and caution when opening attachments, clicking links, or responding to this email. Hello, Please note the following response to Application for Financial Contribution has been submitted at Thursday November 14th 2024 10:09 PM with reference number 2024-11-14-003. • Organization Name: Oro-Medonte Chamber of Commerce and Tourism • Mailing Address: 148 Line 7 South, Oro-Medonte, ON • Key Contact: John Bard • Board Chair: Luke Sedgwick • Email: info oromedontecc.com • Telephone: 705-794-4793 • Type of Organization: Non-Profit Corporation • Geographical Area Served: Oro-Medonte • Date Incorporated/Formed: 2/19/2004 • Purpose/Mandate: To foster a thriving local economy by connecting and supporting local businesses, enhancing Page 128 of 261 8.a) 2025-2026 Budget Presentations [additional documents distributed un... community engagement, and promoting the proud heritage, and exciting future, for businesses in Oro-Medonte • Do other organizations provide/offer similar services to the Township of Oro-Medonte?: No • Please describe how your organization would avoid duplication of service delivery and financial requests of the Township of Oro-Medonte: Work together and communicate with Corporate Services and Lake Country Tourism on the Economic Roundtable. • Is this a joint application?: No • Did you request support in 2024?: Yes • What Department/Division do you work with to deliver services?: Corporate Services/Economic Development • Dollar($)Amount Required: 15000 • Please describe your request for 2025 below: Delivery of 3-5 workshops that directly benefit the business community, Newsletter development (4 per year) and increased visibility opportunities for the chamber members and affiliates through a defined social media and alternative media plan, BA6 (6-8 events), Business Awards Gala, Images Studio Tour, Member Benefits Plan Economic Development Strategic Goal#3: Support Business Environment Objective 1: Provide Township-based businesses with support and connections to regional resources to start, maintain, and grow their business. Implement communication strategy to share information and opportunities with the business community. Maintain and enhance the Township's partnership with local and regional business development organizations. Create a resource for businesses to support tourism and its growth in Oro-Medonte. • Dollar($)Amount Required: 15000 • Please describe your request for 2026 below: Delivery of 3-5 workshops that directly benefit the business community, Newsletter development (6 per year) and increased visibility opportunities for the chamber members and affiliates through a defined social media and alternative media plan, 2 employees (including ED) by the end of year 2 Page 129 of 261 8.a) 2025-2026 Budget Presentations [additional documents distributed un... (or 3), BA6 (8-10 events), Business Awards Gala, Images Studio Tour, Member Benefits Plan Economic Development Strategic Goal#3: Support Business Environment Objective 1: Provide Township-based businesses with support and connections to regional resources to start, maintain, and grow their business. Implement communication strategy to share information and opportunities with the business community. Maintain and enhance the Township's partnership with local and regional business development organizations. Create a resource for businesses to support tourism and its growth in Oro-Medonte. Please attach your organization's current Strategic Plan. 1. Strategic Plan OMCOCT Fall 2024.pdf[204.8 KB_, 2024 services/activities provided for/on behalf of the Township residents and/or businesses (deliverables/results against objectives)(if you received financial support in 2024). Please provide examples as appropriate: 1. OMCOCT Services Provided 2024.docx[17.4 KB] Prior year's financial statements (statements must be in compliance with applicable Legislation -Ontario's Not-for-Profit Corporations Act, 2010 etc.): 1. Compilation Engagement OMCOCT 2023.pdf[142.9 KB] Articles of Incorporation &Current By-Laws (if applicable): 1. OMCOCT Corporation Tourism Master Business License July 2 2021.pdf[30.8 KB] Date: 11/14/2024 Name: John Bard Position: Director [This is an automated email notification -- please do not respond] Page 130 of 261 '"'' ' I �i� Tom► ' +a�lr,, ter. 3" r �f wY yd 4 1 h R 4:' 1 I I � w +7 �Y JJ F. wf W LLJ � •- MO cr a d � N O a CC N N ► o 0 , 00 Q Z ns [add io doq4Tentsi uted un... 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From: noreply@oro-medonte.ca <noreply@oro-medonte.ca> Sent: Friday, November 8, 2024 8:35 AM To: Clerks <clerks@oro-medonte.ca> Subject: New Response Completed for Application for Financial Contribution This email originated from outside of Oro-Medonte's email system. Please use proper judgment and caution when opening attachments, clicking links, or responding to this email. Hello, Please note the following response to Application for Financial Contribution has been submitted at Friday November 8th 2024 8:33 AM with reference number 2024-11-08-001. • Organization Name: Orillia and Lake Country Tourism • Mailing Address: 22 Peter Street South, Box 2525 • Key Contact: Kris Puhvel • Board Chair: Rob Furlonger • Email: executivePorillialakecountry.ca • Telephone: 705-325-9321 • Type of Organization: Non-Profit Corporation • Geographical Area Served: Orillia, the Township of Oro-Medonte, The Township of Severn, Rama First Nation • Date Incorporated/Formed: 12/15/1998 • Purpose/Mandate: Orillia and Lake Country works with tourism partners to create and promote authentic experiences that encourage visitors to explore often and stay longer, resulting in a lifetime of memories and a robust local economy. Page 143 of 261 8.a) 2025-2026 Budget Presentations [additional documents distributed un... • Do other organizations provide/offer similar services to the Township of Oro-Medonte?: No • Please describe how your organization would avoid duplication of service delivery and financial requests of the Township of Oro-Medonte: As the official Destination Marketing Organization for the Township of Oro-Medonte, OLC undertakes activities that are exclusively provided by the organization. To ensure there is no duplication of services, OLC communicates regularlywith other business supporting partners such as the Oro-Medonte Chamber of Commerce and Township Oro-Medonte Ec-Dev staff. • Is this a joint application?: No • Did you request support in 2024?: Yes • What Department/Division do you work with to deliver services?: Corporate Services • Dollar($)Amount Required: 22,500 • Please describe your request for 2025 below: For 2025 Orillia and Lake Country Tourism will continue to support and promote the Township of Oro-Medonte tourism-focused businesses, events and activities through a wide variety of platforms and initiatives. This includes undertaking targeted seasonal social media campaigns, managing and enhancing the Township's official tourism website, facilitating photo and video acquisition, providing marketing and other support to operators and showcasing the Township through the OLC Visitor Guide (circ 25 000). In addition, OLC will workwith the Township staff to identify and support product development projects that will enhance the visitor and resident experience. Through this work we will continue to play an important role in supporting our tourism- dependent operators and promotion of Oro-Medonte to attract visitors. Our efforts align with the Township's Economic Development Strategy goal#2"to promote Oro-Medonte as a premier four- season destination" • Dollar($)Amount Required: 22,500 • Please describe your request for 2026 below: For 2026 we plan to innovate and build on the success of our core 2025 activities.This includes digital marketing, product and experience development, and enhanced support marketing programs for our operators.We continually analyze the outcomes of our marketing programs to ensure that our marketing efforts are aligned with our objectives and delivering value to our funders. Moreover, with the evolution of marketing platforms, the organization will always look at new opportunities to attract visitors in a competitive tourism market. These will be incorporated into our 2026 work plans and will ensure that our efforts are effective in promoting tourism assets Page 144 of 261 8.a) 2025-2026 Budget Presentations [additional documents distributed un... in Oro-Medonte with its many benefits. Our activities will continue to support goal#2"to promote Oro-Medonte as a premier four-season destination"of the Township of Oro-Medonte's Economic Development Strategy. • Please attach your organization's current Strategic Plan. 1. OLCT Strategic Planning Summary.pptx[193.9 KB] • 2024 services/activities provided for/on behalf of the Township residents and/or businesses (deliverables/results against objectives)(if you received financial support in 2024). Please provide examples as appropriate: 1. Orillia and Lake Country 2024 Activities.docx[55.7 KB] • Prior year's financial statements (statements must be in compliance with applicable legislation -Ontario's Not-for-Profit Corporations Act, 2010 etc.): 1. OntLakeCountry 2023 FINAL Financial Statements.pdf[249.6 KB] • Date: 11/8/2024 • Name: Kristian Puhvel • Position: Executive Director [This is an automated email notification -- please do not respond] Page 145 of 261 11 .a) F12024-15, Shannon Johnson, Director, Finance/Chief Financial Offi... WON_ Township of Staff Report Proud Heritage, Exciting Future To: Council From: Shannon Johnson, Director, Finance / Chief Financial Officer and Shawn Binns, Chief Administrative Officer Meeting Date: November 27, 2024 Report No.: F12024-015 Subject: Financial Services Review Update and Recommendations Type: Requires Action Recommendation It is recommended: 1. That report FI2024-015 be received; 2. That Council approve the Financial Services Review recommendations as outlined in report F12024-015, in collaboration with the KPMG Township of Oro-Medonte Report on the Financial Services Review; and 3. That Council approve the recommended Departmental structure as outlined in report F12024-015, including the addition of two new staff complement, the reorganization of existing staff roles, and the conversion of a contract staff role to a permanent position; 4. That staff be authorized to proceed with the implementation of the recommended staffing changes and that they be incorporated into the 2025-2026 budget. Background As outlined in Staff Report F12024-07 to Council on May 22, 2024, it was identified that the Township's Finance Department has experienced a number of challenges, compounding over time, that could hinder its ability to adequately serve stakeholders and meet the growing demands of our community. Finance November 27, 2024 Report No. F12024-015 Page 1 of 9 Page 146 of 261 11 .a) F12024-15, Shannon Johnson, Director, Finance/Chief Financial Offi... Council passed motion C240522-14 to approve the engagement of KPMG to conduct an in-depth financial services review of the Township's Finance Department and provide recommendations to support the department in meeting current and future needs. The project commenced on June 12, 2024, and has now been completed. An executive summary of KPMG's Final Report is attached as Appendix 1. The purpose of this report is to provide Township Council with an overview of KPMG's assessment and recommendations, and outlining how the Finance department will meet its legislative responsibilities and continue to modernize and improve service delivery. Analysis Current State Analysis The Finance Department has faced several challenges related to budgeting and financial management, financial control and regular reporting; ERP implementation; and high staff turnover, which has led to continuity issues and the need for additional support. These issues have compounded over time with increasing responsibilities such as asset management, financial reporting obligations, purchasing and the modernization of the Township's Enterprise Resource Management (ERP) System. KPMG was engaged by the Township to review its finance functions and provide recommendations to address these challenges and ensure the Department was positioned to address its core functions and service level requirements. The specific objectives of the review included: a) Assessing and providing recommendations on the organizational structure of the Finance department, considering the current distribution of responsibilities, reporting framework, experiences from other municipalities, best practices, and the general direction of the municipal sector. b) Identify gaps in staffing levels and required skill sets, with consideration given to addressing capacity and constraints over the next five years. c) Reviewing and recommending improvements to the Township's finance- related policies and financial planning framework; identifying any gaps in documented policies. d) Reviewing and providing recommendations to address the implementation issues with the new Enterprise Resource Planning (ERP) system. Finance November 27, 2024 Report No. F12024-015 Page 2 of 9 Page 147 of 261 11 .a) F12024-15, Shannon Johnson, Director, Finance/Chief Financial Offi... The review was organized according to KPMG's Target Operating Model to analyze and understand the current state of the Township's financial services. It included an analysis of service delivery model, organization and governance, people and skills, and technology. The analysis consisted of: • 29 stakeholder interviews with finance staff, mid-level and senior management, Council and ERP system support vendors; • Assessing the efforts to date of the Township's ERP system implementation; and • Conducting jurisdictional scans of three comparative municipalities regarding four functional areas: project management, ERP system, financial analysis and planning, and organizational structure KPMG Future State Recommendations Upon completion of their review, KPMG identified several significant risks that could impact the Township's operations and reputation. These risks include potential failures in regulatory compliance, budgetary challenges due to data quality associated with ERP conversion, and issues related to financial controls such as procurement etc. Additionally, operational risks such as errors in financial reporting, data breaches, and system failures were noted, along with business continuity concerns stemming from undocumented policies and key-person dependency. Lastly, the review highlighted the risk of sub-optimal staffing and training, which could lead to staff frustration, high turnover, and operational inefficiencies. To address the risks identified, KPMG provided several key recommendations aimed to enhance the Township's operations, address current challenges and to adequately position the Department to address future requirements and to enhance overall financial management. They suggested updating job descriptions and clarifying responsibilities to improve organizational structure, as well as hiring additional staff to balance capacity and service delivery needs. KPMG also recommended refining financial processes through Lean Six Sigma methodologies and documenting standard operating procedures to ensure consistency and accuracy. Enhancing staff skillsets through targeted training and regular performance feedback was advised to reduce operational inefficiencies. To address IT governance, KPMG proposed contracting an ERP project manager and establishing oversight groups to ensure successful ERP implementation. Additionally, KPMG emphasized the importance of developing a long-term financial plan, including formalizing financial policies and modeling financial scenarios, to guide decision-making and ensure financial stability. Finance November 27, 2024 Report No. F12024-015 Page 3 of 9 Page 148 of 261 11 .a) F12024-15, Shannon Johnson, Director, Finance/Chief Financial Offi... Finally, they recommended reviewing and streamlining customer service processes to enhance service delivery and public trust. Recommended Finance Department Staffinq Model and Structure Senior staff have further reviewed KPMG's recommendations to address the Finance Department's organizational structure and are recommending an alternative structure which is consistent with KPMG's proposed division of functions without segregating a new division with specific a manager. The proposed revised staffing model and structure is outlined below and illustrated in the diagram in Table 1. This new model aims to ensure segregation of duties, succession planning, an even allocation of work, a structure that fosters collaboration and appropriate accountability among finance team members. Furthermore, staff are requesting Council approval for the hiring of two new permanent staff positions and the reorganization of a permanent and a contract staff position. The proposed reorganization of the finance staff structure involves: • Supervisor, Revenue and Taxation (permanent non-union position): Includes the removal and reorganization of the Tax & Revenue Analyst permanent union position. Reporting to the Deputy Treasurer/Manager, Accounting. Directly supervises the Senior Revenue Clerk and Revenue Clerk and manages customer service counters. Performs senior analyst taxation and revenue tasks and oversees the Township's various revenue streams, including cross- departmental coordination of revenue processing to ensure timely and efficient billing, receivable, and collection activities. ., Development of associated procedures and continuously improves policies. Assists the CFO and Deputy Treasurer with various analyses and reconciliations. • Supervisor, Accounting and Risk Management (permanent non-union position): Reports to the Deputy Treasurer/Manager, Accounting. Directly supervises the Financial Analyst and Accounting Clerk. Performs senior analyst accounting tasks and oversees the Township's accounting and risk management streams, including backup support to revenue staff as needed. . Development of associated procedures and continuously improves policies. Assists the CFO and Deputy Treasurer with various analyses and reconciliations. • Asset Management Analyst (permanent union position): Converts the contract non-union position to a permanent union position. Reports to the Deputy Treasurer/Manager, Accounting. Responsible for managing the asset management plan and assisting with the preparation of the capital budget and forecasts, ensuring alignment with asset management plan strategic priorities. Finance November 27, 2024 Report No. F12024-015 Page 4 of 9 Page 149 of 261 11 .a) F12024-15, Shannon Johnson, Director, Finance/Chief Financial Offi... Supports the CFO and Deputy Treasurer in performing financial and variance analyses. • Financial Analyst (permanent union position): Reports to the Supervisor of Accounting and Risk Management. Supports the department, CFO and Deputy Treasurer in performing financial and variance analyses and revenue and accounting transactional tasks as required. Table 1. Staff Recommended Finance Department Staffing Model and Structure Director,Finance/CFO Deputy Treasurer,Manager, Accounting ,Supervisor,Taxation and Sunervisor.AccountinLf Finance& Asset Management I I tYARevenue and Risk Management Procurement Anatyst �Ana st Senior Revenue Cterk Finance Students The finance staff have been regularly updated on KPMG's review and recommendations concerning the finance Department's service delivery and structure. The recommended changes for the Department's success have been accepted by the team members. Additionally, the Township's Union representatives has been also consulted regarding KPMG's recommendations for staff and departmental structure. They are supportive and understand the need to streamline certain finance functions and responsibilities to enhance workload allocation and improve service delivery efficiency. Timeline to Address KPMG's Recommendations and Other Legislative Requirements To effectively address KPMG's recommendations and ensure timely implementation, staff have developed a comprehensive strategy that prioritizes key actions and allocates resources efficiently. This strategy includes a detailed timeline with specific milestones, regular progress reviews, and dedicated teams responsible for each recommendation. By adhering to this structured approach, we aim to achieve all objectives within the designated timeframes, thereby enhancing our operational effectiveness and compliance: Finance November 27, 2024 Report No. F12024-015 Page 5 of 9 Page 150 of 261 11 .a) F12024-15, Shannon Johnson, Director, Finance/Chief Financial Offi... October - December 2024 o Hire ERP Project Manager: ✓ WCSC Consulting has been hired as the Township's ERP Project Manager ✓ Accounts Receivable ERP module implemented, and staff training ✓ Organize and conduct training sessions on system functionalities, workflows, and operating procedures as new ERP modules are implemented o Complete 2023 Audit and Financial Information Return: ✓ Additional financial analyst resources have been engaged to conduct and complete the 2023 audit and Financial Information Return, ensuring all findings are addressed. o Review and update the organizational structure of the finance department ✓ A thorough review and analysis of the current organizational structure of the finance department has been completed ✓ A review of job descriptions, identify staffing needs, roles and responsibilities has been completed ✓ Recommended changes have been communicated to staff and union representatives o Conversion and reorganization of existing staff roles, create job postings, and conduct interviews for new hires. o Review financial assumptions and current performance metrics and identify areas for improvement. 0 2025 — 2026 Budget Preparation and Overview ✓ Draft capital and operating budget preparation has begun ✓ 2025 - 2026 Draft Budget Overview targeted to presented to Council December 11 to January - March 2025 0 2025 - 2026 Budget deliberations and ratification. o Hire and onboard recommended new positions. o Develop and document Standard Operating Procedures for all key financial processes and associated timelines for annual implementation and standards. o Update of spending authorities and Procurement Bylaw. o Implement additional ERP Modules and training. Finance November 27, 2024 Report No. F12024-015 Page 6 of 9 Page 151 of 261 11 .a) F12024-15, Shannon Johnson, Director, Finance/Chief Financial Offi... • April - June 2025 o Establish IT Governance/Oversight Group for Future State of Data flow and Systems. o Define oversight group roles and responsibilities. o Assess current customer service processes, identify areas for improvement, and implement changes. o Implementation of variance and risk management reporting. o Ensure compliance with asset management plan legislation by July 1st 2025, including an approved plan for all municipal infrastructure assets. This plan should identify proposed levels of service, required activities to meet these levels, and a funding strategy. • July — December 2025 o Completion of 2024 audit and financial information return. o Development of work order system and subsystems aligned to ERP. o Continued refinement of long-term financial planning. 0 2026 Budget Recalibration. Financial/Legal Implications/ Risk Management To achieve the financial, legal, and risk management considerations outlined, a comprehensive approach will be implemented with regular updates provided to Council. The new structure will ensure proper segregation of duties to prevent fraud and errors, facilitate succession planning and knowledge transfer, address issues with the ERP system to reduce operational risks and improve the accuracy and reliability of financial data. Clear lines of accountability and oversight will be established to manage risk, operational performance and financial control across the organization while providing capacity for strengthening long term financial planning and enterprise risk management. The cost of implementing the propose staffing changes is approximately $285,000 which would be phased in the 2025 and 2026 Budget. The costs associated with training existing staff for their new roles will be managed to ensure smooth transitions. However, these changes are expected to enhance the efficiency of financial operations, potentially leading to long-term cost savings. Legally, the proposed changes will ensure compliance with legislative responsibilities by improving financial control and reporting. Additionally, reviewing and updating finance- related policies and the financial planning framework will maintain compliance with legal standards and best practices while enhancing corporate enterprise risk management. Finance November 27, 2024 Report No. F12024-015 Page 7 of 9 Page 152 of 261 11 .a) F12024-15, Shannon Johnson, Director, Finance/Chief Financial Offi... Policies/Legislation Section 286(1) of the Municipal Act, 2001, S.O. 2001, c.25 Section 294 (1) of the Municipal Act, 2001, S.O. 2001, c.25 Corporate Strategic Priorities Financial Sustainability Strengthen Operational Capacity Consultations Township of Oro-Medonte Finance Staff and Mid-Level and Sr. Management Township of Oro-Medonte Union Representatives Township of Oro-Medonte Council Members Bruce Peever, CIVIC, Partner, Public Sector Advisory, KPMG LLP Esther Lin, Manager, Public Sector Advisory, KPMG LLP Attachments Appendix 1 - Township of Oro-Medonte Review of Finance Services, KPMG Final Report, Executive Summary Conclusion It is recommended that Township Council approve the Financial Services Review recommendations as outlined in staff report F12024-015, in collaboration with KPMG's Township of Oro-Medonte Review of Finance Services — Executive Summary. It is also recommended that Township Council approve staff's recommended staffing model and structure, including the proposed revisions to staffing complement, the reorganization of existing staff roles, and the conversion of a contract staff role to a permanent position, be approved and incorporated into the 2025-2026 draft budget. Council approval of the recommendations outlined in staff report F12024-015 and KPMG's Review of Finance Services report will support further streamlining of certain finance functions and responsibilities, improving workload allocation, service delivery and overall financial management. Additionally, an information technology implementation strategy will define the current and long-term plan for the Township's ERP system. Further decisions will include how the Township will utilize technology to achieve its corporate goals and priorities. The strategy will serve as a structured framework for IT governance and decision-making, aiming for continuous improvement in leveraging the use of technology and systems within the Finance November 27, 2024 Report No. F12024-015 Page 8 of 9 Page 153 of 261 11 .a) F12024-15, Shannon Johnson, Director, Finance/Chief Financial Offi... Township to meet legislative requirements and improve the efficiency and effectiveness of service provision. Respectfully submitted by Shannon Johnson, Director, Finance / CFO, November 20, 2024 Approvals: Date of Approval Shawn Binns, CAO November 20, 2024 Finance November 27, 2024 Report No. F12024-015 Page 9 of 9 Page 154 of 261 11.a) F12024-15, Shannon Johnson, Director, Finance/Chief Financial Offi... 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WON_ Township of Staff Report Proud Heritage, Exciting Future To: Council From: Sam Flowers, Website Information Coordinator Meeting Date: November 27, 2024 Report No: CS2024-25 Subject: Community Engagement Policy & Platform Type: Requires Action Motion No.: Recommendation Be it resolved: 1. That Report CS2024-25 be received and adopted; and 2. That draft POL-ADM-025 be adopted as presented; and 3. That Social Pinpoint be the selected platform provider for the Township's Community Engagement Platform initiative in accordance with Section 9 of the Purchasing and Tendering Procedures By-law No. 2004-112 for a total annual cost of$12,000.00 plus HST; and 4. That staff be authorized to execute the necessary contract; and 5. That staff proceed with implementation and communication as outlined. Background The Township is committed to enhancing community engagement, involvement, and collaboration in alignment with Council's strategic priorities as outlined in the 2024-2027 Strategic Plan. The following information provides a synopsis of communication audiences and methods/tools that are currently used to communicate with/engage the public. Corporate Services November 27, 2024 Report No. CS2024-215 Page 1 of 7 Page 168 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... Communication audiences include the following: • Oro-Medonte residents - year-round and seasonal • Local businesses, business owners and prospective businesses • Contractors/suppliers • Investors • Visitors • Media (local and Greater Toronto Area (GTA) outlets) • Provincial and Federal government agencies • Upper-tiers of government • Third-party stakeholders, groups, associations and Township partners • Members of Council • Township staff Accurate fact-based information is communicated to these audiences in a concise, clear and easily understood manner. Communication/engagement methods include the following: • Township website (this method of communication serves as the primary location for Township information) • Social Media (X, Facebook, Instagram, Linkedln) • Council Highlights & Township Updates monthly e-newsletter • Newsletters/information included with annual tax bill mailings • Digital media (North Simcoe Life etc.) • Print publications • Media releases, advisories, backgrounders, communiques • Working with local and GTA based media outlets • Focus groups & Community meetings (Strategic Plan, Recreation Plan, etc.) • Surveys Analysis Following adoption of the 2024-2027 Strategic Plan, which includes "enhancement of the community's understanding of Township services and standards through the process of engagement", communications staff within the Corporate Services division completed a comprehensive best practice research review of other municipalities' approach to community engagement. This included municipalities of varying sizes and locations across the country (Calgary, Kingston, Newmarket, Burlington, Kawartha Lakes etc.). As part of this research, staff reviewed policies, guidelines and tools to better understand how best to address Council's Strategic priority. Based upon this research, staff present a two-step approach for Council's consideration: Corporate Services November 27, 2024 Report No. CS2024-215 Page 2 of 7 Page 169 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... 1. development and adoption of a Community Engagement Policy and corresponding Guidelines; and 2. implementation of a Community Engagement Platform (engagement tool). 1. Community Engagement Policy & Guidelines Development of a Community Engagement Policy and Guidelines will act as a community engagement framework to help staff inform, consult, involve, collaborate, and empower stakeholders and/or the community. The draft Community Engagement Policy, attached as Appendix A and B, establishes guiding policy and principles to enable a consistent and coordinated community engagement process. The accompanying guidelines will assist Township staff, elected officials, consultants or external organizations undertake community engagement on behalf of the Township of Oro-Medonte. The principles of this policy and guideline reflect the best practice research from other municipalities and align with the industry standard of the IAP2 (International Association for Public Participation), which is the standard followed by many municipalities who have sought to enhance their communication and engagement with their residents, community and stakeholders. Key Aspects of the Community Engagement Policy and Guidelines The attached draft Community Engagement Policy has been developed for the purpose of formalizing the Township's engagement process. The attached guidelines (Appendix B) for community engagement and communication practices provide detailed information regarding: 1. when the Township undertakes an engagement process with the community and stakeholders; 2. when the Township may determine undertaking an engagement process with the community and stakeholders is not the best way to communicate and engage the public (i.e. circumstances when the Township may follow an outward one-way communication approach); 3. the engagement process; and 4. procedures for community engagement. It is important to note the process of engagement is dynamic, and use of the community engagement spectrum as defined in Guidelines attached to this report may not always be linear. Depending on the project/initiative, the Township will determine the level of appropriate/necessary engagement. Additionally, community engagement may require adjustment to ensure the best result. The draft Policy and Guidelines form only a portion of the Township's approach to community engagement. The implementation of an effective and easy to use tool is the second component, and will enable the municipality and its residents and stakeholders Corporate Services November 27, 2024 Report No. CS2024-215 Page 3 of 7 Page 170 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... to put into practice the Policy and Guidelines in a time efficient and cost effective manner. 2. Digital Engagement Platform Establishment of a digital engagement platform will serve as an additional communication tool and complement existing methods the Township currently uses to convey information, and engage with the public. Communications staff within the Corporate Services division determined the benefits and requirements of a community engagement platform for the Township. Platform requirements include: 1. complement existing Township communication/community engagement methods; 2. provide opportunities for the Oro-Medonte community to effectively participate in digital on-line engagement; 3. increase community awareness and understanding of Township projects, programs and/or services, policies etc.; and 4. compliance under the Accessibility for Ontarians with Disabilities Act (AODA), 2005, S.O. 2005, c. 11. Staff undertook the following process in accordance with the Township's Purchasing and Tendering Procedures By-law No. 2004-112 to confirm the appropriate engagement platform. Staff conducted interviews/demonstrations and obtained pricing quotations from three (3) engagement platform providers: Cocoriko Granicus - EngagementHQ (formally BangTheTable) Social Pinpoint Based on the steps followed above and a subsequent review and assessment, staff are recommending that Social Pinpoint be the community engagement platform provider for the Township. This platform and provider was determined to best meet the needs and requirements of the Township currently, and into the immediate future. Township staff utilizing and managing the digital engagement platform will: • follow established guidelines for community engagement and communication practices in the Township of Oro-Medonte; • determine the appropriate level of community engagement for projects, programs and/or services, policies, etc.; • ensure coordination across the Township to provide accurate information regarding Township projects, programs and/or services, policies, etc.; Corporate Services November 27, 2024 Report No. CS2024-215 Page 4 of 7 Page 171 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... • create/develop engagement project pages on the community engagement platform; • distribute data collected via the community engagement platform which is deemed appropriate to respective departments for analysis; and • communicate appropriate information gathered through the digital engagement process to the community/public. Next Steps: Should Council endorse staff's recommendations, work will commence immediately to develop and implement the Township's engagement platform. As part of this implementation information/training will be provided to Township staff regarding community engagement in general, and mechanics of the digital engagement platform. A communication strategy will also be developed and implemented for Oro-Medonte residents, community and stakeholders (social media, digital media, e-newsletters etc.) to inform and educate regarding the availability and use of the new engagement tool. Staff anticipate that, if supported by Council, this platform and communication strategy will be completed in the first quarter of 2025. Financial/Legal Implications/ Risk Management Implementation of the community engagement platform including enhanced onboarding, additional platform administration licenses, and ongoing technical support will cost $12,000.00 plus HST annually. Year 1 costs for the community engagement platform project will be funded from the approved Website Redevelopment project in the 2023/2024 capital budget. Please note Township staff successfully negotiated with Social Pinpoint to include additional tools and features within the initial implementation costs. It is also important to note that as the community engagement platform evolves, additional features and/or tools may prove to be beneficial to meet future Township needs, these will be considered as part of future budget processes as required. Policies/Legislation • Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) • Purchasing and Tendering Procedures By-Law 2004-112 • Accessibility for Ontarians with Disabilities Act (AODA) Corporate Strategic Priorities • Community Engagement & Trust Strengthen Operational Capacity Corporate Services November 27, 2024 Report No. CS2024-215 Page 5 of 7 Page 172 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... Consultations • Chief Administrative Officer • Director, Corporate Services • Finance & Procurement Analyst • Social Media Coordinator/Corporate Executive Assistant • Manager, Communications & Public Relations • Towns/Townships within Simcoe County Attachments Appendix A: Draft Community Engagement Policy— POL-ADM-025 Appendix B: Draft Guidelines for Community Engagement and Communication Practices in the Township of Oro-Medonte Conclusion Implementation of a Community Engagement Policy, associated Guidelines and a community engagement platform will assist in establishing an effective medium of transparent two-way communication with the community. The proposed Community Engagement Policy and accompanying guidelines will provide clarity and direction regarding community engagement processes in the Township. Application of the proposed Policy will assist to streamline decision-making processes pertaining to digital community engagement. The community engagement platform will enhance communication between the Township and the community, assisting to ensure members of the public are aware of Township projects, programs and/or services, policies, etc., while also providing opportunities to consult the community, for the purpose of being involved in decision- making processes, and collaborating on ideas across the Township. Additionally, implementation of a digital community engagement platform will provide an opportunity for outward communication, that mirrors information available on the Township's website regarding projects (i.e. Community Centre Partnership), which will be easier to locate, given the community engagement platform will not be as complex from a navigation perspective, as the Township's website. The Website Information Coordinator, in conjunction with the Communications & Public Relations Manager completed thorough market research and determined that in accordance with corporate strategic priorities laid out within the 2024-2027 Strategic Plan, implementation of a digital community engagement platform will support Council's strategic priorities. Following extensive discussion and research, and in compliance with the Purchasing and Tendering Procedures By-law 2004-112, staff are confident in Social Pinpoint's Corporate Services November 27, 2024 Report No. CS2024-215 Page 6 of 7 Page 173 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... ability to deliver the project along with the necessary technical support. Staff are also confident the proposed Community Engagement Policy and accompanying guidelines provide the necessary framework to effectively and efficiently introduce digital community engagement to the Oro-Medonte community. Through the process of engagement, the Oro-Medonte community has the ability to make an impact on the decision-making process, and create positive change. Respectfully submitted, Sam Flowers, Website Information Coordinator October 31, 2024 Approvals: Date of Approval Jenny Legget, Manager, Communications & Public Relations November 12, 2024 Donna Hewitt, Director, Corporate Services November 15, 2024 Shannon Johnson, Director, Finance / CFO November 15, 2024 Shawn Binns, CAO November 18, 2024 Corporate Services November 27, 2024 Report No. CS2024-215 Page 7 of 7 Page 174 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... Township of Policy Proud Heritage, Exciting Future Department/Section Policy # Corporate Services POL-ADM-025 Subject Enacted by Council: Community Engagement Policy Motion # 1. Purpose The Township of Oro-Medonte is committed to enhancing communication between the community and the Township, providing opportunities for the community to be informed, and provide valuable input to on-going and upcoming Township programs and projects. The Township believes that establishing an inclusive community engagement process to better inform stakeholders about decisions that reflect their interests and concerns through a comprehensive and consistent engagement process, is invaluable to the progression and growth of a collaborative and vibrant community. This policy and the corresponding guidelines will act as a community engagement framework to help staff inform, consult, involve, collaborate and empower stakeholders, recognizing that each engagement process carries unique considerations for its stakeholders and engagement objectives. The policy aligns with the Township's 2024-2027 Strategic Plan priority of community engagement. The Community Engagement Policy establishes guiding principles to enable consistent and coordinated community engagement including: • Township staff following an aligned method of community engagement through the use of numerous mediums such as in-person gatherings, social media, engagement platforms, or traditional media to enhance communication with the community and stakeholders. • Ensuring the Oro-Medonte community understands methods and channels of engagement, as well as the opportunities for engagement pertaining to Township projects and/or programs; and • Depending on the project/initiative, the Township will determine when it is appropriate to surpass the informing stage, and progress to the next step of the engagement process based on specific engagement objectives. These guiding principles apply to, but are not limited to: • Township of Oro-Medonte website • Media releases, advisories, backgrounders, communiques, and Q&A's • Social Media (X, Facebook, Instagram, Linkedln) • Email newsletters • Mailouts • Digital news media (i.e. North Simcoe Life etc.) Page 1 of 3 Page 175 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... • Focus Groups and Community Meetings (i.e. Strategic Plan, Parks and Recreation Master Plan etc.) • Surveys 2. Scope This policy applies to: • all departments of the Township of Oro-Medonte; • all full-time, part-time, and casual employees responsible for the design and/or delivery of formal and informal community engagement; • elected officials participating in engagement processes related to Township projects or programs; and • all consultants or external organizations that undertake community engagement on behalf of the Township of Oro-Medonte. 3. Definitions 3.1 Collaborate: To work with the public in the decision-making process, including development of alternatives, identification of preferred solutions, and to ensure that public concerns are consistently understood and considered. 3.2 Community: In general, shall mean residents, businesses, and stakeholders in Oro- Medonte. It is recognized that "community" may also be used to describe smaller geographic and/or residential areas (i.e. Craighurst Community, Hawkestone Community etc.) 3.3 Consult: To collect public input for consideration on issues, analysis, alternatives, and decisions. 3.4 Empower: Provide the public the opportunity to have an impact in the decision-making process in an open and safe environment. 3.5 Gathering: Shall mean, a public meeting, open house, drop-in, neighbourhood gathering organized by the Township, members of Council, community members or stakeholders. 3.6 Inform: To provide the public with information to assist them with understanding issues, decision-making, alternatives, opportunities, and solutions. 3.7 Involve: To work directly and collaboratively with the public throughout the process to generate ideas and ensure that public concerns and goals are consistently understood and considered. 3.8 Public: Any citizen, group, community, business, non-profit, and other stakeholder who may be impacted by, or interested in Township of Oro-Medonte issues and decisions. 3.9 Public Engagement: Opportunities for the public to be informed, consulted, involved, or collaborate on issues and decisions that affect their lives, through a dialogue of mutual respect between government and the public. 3.10 Stakeholder(s): An individual, organization or group with a vested interest or stake in decision-making or activities of the Township, that may be impacted by a Township program/project and/or have the ability to influence outcomes of Township programs/ Page 2of3 Page 176 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... projects. Stakeholders can be used universally, but also recognizes that stakeholders and their potential impacts may vary greatly depending on specific considerations. 4. Policy Township staff (full-time, part-time, and casual), elected officials, consultants and/or third-party organizations conducting community engagement on behalf of, and within the Township of Oro- Medonte, must follow the guidelines applicable to this policy. The guidelines pertaining to the Community Engagement Policy form part of the policy and are appended. Page 3of3 Page 177 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... Guidelines for Community Engagement and Communication Practices in the Township of Oro-Medonte Community Enqaqement Vision and Mission Vision: Oro-Medonte aspires to enhance communication and engagement between the community and the Township. Mission: To provide Oro-Medonte residents, stakeholders, and members of Township Council and staff with an opportunity to participate in active and meaningful citizen engagement. Engagement practices may range from sharing information to collaboration in the public decision-making process and are anchored by transparency, respect, and trust. Commitment to Community Engagement The Township of Oro-Medonte is committed to informing the community of Township policies, projects, programs and/or services, methods include: • Township of Oro-Medonte website • Gatherings • Media releases, advisories, backgrounders, communiques, and Q&A's • Social Media (X, Facebook, Instagram, Linkedln) • Email newsletters • Mailouts • Digital news media (i.e. North Simcoe Life etc.) • Focus Groups and Community Meetings (i.e. Strategic Plan, Parks and Recreation Master Plan etc.) • Surveys The Township is committed to enhancing community engagement, involvement, and collaboration in alignment with Council's strategic priorities within the 2024-2027 Corporate Strategic Plan. The Township values the recognized global standard of public participation, created and practiced by the International Association for Public Participation (IAP2). The IAP2 participation spectrum focuses on five (5) key types of engagement with stakeholders and communities, including: informing, consulting, involving, collaborating, and empowering. The process of community engagement is dynamic, and use of the community engagement spectrum may not always be linear. Depending on the project/initiative and specific engagement objectives, the Township will determine the level of appropriate/necessary engagement. Effective community involvement and engagement strives to better inform stakeholders about issues that affect them, and to gather meaningful input to aid in public decision- making. This process helps build support for public goals, enhances accountability, and increases public trust and confidence in local governance. Page 178 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... Definitions of Common Public Engagement Terms Collaborate: To work with the public in the decision-making process, including development of alternatives, identification of preferred solutions, and to ensure that public concerns are consistently understood and considered. Community: In general, shall mean residents, businesses, and stakeholders in Oro- Medonte. It is recognized that "community" may also be used to describe smaller geographic and/or residential areas (i.e. Craighurst Community, Hawkestone Community etc.) Consult: To collect public input for consideration on issues, analysis, alternatives, and decisions. Empower: Provide the public the opportunity to have an impact in the decision-making process in an open and safe environment. Gathering: Shall mean, a public meeting, open house, drop-in, neighbourhood gathering organized by the Township, members of Council, community members or stakeholders. Inform: To provide the public with information to assist them with understanding issues, decision-making, alternatives, opportunities, and solutions. Involve: To work directly and collaboratively with the public throughout the process to generate ideas and ensure that public concerns and goals are consistently understood and considered. Public: Any citizen, group, community, business, non-profit, and other stakeholder who may be impacted by, or interested in Township of Oro-Medonte issues and decisions. Public Engagement: Opportunities for the public to be informed, consulted, involved, or collaborate on issues and decisions that affect their lives, through a dialogue of mutual respect between government and the public. Stakeholder(s): An individual, organization or group with a vested interest or stake in decision-making or activities of the Township, that may be impacted by a Township program/project and/or have the ability to influence outcomes of Township programs/ projects. Stakeholders can be used universally, but also recognizes that stakeholders and their potential impacts will vary greatly depending on specific considerations. Page 179 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... Guiding Principles for Public Engagement Township staff are responsible for engaging the public on issues or decisions that may impact them, and to keep the public informed of Township-wide programs and/or projects. Accountability • Public engagement processes will demonstrate a commitment to being time-sensitive and cost-effective, with a goal of ensuring results and outcomes are consistent with expectations. • When public input is requested by the Township, input received will be thoroughly reviewed. Consideration will be provided to determine potential benefits of implementing ideas, suggestions, and recommendations sought through the public engagement process. Input will be reviewed and considered. Transparency • The Township of Oro-Medonte is clear and open to the public it serves when conducting business to build trust and confidence in government. • Public engagement methods will demonstrate and promote openness, honesty and clarity on Township programs and/or projects, and will ensure the same applies when communicating results of consultation when applicable. Respect and Inclusivity • Everyone is treated with dignity and fairness. • Opinions and perspectives are important to our decision-making process. • Diversity is valued, and privacy is protected. Integrity • The Township will demonstrate and follow professionalism that inspires trust through open communication, collaboration, transparency, and accountability. Stewardship • The Township will make decisions that preserve our environment, our water, our heritage, and rural character. Page 180 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... Township of Oro-Medonte's Public Engagement Considerations When does the Township engage? Meaningful and constructive discussions with the public are invaluable to the Township, and promote progressive leadership and growth. When there are specific matters that effect the community, that the community can meaningfully influence, the Township engages to: • help identify community needs and aspirations; • inform the development of a new policy, program, project or service; • evaluate an existing policy, program, project or service; • fulfill a Council resolution or legislated requirement; and/or • respond to a community-led request. When does the Township not engage? The Township may not surpass the informing stage of engagement when: • there is a matter of immediate public safety; • the Township is required to implement legislated requirements from other levels of government; • the matter, or elements of the matter are confidential or subject to litigation (or possible litigation); • community interest is low; • the Township is unable to engage in a meaningful or constructive way; and/or • it is not possible for community feedback to impact or influence decisions due to other factors effecting the policy, program, project, or service. *Please note the Township will determine when and how we will communicate/engage with the community. The Engagement Process The Township of Oro-Medonte engages the community by following an established process. The process may not always be linear in nature, but the fundamentals of community engagement must be met. It is important to understand that throughout the Iifespan of Township projects/initiatives, the level of engagement may require adjustment to ensure the best result. During the assessment step of engagement, the Township will determine the necessary level of community engagement applicable to each project/initiative (i.e. it will be determined whether consultation, involvement, collaboration, and/or empowerment is appropriate). Page 181 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... Procedures for Community Engagement Township staff in coordination with Corporate Communications staff, will facilitate and develop strategic community engagement plans for Township projects, programs, and/or services, and policies, that require further consultation, analysis, and/or development. The methods of engagement used may be subject to other statutory, regulatory, or municipal standard requirements, and will be identified on a case-by-case basis dependent upon the project, program, and/or service or policy. The Township of Oro-Medonte will: review the proposed program/project and it's potential impacts on the community and stakeholders. identify the purpose of engaging the community and/or stakeholders; determine the most appropriate and effective method of engagement (i.e., inform, consult, involve, collaborate, and/or empower) with the community and/or stakeholders; inform the community and/or stakeholders of opportunities for involvement*; gather feedback from the community and/or stakeholders*; • review community and/or stakeholder feedback*; • review feedback/input and provide analysis to Council, community, and stakeholders*; and strengthen community trust and confidence in local governance by keeping processes open, clear, transparent, accountable, and operating in a positive atmosphere of good faith and collaboration. * If applicable. Continuous Improvement The Township is committed to enhancing communication between the community and the Township, and will strive to continuously improve its methods of community engagement. The Township is committed to: • investing in best practices and/or bettering current methods to improve community engagement; • consistently collect and analyse community feedback to help grow and improve community engagement methods; and • regularly review Community Engagement Guidelines to respond to changing needs of the Oro-Medonte community, and the context of the world at large. Participation in Non-Township Organized Community Engagement Gatherings Neither members of Council nor staff have any obligation to participate in non-Township Organized Community Engagement gatherings. Members of Council and staff attending these types of gatherings should exercise caution so as not to give the impression they are there representing the Township on the matter being discussed Page 182 of 261 11 .b) CS2024-25, Sam Flowers, Website Information Coordinator re: Commun... unless formally authorized by the Corporation. The sharing of public information and the receipt of participant input are appropriate in such situations. Page 183 of 261 m p � • • • • • s _ _ Page 184 of 261 11.b) CS2024-25, Sam Flowers, Website Information Coordinator re: CW O j +-' cn >1 n u c O N N U N O U N }, 0- O O U " E N N N cn N : U 00 `n O L — .0 s �' — � I O C Ln O O N can c +� }, > CD 4-1 Ln O U E O -0 O O N � DO O 'O O O O M4-j Ln c U U +j U S N I O O > 1z N 4 1 i N �T U f6 O �O — U U) O Ln >1W — C cn O O O +� O N O L� _ � U 1- O s O C N O N Ln m UO J o LL + cn U cn — O Q ~ Q Q U � � Page 185 of 261 1 m FI to Information Coordinator re: Commun... 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CW p I- Q) o O I° p- Q c L O � .� o LOwai a ° Q s 0 LO U o o V L .O •� N L i (n (13 Q O V t o o O W Q Q U u Q c U Q °6 0 C!) • C�6 0 c con 0. 9 SE go ICI II € 3 O '`E I$ jpqq$ SSzor N n a2 Q ? a -.4% n A O a $g t de€ 4 4 C+ al 9 fi E o _ 'q Q � 8�a E' @� U E " as a sE O Q LL a'f O k , • � Q vOi o �c b s � S � E LL E E r Q s Page 188 of 261 11.b) CS2024-25, Sam Flowers, Website Information Coordinator re: CW Page 189 of 261 11 .c) OCS2024-32, Roz Llewellyn, Manager, Community Services re: Huronia... WON(W Township of ffe&wte Staff Report Proud Heritage, Exciting Future To: Council From: Roz Llewellyn — Manager, Community Services Meeting Date: November 27, 2024 Report No: OCS 2024-32 Subject: Huronia Nurse Practitioner Led Clinic — Expansion and Updated Lease Agreement Type: Requires Action Motion No.: Recommendation 1. That Report No. OCS 2024-32 be received and adopted. 2. That the Director, Operations and Community Service be authorized to ammend the existing lease agreement with the Huronia Nurse Practitioner Led Clinic (HNPLC) to include the building's remaining 745 square foot space for the same five-year term commencing on September 1, 2024, and ending on February 28, 2029, and that payments for the additional space are retroactive to the start of September 2024. 3. That Council authorizes staff to proceed with the proposed renovation of the 745 sq. ft. space and approve the front loading of the construction costs not to exceed $75,000, which will be repaid by the HNPLC prior to the end of the term of the lease (February 28, 2029). 4. That the CAO be authorized to execute the appropriate capital leasehold improvement and repayment agreement. 5. And that the Huronia Nurse Practitioner Led Clinic be advised of Council's decision under the Director, Operations and Community Services signature. Operations and Community Services November 27, 2024 Report No. OCS 2024-32 Page 1 of 4 Page 190 of 261 11 .c) OCS2024-32, Roz Llewellyn, Manager, Community Services re: Huronia... Background The Huronia Nurse Practitioner Led Clinic provides Oro-Medonte and area residents with localised primary health care and a number of health programs and services. The partnership for the development and provision of this service over the past 11 years has been a tremendous success providing a service that would otherwise be unavailable within our community. In February 2024, Council approved renewing the lease for the HNPLC for another five years (see report OCS 2024-01). This initial lease renewal covered the use of their existing space, however after securing a recent grant to expand their services, they are seeking additional space. While the existing footprint of the clinic is limited, there is additional space (745 ft2) available next door, in the space previously occupied by the O.P.P as a sub-station for their officers. The HNPLC is requesting this space be made available to them. This report serves to update the existing lease to include the full use of the building at 3331 Line 4 N., and to seek approval for the leasehold improvements to better suit the clinic's operations. Analysis After consultation with the O.P.P., it was determined that the space in question could be better utilized by the HNPLC. Therefore, effective September 2024, the O.P.P. ceased their use of the space. The HNPLC have been temporarily using the office space as overflow for their staff and new programs when required. The HNPLC has now requested longer term usage of the space and as such, the current lease requires updating to include use of the additional space. Given the parameters of the current lease, staff are proposing that the same rental terms be applied by simply amending the lease to reflect the additional square footage. Additionally, given the specialized services that the HNPLC provides and the need to accommodate specialized new programs, they are requesting that the additional 745 sq. ft. space be retrofitted to better accommodate their needs as a Clinic. The cost of leasehold improvements would initially be funded through Township reserve funds and would be repaid through HNPLC over the course of the lease. A similar agreement as was previously executed in 2012 when the Township financed and managed the initial expansion and renovation of the existing building will be enacted to contractually confirm the repayment terms. Operations and Community Services November 27, 2024 Report No. OCS 2024-32 Page 2 of 4 Page 191 of 261 11 .c) OCS2024-32, Roz Llewellyn, Manager, Community Services re: Huronia... Financial/Legal Implications/ Risk Management The existing provisions in the original lease will extend to the additional square footage. Specifications are made in the lease to adjust additional rent contributions and reconcile to actual which is done through an annual financial reconciliation. The lease also includes provisions which address insurance, care, and maintenance, indemnification and transfer of risk including high-risk building responsibilities such as maintenance of walkways. Given the previous lease was extended, adding the additional square footage to the HNPLC's existing lease better serves their needs while maximizing usage and revenues of this Township-owned facility. The Ontario government is looking to expand the scope of care that nurse practitioners can provide, therefore increasing access to primary care and helping to relieve the burden on the medical system. By approving staff the authority to enter into an agreement with the HNPLC to provide up front funding for the leasehold improvements, this action would prove to be another example of why continuing this much-needed service to be provided here in Oro-Medonte is beneficial for all stakeholders. The agreement will require all funds to be repaid in full by the end of the lease term and therefore have no long-term financial impact other than to now be in ownership of an upgraded space. Corporate Strategic Goals 1. Financial Sustainability 2. Community Safety 3. Strengthen Operational Capacity Consultations • Huronia Nurse Practitioner Led Clinic • Chief Financial Officer • Chief Administrative Officer Conclusion The Huronia Nurse Practitioner Led Clinic has provided important primary health and preventative health care services to residents of Oro-Medonte and Simcoe County through their Clinic located in Horseshoe Valley since 2011. The previously adopted lease ensured the Clinic can continue operating from its current location while at the same time providing a revenue stream to the Township. By allowing for the expansion of the Clinic and funding assistance for their necessary renovations, the Clinic can not only further expand their programs, but it also confirms that this much needed service will be provided locally within the Township for years to come. Operations and Community Services November 27, 2024 Report No. OCS 2024-32 Page 3 of 4 Page 192 of 261 11 .c) OCS2024-32, Roz Llewellyn, Manager, Community Services re: Huronia... Respectfully submitted, Roz Llewellyn Manager, Community Services Approvals: Date of Approval Dylan Flannery, Director of Operations & Community Services Nov 14, 2024 Shannon Johnson, Director, Finance / CFO Nov 15, 2024 Shawn Binns, PBDM, MBA - CAO Nov 20, 2024 Operations and Community Services November 27, 2024 Report No. OCS 2024-32 Page 4 of 4 Page 193 of 261 11 .d) OCS2024-33, Justin Metras, Manager, Infrastructure and Capital Pro... Township o� Staff Report Proud Heritage, Exciting Future To: Council From: Justin Metras — Manager, Infrastructure and Capital Projects Meeting Date: November 27t", 2024 Report No: OCS2024-33 Subject: Award of Tender OCS RFT24-026 Hawkestone Wharf Improvements Type: Requires Action Motion No. Recommendation It is recommended that: 1. Report No. OCS2024 - 33 be received and adopted; 2. That Tender OCS RFT24-026 Hawkestone Wharf Improvements be awarded to T&C Construction Welding Inc. in the amount of$174,253.00 plus HST; 3. That the Director, Operations and Community Services be authorized to execute the appropriate agreements on behalf of the Township. Background The Township currently owns and is responsible for two marine structures on Lake Simcoe — the Shanty Bay Wharf and the Hawkestone Wharf. The Hawkestone property is located at the bottom of Line 11 south in the Village of Hawkestone and is an "L" shaped, sheet piling, enclosed concrete structure with a concrete deck. In November of 2022, the Hawkestone Wharf sustained significant damage and was temporarily repaired until a permanent solution could be determined. Similar repairs such as these have been completed several times in the past, however, damage of this nature is a compounding issue with the increasing frequency and severity of storms/weather events. They create excessive wind and considerable wave action that deteriorates the condition of the old wharf structures. The damage sustained by these storms has advanced the previously planned repair timelines from what was anticipated to still be roughly ten (10) years away to needing repairs immediate timeframe. Operations and Community Services November 27, 2024 Report No. OCS2024-33 Page 1 of 4 Page 194 of 261 11 .d) OCS2024-33, Justin Metras, Manager, Infrastructure and Capital Pro... During the 2023-2024 budget process, a budget of$350,000 was established for the repair of the Hawkestone and Shanty Bay Wharf with the requirement that a detailed report come to Council for consideration. Report OCS 2024-02 Wharf Rehabilitation (Wharf Rehabilitation) contains additional background information on the Hawkestone Wharf with a recommendation to advance the Wharf Improvements in 2025. This recommendation was approved at the Council meeting of February 14t", 2024. Five (5) contractors specializing in marine construction were invited to submit a bid on Tender OCS RFT24-026 Hawkestone Wharf Improvements. The Tenders were received by Tuesday October 29t", 2024, at 2:00 p.m. Three (3) 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 "Tender OCS RFT24-026 Hawkestone Wharf Improvements" ranged from $174,253.00 to $313,729.04. The results (excluding provisional items) are as follows: T&C Construction Welding Headstart Construction Galcon Marine $ 174,253.00 $310,995.00 $313,729.04 All three (3) submissions met the mandatory tender requirements. Staff and the project consultant, Tatham Engineering has undertaken a review of the submissions and verified the submission and references and are recommending that tender OCS RFT24-026 Hawkestone Wharf Improvements be awarded to T&C Construction Welding 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 quarterly project reporting. Operations and Community Services November 27, 2024 Report No. OCS2024-33 Page 2 of 4 Page 195 of 261 11 .d) OCS2024-33, Justin Metras, Manager, Infrastructure and Capital Pro... Financial NAME OF BIDDER T&C Construction Welding $174,253.00 Contingency allocations carried in Township budget) $50,000.00 Geotechnical $10,000.00 HST (1.76) non- recoverable $4,122.85 TOTAL BUDGET $238,375.85 The approved 2024 capital budget allocation for this project is $350,000. As this is a unit rate-based tender, increases due to unanticipated items or issues can occur. Due to the nature of this specialized project, there is a high level of potential uncertainties, namely with the subsurface works, and as a result there is an increased likelihood there may be an increase in the overall project cost. Staff have mitigated these potential risks by having a larger contingency than usual. Policies/Legislation • Purchasing and Tendering Procedures Corporate Strategic Goals • Community Safety • Well Planned Development Consultations • Director, Operations and Community Services • Director, Finance / CFO • Manager, Community Services Conclusion The results of tender OCS RFT24-026 Hawkestone Wharf Improvements reflect competitive market pricing which has come in under the approved 2024 capital budget allocations. There are however, a significant amount of potential risks associated with this type of project which has been mitigated by having a higher contingency allowance. It is recommended tender OCS RFT24-026 Hawkestone Wharf Improvements be awarded to T&C Construction Welding. Operations and Community Services November 27, 2024 Report No. OCS2024-33 Page 3 of 4 Page 196 of 261 11 .d) OCS2024-33, Justin Metras, Manager, Infrastructure and Capital Pro... Respectfully submitted, Justin Metras C.E.T. CRS-S Manager, Infrastructure and Capital Projects Approvals: Date of Approval Dylan Flannery, Director, Operations and Community Services Nov 18, 2024 Shannon Johnson, Director, Finance / CFO Nov 18, 2024 Shawn Binns, CAO Nov 19, 2024 Operations and Community Services November 27, 2024 Report No. OCS2024-33 Page 4 of 4 Page 197 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... s Township of Staff Report Proud Heritage, Exciting Future To: Council From: Curtis Shelswell, Manager, Municipal Law Meeting Date: November 27, 2024 Report No.: DS2024-144 Subject: Draft Administrative Monetary Penalty System (AMPS)-By-law Type: Requires Action Motion No.: Recommendation It is recommended: 1. That Report No. DS2024-144 be received and adopted. 2. That Staff be directed to create the fee structure as outlined within the report and policy related to the appointment of Screening and Hearing Officers. 3. That staff be directed to bring the draft Administrative Monetary Penalty System (AMPS) and Screening and Hearing Officer By-law for Council's consideration at the first meeting in December. 4. That the requisite by-laws be submitted to Council for consideration and staff be directed to commence implementation of AMPS including, but not limited to, creation of necessary documents and procedures as well as necessary updates to existing by-laws that will be subject to AMPS. Development Services November 27, 2024 Report No. DS2024-144 Page 1 of 23 Page 198 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... Background The purpose of this report is to provide Council with an update and details regarding the draft Administrative Monetary Penalty System (AMPS). On March 27, 2024, Council was introduced to AMPS through Staff Report DS-2024-026. As a result, the following motion was adopted, and staff have been preparing the process and required By-law to implement AMPS. Motion No. C240327-12 Moved by Hutcheson, Seconded by Schell Be it resolved 1. That DS2024-026, Curtis Shelswell, Manager, Municipal Law and Brooklyn Robinson, Municipal Law Enforcement Officer re: Administrative Monetary Penalty Process be received and adopted. 2. That staff be directed to create a policy(s) related to the appointment of Screening and Hearing Officers. 3. That staff be directed to bring the draft Administrative Monetary Penalty System (AMPS) and Screening and Hearing Officer By-law for Council's consideration. 4. That once the requisite by-laws have been given three readings, staff are directed to commence implementation of the AMP System including, but not limited to, creation of necessary documents and procedures as well as the necessary updates to existing by- laws that will be subject to AMPS. Carried. Analysis AMPS will provide an efficient and effective method for dealing with non-compliance related to Township By-laws and enforcement. AMPS is essentially another enforcement tool for the Township to utilize when enforcing By-law contraventions. The draft By-law includes all current regulatory By-laws save and except Parking and Traffic within Schedule "A". Each By-law will have designated short form wording and fees associated with the provision. The draft By-law lays out procedures for staff when issuing penalty notices that are issued for contravention of certain By-laws. The notice includes a fee that is required to be paid within a set timeframe. Individuals that receive a notice have the option of appealing it to a screening officer or making payment. Failure to choose an option Development Services November 27, 2024 Report No. DS2024-144 Page 2 of 23 Page 199 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... deems it final and will result in the associated fees being added to the taxes and collected in a similar manner. By-law Title By-law dumber Schedule Canine Control By-law 2018-005 A4-1 Election Sign By-law 2018-03 A4-2 Entrance By-law 2017-076 A-3 Fireworks By-law 201 -067 A-4 Kennel Licensing By-law 2011-039 Ati-5 Noise By-law 2009-034 A-5 Open Air Burning By-law 2005- 3 A-6 Parkland By-law 2022-01 A-7 Pool Fence By-law 2018-30 A-8 P.rcpeT-, Standards By-la,,,,, 2018-012 A-g Refreshn-lent Stand B -la-,-,- 2015-212 -10 Remc;va. arld Pil ng o- Snov 2008-159 A-11 load Oc.c. aparc ° By-la .,; 20' 7-033 A-12 Site Alteration B-y-la,,,k 20° 13-0.5 s A-13 S gn Bar-la,,,V 200cj-0 r u A- 4 Special Everts By-la,,�,v, 2015-123 A-15 '-,A)ater Reg,alatiam B -la-,�e' 2016-10i+ A-16 Development Services November 27, 2024 Report No. DS2024-144 Page 3 of 23 Page 200 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... There are two key roles that will need to be fulfilled to administer the program. • Screening Officer— Internal • Hearing Officer— External, typically a paralegal Screening Officers The AMPS program requires that the draft By-law designate staff members as Screening Officers to review notices that are being contested. The role of a Screening Officer entails the review of penalty notices to ensure accuracy. Upon review the Screening Officer would be required to consider three options: 1) Withdraw the matter/Fee 2) Reduce the Fee associated with the matter 3) Uphold the matter and associated fee. With the AMPS program, municipalities will appoint Screening Officer(s) and retain Hearing Officers. Staff are recommending that in commencing the program, a number of current Township staff be considered for appointment as Screening Officers, pending volume this may need to be re-examined. Hearing Officer Individuals subject to the matter have the option of further appealing the notice to a Hearing Officer. Hearing matters will be scheduled and heard by the Hearing Officer, municipal law staff and the individual named on the notice are required to appear. A Hearing Officer is required to consider matters/offences that are being appealed. As per the By-law, a notice holder would have up to 30 days to appeal Screening Officer's decision to the a Hearing Officer. Hearing Officers are external personnel who would be hired by the Township to hear any matters. The Hearing Officer would make the final decision on the matter, which could be quashed, reduced, or remain as levied. This process would require the resident and officer(s) involved to be present to provide details on the events that took place at hearings. Fees As mentioned previously, the penalty notice includes a fee levied for non-compliance of a specific section of a By-law. The fee structure would be tiered so that fees escalate for repetitive offenses. It is the staff's intention to have 1 st offence fees range from $150.00 Development Services November 27, 2024 Report No. DS2024-144 Page 4 of 23 Page 201 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... up to $900.00 depending on severity. Second offence will double, third and any further offences will triple the fees for the continuation of the same offence. The By-law will also establish fees for non-appearance of a scheduled hearing, Ministry of Transportation search fee, Late payment fee, plate denial fee and non-sufficient funds fee. AMPS programs have been implemented across the Province due to the ability to provide a more responsive local approach to enforcement of Municipal By-laws and are a more effective and efficient way of addressing monetary penalties. AMPS will provide a local hearing system to resolve non-compliance matters within more reasonable timeframes in comparison to Provincial Offences system that is currently being utilized. Financial/Legal Implications/ Risk Management Currently, the Township retains the City of Barrie for most POA prosecutions. Cost for the service differs year on year depending on the volume of matters/offences. The current fee for City of Barrie services is $136.90 per hour and includes court brief review and prosecutions. There are potential legal savings and possibly even increased penalty amounts associated with the AMPS program but these will depend entirely on the number of penalties and information/summons issued and appeals received, which are difficult to predict. That said, the potential exists for considerable savings in legal fees which should be balanced with additional in-house function of the Screening Officer and retaining a Hearing Officer. Hearing Officer The Township will have to retain Hearing Officer(s), the cost of which are highlighted below. However, hourly rates can vary substantially, and final amounts will be entirely dependant upon both the number of fines levied through the system, and number of appeals received, and hearings held. Half day (maximum three (3) hours) $275.00 • Price includes court brief preparation time Full day (over three (3) hours) $520.00 • Price includes court brief preparation time The municipality would attempt to schedule matters on a single day to save both time and costs. Development Services November 27, 2024 Report No. DS2024-144 Page 5 of 23 Page 202 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... Offences and Penalties Fine totals for 2022 were approximately $39,000.00 Collection is under the authority of the courts, which typically do not pursue outstanding awards for many years, if at all, before moving to a collection agency. One of the benefits of AMPS, is the ability to place unpaid penalties onto the tax roll. Financial Implications are expected to be nominal as the fee system provides the ability for the municipality to fund the Hearing Officer role. The ability to apply fees to taxes associated properties also provides the municipality with an avenue to recover costs, which is not currently available through the POA system. Policies/Legislation ➢ Regulatory By-laws ➢ Municipal Act Corporate Strategic Goals ➢ Financial Sustainability ➢ Community Engagement ➢ Strengthen Operational Capacity Consultations ➢ Director, Development Services ➢ Senior Management Team Attachments Attachment 1: Draft By-law No. 2024-129 "Administrative Monetary Penalty System By- law" Conclusion Staff have provided the draft AMPS By-law for Council's consideration and it is Staff's intention to complete the fee structure and bring the complete draft forward for the first meeting Council meeting in December. Subject to Council's consideration, staff anticipates that the AMPS program would be fully implemented in the first quarter of 2025. Development Services November 27, 2024 Report No. DS2024-144 Page 6 of 23 Page 203 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... Respectfully submitted, Curtis Shelswell Manager, Municipal Law Approvals: Date of Approval Brent Spagnol, Director, Development Services November 21, 2024 Shannon Johnson, Director Finance/CFO November 21, 2024 Shawn Binns, CAO November 21, 2024 Development Services November 27, 2024 Report No. DS2024-144 Page 7 of 23 Page 204 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... Attachment #1 The Corporation Of The Township Of Oro-Medonte By-Law Number 2024-129 A By-law to implement an Administrative Monetary Penalty System in the Township of Oro-Medonte WHEREAS, Section 102.1 of the Municipal Act, 2001, S.O. 2001, c.25, as amended and Ontario Regulation 333/07 authorize the Township to require a person to pay an administrative penalty for a contravention of any by-law respecting the parking, standing or stopping of vehicles; AND WHEREAS, Section 434.1 of the Municipal Act authorizes the Township to require a person, subject to such conditions as the municipality considers appropriate, to pay an administrative penalty if the municipality is satisfied that the person has failed to comply with a by-law of the municipality; AND WHEREAS, Section 23.1 of the Municipal Act authorizes the Township to delegate its administrative and hearing powers; AND WHEREAS, Section 391 of the Municipal Act authorizes the Township to pass by- laws imposing fees or charges for services or activities provided or done by or on behalf of it; AND WHEREAS the Corporation of The Township of Oro-Medonte deems it desirable, to implement an Administrative Monetary Penalty System (AMPS) including penalties and fees to enforce and seek compliance with By-laws or portions of By-laws through the AMPS; NOW THEREFORE, the Council of The Corporation of the Township of Oro-Medonte enacts as follows: 1. That Appendix "A" and Schedules "A" through attached hereto form part of this By-law 2. This by-law shall be cited as "The Township of Oro-Medonte Administrative Monetary Penalty By-law." 3. This By-Law shall take effect upon the designation of a Screening and Hearing Officer. Development Services November 27, 2024 Report No. DS2024-144 Page 8 of 23 Page 205 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... By-law read a First, Second and Third time, and Passed this_t" day of December, 2024. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Development Services November 27, 2024 Report No. DS2024-144 Page 9 of 23 Page 206 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... Appendix "A" 1.0 DEFINITIONS For the purpose of this By-law, the following definitions shall apply: "Administrative Fee" means any fee specified in this By-law or set out in Schedule "B"; "Administrative Penalty" means a monetary amount established by this By-law or set out in the attached Schedules of this By-law for a contravention of a Designated By-law listed in Schedule "A-1"; "AMPS" means Administrative Monetary Penalty System; "Authorized Representative" means someone appearing on behalf of a Person in accordance with a written authorization provided upon request to the Director, and who is not required to be licensed by any professional body; "Council" means the Council of the Township of Oro-Medonte; "Day" means any calendar day; "Designated By-law" means a By-law, or a part or provision of a By-law, that is designated under this or any other By-law, and is listed in the attached Schedule "A-1" to which the AMPS applies; "Director" means the Director of Development Services or their designate; "Hearing Non-appearance Fee" means an Administrative Fee established by Council from time to time in respect of a Persons failure to appear at the time and place scheduled for a review before a Hearing Officer and listed in Schedule "B"; "Hearing Decision" means a notice that contains a decision made by a Hearing Officer; "Hearing Officer" means a person appointed or hired by the Township to carry out the duties of a hearing if a Request for Review by Hearing Officer is received by the Township in accordance with this By-law; Development Services November 27, 2024 Report No. DS2024-144 Page 10 of 23 Page 207 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... "Holiday" means a Saturday, Sunday, any statutory holiday in the Province of Ontario or any Day the offices of the Township are officially closed for business; "Late Payment Fee" means an Administrative Fee established by Council from time to time in respect of a Persons failure to pay an Administrative Penalty within the time prescribed in this By-law and listed in Schedule "B"; "MTO Fee" means an Administrative Fee established by Council from time to time for any search of the records of, or any inquiry to, the Ontario Ministry of Transportation, or related authority, and listed in Schedule "B"; "NSF Fee" means an Administrative Fee established by Council from time to time in respect of payment by negotiable instrument or credit card received by the Township from a Person for payment of any Administrative Penalty or Administrative Fee, for which there are insufficient funds available in the account on which the instrument was drawn, as listed in Schedule "B"; "Officer" means a Municipal Law Enforcement Officer of the Township or other person appointed by or under authority of a Township By-law to enforce any Township By-law; "Penalty Notice" means a notice given to a Person pursuant to Section 3.0 of this By- law; "Penalty Notice Date" means the date of the contravention specified on the Penalty Notice, in accordance with Section 3.3 of this By-law; "Penalty Notice Number" means the reference number specified on the Penalty Notice that is unique to that Penalty Notice, in accordance with Section 3.3 of this By- law; "Person" includes an individual or a business name, sole proprietorship, corporation, partnership, or limited partnership, or an Authorized Representative thereof, and, in relation to vehicle, parking or traffic related contraventions, whose name appears on the vehicle permit as provided by the Ontario Ministry of Transportation. If the vehicle permit consists of a vehicle portion and license plate portion, and different Persons are named on each portion, the Person whose name appears on the license plate portion, as provided by the Ontario Ministry of Transportation, is the Person for the purposes of this By-law; "Plate Denial Fee" means an Administrative Fee established by Council from time to time in respect of a Persons failure to pay within the time prescribed prior to a request for plate denial and listed in Schedule "B"; Development Services November 27, 2024 Report No. DS2024-144 Page 11 of 23 Page 208 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... "Regulation" means Ontario Regulation 333/07 under the Municipal Act; "Request for Review by Hearing Officer" means the request which may be made in accordance with Section 6 of this By-law for the review of a Screening Decision; "Request for Review by Screening Officer" means the request made in accordance with Section 5 of this By-law for the review of a Penalty Notice; "Review by Hearing Officer" and "Hearing" mean the process set out in Section 6 of this By-law; "Review by Screening Officer" and "Screening Review" mean the process set out in Section 5 of this By-law; "Screening Decision" means a notice which contains the decision of a Screening Officer, delivered in accordance with Section 5.13 of this By-law; "Screening Non-appearance Fee" means an Administrative Fee established by Council from time to time in respect of a Persons failure to appear at the time and place scheduled for a review before a Screening Officer and listed in Schedule "B"; "Screening Officer" means a person who performs the functions of a Screening Officer in accordance with Section 5 of this By-law, appointed by the Township as per Schedule "C; "Township" means the Corporation of the Township of Oro-Medonte. 2.0 APPLICATION 2.1 The Township By-laws, or portions of Township By-laws, listed in the attached Schedule "A" of this By-law shall be Designated By-laws for the purposes of Section 102.1 and 151 of the Municipal Act and paragraph 3(1)(b) of the Regulation. The attached Schedules of this By-law set out the Administrative Penalties, and may include short form language to be used on Penalty Notices, for the contraventions of Designated By-laws. 2.2 Schedule "B" of this By-law shall set out Administrative Fees imposed for the purposes of this By-law. 2.3 The Provincial Offences Act, R.S.O. 1990, c. P.33, as amended, will continue to apply to contraventions of a Designated By-law, except that no person that is Development Services November 27, 2024 Report No. DS2024-144 Page 12 of 23 Page 209 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... required to pay an Administrative Penalty under this By-law in respect of a contravention of a Designated By-law shall be charged with an offence in respect to the same contravention under the Provincial Offences Act. 3.0 PENALTY NOTICE 3.1 An Officer who has reason to believe that a Person has contravened any Designated By-law may issue a Penalty Notice as soon as reasonably practicable. 3.2 Every Person who contravenes a provision of a Designated By-law shall, upon issuance of a Penalty Notice, be liable to pay the Township an Administrative Penalty in the amount specified in the attached Schedules of this By-law. (a) An Officer has the discretion to apply an escalated penalty as prescribed in the Schedules attached to this By-law if the same violation is repeated by the same person. If the violation is related to a property, the Officer must ensure the property ownership has not changed before applying the escalated penalty. Escalating penalties for the same violation apply to a property in perpetuity as long as the owner of the property has not changed. 3.3 A Penalty Notice shall include the following information, as applicable: (a) The Penalty Notice Date; (b) A Penalty Notice Number; (c) The date on which the Administrative Penalty is due and payable, fifteen (15) Days from service of the Penalty Notice; (d) The identification number and signature of the Officer; (e) The contravention wording as listed in the attached Schedules of this By- law or other particulars reasonably sufficient to indicate the contravention; (f) The amount of the Administrative Penalty; (g) Such additional information as the Director determines is appropriate, respecting the process by which a Person may exercise the right to request a Screening Review of the Administrative Penalty; and Development Services November 27, 2024 Report No. DS2024-144 Page 13 of 23 Page 210 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... (h) A statement advising that an unpaid Administrative Penalty, including any applicable Administrative Fee(s), will constitute a debt of the Person to the Township unless cancelled pursuant to a Screening Review or Hearing process. 3.4 In addition to the service methods provided in Section 7 of this By-law, an Officer may serve the Penalty Notice on a Person by: (a) affixing it to the vehicle in a conspicuous place at the time of a parking or traffic-related contravention, or (b) delivering it personally to the Person. 3.5 No Officer may accept payment of an Administrative Penalty or Administrative Fee. 3.6 A Person who is served with a Penalty Notice and who does not pay the amount of the Administrative Penalty on or before the date on which the Administrative Notice is due and payable, shall also pay the Township any applicable Administrative Fee(s). 4.0 VOLUNTARY PAYMENT OF PENALTY NOTICE 4.1 Where a Penalty Notice has been paid, the Penalty Notice shall not be subject to any further review. 4.2 A Penalty Notice shall be deemed to have been paid when the amount and all fees prescribed in Schedule "B" have been paid. 5.0 REVIEW BY SCREENING OFFICER 5.1 A Person who is served with a Penalty Notice may request that the Administrative Penalty be reviewed by a Screening Officer and shall do so on or before the date on which the Administrative Penalty is due and payable, and in accordance with the process set out in Section 5.4. 5.2 If a Person has not requested a Screening Review on or before the date on which the Administrative Penalty is due and payable, the Person may request that the Director extend the time to request a Screening Review to a date that is no later than forty-five (45) Days after the Penalty Notice Date, in accordance with the process set out in Section 5.4. Development Services November 27, 2024 Report No. DS2024-144 Page 14 of 23 Page 211 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... 5.3 A Persons right to request an extension of time for a Screening Review expires, if it has not been exercised, on or before forty-five (45) Days after the Penalty Notice Date, at which time: (a) The Person shall be deemed to have waived the right to request a Screening Review or request an extension of time for a Screening Review; (b) The Administrative Penalty shall be deemed to be confirmed; and (c) The Administrative Penalty shall not be subject to any further review, including a review by any Court. 5.4 A Persons Request for Review by Screening Officer or request for an extension of time to request a Screening Review are exercised by a submission in writing, in the prescribed form and in accordance with the directions on the prescribed form. 5.5 A Request for Review by Screening Officer or request for an extension of time to request a Screen Review shall be served in accordance with the provisions of Section 7 of this By-law. 5.6 A Request for Review by Screening Officer or a request for extension of time to request a Screening Review shall only be scheduled by the Director if the Person makes the request on or before the dates established by Sections 5.1 or 5.2 of this By-law. 5.7 The Director may grant a request to extend the time to request a Screening Review where the Person demonstrates, to the satisfaction of the Director in their sole discretion, that the existence of extenuating circumstances prevented the filing of the request within the prescribed timeline. 5.8 Where an extension of time to request a Screening Review is not granted by the Director, the Administrative Penalty and any applicable Administrative Fee(s) are deemed to be confirmed. Notice of this decision will be provided by the Director to the Person in accordance with Section 7. 5.9 Where an extension of time to request a Screening Review is granted by the Director, or when a Screening Review has been requested in accordance with this Section, Notice of an Appointment for Screening Review will be provided in accordance with Section 7. Development Services November 27, 2024 Report No. DS2024-144 Page 15 of 23 Page 212 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... 5.10 On a Screening Review of an Administrative Penalty, the Township will direct that the Screening Review proceed by way of written screening unless in the Township's discretion, an in-person or telephone appointment is required. 5.11 Where a Person fails to attend at the time and place scheduled for a Screening Review of an Administrative Penalty, or fails to provide requested documentation in accordance with a request by a Screening Officer: (a) The Person shall be deemed to have abandoned the request for a Screening Review of the Administrative Penalty; (b) The Administrative Penalty as set out in the Penalty Notice shall be deemed to be confirmed; (c) The Administrative Penalty shall not be subject to any further review, including a review by any Court; and (d) The Person shall pay to the Township a Screening Non-Appearance Fee, MTO Fee, if applicable, and any other applicable Administrative Fee(s). 5.12 On a review of an Administrative Penalty, the Screening Officer may: (a) Affirm the Administrative Penalty if the Person has not established on a balance of probabilities that a Designated By-law(s) was not contravened as described in the Penalty Notice; (b) Cancel, reduce the penalty; or (c) Extend the time for payment of the Administrative Penalty, including any Administrative Fee(s), where, in the sole discretion of the Screening Officer that doing so would maintain the general intent and purpose of the Designated By-law, and/or any of the following circumstances exist: (i) Defective form or substance on the Penalty Notice; (ii) Service of the Penalty Notice did not occur in accordance with Section T (iii) Undue financial hardship. Development Services November 27, 2024 Report No. DS2024-144 Page 16 of 23 Page 213 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... 5.13 After a Review by Screening Officer, the Screening Officer shall issue a Screening Decision to the Person, delivered in accordance with Section 7 of this By-law. 5.14 A Screening Officer has no authority to consider questions relating to the validity of a statute, regulation or By-law or the constitutional applicability or operability of any statute, regulation or By-law. 6.0 REVIEW BY HEARING OFFICER 6.1 A Person may Request a Review by Hearing Officer within thirty (30) Days of issuance of a Screening Decision in accordance with the Screening and Hearing Officer By-law 2023-049 or its successor. 6.2 If a Person has not requested a Review by Hearing Officer on or before the date on which the Administrative Penalty is due and payable, the Person may request that the Director extend the time to request a Review by Hearing Officer to a date that is no later than forty-five (45) Days after the Screening Decision date, in accordance with the process set out in Section 6.4. 6.3 A Person's right to request an extension of time for a Hearing Review expires, if it has not been exercised, on or before forty-five (45) Days after the Screening Decision date, at which time: (a) The Person shall be deemed to have waived the right to request a Review by Hearing Officer or request an extension of time for a Review by Hearing Officer; (b) The Screening Decision is confirmed; and (c) The Administrative Penalty shall not be subject to any further review, including a review by any Court. 6.4 A Person's Request for Review by Hearing Officer or request for an extension of time to request a Review by Hearing Officer are exercised by a submission in writing, in the prescribed form and in accordance with the directions on the prescribed form. 6.5 A Request for Review by Hearing Officer or request for an extension of time to request a Review by Hearing Officer shall be served in accordance with the provision of Section 7 of this By-law. Development Services November 27, 2024 Report No. DS2024-144 Page 17 of 23 Page 214 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... 6.6 A Request for Review by Hearing Officer or a request for an extension of time to request a Review by Hearing Officer shall only be scheduled by the Director if the Person makes the request on or before the dates established by Section 6.1 or 6.2 of this By-law. 6.7 The Director may grant a request to extend the time to request a Review by Hearing Officer only where the Person demonstrates, to the satisfaction of the Director in their sole discretion that they were not served in accordance with Section 7. 6.8 Where an extension of time to request a Review by Hearing Officer is granted by the Director or when a Review by Hearing Officer has been requested in accordance with this Section, notice of a Hearing will be provided in accordance with Section 7. 6.9 Where a Person fails to appear at the time and place scheduled for a Hearing: (a) The Person shall be deemed to have abandoned the Request for review of a Hearing Officer; (b) The Screening Decision and the Administrative Penalty and any Administrative Fee(s) shall be deemed to be confirmed; (c) The Screening Decision and the Administrative Penalty and any Administrative Fee(s) shall not be subject to any further review, including a review by any Court; and (d) The Person shall pay to the Township a Hearing Non-Appearance Fee, Late Payment Fee, MTO Fee if applicable and any other applicable Administrative Fee(s). 6.10 A Hearing Officer shall conduct a de novo Hearing in accordance with the Statutory Powers and Procedures Act, R.S.O. 1990, c. S.22, as amended and the Screening and Hearing Officer By-law. 6.11 The parties to a Hearing shall be the Person seeking review and the Township, who may attend through the Director, a Screening Officer, an Officer, the Township legal representative, or an of any of the above persons. 6.12 Any information contained in the Penalty Notice is admissible in evidence as proof of the facts certified in it, in the absence of evidence to the contrary. If a Development Services November 27, 2024 Report No. DS2024-144 Page 18 of 23 Page 215 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... Person wishes to challenge the facts contained in the Penalty Notice, they will be required to mark the prescribed form accordingly. 6.13 Upon the conclusion of a Hearing, the Hearing Officer may: (a) Confirm the Screening Decision; or (b) Cancel or reduce the penalty and/or extend the time for payment of the Administrative Penalty, including any Administrative Fee(s), on the following grounds: (i) Where the Person establishes on a balance of probabilities that the Designated By-law(s) as described in the Penalty Notice was not contravened; or (ii) Where the Person establishes on a balance of probabilities that the cancellation, reduction or extension of time for payment of the Administrative Penalty, including any Administrative Fee(s), is necessary to relieve any undue financial hardship. 6.14 A Hearing Officer has no authority to consider questions relating to the validity of a statute, regulation or By-law or the constitutional applicability or operability of any statute, regulation or By-law. 6.15 After a Hearing is complete, the Hearing Officer shall issue a Hearing Decision to the Person, and deliver in accordance with the Screening and Hearing Officer By-law. 6.16 The decision of a Hearing Officer is final. 7.0 SERVICE OF DOCUMENTS 7.1 The service of any document, notice or decision, including a Penalty Notice, pursuant to this By-law, when served in any of the following ways, is deemed effective: (a) Immediately, when a copy is delivered by personal service to the Person to whom it is addressed or, in the case of a Penalty Notice relating to a parking or traffic-related contravention, by affixing it to the vehicle in a conspicuous place at the time of the contravention; Development Services November 27, 2024 Report No. DS2024-144 Page 19 of 23 Page 216 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... (b) On the fifth (5t") Day following the date a copy is sent by registered mail or by regular mail to the Persons last known address; (c) Immediately upon the conclusion of a copy by facsimile transmission to the Persons last known facsimile transmission number; or (d) Immediately upon sending a copy by electronic mail (i.e. email) to the Persons last known electronic mail address. 7.2 For the purposes of subsections 7.1 (b), (c), and (d) of this By-law, a Persons last known address, facsimile number, and electronic mail address includes an address, facsimile number and electronic mail address provided by the Person to the Township as may be required by a form, practice or policy under this By-law or any other By-law in the Township. 7.3 A Person shall keep their contact information for service current by providing any change in address, facsimile, or electronic mail address to the Director immediately. Failure to comply with this Section will negate consideration for an extension of time to Request a Review by a Screening Officer pursuant to Section 5.4 or a Request a Review by Hearing Officer pursuant to Section 6.4. 7.4 Where this By-law requires service by a Person on the Township, service shall be addressed to the Director and shall be deemed effective: (a) Immediately, when a copy is delivered by personal service to the Director at the location prescribed on the applicable form or notice; (b) On the fifth (5t") Day following the date a copy is sent by registered mail or by regular mail to the location prescribed on the applicable form or notice; (c) Immediately with respect to electronic mail or upon the conclusion of a copy by facsimile transmission to the facsimile number listed on the applicable form or notice. 8.0 ADMINISTRATION 8.1 The Director shall administer this By-law and establish any additional practices, policies, penalties and procedures necessary to implement this By-law and may amend such practices, policies, penalties and procedures from time to time as the Director deems necessary, without amendment to this By-law. Development Services November 27, 2024 Report No. DS2024-144 Page 20 of 23 Page 217 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... 8.2 The Director shall prescribe all forms and notices, including the Penalty Notice, necessary to implement this By-law and may amend such forms and notices from time to time as the Director deems necessary, without amendment to this By-law. 8.3 Any Administrative Fee(s) prescribed within Schedule "B" of this By-law shall be added to and be deemed part of the penalty amount unless otherwise rescinded by the Hearings Officer. 8.4 Where an Administrative Penalty is not paid by the date on which the Administrative Penalty is due and payable, the Person shall pay to the Township a Late Payment Fee, in addition to the Administrative Penalty and any applicable Administrative Fee(s). 8.5 Where a Person makes payments to the Township of any Administrative Penalty, Administrative Fee(s) or Late Payment Fee(s), by negotiable instrument or credit card, for which there are insufficient funds available in the account on which the instrument was drawn, the Person shall pay to the Township the NSF Fee set out in the Township's Fees and Charges By-law. 8.6 An Administrative Penalty, including any Administrative Fee(s), that is confirmed or reduced, or in respect of which the time for payment has been extended, remaining unpaid after the date when it is due and payable, constitutes a debt to the Township owed by the Person. 8.7 Where an Administrative Penalty, and any applicable Administrative Fee(s) or Late Payment Fee(s), are not paid by the date on which they are due and payable, the Township: (a) May notify the Ministry of Transportation of the default after thirty (30) Days, which shall result in plate denial; or (b) Shall deem the outstanding amount to be unpaid taxes and shall be added to the tax roll and collected in the same manner as municipal taxes. 8.8 Where an Administrative Penalty is cancelled by a Screening Officer or Hearing Officer, any related Administrative Fee(s) are also cancelled. 8.9 An Authorized Representative is permitted to appear on behalf of a Person at a Screening Review or Review by Hearing Officer, or to communicate with the Township on behalf of a Person in accordance with a written authorization satisfactory to the Director. Development Services November 27, 2024 Report No. DS2024-144 Page 21 of 23 Page 218 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... 8.10 Any time limit that would otherwise expire on a Holiday is extended to the next Day that is not a Holiday. 8.11 A Person claiming financial hardship under this By-law shall provide documented proof of the financial hardship to the Director, the Screening Officer or the Hearing Officer, as applicable. 9.0 SEVERABILITY 9.1 Should any provision, or any part of a provision of this By-law be declared invalid, or to be of no force and effect by a Court of competent jurisdiction, it is the intent of Council that such a provision, or part of a provision, shall be severed from this By-law, and every other provision of this By-law shall be applied and enforced in accordance with its terms to the extent possible according to law. The Corporation Of The Township Of Oro-Medonte Schedule "A" List of Designated By-Laws The following By-laws are listed as designated By-laws as defined in the AMPS By-law: By-law Title By-law Number Schedule Canine Control By-law 2018-005 A-1 Election Sign By-law 2018-033 A-2 Entrance By-law 2017-076 A-3 Fireworks By-law 2012-067 A-4 Kennel Licensing By-law 2011-039 A-5 Noise By-law 2009-034 A-5 Open Air Burning By-law 2005-83 A-6 Parkland By-law 2022-013 A-7 Pool Fence By-law 2018-30 A-8 Property Standards By-law 2018-012 A-9 Development Services November 27, 2024 Report No. DS2024-144 Page 22 of 23 Page 219 of 261 11 .e) DS2024-144, Curtis Shelswell, Manager, Municipal Law Enforcement/C... Refreshment Stand By-law 2015-212 A-10 Removal and Piling of Snow 2008-159 A-11 Road Occupancy By-law 2017-063 A-12 Site Alteration By-law 2016-056 A-13 Sign By-law 2009-075 A-14 Special Events By-law 2015-123 A-15 Water Regulation By-law 2016-100 A-16 Development Services November 27, 2024 Report No. DS2024-144 Page 23 of 23 Page 220 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... SEVERN SOUND ENVIRONMENTAL ASSOCIATION JOINT MUNICIPAL SERVICE BOARD (JMSB) 2024 Second Quarter (Q2) Meeting September 6th, 2024 9:30am — 12pm In-person Wye Marsh Wildlife Centre (16160 Highway 12 E, Midland) Present: Chair, Councillor Steffen Walma Township of Tiny Vice-chair, Councillor Danielle Alexander Township of Springwater Councillor Bonita Desroches (Alternate) Town of Penetanguishene Councillor Brian Bochek Township of Georgian Bay Deputy Mayor Barry Norris Township of Tay Councillor Roberta Bald (Alternate) Town of Midland Councillor Lori Hutcheson Township of Oro-Medonte Councillor Mark Taylor (via Zoom) Township of Severn Board Alternate present (non-voting): Councillor Paul Raymond (via Zoom) Township of Tay Michelle Jakobi (via Zoom) Township of Oro-Medonte, Director, Environmental Services Staff present: Julie Cayley Executive Director Melissa Carruthers Manager Source Water Protection, RMO/RMI Nicole Stott Corporate Administration Coordinator Judy Limoges Financial Services Coordinator/Treasurer Lex McPhail IT Manager/GIS Applications Specialist Olena Volik Water Scientist/Limno log ist 1. WELCOME AND CALL TO ORDER Chair Walma called the meeting to order at 9:30 am. Chair Walma welcomed new board alternate members from Q2 2024: • Councillor Bonita Desroches— Town of Penetanguishene Board Alternate 2. ADOPT AGENDA MOTION: 2024-038 Moved by: B. Desroches Seconded by: B. Norris RESOLVED THAT: The SSEA Joint Municipal Service Board approves the Meeting Agenda as amended, dated September 6th, 2024; AND FURTHER THAT: Item 11 (Correspondence) be moved to item 8. Carried; Page 221 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... SSEA Joint Service Board—2024 2"d Quarter Meeting Minutes—September 6'h 2024 Page 2 of 8 , 3. DECLARATION OF PECUNIARY INTEREST None declared. 4. APPROVAL OF PAST MINUTES 4.1 Minutes of the Executive Committee Meeting held April 23, 2024 MOTION: 2024-039 Moved by: D. Alexander Seconded by: B. Bochek RESOLVED THAT: the SSEA Joint Municipal Service Board approves the minutes of the Executive Committee Meeting held April 23, 2024. Carried; 4.2Minutes of the Executive Committee Meeting held May 10, 2024 MOTION: 2024-040 Moved by: D. Alexander Seconded by: L. Hutcheson RESOLVED THAT: the SSEA Joint Municipal Service Board approves the minutes of the Executive Committee Meeting held May 10, 2024. Carried; 4.3Minutes of the 2024 First Quarter Meeting of the SSEA Joint Municipal Service Board held April 25th, 2024 MOTION: 2024-041 Moved by: B. Bochek Seconded by: B. Norris RESOLVED THAT: the SSEA Joint Municipal Service Board approves the minutes of the 2024 First Quarter Meeting of the SSEA Joint Municipal Service Board held April 25th, 2024. Carried; 4AMinutes of the Minutes of the SS SPA held April 25th, 2024 MOTION: 2024-042 Moved by: B. Norris Seconded by: R. Bald RESOLVED THAT: the SSEA Joint Municipal Service Board approves the minutes of the SS SPA held April 25th, 2024. Carried; 4.5 Minutes of the Special Board Meeting of the SSEA Joint Municipal Services Board regarding budget held June 24th, 2024 MOTION: 2024-043 Moved by: L. Hutcheson Seconded by: D. Alexander RESOLVED THAT: the SSEA Joint Municipal Service Board approves the minutes of the Special Board Meeting of the SSEA Joint Municipal Services Board regarding budget held June 24th, 2024. Carried; 4.6 Business arising from the minutes None. S. SEVERN SOUND SOURCE PROTECTION AUTHORITY MEETING No SS SPA meeting this Quarter. 6. PRESENTATIONS None. Page 222 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... SSEA Joint Service Board—2024 2"d Quarter Meeting Minutes—September 61, 2024 Page 3 of 8 7. SSEA BUISNESS a) SSEA 2°d Quarter 2024 Report MOTION: 2024-044 Moved by: B. Desroches Seconded by: B. Norris RESOLVED THAT: the SSEA Joint Municipal Service Board receives the 2nd Quarter 2024 Report for information. Carried; b) SSEA FINANCIAL REPORTS 7.1 Staff Report 22-24-SSEA—2024 Q2 Draft Financials MOTION: 2024-045 Moved by: R. Bald Seconded by: B. Bochek RESOLVED THAT: Staff Report No. 22-24-SSEA regarding the 2024 second quarter draft financials be received as information. Carried; 7.2 Staff Report 23-24-SSEA—SSEA 2023 Audit Status MOTION: 2024-046 Moved by: D. Alexander Seconded by: M. Taylor RESOLVED THAT: Staff Report No. 23-24-SSEA regarding SSEA 2023 Audit Status be received for information. Carried; 7.3 Staff Report 24-24-SSEA—2024 Appointment of Auditor Update MOTION: 2024-047 Moved by: B. Desroches Seconded by: R. Bald RESOLVED THAT: Staff Report 24-24-SSEA—2024 Appointment of Auditor Update be received for information; AND FURTHER THAT: the SSEA Board appoints Pahapill and Associates Professional Corporation to perform the 2024 annual financial audit of the SSEA, the same audit firm used by the SSEAs 2024 Treasurer municipality, Township of Tay. Carried; 7.4Staff Report 25-24-SSEA— SSEA Reserves Update MOTION: 2024-048 Moved by: B. Norris Seconded by: M. Taylor RESOLVED THAT: Staff Report No. 25-24-SSEA regarding SSEA Reserves be received for information; AND FURTHER THAT: the Board approves the update to the SSEA reserve policy to separate out the reserve account for Municipal DWSP funds. MOTION: 2024-048 RESOLVED THAT: the Board approves the revision to the projected reserve schedules for 2024 and 2025, approved June 24th 2024, to reflect the separate Municipal DWSP reserve account. Carried; Page 223 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... SSEA Joint Service Board—2024 2"d Quarter Meeting Minutes—September 6th, 2024 Page 4 of 8 7.5 Staff Report 26-24-SSEA—2025 Inland Lakes MOTION: 2024-049 Moved by: L. Hutcheson Seconded by: R. Bald RESOLVED THAT: Staff Report No. 26-24-SSEA regarding 2025 Inland Lakes be received for information. Carried; 7.6 Staff Report 27-24-SSEA—Treasury/HR Services Extension MOTION: 2024-050 Moved by: B. Bochek Seconded by: D. Alexander RESOLVED THAT: Staff Report No. 27-24-SSEA regarding Treasury/HR services extension be received for information. Carried; 7.7Staff Report 28-24-SSEA— Notice of SSEA Core Budget Short Payment MOTION: 2024-051 Moved by: B. Bochek Seconded by: B. Desroches RESOLVED THAT: Staff Report No. 28-24-SSEA regarding notice of SSEA core budget short payment be received for information; AND FURTHER THAT: the Board directs staff to bring back options for next steps at the October 24th Board Meeting. Carried; 8. CORRESPONDENCE 8.1 Township of Tay letter dated April 24, 2024 re: 2024 Municipal Budget Request Follow Up MOTION: 2024-052 Moved by: D. Alexander Seconded by: L. Hutcheson RESOLVED THAT: The Township of Tay letter dated April 24, 2024 re: 2024 Municipal Budget Request Follow Up, be received for information. Carried; 8.2Township of Tay letter dated May 29, 2024 re: Budget Request 2024 MOTION: 2024-053 Moved by: R. Bald Seconded by: M. Taylor RESOLVED THAT: The Township of Tay letter dated May 29, 2024 re: Budget Request 2024, be received for information. Carried; 8.3Township of Tay letter dated May 29, 2024 re: Request to extend Financial and Human Resource Services MOTION: 2024-054 Moved by: B. Desroches Seconded by: B. Norris RESOLVED THAT: The Township of Tay letter dated May 29, 2024 re: Request to extend Financial and Human Resource Services, be received for information. Carried; Page 224 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... SSEA Joint Service Board—2024 2nd Quarter Meeting Minutes—September 6th 2024 Pape 6 of 8 8.4Township of Severn letter dated June 13, 2024 and correspondence re: Township of Tay request for support and the Township of Severn's related resolution MOTION: 2024-055 Moved by: M. Taylor Seconded by: L. Hutcheson RESOLVED THAT: The Township of Severn letter dated June 13, 2024 and correspondence re: Township of Tay request for support and the Township of Severn's related resolution, be received for information. Carried; 8.5Township of Georgian Bay letter dated July 17, 2024 re: Township of Tay request for support and the Township of Georgian Bay's related resolution MOTION: 2024-056 Moved by: R. Bald Seconded by: B. Bochek RESOLVED THAT: The Township of Georgian Bay letter dated July 17, 2024 re: Township of Tay request for support and the Township of Georgian Bay's related resolution, be received for information. Carried; 8.6Township of Tiny letter dated August 9t", 2024 re: Review of Funding Formula and Letter of Agreement MOTION: 2024-057 Moved by: B. Bochek Seconded by: L. Hutcheson RESOLVED THAT: The Township of Tiny letter dated August 9t", 2024 re: Review of Funding Formula and Letter of Agreement, be received for information. Carried; 8.7SSEA Q2 Board Meeting suspended MOTION: 2024-058 Moved by: B. Bochek Seconded by: B. Desroches RESOLVED THAT: The SSEA Q2 Board Meeting be suspended at 10:35am for a break. Carried; 8.8SSEA Q2 Board Meeting reconvene MOTION: 2024-059 Moved by: B. Norris Seconded by: L. Hutcheson RESOLVED THAT: The SSEA 02 Board Meeting reconvene at 10:48am. Carried; 8.9The Board made the following resolution relating to the Township of Tay Request for Support that was sent to SSEA municipal partners, and the corresponding correspondence received. MOTION: 2024-060 Moved by: B. Desroches Seconded by: B. Bochek RESOLVED THAT: A review of the SSEA JMSB agreement and funding and funding formula established originally in 2009 would be prudent; AND FURTHER THAT: This review be done by an independent, outside agency or entity; AND FURTHER THAT: The Board directs staff to: Page 225 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... SSEA Joint Service Board—2024 2nd Quarter Meeting Minutes T September 61t' 2024 Pa e 6 of 8 Solicit quotes from qualified outside agencies or entities to conduct a comprehensive review of the SSEA JMSB agreement, fee structure, and funding formula. Provide the Board with a recommendation, including proposed scope of work and cost, for engaging an outside agency or entity to perform this review. 9. SSEA CORPORATE ADMINISTRATION UPDATES 9.1 Staff Report 29-24-SSEA— Past and Upcoming Events MOTION: 2024-061 Moved by: B. Bochek Seconded by: D. Alexander RESOLVED THAT: Staff Report No. 29-24-SSEA regarding SSEA Past and Upcoming Events, be received for information. Carried; 9.2 Staff Report 30-24-SSEA—Grant Application Update MOTION: 2024-062 Moved by: B. Bochek Seconded by: R. Bald RESOLVED THAT: Staff Report No. 30-24-SSEA regarding Grant Application Update, be received for information. Carried; 9.3Staff Report 31-24-SSEA— Drinking Water Source Protection Update MOTION: 2024-063 Moved by: L. Hutcheson Seconded by: B. Norris RESOLVED THAT: Staff Report No. 31-24-SSEA regarding an update on SSEA drinking water source protection activities, during Q2 of 2024, be received for information. Carried; 9.4Staff Report 32-24-SSEA— Invasive Species Program Update MOTION: 2024-064 Moved by: B. Norris Seconded by: R. Bald RESOLVED THAT: Staff Report No. 32-24-SSEA, regarding Invasive Species Program Update, be received for information. Carried; 9.5 Staff Report 33-24-SSEA— Restore the Shore Project Update MOTION: 2024-065 Moved by: D. Alexander Seconded by: M. Taylor RESOLVED THAT: Staff Report No. 33-24-SSEA regarding Restore the Shore Project Update, be received for information. Carried; 9.6 Staff Report 34-24-SSEA— Severn Sound Engagement and EDucation (SSEED) and Biodiversity Enhancement and Education Parks (BEE Parks) Project Update MOTION: 2024-066 Moved by: M. Taylor Seconded by: B. Desroches RESOLVED THAT: Staff Report No. 34-24-SSEA regarding Severn Sound Engagement and EDucation (SSEED) and Biodiversity Enhancement and Education Parks (BEE Parks) Project Update, be received for information. Page 226 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... SSEA Joint Service Board--2024 2n° Quarter Meetinq Minutes—September 6111, 2024 Paste 7 of 8 Carried; 9.7Staff Report 35-24-SSEA— Building Tree Capacity in the Severn Sound Watershed Project Update MOTION: 2024-067 Moved by: L. Hutcheson Seconded by: B. Norris RESOLVED THAT: Staff Report No. 35-24-SSEA regarding Building Tree Planting Capacity in the Severn Sound Watershed Project Update, be received for information. Carried; 9.8 Staff Report 36-24-SSEA—Sustainable Severn Sound Update MOTION: 2024-068 Moved by: D. Alexander Seconded by: R. Bald RESOLVED THAT: Staff Report No. 36-24-SSEA regarding the Sustainable Severn Sound Update, be received for information. Carried; 9.9Staff Report 37-24-SSEA— Blue-Green Algae Blooms in Severn Sound MOTION: 2024-069 Moved by: B. Bochek Seconded by: D. Alexander RESOLVED THAT: Staff Report No. 37-24-SSEA regarding updates about blue-green algae blooms in the Severn Sound watershed be received for information. Carried; 9.10 Staff Report 38-24-SSEA— Executive Director Update Q2 (On Table) MOTION: 2024-070 Moved by: M. Taylor Seconded by: L. Hutcheson RESOLVED THAT: The Executive Director Staff Report 38-24-SSEA be received for information. Carried; 10. ANNOUNCEMENTS 10.1 Councillor Bochek announcement - Township of Georgian Bay is hosting the Honey Bee Festival on September 28t" and includes a Sunset Cruise Gala to support the Georgian Bay Biosphere. 10.2 Julie Cayley announcement - The 2025 Requests for Budget Deputations has started. 11. CLOSED SESSION None. 12. OTHER BUSINESS 12.1 Councillor Desroches voiced her support regarding the value of SSEA and urged fellow board members to bring the work and value of the SSEA partnership to their council tables. Page 227 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... SSEA Joint Service Board—2024 2"d Quarter Meetinq Minutes—September 611 2024 Page 8 of 8 13. ADJOURN MOTION: 2024-071 Moved by: B. Norris Seconded by: L. Hutcheson RESOLVED THAT: this meeting of the SSEA Board of Directors held September 6th, 2024, adjourn at 11:28 pm to meet again October 24th, 2024, or at the call of the Chair. Carried. ChaKAteffen Wal Executive Director, Julie 61111Yley Approved this d�of 0L�,(2024. Page 228 of 261 n So a) Severn Sound Environmental Association (SSEA) correspondence re: S... SSEA Board Meeting Highlights 2024 Q3 Meeting — October 24t", 2024 For the full meeting agenda including documents & reports, °mental ASSoo visit our website https://www.severnsound.ca/about-us/meetings/ mirinn +ha Meeting: Update reports received for information Welcomed • Q3 Draft Financials • 03 newly appointed Board Alternates, • Grant Applications o Councillor Bonita Desroches, Town of o Another $25,686 approved Penetanguishene • Drinking Water Source Protection o Councillor Matt Garwood, Township of o Signed a 3-year workplan and Springwater agreement for Source Protection • 03 new staff, Authority work, required by the o Olena Volik, Water Scientist/ Province. Limnologist • Invasive Species Program o Secured Green Shovels Collaborative Presentations — Invasive Phragmites Control Fund • Travis van Engelen — SSEA Tree Planting • Restore the Short Project Programs o Naturalised 5 sites in Q3 o SSEA tree program overview, and • Severn Sound Engagement and celebrating 400k seedlings planted EDucation (SSEED) and Biodiversity • Kelly Haslam — Save Georgian Bay, No Enhancement and Education Parks (BEE harm? Parks) Project o Regarding TC Energy's proposed o Secured Pollinator Partnership Native pumped storage plant Seed Grant • Building Tree Capacity in the Severn Approved Sound Watershed Project • Move the 2024 municipal DWSP funding • Past and Upcoming event (attendance 14 ($23,685) into the SSEA Municipal DWSP events) reserve • Q3 ED highlights report • Work related to the SSEA agreement and funding formula 3rd party review be Correspondence received for information postponed until a treasurer and payroll relating to structure has been secured for 2025 • Township of Georgian Bay Notice to Withdraw Directed staff to • Town of Penetanguishene — SSEA Board • Send a letter from the Board requesting Alternate appointment Township of Georgian Bay reconsider the • Town of Midland and Town of Notice to Withdraw from the SSEA JMSB Penetanguishene resolutions regarding • Send a letter from the Board requesting Township of Tay correspondence Township of Tay reconsider their withdrawal of Treasury, HR, and Payroll IF,jtiirp mantinn-c 9 eveptQ services, or extend it 6 months Q4 Board Meeting — January 30t", 2024 or • Explore funding opportunities to continue at the call of the Chair the Restore the Shore project in 2025 489 Finlayson St. Box 460 Port McNicoll, ON, LOK 1RO Phone: 705-534-7283 www.severnsound.ca Page 229 of 261 Severn Sound Environmental Association (SSEA) correspondence re: S... Severn Sound Environmental Association rJ'""ke',,ta1 ��` v 2024 3rd Quarter (July 1 - Sept. 30) Report/Update Staffing/HR Administration,Staffing, Training and Volunteers Administration One SSEA Board meeting (2024 2nd Quarter). Staffing Welcomed back Paige Marchand (Shoreline Stewardship Intern) and welcomed Olena Volik (Water Scientist/ Limnologist). THANK YOU to outgoing staff Sarah Song (Inland Lakes Water Quality Stewardship Intern), Meriam Dahmani (Climate Data and File Management Technician), Cheyenne Simpson (Environmental Field Technician), April Kerr (Environmental Field Technician), and Kelsey Dunkeld (Invasive Species Technician). THANK YOU to Canada Summer Jobs (CSJ) for helping to fund Meriam and Cheyenne's positions. THANK YOU to Eco Canada for helping to fund Sarah and April's positions. THANK YOU to Ontario Federation of Anglers and Hunters for funding Kelsey's position with the help of CSJ. Training/Professional Development Staff attended 12 no-cost training webinars on a range of SSEA program and corporate related topics. Volunteers - THANK YOU Thank you to the 30 volunteers who helped with monitoring and removal of invasive species. Education, Engagement, Outreach Presentations,Articles,Social Media, Events, Inquiries Where appropriate, presentations, meetings, videos etc. have been recorded and posted to the SSEA YouTube channel. Presentations Presented to the community of Georgian Bay through an information series that included three presentations with the Georgian Bay Public Library. Presentations covered the Climate Action in Georgian Bay, Invasive Species, and Benthic Invertebrates. Continued the Approvals and Permissions Information Sessions for municipal staff and council with Volume 5 —Working in Water in Ontario, presented by the Ministry of Natural Resources. Presented on invasive species and blue green algae at the Tea Lake AGM in the Township of Severn. sseainfo(aD-severnsound.ca -www.severnsound.ca 1 Page 230 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... Articles/Publications/News SSEA has been highlighted in a variety of publications and articles including: • "Resident input on climate change welcomed in person or online" o https://www.barrietoday.com/local-news/resident-input-on-climate-change- welcomed-in-person-or-online-9188820 • "SSEA funding issue spills into other Severn Sound area council meetings" o https://www.midlandtoday.ca/local-news/ssea-funding-issue-spills-into-other- severn-sound-area-council-meetings-9195057 • "Great Lakes Moment: An ecosystem approach" o https://www.greatlakesnow.org/2024/07/great-lakes-moment-ecosystem- approach/ • "Funding supports projects aimed at 'devastating threat' of Phragmites" o https://www.midlandtoday.ca/local-news/funding-supports-projects-aimed-at- devastating-threat-of-phragm ites-9294026 • "Three months later, Midland gets around to Tay's funding formula request" o https://www.midlandtoday.ca/local-news/three-months-later-midland-gets- around-to-tags-ssea-funding-request-9484785 • "Oro-Medonte 'stepping to the plate' to reduce greenhouse gas emissions" o https://www.barrietoday.com/local-news/oro-medonte-stepping-to-the-plate-to- reduce-greenhouse-gas-emissions-9452289 • Highlighted as a Great Place to Work by the South Georgian Bay Chamber of Commerce o https://www.facebook.com/sgbchamber/posts/pfbid0292l KeFzp2mgFl3708Ctdo g6gvgcRwAdbr88vT9sf7biLiiTPVYrYg6JLSeviC4Wtl?notif id=172657443221584 1&notif t=mention&ref=notif • "Midland Rotarians give habitat naturalization helping hand" o https://www.midlandtoday.ca/local-news/midland-rotarians-give-habitat- naturalization-helping-hand-9545990 • "Agency looks to Springwater for more support as Tay backs out" o https://www.midlandtoday.ca/local-news/agency-looks-to-springwater-for- financial-support-as-tay-backs-out-of-ssea- 9551357?utm source=MidlandToday.ca&utm campaign=5c309a0701- DailyMID&utm medium=email&utm term=0 5aff076564-5c309a0701- 320366241 • "Tiny awarded $10,000 greenhouse gas reduction grant for second year" o https://www.midlandtoday.ca/local-news/tiny-awarded-10000-greenhouse-qas- reduction-grant-for-second-year- 9543970?utm source=MidlandToday.ca&utm campaign=199fa855c0- DailyMID&utm medium=email&utm term=0 5aff076564-199fa855c0-320366241 Social Media A total of 87 posts were made across the SSEA Instagram and Facebook accounts on a variety of topics and SSEA programs this quarter, to audiences of 793 and 479 followers respectively. One new video (SSEA Q2 Board Meeting) with 29 views has been posted to the SSEA YouTube channel with 62 subscribers. Events/Meetings/Conferences SSEA has facilitated and/or participated in 14 events in Q3. Approximately 820+ people attended, participated or volunteered in these events. sseainfo(d�severn sound.ca www.severnsound.ca 2 Page 231 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... South Georgian Bay Community BBQ— Town of Midland Discover Coldwater— Township of Severn Inquiry Responses (excluding SSS and Source Water) SSEA responded to over —59 inquiries from municipal partners, members of the public and contractors. Tree Planting Planting and Distribution The SSEA is in the planning stages for our spring 2025 tree planting programs. Staff will continue to conduct site visits to prospective Community Tree Planting properties in fall and winter and will develop and disseminate promotional materials. Staff are investigating the cost and availability of native tree and shrub seedlings for both the Community Tree Planting Program and the Tree Seedling Distribution Program. Staff are developing the pricing of seedlings for the 2025 Tree Seedling Distribution Program, and seedlings for both programs will be ordered in 04. Tree Plant Program Specialist is conducting a GIS mapping exercise to analyze tree canopy cover in the watershed. Results will be utilized to identify areas with low canopy cover, increases and decreases in woodland cover, and to target sites/ municipalities/ subwatersheds for tree planting opportunities. Fish and Wildlife Habitat/Natural Heritage Invasive Species, Habitat Restoration/Enhancement, Species at Risk, and Natural Heritage Invasive Species (IS) Continued to provide technical support on IS to municipalities, community members, and external agencies. ._ k The IS Program was successful in its application to the Invasive Phragmites Control Fund for $25,000 to create a watershed phragmites management plan to address roadside & municipal phragmites sites. As always, outreach & education were important components of the IS program this .,: �. ► quarter, with IS staff attending ten events across the watershed. Staff also responded to 27 new invasive/non- ' native species inquiries and participated in learning Conducting crayfish surveys with opportunities such as the Beech Leaf Disease Workshop, the Ontario Federation of Anglers and Hunters sseainfo(a)severnsound.ca -www.severnsound.ca 3 Page 232 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... which informed staff on novel invasive species priorities in the area and how to identify/survey for this new invader. The IS team continued to collaborate with partner agencies and assist with the Wye Marsh Invasive Species Management Project, including managing nine invasive phragmites sites and completing post-treatment assessments. �}q Naturalization, Habitat Restoration/Enhancement Continued implementing the Restore the Shore (RTS) project, "`a including engaging and supporting landowners in becoming shoreline stewards by providing resources and guidance to naturalize shorelines, and conducting broad communications, education and outreach efforts to raise awareness and empower a the community. In 03, four site visits were conducted in two municipalities with custom planting plans developed for each. Trees, shrubs and wildflowers were ordered for fall planting, withn Restore the Shore `starter kits', each containing educational guides, mulch, tree protectors, and at least 50 native plants being assembled and distributed in early Q4. Conducting an RTS site visit Continued implementation of the Severn Sound Engagement and EDucation (SSEED) and Biodiversity Enhancement and Education Parks (BEE Parks) projects, being led by the Biodiversity Enhancement Intern (externally funded). In Q3, SSEA conducted outreach on social media and SSEA website and attended local events, and participated in the production of a Commonwell L.E.A.F impact video highlighting SSEED (https://bit.Iy/CommonwelILEAF). Staff also applied for additional external funding that would augment existing funding if successful, and conducted site visits, engaging municipalities and schools and providing technical advice in planning and implementing naturalization projects including seeding of native species. These projects support municipal efforts such as Bee City and no-mow/reduced-mow programs. Land Use Planning Input and Review Plan and Policy Input SSEA participated in pre-consultation meetings and/or commented on applications, reports, and Environmental Impact Studies for 16 sites. Drinking Water Source Protection Source Protection Authority and Risk Management Services Source Protection Authority Services Signed a 3-year workplan and agreement with Lake Simcoe Region Conservation Authority for Source Protection Authority work. Continued to work on current and predicted water system changes within the Town of Midland, City of Orillia, and Townships of Tiny, Springwater, and Severn. Risk Management Services This quarter staff answered 31 inquiries, commented on 18 development applications, attended 5 pre-consultation meetings and completed field surveys on agricultural properties in the Township of Tiny that have risk management plans. sseainfo(d�severn sound.ca www.severnsound.ca 4 Page 233 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re- S... Monitoring Programs Field/data collection:Open Water, Inland Lakes, Intakes, PWQMN/Tributaries,Stream Temperature, Benthic Invertebrates, Climate, and Citizen Science Lake Sampling (Open Water, Inland Lakes, Intakes) Staff have completed two open water and seven inland lake (Bass and Little Lake) sampling/monitoring events. Sampling included collecting water chemistry samples and field data such as pH, conductivity and temperature. Water quality results are used to assess lake conditions including algae blooms, guide management decisions, and protect drinking water quality. V6 Staff sampling the open waters of Severn Sound Blue Green Algae Blooms Field staff continue to work in partnership with the MECP to monitor Blue-green Algae blooms throughout the watershed. During routine lake checks staff report all blue-green algae and their associated samples to MECP as well as the Health Unit who then confirms the presence of toxic Blue-Green Algae. Currently Bass Lake, Township of Oro-Medonte, and Orr Lake, Township of Springwater, are both under algae advisories. The municipalities are then notified by the Health Unit and public signage is placed at public accessible areas as well as notification on the SMDHU web site https://www.simcoemuskokahealth.org/Topics/Safe Water/bluegreenalgae copy1.aspx. 7� �• r Blue-green algae bloom, Bass Lake public beach area. sseainfo(a)severnsound.ca -www.severnsound.ca 5 Page 234 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... PWQMN (Provincial Water Quality Monitoring Network) Conducted three sampling runs at twelve sites throughout the watershed, collecting chemistry samples and corresponding field data such as temperature, dissolved oxygen, conductivity, pH and turbidity. Staff continue to monitor and maintain the PWQMN program conductivity sensor. The sensor was installed at a downstream site on the Coldwater River. Data will be used to establish a baseline range which can help detect external impacts on water quality, such as storm events and de-icing salts. PGMN (Provincial Groundwater Monitoring Network) and SSEA Wells Hourly water level and temperature data continues to be collected. These loggers have been downloaded and manual water level readings recorded, at nine PGMN wells and eight SSEA wells. The data is used to collect baseline conditions and assess how groundwater is being affected by land use, ' climate change, and track trends and emerging issues withinfi the watershed. ,w: Stream Temperature 51 stream temperature loggers have been downloaded in streams across the watershed. All loggers will be removed in �^�"``t. �► October. The data is used to model thermal stability. Thermal 4 stability is a classification to determine if a stream is cold, .; ,r cool, or warm. Each class provides a unique habitat for ' temperature dependent species such as the coldwater Measuring water depth for benthic spawning trout and salmon. invertebrate sampling SSEA staff have completed the data collection portion of the `intensive' thermal stability study focused on areas of the Coldwater River subwatershed. This involved visiting all drainage areas and receiving waters to update drainage mapping. This multi-year project will provide background data and determine temperature classifications through modeling of all stream reaches and helps to better understand where to focus future monitoring and stewardship efforts. Stream Benthic Invertebrates Sixteen long-term benthic invertebrate stations have been sampled in the Coldwater River, Sturgeon River, North River, Silver Creek, and Bass Lake subwatersheds. These stations are y' sampled biennially. Changes in the benthic community can ` indicate changes in water quality. - Pteronarcys(Giant Stonefly) nymph sseainfo(d�severn sound.ca www.severnsound.ca 6 Page 235 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... Climate Monitoring - Rain and Air Gauges Staff have downloaded data on a continuous basis throughout the field ♦� season for the four rain and one air temperature gauge located around the SS watershed. The data collected provides additional background information for monitoring projects in the Severn Sound and Township , of Tiny Coastal Area, putting monitoring results into context. i Weather Stations The Town of Midland and Township of Tiny (Lafontaine) weather stations have been checked regularly using the online portal. Regular data downloads are being completed monthly along with monthly rainfall updates. To learn more about our weather stations, access updated reports and to view the available near real-time data go to the SSEA website. Lafontaine Weather https://www.severnsound.ca/programs-protects/monitoring/climate- Station weather/weather-stations/ Citizen Science (Shore Watch, Stream Watch, Invasive Species Spotters, Water Level Watch) 2024/2025 citizen scientists are needed for all programs! Contact the SSEA if you are interested in becoming a SSEA citizen scientist. Sustainable Severn Sound Special Project Climate Change Action Plans, Partners for Climate Change Protection (PCP) Program Partners for Climate Protection - Local Climate Change Action Plan SSEA is working with the Ontario Resource Centre for Climate Adaptation to host a municipal workshop in November. There is excitement and interest on this workshop from staff and council. The event will be a half-day workshop focusing on municipal leadership and solutions for climate threats. Significant progress was made over the summer in terms of outreach and engagement. The Township of Springwater and Oro-Medonte hosted climate events to gather input from the community on their climate actions. The SSEA took the lead on hosting 2 open houses in Springwater and attended the Elmvale Farmer's Market to gather input from the community. Oro-Medonte hosted an open house on September 181" to gather input on their emissions baseline and their corporate and community reduction targets. It was well attended by council and the community. With the adoption of the Township of Oro-Medonte's emission reduction target, the township will achieve Milestone 2 of the Partners for Climate Protection (PCP) program. Milestone 1 was achieved in August 2024 with the hard work of Oro-Medonte summer staff with assistance from SSEA. The Township of Springwater achieved Milestone 1 in September 2024 with the completion and submission of the baseline emission calculations. The implementation reports are in development for the Town of Midland, Town of Penetanguishene, Township of Tay, Township of Tiny, Township of Severn, and Township of Georgian Bay. Meetings with municipal staff have generated lots of ideas and discussion on next steps and current funding opportunities to advance action items. sseainfo(d�severn sound.ca www.severnsound.ca 7 Page 236 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re: S... Data Analysis and Reporting Statistics, Data Management&Analysis, Reporting, and GIS/Mapping Statistics/Data Management & Analysis Data management is ongoing with PWQMN (streams), Georgian Bay water levels and regional climate data, open water/inland lake water chemistry, zooplankton and algae data processing continues as additional data becomes available, along with updating of long-term trends. Reporting and Educational Content Bi-weekly condition reports for both Bass Lake and Little Lake have been made available on the SSEA website at https://www.severnsound.ca/programs-projects/monitoring/severn-sound- inland-lakes/inland-lakes/. Reports will also be made available to the public through all our social media feeds. Partnerships New/Updated NGO Partners and MOD's, Academia SSEA continues to work with municipal and NGO/external partners to deliver effective environmental stewardship, including .. membership with GBB's ICECAP and the SMDHU's Climate Change Exchange Committee (CCEC), Climate Change Charter Working Group = pucksunfmHed Canada . and Georgian College's Program Advisory eroin9 ondas da 4 sa We Committee. SSEA is also a member of the Lake Huron Partnership, the Great Lakes Ecoregion Network and Watersheds Canada. SSEA meeting with Jennifer Lavigne from Ducks Unlimited Canada to discuss partnership Financial Grants, Budget, Invoicing Grants Multiple grants applied to by SSEA to enhance services are pending approval, including: • Provincial Great Lakes Local Action Fund: $100,000 • Federation of Canadian Municipalities — Local Leadership for Climate Adaptation, Capacity Development Partner Grant: $315,923.88 • TD Friends of Environment Foundation: $10,000 • Provincial Great Lakes Local Action Fund: $100,000 • ECO Canada: $40,000 Approved in Q3 2024: • Invasive Species Centre— Invasive Phragmites Control Fund: $25,000 • Pollinator Partnership Native Seed Grant: $686 Invoicing In Q3, SSEA issued 2 invoices: 1 to Lake Simcoe Region Conservation Authority for Drinking Water Source Protection, 1 to Farlain Lake Community Association. sseainfo(d�severn sound.ca www.severnsound.ca 8 Page 237 of 261 15.a) Severn Sound Environmental Association (SSEA) correspondence re- S... Thank you from Team SSEA • Jon Main - Sustainability & Climate Amazing Interns and Seasonal Staff. Action Coordinator • April Kerr- Environmental Field • Judy Limoges - Financial Services Technician Coordinator (Treasurer) • Arenn Osadzuk- Invasive Species • Julie Cayley - Executive Director Technician • Lex McPhail - IT Manager/GIS • Cheyenne Simpson - Environmental Applications Specialist Field Technician • Melissa Carruthers - Manager Source • Jacqueline Laurin - Biodiversity Water Protection, RMO/RMI Enhancement Intern • Michelle Hudolin - Manager Watershed • Kelsey Dunkeld - Invasive Species Resilience, Wetlands & Habitat Biologist Technician • Nicole Stott - Corporate Administration • Kirsten MacLeod - Source Water Coordinator Protection Intern • Nikki Priestman - Watershed Health • Meriam Dahmani - Climate Data and Specialist File Management Technician • Olena Volik - Water • Paige Marchand - Shoreline Scientist/Limnologist Stewardship Intern • Patrick Jackson - Invasive Species • Sarah Song - Inland Lakes Water Program Coordinator Quality Stewardship Intern • Paula Madill - Ecosystem Technologist • Travis van Engelen - Tree Plant Program Specialist e� t F z + , Thank you and well wishes to our amazing 2024 seasonal staff!! sseainfo(a)severnsound.ca -www.severnsound.ca 1 Page 238 of 261 15.b) Correspondence from Gilber Centre re: World AIDS Day 2024. Staff R... From: JayM <mason m(o-)-g ilbertcentre.ca> Sent: Thursday, November 21, 2024 8:00:00 AM Subject: Regarding World AIDS Day 2024 This email originated from outside of Oro-Medonte's email system. Please use proper judgment and caution when opening attachments, clicking links, or responding to this email. Dear Mayor and Council, As World AIDS Day approaches on December 1, 2024, we reflect on how communities across Canada have marked this important day of remembrance and action. While flag-raising ceremonies have long been a meaningful symbol of solidarity, this year, the Gilbert Centre has decided to focus on initiatives that go beyond symbolism. Our efforts are centered on addressing stigma, promoting education, and driving actionable steps to end HIV in Canada. This decision was not made lightly. True progress requires dismantling systemic barriers that hinder our shared goal of eliminating new HIV infections by 2030—a commitment made by federal and provincial governments. Without follow-through, symbolic gestures risk undermining the urgency of the action needed to realize this vision. The Challenge We Face HIV stigma remains one of the largest barriers to progress. Studies show that over 50% of Canadians still hold stigmatizing attitudes toward people living with HIV. This pervasive stigma fuels fear and misinformation, discouraging individuals from accessing testing and treatment essential to prevention. The science is clear: U=U (Undetectable = Untransmittable) proves that individuals on effective HIV treatment cannot transmit the virus to their sexual partners. Despite these advancements, over 62,000 Canadians live with HIV, and an estimated 10% are unaware of their status. It can no longer be argued that early detection and treatment saves lives, prevents new infections and reduces healthcare costs — each new infection avoided represents a savings of an estimated of$1.3 million in lifetime healthcare expenses. Our Commitment to Action To combat stigma and promote awareness, the Gilbert Centre is leading three impactful events this World AIDS Day: • A Day Without Art (Dec 1): A bold initiative encouraging local businesses and artists to cover any artwork in their window displays to symbolize the impact of HIV and spark dialogue. We also invited you to support and share this request which appears to have gone unanswered. • Afternoon Drag Tea (Dec 1): A community celebration featuring drag performances, tea-time treats and shared lived experiences to educate and inspire attendees. Page 239 of 261 15.b) Correspondence from Gilber Centre re: World AIDS Day 2024. Staff R... • A Day With Art (Dec 2): A showcase of art created by individuals with lived experiences, highlighting resilience and community creativity. You can find more details about the events at: https://www.gilbertcentre.ca/WAD-2024 These events reflect our commitment to education, engagement, and the urgent need for equitable healthcare access. How You Can Help As municipal leaders, your role is critical in advancing this work. We invite you to collaborate with us to meet these shared goals: 1. Raise Awareness of HIV by promoting testing and stigma-reducing messaging through municipal communication channels, such as newsletters or social media platforms. 2. Join us at our World AIDS Day events and share them within your networks to increase their reach. 3. Facilitate Collaboration by inviting us to present to City Council on the current challenges and actions required to meet Canada's 2030 target. 4. Engage city staff in education initiatives to reduce stigma and encourage testing. 5. Partner with us to develop a municipal plan aligned with the 2030 goal to end new HIV transmissions. A Call to Leadership Ending new HIV infections by 2030 is an achievable goal, but it requires courage, commitment, and collective action. Together, we can move beyond symbolic gestures to take measurable actions that transform lives, reduce costs, and foster a healthier, more inclusive society. Thank you for your ongoing support and leadership. We welcome the opportunity to meet with you and discuss how we can collaborate to achieve this shared vision. Sincerely, Jay M I QSH Coordinator Pronouns: He/Him/His 705.795.8479 1 jasonm(a)-gilbertcentre.ca 525-80 Bradford Street, Barrie, ON, L4N 6S7 www.GilbertCentre.ca I www.Safe rS paces.ca Page 240 of 261 15.b) Correspondence from Gilber Centre re: World AIDS Day 2024. Staff R... • "Text "LOVE" to 20222 to donate $5 to the Gilbert Centre!" and • "Standard message & data rates may apply." We recognize that you may not work the same hours we do, so please do not feel obligated to respond outside your working hours. Page 241 of 261 16.b) Correspondence from Couchichin�OPP Reta Onnt Board r ' Request f... ouchic ng e achment oar Letter to the Municipal Councils served by the Couchiching OPP Detachment Board November 8, 2024 Couchiching OPP Detachment Board 2297 Highway 12 Brechin, Ontario LOK 1BO Dear Mayor and Council, We are writing to you on behalf of the Couchiching OPP Detachment Board. (the Board). The Board held its inaugural meeting on October 3, 2024. At its meeting on November 1, 2024, the Board acknowledged the criticality of collaborating with the Detachment Commander on the development of the Local Action Plan. Pursuant to section 70 of the Community Safety and Policing Act, 2024, the Local Action Plan must address at least the following matters: 1. How adequate and effective policing will be provided in the area served by the detachment, in accordance with the needs of the population in the area and having regard for the diversity of the population in the area. 2. The objectives and priorities for the detachment determined by the O.P.P. detachment board and such other objectives and priorities determined by the detachment commander. 3. Quantitative and qualitative performance objectives and indicators of outcomes relating to, i. the provision of community-based crime prevention initiatives, community patrol and criminal investigation services, ii. community satisfaction with the policing provided, iii. emergency calls for service, iv. violent crime and clearance rates for violent crime, v. property crime and clearance rates for property crime, vi. youth crime and clearance rates for youth crime, Page 242 of 261 16.b) Correspondence from Couchiching(grfPipyAgop StpAg�onr%guest f... vii. police assistance to victims of crime and re-victimization rates, viii. interactions with persons described in paragraphs 4 and 5 of this subsection, ix. road safety, and x. any other prescribed matters. 4. Interactions with, i. youths, ii. members of racialized groups, and iii. members of First Nation, Inuit and Metis communities. 5. Interactions with persons who appear to have a mental illness or a neurodevelopmental disability. 2019, c. 1, Sched. 1, s. 70 (1); 2023, c. 12, Sched. 1, s. 30, 76. In order that the Board may represent the interests of all four jurisdictional municipalities, we are requesting your input, and ask that you provide to us, by January 17, 2025, a list of the top three strategic priorities that your municipality would like the Board to address in our Local Action Plan 2025 consultations with the Detachment Commander. Please feel free to contact us should you have any questions our concerns. Respectfully, Ralph Cipolla Cathy Clark Chair Vice Chair Page 243 of 261 16.b) Correspondence from Couchiching OPP Detachment Board re: Request f... Couchiching OPP Detachment Board Terms of Reference A. Definition 1. "Act" refers to the Community Safety and Policing Act, 2019, S.O. 2019, c. 1, Sched. 1. 2. "Board" refers to the Couchiching OPP Detachment Board as set out in section 67 of the Act. 3. "Chair" refers to a member elected by the Board to preside at the meetings of the Board. 4. "Minister" refers to the Minister of Community Safety and Correctional Services or such other member of the Executive Council as may be assigned the administration of this Act under the Executive Council Act; 5. "Ministry" refers to the Ministry of the Minister; 6. "Municipalities" refers to the municipalities under the jurisdiction of the Orillia OPP detachment, which includes the City of Orillia, Township of Oro-Medonte, Township of Ramara, and Township of Severn, which also comprise the Orillia OPP Detachment Board. 7. "Secretary-Treasurer" refers to the Board's administration duties as outlined in this Terms of Reference. 8. "Recording Secretary" is also referred to as the Secretary-Treasurer. 9. "Vice-Chair" means a member appointed by the Board to preside at meetings of the Board, in the Chair's absence. B. Purpose While it is the legislative mandate of the Board to work with the Detachment Commander to make decisions where appropriate and submit information to the Municipal Councils in other matters in accordance with the Act, the purpose of the Board is to: 1. comply with the prescribed standards, if any, with respect to the exercise of its powers and the performance of its duties under the Act; 2. make decisions on matters within their jurisdiction and provide advice and information to Municipal Councils on specialized matters as outlined in the Act; 3. facilitate public input on programs and ideas when appropriate and approved by the Board to ensure the work of the Board is representative of the communities it serves; 4. make decisions in enhancing the quality of life and ensuring the safety and security of all persons and property in the community, in keeping with the Minister's Strategic Plan and the Board's Strategic Plan or the annual objectives and principles as established by the Board; and 5. Conduct itself in keeping with the prescribed Code of Conduct under the Act (Section 35(6)) and in keeping with the Board's Procedural By-law. C. Roles and Responsibilities In accordance with Section 68 (1) of the Act, the Board's roles and responsibilities shall include: a. consulting with the Commissioner regarding the selection of a Detachment Commander and otherwise participate in accordance with the regulations in the selection of the Detachment Commander; b. determining objectives and priorities for the detachment, not in !i2e.4tMi116iahe 16.b) Correspondence from Couchiching OPP Detachment Board re: Request f... Strategic Plan prepared by the Minister, after consultation with the Detachment Commander or his or her designate; c. advising the Detachment Commander with respect to policing provided by the detachment recognizing that the Board has no authority over the operations of the detachment; d. monitoring the performance of the Detachment Commander; e. reviewing the reports of the Detachment Commander regarding policing provided by the detachment; and f. on or before June 30t" in each year, providing an annual report to the municipalities regarding the policing provided by the detachment in their municipalities; and g. on or before September 1 st each year provide the member municipalities with an annual approved budget. D. Authority 1. The Board may, by by-law, define the authority to establish or delegate powers under the Act as described in Section 42 of the Act 2. The OPP Detachment Board members shall: a. ensure that all outgoing communications are in accordance with the Board's policies; b. not communicate externally on behalf of the Board except as authorized by the Board; c. not post independently to social media but rather social media postings shall be forwarded to the Board Secretary-Treasurer for distribution which may be shared by the Board members; d. not authorize any expenditures outside the Board's approved budget unless authorized by each of the member municipal Councils; e. have the authority to undertake special projects, or research matters that arise and that are within the scope of these Terms of Reference and approved budget. The responsibility for these assignments remains with the Board or designate. E. Reports To The Board reports to the respective member municipal Councils comprising the Board, as well as any other governing bodies as described in accordance with the Act and its Regulations. F. Composition 1. Unless otherwise determined by the Act, membership shall be comprised of one member appointed by each municipality, who is a member of Council of the municipality, for a total of four members; one member appointed by each municipality, who is neither a member of Council, nor an employee of the municipality, for a total of four members; and two members appointed by the Minister. 1. Qualifications of the Community Representatives To qualify for the Community Representative Position on the Board, applicants must be an eligible elector in their respective municipalitf age 245 of 261 16.b) Correspondence from Couchiching OPP Detachment Board re: Request f... Provide a current and acceptable Criminal Record check, prior to appointment to the Board. Successfully complete various online training courses. The Community Representative is ineligible if they are a judge or justice of the peace; a member of a police service, special constable, or a First Nation Officer; someone practicing criminal law ( either defense or prosecution); a director, officer or employee of any policing provider; former member of a police services unless the OPP Detachment Board does not maintain a police services that the person was a member of, and at least one year has passed since the person ceased to be a member of any services. Community Representative shall not be employee of their respective municipality. Appointees to the Board should be active members of their community with a general knowledge of the OPP Detachment Board duties and responsibilities, and awareness of community safety issues and programs within their local community. 2. Appointments to the OPP Detachment Board i. Appointments to the Board shall be made in accordance with the provisions of Section 33 of the Act. ii. Council Appointments to the Board shall be made by the respective municipal Council; one (1) per municipality. iii. Community Appointments to the Board shall be made by the respective municipal Council; one (1) per municipality. In considering Community Appointments, preference should be given to persons demonstrating knowledge or experience in one (1) or more of the following areas: a. Finance b. Social Services C. Education d. Governance e. Legal f. Health Care g. Mental Health iv. Provincial Appointments to the Board shall be made by the Minister. 3. Term of Membership The Term of office for Council Appointees and Community Representatives on the Board shall be concurrent with the term of Council. The Term of office for a member of the OPP Detachment Board that is appointed by the Minister shall be set out by the Minister in the member's appointer 6WtifiQftn the 16.b) Correspondence from Couchiching OPP Detachment Board re: Request f... Public Appointments website. 4. Absence i. Should any Council Appointee be unable to attend Board meetings for any period of time due to medical, emergency or other reasons, the respective municipal Council may appoint an alternate Council representative for the duration of the absence. The alternate Council representative appointed shall comply with the prescribed standards with respect to the exercise of its powers and the performance of duties under the Act. The alternate Council representative's appointment shall terminate once the original appointed Council Representative is ready to resume their responsibilities. ii. Any Community Representative who is absent from three (3) consecutive regular meetings without leave of absence or without satisfactory reason shall forthwith cease to be a member and the Secretary-Treasurer shall advise the Clerk of the respective municipality so that the vacancy may be filled. 5. Resignation of Representatives: i. Any Council or Community Appointees wishing to resign shall provide their resignation in writing to the Chair (or Vice-Chair if the Chair is resigning) with a copy to the Secretary-Treasurer and shall notify the Clerk of their respective municipality so that a replacement may be appointed. ii. Any Provincial Appointee wishing to resign shall provide their resignation in writing to the Chair with a copy to the Secretary-Treasurer and shall notify the Public Appointments Secretariat so that a replacement may be appointed. 6. Filling Vacancies: i. Vacancies of Council and Community Appointee shall be filled at the discretion of the respective Municipal Councils and within three (3) months of the vacancy occurring. ii. Vacancies of Provincial Appointee shall be filled at the discretion of the Minister. 7. Responsible Party: The Secretary-Treasurer appointed by the Board shall be responsible for recording and tracking all actions and financial undertakings of the Board unless delegated otherwise determined by the Board in accordance with Section 42 of the Act. 8. Structure: i. Chair and Vice-Chair In accordance with Section 36(1) of the Act, the Chair and Vice-Chair shall be elected annually at the first meeting of each year by a vote of the majority of the OPP Detachment Board members. In the absence of the Chair at a meeting, the Vice-Chair shall Chair the meeting. In the absence of both the Chair and Vice-Chair at a meeting, an Actin�t&fi- hgfl2b%lelected at 16.b) Correspondence from Couchiching OPP Detachment Board re: Request f... the beginning of the meeting for the duration of that meeting. ii. Support Resources i) The Board shall determine the support resources it requires to assist them with fulfilling their roles within the approved budget. ii) Recording Secretary: The Recording Secretary shall be the Secretary-Treasurer appointed annually by the OPP Detachment Board members at the first meeting each year and shall act as the Recording Secretary for the Board's meetings. G. REMUNERATION 1. Remuneration shall be established by the member municipalities. Each member of the Board will be compensated based on the established By-law from the municipality they represent. For consistency and equality the member municipalities shall establish the same monetary amount for all community Board members. Remuneration will include allowance for paid mileage when members uses their personal vehicles. Provincial Appointees will be provided a compensation from the Board of a set amount agreed upon by the member municipalities H. Financial 1. The OPP Detachment Board's annual budget shall be approved by each of the Municipal Councils of the OPP policed communities comprised by the Board in accordance with Section 71(2) of the Act. 2. The Secretary-Treasurer shall present a year-end financial report to the Board, which once approved by the Board, shall be forwarded to each of the member Municipal Councils. Page 248 of 261 18ra) 2024-111 : A By-law to Amend By-law 2023-043 being a By-law to Gove... The Corporation of the Township of Oro-Medonte By-Law No. 2024-111 A By-law to Amend By-law 2023-043 being a By-law to Govern the Proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte (Procedural By-law) Whereas Section 238(2)of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that every municipality and local board shall pass a procedure by-law for governing the calling, place and proceedings of meetings. And Whereas Section 238(2.1)of the Municipal Act, 2001, S.O. 2001, c.25, as amended states that the procedure by-law shall provide for public notice of meetings. And Whereas the Township of Oro-Medonte By-law No. 2023-043, being a by-law to govern the proceedings of Council and Committees/Technical Support Groups of Council in the Township of Oro-Medonte was passed under the authority of the Municipal Act, 2001, S.O. 2001, c.25, Section 238(2). And Whereas the Council of the Corporation of the Township of Oro-Medonte deems it expedient to amend By-law No. 2023-043. Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That Schedule "A"to By-law 2023-043 be amended as follows: 2.0 Notice of Meeting a) The Clerk or designate in consultation with the Chief Administrative Officer or designate shall ensure that the Agenda, for each regular meeting of Council and/or Committee, shall be distributed to Council by end of day on Thursday. b) Release to the public via the Township website by end of the last business day of the week prior to the meeting. c) The posting of the Agenda on the Township website shall constitute public notice of the meeting. 13.1 h) Order of the Day The business of Council shall be taken up in the following order: 1. Call to Order 2. Adoption of the Agenda 3. Disclosure of Pecuniary Interest 4. Closed Session Items 5. Minutes of Council and Committees 6. Recognition of Achievements and Introduction(s) 7. Public Meetings 8. Deputations/Presentations 9. Identification from the Public of an Agenda Item of Interest. 10.Open Forum 11.Reports of Municipal Officers for Action 12.Reports of Municipal Officers for Information only 13.Reports and Announcements of Members of Council 14.Consent Agenda 15.Communications/Petitions 16.Notice of Motions 17.By-laws 18.Closed Session Items 19.Confirmation By-law 20.Adjournment Page 249 of 261 18ra) 2024-111 : A By-law to Amend By-law 2023-043 being a By-law to Gove... 13. Reports and Announcements of Members of Council In addition, members may report on items related to events that are taking place within their ward/municipality, i.e., community events and/or Major events i.e. golf tournament, date/time, pancake breakfasts, etc. Neither updates or announcements will form part of the minutes of the meeting. 14.5 Minutes of Council and Committees Closed Session Meeting Minutes shall be prepared separately and shall be approved at the next Closed Session Meeting of Council. 14.6 Recognition of Achievements and Introduction(s) Recognition of Achievements shall include acknowledgement of formal accomplishments and actions of staff, Council and community members. Introduction(s) of staff will also be made during this time, as required. 2. This By-law shall take effect on the final passing thereof. By-law read a First, Second and Third time, and Passed this 27t" day of November 2024. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 250 of 261 18.b) 2024-112: A By-law to amend By-law 2021-075 To Appoint an Interim ... The Corporation of the Township of Oro-Medonte By-Law No. 2024-112 A By-law to amend By-law 2021-075 To Appoint an Interim Integrity Commissioner for the Township of Oro-Medonte Whereas by its adoption of By-law No. 2021-075 on June 23, 2021, the Corporation of the Township of Oro-Medonte appointed John Ewart as the Township's"Interim" Integrity Commissioner effective June 26, 2021; and Whereas the Council of the Township of Oro-Medonte, now deems it expedient to amend By-law 2021-075 by removing the word "interim"from the By-law and subsequent agreement. Now Therefore Be It Resolved That The Council of The Corporation of The Township of Oro-Medonte Hereby Enacts As Follows: 1. That By-law 2021-075 shall be amended by removing the word "interim"from the By-law and subsequent agreement. 2. That this By-law shall come into force and take effect on November 27, 2024. By-Law Read a First, Second and Third time, and Passed this 27t" day of November, 2024. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 251 of 261 18.c) 2024-113: A By-law to amend By-Law No. 2021-077 A By-law to Appoin... The Corporation of the Township of Oro-Medonte By-Law No. 2024-113 A By-law to amend By-Law No. 2021-077 A By-law to Appoint a Closed Meeting Investigator Whereas by its adoption of By-law No. 2021-077 on June 23, 2021, the Corporation of the Township of Oro-Medonte appointed John Ewart as the Township's "Interim" Closed Meeting Investigator retroactive to May 26, 2021; and Whereas the Council of the Township of Oro-Medonte, now deems it expedient to amend By-law 2021-077 by removing the word "interim"from the By-law and subsequent agreement. Now Therefore be it resolved that: 1. By-law 2021-077 be amended by removing the word "interim"from the By-law and subsequent agreement. 2. This by-law shall come into force and effect November 27, 2024. By-Law Read a First, Second and Third time, and Passed this 27t" day of November, 2024. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 252 of 261 18.d) 2024-114: Being A By-law to Continue an Advisory Body to Council E... The Corporation of The Township of Oro-Medonte By-Law No. 2024-114 Being A By-law to Continue an Advisory Body to Council Entitled the Human Resources Committee and to Repeal By-Law No. 2012-038 Whereas Section 224 of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, provides that the role of Council is to ensure that the administrative practices are in place to implement the decisions of Council; Now therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That an Advisory Body to Council known as the Human Resources Committee be hereby continued. 2. That the mandate of the Human Resources Committee shall be solely: 2.1.To review annually the Chief Administrative Officer's performance in relation to his/her annual objectives, and make recommendations to Council regarding salary adjustments, if applicable. 3. That the Human Resources Committee shall be comprised of the: • Mayor; and • 2 members of Council 4. The members comprising the Human Resources Committee shall receive remuneration in accordance with the Township's Remuneration By-law. 5. In accordance with the Township of Oro-Medonte's Procedural By-law, Council shall appoint the Chair of the Human Resources Committee. 6. In accordance with the Township of Oro-Medonte's Procedural By-law, no business may be transacted at a special meeting other than that specified in the notice of the meeting or agenda and notice of a special meeting shall be delivered to all members of the Human Resources Committee at least one calendar day before the date established for the special meeting. 7. The minutes of the Human Resources Committee shall be forwarded to Council for receipt, and any recommendations emanating from discussions held during Closed Session Items shall be placed in a written format to be considered by Council during a Closed Session held in accordance with the Township of Oro-Medonte's Procedural By-law and the Municipal Act, 2001, as amended. 8. In the absence of the Clerk from a Human Resources Committee meeting, the Clerk hereby delegates their authority under Section 228(4)of the Municipal Act, 2001, S.O. 2001, c. 25, as amended, to the Chief Administrative Officer of the Township of Oro-Medonte. 9. That the Township of Oro-Medonte's Procedural By-law shall govern the proceedings and activities of the Human Resources Committee. Page 253 of 261 18.d) 2024-114: Being A By-law to Continue an Advisory Body to Council E... The Corporation of The Township of Oro-Medonte By-Law No. 2024-114 10.That By-Law No. 2012-038 is hereby repealed in its entirety. 11.This by-law shall take effect on July 1, 2025. By-law read a first, second and third time, and passed this 27th day of November, 2024. The Corporation of The Township Of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 254 of 261 18.e) 2024-115: A By-law To Amend By-law 2024-086 A By-law to Appoint an... The Corporation of the Township of Oro-Medonte By-law No. 2024-115 Being A By-law to Amend By-law 2024-086 A By-law to Appoint an Acting Clerk and to Repeal By-Law No. 2017-064 Whereas the Council of The Corporation of the Township of Oro-Medonte at its meeting of August 14, 2024 appointed the Chief Administrative Officer as Acting Clerk, to act in the absence of both the Clerk and Deputy Clerk; And Whereas the Clerk can delegate his/her authority in writing, on an as needed basis, as required. Now Therefore be it resolved that: 1. By-law 2024-086 be amended to remove the following: a) That Shawn Binns, Chief Administrative Officer, be appointed as Acting Clerk. 2. That this by-law shall come into force and take effect on July 1, 2025. By-law read a First, Second and Third time, and Passed this 27th day of November, 2024. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk,Yvonne Aubichon Page 255 of 261 18J) 2024:116: A By-law To Amend By-law 2022-101 Appoint a Deputy Mayor... The Corporation of the Township of Oro-Medonte By-Law No. 2024-116 Being a By-Law to Amend By-law 2022-101 Appoint a Deputy Mayor to the Council of The Corporation of the Township of Oro-Medonte Whereas the Council of The Corporation of the Township of Oro-Medonte passed By-law 2022-101 on December 7th, 2022 to appoint: • Peter Lavoie, as Deputy Mayor for The Corporation of the Township of Oro- Medonte, for the two-year term of 2022-2024; and to appoint • Lori Hutcheson, as Deputy Mayor for The Corporation of the Township of Oro- Medonte, for the two-year term of 2025-2026. And Whereas Council deems it necessary to amend By-law 2022-101 to appoint: • Peter Lavoie, as Deputy Mayor for The Corporation of the Township of Oro- Medonte, for an extended one-year term for 2025; and to appoint • Lori Hutcheson, as Deputy Mayor for The Corporation of the Township of Oro- Medonte, for the remaining one-year term of 2026. Now Therefore be it resolved: 1. That • Peter Lavoie be appointed as Deputy Mayor for The Corporation of the Township of Oro-Medonte for an extended one-year term for 2025; and to appoint • Lori Hutcheson, as Deputy Mayor for The Corporation of the Township of Oro- Medonte, for the remaining one-year term of 2026. 2. That this By-law shall come into force and take effect on the final passing thereoff. By-Law Read a First, Second and Third time, and Passed this 27th day of November, 2024. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk,Yvonne Aubichon Page 256 of 261 18.g) 2024-127: A By-law to authorize the Sale of Surplus Land described... The Corporation of the Township of Oro-Medonte By-Law No. 2024-127 A By-law to authorize the Sale of Surplus Land described as PT LT 22 CON 12 ORO; PT LT 23 CON 12 ORO AS IN R0420146; EXCEPT PTS 2 &3 51R25791; S/T RESERVATION OF MINES & MINERALS IN R0420146; ORO- MEDONTE, (PIN 58562-0035(LT)) (375 Line 11 South) (Decommissioned Fire Hall) (Hawkestone) And Repeal By-law 2024-062 Whereas Section 270 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, authorizes a Council of a municipality to sell or otherwise dispose of land in accordance with policies adopted and maintained by the municipality in respect thereof; And Whereas Council enacted by-law No. 2021-126 on the 24th day of November, 2021, Being a By-law to Establish a Policy with respect to the Sale and Other Disposition of Land; And Whereas Council has determined that the said lands are not required for municipal purposes, and has by Resolution No. C231108-10 directed staff to proceed with the sale of land and by this by-law do now declare the land described as PT LT 22 CON 12 ORO; PT LT 23 CON 12 ORO AS IN R0420146; EXCEPT PTS 2 & 3 51 R25791; S/T RESERVATION OF MINES & MINERALS IN R0420146; ORO-MEDONTE, (PIN 58562- 0035(LT))(375 Line 11 South)(Decommissioned Fire Hall)(Hawkestone) described in Schedule"A"attached hereto, to be surplus to the needs of the municipality; And Whereas pursuant to By-law 2021-126, the Clerk of the Township of Oro-Medonte did cause a Notice of the proposed by-law to sell PT LT 22 CON 12 ORO; PT LT 23 CON 12 ORO AS IN R0420146; EXCEPT PTS 2 &3 51R25791; S/T RESERVATION OF MINES & MINERALS IN R0420146; ORO-MEDONTE, (PIN 58562-0035(LT))(375 Line 11 South)(Decommissioned Fire Hall) (Hawkestone)to be published on the Township website a copy of which is attached as Schedule "B"and forms part of this by-law; And Whereas the proposed by-law came before Council of The Corporation of The Township of Oro-Medonte for consideration at its meeting on the 12th day of June 2024, and at that time Council received no notice of objection to the proposed sale of land; And Whereas the offer of purchase outlined in Item 1. and 2. of By-law 2024-062 was not satisfied. Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. Authorization of Sale and Sale Price Consideration— In accordance with by-law 2021-126, Council in its sole discretion may utilize any method it authorizes to effect the sale of land. Council does hereby authorize the sale of land described as PT LT 22 CON 12 ORO; PT LT 23 CON 12 ORO AS IN R0420146; EXCEPT PTS 2 &3 51R25791; S/T RESERVATION OF MINES & MINERALS IN R0420146; ORO- MEDONTE, (PIN 58562-0035(LT))(375 Line 11 South)(Decommissioned Fire Hall) (Hawkestone)to Simbra 2012 Inc.. 2. Sale Price and Consideration— In accordance with By-law 2012-126, Council shall have the absolute discretion to determine the sale price of land. Council hereby sets the sale price for lands described as PT LT 22 CON 12 ORO; PT LT 23 CON 12 ORO AS IN R0420146; EXCEPT PTS 2 &3 51R25791; S/T RESERVATION OF MINES & MINERALS IN R0420146; ORO-MEDONTE, (PIN 58562-0035(LT))(375 Line 11 South)(Decommissioned Fire Hall) (Hawkestone)at$649,900.00. i r Page 257 of 261 18.g) 2024-127: A By-law to authorize the Sale of Surplus Land described... 3. Execution of Documents — The Mayor and Clerk are hereby authorized to sign all documents to carry out the intent of this by-law. 4. That By-law No. 2024-062 is hereby repealed in its entirety. By-Law Read a First, Second and Third time, and Passed this 27t" day of November, 2024. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk, Yvonne Aubichon 2 Page 258 of 261 18.g) 2024-127: A By-law to authorize the Sale of Surplus Land described... Schedule "A" to By-law No. 2024-062 for The Corporation of the Township of Oro-Medonte Lands described as PT LT 22 CON 12 ORO; PT LT 23 CON 12 ORO AS IN R0420146; EXCEPT PTS 2 & 3 51R25791; S/T RESERVATION OF MINES & MINERALS IN R0420146; ORO-MEDONTE, (PIN 58562-0035(LT))(375 Line 11 South)(Decommissioned Fire Hall) (Hawkestone) 3 Page 259 of 261 18.g) 2024-127: A By-law to authorize the Sale of Surplus Land described... Schedule "B" to By-law No. 2024-062 for The Corporation of the Township of Oro-Medonte Notice of Proposed Township of Sale of Land By-Laws Yruud Hrriingr,Bxririn,{Fumrr Take Notice that the Township of Oro-Medonte proposes to pass a By-law to authorize the Sale of Surplus Lands, in the Township of Oro-Medonte, County of Simcoe, more particularly described in Schedule"A"and "B" hereto. And Further Take Notice that the proposed By-Law will come before the Council of the Township of Oro-Medonte at its regular meeting to be held on the 12th of June, 2024 at 3:00 p.m. Any person who claims their land will be prejudicially affected by the proposed sales may comment on the proposed sales by submitting a Public Participation Request Form through this link on the Township of Oro-Medonte website or provide the undersigned with written comments no later than 12:00 noon on Monday, June 10th, 2024. Yvonne Aubichon, Clerk, Township of Oro-Medonte 148 Line 7 South, Oro-Medonte, ON LOL 2EO Fax: (705)487-0133 Dated at the Township of Oro-Medonte this 291h Day of May, 2024. Schedule "A" Lands described as PT LT 22 CON 12 ORO; PT LT 23 CON 12 ORO AS IN R0420146; EXCEPT PTS 2 &3 51R25791; S/T RESERVATION OF MINES & MINERALS IN R0420146; ORO- MEDONTE, (PIN 58562-0035(LT))(375 Line 11 South)(Decommissioned Fire Hall)(Hawkestone) 58562L... N .x561-W1b s Matilda St. ' 5 � 7 Q C J — ssiaui w $ s bioap2 P "s suL�d Lands NigS 4 P Page 260 of 261 20.a) 2024-128: Being a by-law to confirm the proceedings of the Council... The Corporation of the Township of Oro-Medonte By-Law No. 2024-128 Being a By-Law to Confirm the Proceedings of the Council Meeting held on Wednesday, November 27, 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, November 27, 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 27th day of November, 2024. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk,Yvonne Aubichon Page 261 of 261