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02 06 2025 Special Council Agenda The Township of Oro-Medonte Special Council Meeting Agenda 4� Electronic Hybrid Meeting Towns hi p of~4 T h Thursday, February 6, 2025 Proud Heritage,Exciting Facture 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(iWo-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 200 Council Meeting Agenda - February 06, 2025 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. Deputations/Presentations: 4 - 44 a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Subsidy Request. Deputation Application for Grant/Subsidy 2023/2024 Annual Impact Report 2024 Financial Statements 45 - 46 b) Rebecca Carrick, Community Standards Coordinator/Secretary-Treasurer, Couchiching OPP Detachment Board re: Budget Presentation. Couchiching OPP Detachment Board 2025 Budget presentation 5. 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. 6. Reports of Municipal Officers for Action: 47 - 163 a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting re: Municipal Pool Insurance. F12025-02 F12025-02 - Appendix A Feasibility Study F12025-02 - Appendix B Actuarial Analysis F12025-02 - Appendix C MITCOS Subscribers Agreement Page 2 of 200 Council Meeting Agenda - February 06, 2025 F12025-02 - Appendix D Simcoe Pool - Implementation Overview 164 - 166 b) DS2025-017, Curtis Shelswell, Manager, Municipal Law re: 2016 Ford Taurus Interceptor (Modified Police Vehicle) Recommendation. DS2025-017 167 - 182 c) F12025-03, Shannon Johnson, Director, Finance/Chief Financial Officer and Senior Management Team re: Pre-Budget Approval for 2025 Fleet & Capital Projects. F12025-03 F12025-03 - Capital Justification Sheets 7. Reports of Municipal Officers for Information Only: 183 - 184 a) Shannon Johnson, Director, Finance/Chief Financial Officer, memorandum correspondence dated February 6, 2025 re: 2025-2026 Budget Timeline Amendment. Memorandum Correspondence - 2025-2026 Amended Budget Timelines 185 - 198 b) Ralph Dominelli, Executive Officer/Fire Chief (Outgoing); and Roree Payment, Executive Officer/Fire Chief (Incoming) re: Oro-Medonte Fire & Emergency Services Update. OMFES Council Update 8. By-Laws: 199 a) 2025-013: A By-law to Appoint a Fire Chief and Repeal By-Law No. 2024- 016. 2025-013 9. Confirmation By-Law: 200 a) 2025-016: Being a By-Law to Confirm the Proceedings of the Special Council Meeting held on Thursday, February 6, 2025. 2025-016 10. Adjournment: a) Motion to Adjourn. Page 3 of 200 I I / Markle, Director, Mariposa House Hospice Grant/Su W v .i � ♦O � V a� O io3 � a� ?. Al _♦ 'K. .: _ .L[,� 4J" V ` SP .y �� r� �c. �yam• - f C1 t� Page 4 of 0 0 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Su... V W � — Z 40 V) O a O � a � �C O 4-j O Z Q 0 DC of 20.0 .k 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Su... O V) V) O C� 0 O CU V Cz N 4mJ =3 E u 0 � O bn �O +J " O O ca +� O a� Un Q w � Page 6 of 200 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Su... - r OZ$ 0 Q. j O > � w Z - a� c� • 0 c� 4-J 4-J � Q� 0 >• c: +� 0 M (:L) =3U > N C: '( � O w , • 4� cn >� s 0 i +-+ �, O 2 0 0 4� CL 4ua) 04) � _ •� � Page 7 of 200 Ln O 4.a) Ted Markle, Executive Director, 6ariposa HoT& H�epice re8;rant/Su... ai LA O U — ._ ca v � p i 4A fu �, � Q ,U .� � X +-+ }, > _ N cn U (U O 0 OCT � � 0 +� cV O U > O� ca � >. O No � cu � � � o fu � O L ru z . fu W O 1 � ca •� • 2 a� O Q — f6 ro — ' a) E 4� -20 aCLo ar- QUCr 0 _ 0- o4-J � 2 CL ° 141 s of 26,Q - A L 4 4.a) Ted Markle, Executive Directo , riposa H re ALAL 7 �5 ZY �Y ► r' �i id id I i AFC;, 1 I 1 i Page 9 of 200 ,&Ib 4.a) Ted Markle,;-Executi\M Diroct riposa House Hospice re: Grant/Su... f �a} n c i »I ♦ �� w 1 4-- Page 10 of 200 to a-1 O cn L O cn _r_ — OLn 4-1 }, U p O b U 4-5 cn •bn N O Q c Ln p •Ln E •Ln cUn cn O V) � 4-1 V >• O ro U Q •- 4-1 Ln 4-J O }' � bA ra o •� a� p p Q bA L- 4-' E bo — cn U tm _0 — 4-J N O p • 1 E � •� bA c U cap Q .a)ad Mar e, Executive Dirqdor, Mariposa House Fospice re: G ant/ Ln Ln -0 CU 00 LM O > V O (U O ca i N (D CL —� 4-J 'in a) -W C O v O 'gin Q O > O •— U N W � LnME � Ul a cant Q) � Cr O LM Q) ca 4-1 L. Q > > [a O aj 0j O E r-ILn V \ CL O O V r4,4 *0 OV � a) � U 'cJ') O =3 0 E Page 12 of 200 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: G u... bn ._ — V M 07 NO CL m .. = O > ? � �= mLn U 0 O O o �_ _ Vf LA O V) CL Qj > m 2 a s S .0 s° o • O � 4 o �, O L cn v +-J F= i U :..� O as C v i • Ntw w a o a ' �— Q � C7 = oc Q m a m a W i .0 U Page 13 of 200 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Su... Z a � 4� Cm �O � Page 14 of 200 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/ L a� 4 - 4,J 0 >, � U - -0 cc ,� � � C. C- b.0 � U Q ca Q > Ln 4-J CO 4-j � OQ I (0 0 V 0 (0 " m � , (D ° E N00 0 0) W w LI-- `~ > ago � � c� — � +� +� � � a) o — (D omC: +� .— -0 E Ln C � .— � U a, CA = m > C: 4D 4J a •- i O • b.0 .— V) CA U � '— •0 V CA aj V) c0 � E U V Q � O 00 F-- aL � Urow Page 15 of 200 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/ O � } O O O U o O O c� O w O O to 0O O O } O O tr } 4� -0 O -� Lou } M O O CI C 00 0 O \ O .Sloft O CO ft�g O � U '� V {o} E i O a Q U Q 0 Page 16 of 200 wil CL saw ow Q w � n I it ti.j 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Su... Township of Proud Heritage, Exciting Future APPLICATION FOR GRANT/SUBSIDY Instructions: In order to process the application, Appendix "A" Financial Information must be completed Note: Grants/Subsidies are not automatically renewed annually PART A— ORGANIZATION NAME AND ADDRESS INFORMATION Organization Name MARIPOSA HOUSE HOSPICE Address 1 140 BRODIE DRIVE City SEVERN Prov. ON Postal Code L3V OV2 Contact TED MARKLE Telephone 705-558-2888 EXT. 202 E-mail TED(ZbMARIPOSAHOUSEHOSPICE.COM Fax PART B — ORGANIZATION GENERAL INFORMATION Number of Out of Town Membership Fee Members Residents If Applicable Geographic Area ORILLIA, ORO-MEDONTE, Date OPENED IN JANUARY 2021 Served SEVERN, RAMARA, RAMA Formed Outline the mission, purpose and objectives of your organization. Mariposa House Hospice is a non-profit charitable organization serving the communities of Orillia, Severn, Oro-Medonte, Ramara, and Chippewas of Rama First Nation. Situated at 1 140 Brodie Drive in a beautiful home-like setting offering 5 private suites,we provide 24-hour specialized end-of-life palliative care while welcoming and supporting family and friends. The collaborative MHH team includes several organizational support personnel, a group of dedicated Registered Nurses and Personal Support Workers and over 50 volunteers. Each member of the team has a role to play in making sure that our organization is successful and sustainable. The core volunteers that have helped turn Mariposa House Hospice from a dream into a reality include our Board of Directors, the Capital Campaign Team, our Admin Support Team and the Operational Fundraising Committee. 148 Line 7 South, Oro-Medonte, Ontario LOL 2EO Page 18 of 200 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Su... Type of Organization (i.e. Registered Charity, Non-Profit Organization, no status, etc.) and registration number if applicable. MHH IS A CHARITABLE NON-PROFIT ORGANIZATION: REGISTRATION NUMBER: 742190093RR0001 Indicate the products /services / benefits provided to the Township of Oro-Medonte by your organization: • END OF LIFE PALLIATIVE CARE • GRIEF AND BEREAVEMENT SUPPORT I I I IN FISCAL 2023-24; 421 SINCE WE OPENED (AS OF NOV 24, 2024) # of individuals served: PLUS MORE THAN 2000 FAMILY MEMBERS AND LOVED ONES PLEASE ATTACH DETAILED ANNUAL BUDGET INFORMATION INDICATING REVUNUES AND EXPENDITURES (Appendix "A") PART C — DETAILS OF REQUEST Grant is a request for a financial contribution from Council Subsidy is a request for a reduction or waiving of fees Application is for a (please check) Grant X Subsidy Amount Requested: WE ARE REQUESTING BOTH A ONE-TIME GRANT OF$30,000(TOWARDS OUR CAPITAL EXPANSION) &THE CONTINUATION OF THE$12,500 ANNUAL OPERATIONAL FUNDING FOR THE NEXT 4 YEARS Purpose for which the grant/subsidy, if approved, would be used. Give complete details (i.e. project or event description, time frame, community benefits). We have a steadily rising Occupancy Rate. Occupancy rates: 2022-23 - 82%; 2023-24 - 85%; QI 2024-25 84%;Q2 2024-25 89%. In the past 6 months alone(QI & Q2 2024-25)we have unfortunately had 25 people die not in their preferred location_ after requesting admission because we were at full capacity. Our region is anticipating significant population growth in the next 10 years. _ For these reasons our board has recently made the decision to pursue a new capital campaign to fund the expansion of Mariposa House Hospice to become a 10-bed facility. While the budget for this expansion has yet to be completed,we anticipate the total to exceed $3M. The board has planned for this expansion to be completed by 2030. Do you currently receive other grants or subsidies from the Township (facility subsidization, photocopying, secretarial, etc). No. Previous grants/subsidies from the Township? Page 19 of 200 4.a) Tor4 n/InAdn c:-o^utive Director, Mariposa House Hospice re: Grant/SLi 2019: $4,000 Amount Requested: 2020: $21,000 Year of Request: 2021: $12,500 2022: $12,500 Amount Approved: 2023-24: $12,500 Year of Approval: PART D — SIGNATURE OF AUTHORIZED OFFICIAL(S) Date: Name & Position Date: NOV 25,2024 Name & Position TED MARKLE, EXECUTIVE DIRECTOR For office use only Approved: Denied: Amount $ Date: NOTE: Personal information contained on this form is collected pursuant to the Municipal Freedom of Information and Protection of Privacy Act, and will be used for the purpose of determining eligibility for grants. Questions about this collection should be directed to the Freedom of Information Co-ordinator, The Corporation of the Township of Oro-Medonte, 148 Line 7 South, Oro-Medonte, Ontario. LOL 2EO Please use additional sheet(and attach more if required to complete the information requested on the Grant/Subsidy Application Form. PLEASE FIND ATTACHED AUDITED FINANCIAL STATEMENTS & ANNUAL IMPACT REPORT. APPENDIX"A" Page 20 of 200 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Su... FINANCIAL INFORMATION ORGANIZATION NAME: CURRENT FISCAL YEAR: Year: NEXT YEAR PROPOSED.Year: REVENUE. REVENUE: Source: Amount: Source: Amount: TOTAL: TOTAL EXPENDITURES: EXPENDITURES: Item: Amount: Item: Amount: TOTAL: TOTAL: SUMMARY: SUMMARY: Surplus or deficit from Surplus or deficit from previous year: previous year: Revenue Revenue Sub Total Sub Total Minus Expenditures Minus Exp. Expenditures BALANCE: BALANCE: Signature: Date: Page 21 of 200 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Su... � I Honouring every moment of life. jr Ii Page 22 of 200 4.a)Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Su... 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O N ! � U ,. 6 m a Page 25 of 200 4.a)Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Su... m N O N M N O N O M Q c � 41 Q L E u J � m Z v C Q i L L Q 6 bq a+ J ANDE c c Q v o v m 0 m o �2 v J cn v o OO O U c 4 a o E J a+ N 6 J � O N C O o � = O LL r W u m 7 O m W Z W W N N � V v N V Vf 00 N A � L v O N > N O L') 'O O rf a d i ° W N N O O M O O C O 2 O W N� ? M N O OVA O � Q f+l W O ai E p °' No c 76 E J O 0 u 00 > Z > a ro Page 26 of 200 4.a)Ted Markle, Executive DireNpr, ° m v m Lb0 VJi O N Y C v d m O J o f o y c s L E °' W m `° m m y E3 � °cu3o � L m ¢ ma vmcw300 v m« r.s E o s E o v 3 v v 0 vJ� oO of " = w- E� mw `m 30: v o s ° �c -o ° v >,E E v 3 wo 't a Y m c '� v3aimvE Y'os o n m " `m o N E >• v > O $L N U > O T u E ami a, m Z.a'u E o E v v n �m J -o-o E "E c >�u >.Er ° L� m auv-0s "' E> '° E n Lv, °E 3. ° �v " °J L 8-.- �. 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IMVW —1PEMR Hospice TimeLine I • . 2017A& • • • Mariposa House Hospice Fundraising Committee is Land acquisition, Opened and welcomed Solar Panel Project Live in incorporated created and first events 1140 Brodie Drive first resident February September are a success(Car Wash, Captial Campaign Team: Angel Tree) Volunteers begin in the Gerry Smith house in April V (Honorary Chair), CRA Charitable Status Jane Sorensen obtained $3.SM Capital Campaign Ted Markle named new (Campaign Manager), achieved Executive Director in Dave Simpson $3.SM Capital Campaign February (Treasurer), launched Ground Breaking Mortgage loan fully Sylvia Smith, in August repaid October Launch of Cuddle Bed Brian Barr, LHIN operational funding Campaign in March Wendy Lowry, secured Janis Flossbach, Current Board: Sue Morris Inaugural board of John Mayo,Chair Directors:Brian Barr, Annalise Stenekes Dave Carson,Past Chair Sylvia Smith,Gord is named inaugural Debbie Trickey,Treasurer Robertson,Dr.Erika Executive Director Jillian Brazda Catford(Co-Chair),Dave in May David Neilly Carson,Greg Evans,Dr.Si Dr.Neda Rowhani-Seki Lowry(Co-Chair) Margaret Pomeroy Looking forward: New strategic plan in Please see our website for a copy of our development-"Horizon audited financial statements. 2030" Get In Touch Mariposa Hospice House 1140 Brodie Drive Severn,Ontario L3V OV2 Canada 705-558-2888 www.mariposahousehospice.com 1140 4 HOSE' :. fir-i �— 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Su... MARIPOSA HOUSE HOSPICE FINANCIAL STATEMENTS March 31, 2024 =C_ SAWATSIff CHARTERED PROFESSIONAL ACCOUNTANTS Page 29 of 200 /Su... MARIPOSA HOUSE HOSPICE CONTENTS Page INDEPENDENT AUDITOR'S REPORT 1 -3 FINANCIAL STATEMENTS Statement of Financial Position 4 Statement of Operations 5 Statement of Changes in Unrestricted Net Assets 6 Statement of Cash Flows 7 Notes to the Financial Statements 8- 14 SAWATSP 'AOFESSIONAL ACCOUNTANTS Page 30 of 200 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Su... SAWATSP CHARTERED PROFESSIONAL ACCOUNTANTS INDEPENDENT AUDITOR'S REPORT To the Members of: Mariposa House Hospice Qualified Opinion I have audited the financial statements of Mariposa House Hospice, which comprise the statement of financial position as at March 31, 2024, the statements of operations, changes in unrestricted net assets and cash flows for the year then ended, and notes to the financial statements, including a summary of significant accounting policies. In my opinion, except for the possible effects of the matters described in the Basis for Qualified Opinion paragraph, the financial statements present fairly, in all material respects, the financial position of Mariposa House Hospice as at March 31, 2024 and its results of operations and its cash flows for the year then ended in accordance with Canadian accounting standards for not-for-profit organizations. Basis for Qualified Opinion In common with many not-for-profit organizations, Mariposa House Hospice derives revenue from donations and fundraising activities the completeness of which is not susceptible to satisfactory audit verification. Accordingly, my verification of these revenues was limited to amounts recorded in the records of the Organization. Therefore, I was not able to determine whether any adjustments might be necessary to donation and fundraising revenue, statement of operations and cash flows from operations for the years then ended March 31, 2024 and 2023, current assets as at March 31, 2024 and 2023, and net assets as at April 1 and March 31 for both the 2024 and 2023 years. My audit report on the financial statements for the year ended March 31, 2023 was modified accordingly because of the possible effects of this limitation in scope. I conducted my audit in accordance with Canadian generally accepted auditing standards. My responsibilities under those standards are further described in the Auditor's Responsibilities for the Audit of the Financial Statements section of my report. I am independent of Mariposa House Hospice in accordance with the ethical requirements that are relevant to my audit of the financial statements in Canada, and I have fulfilled my other ethical responsibilities in accordance with these requirements. I believe that the audit evidence I have obtained is sufficient and appropriate to provide a basis for my qualified audit opinion. 1. CHARTERED PROFESSIONAL ACCOUNTANTS , i Telephone:705.329.1100 1 Fax:705.327.7453 1 201 — 66 Coldwater Street E. Orillia�tari 3�10 20C ww.SAWATSKY.com 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Su... SAWATSP CHARTERED PROFESSIONAL ACCOUNTANTS INDEPENDENT AUDITOR'S REPORT(continued) Responsibilities of Management and Those Charged with Governance for the Financial Statements Management is responsible for the preparation and fair presentation of these financial statements in accordance with Canadian accounting standards for not-for-profit organizations and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. In preparing the financial statements, management is responsible for assessing Mariposa House Hospice's ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going-concern basis of accounting unless management either intends to liquidate Mariposa House Hospice or to cease operations, or has no realistic alternative but to do so. Those charged with governance are responsible for overseeing Mariposa House Hospice financial reporting process. Auditor's Responsibilities for the Audit of the Financial Statements My objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement whether due to fraud or error and to issue an auditor's report that includes my opinion. Reasonable assurance is a high level of assurance, but it is not a guarantee that an audit conducted in accordance with Canadian generally accepted auditing standards will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate,they could reasonably be expected to influence the economic decisions of users taken on the basis of these financial statements. As part of an audit in accordance with Canadian generally accepted auditing standards, I exercise professional judgment and maintain professional skepticism throughout the audit. I also: • Identify and assess the risks of material misstatement of the financial statements, whether due to fraud or error, design and perform audit procedures responsive to those risks, and obtain audit evidence that is sufficient and appropriate to provide a basis for my opinion. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations or the override of internal control. • Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of Mariposa House Hospice's internal control. • Evaluate the appropriateness of accounting policies used and the reasonableness of accounting estimates and related disclosures made by management. 2. CHARTERED PROFESSIONAL ACCOUNTANTS , i Telephone:705.329.1100 1 Fax:705.327.7453 1 201 — 66 Coldwater Street E. 0rillia�nntgri 3 10 20C ww.SAWATSKY.com 4.a) Ted Markle, Executive Director, Mariposa House Hospice re: Grant/Suil ... SAWATSU CHARTERED PROFESSIONAL ACCOUNTANTS INDEPENDENT AUDITOR'S REPORT(continued) Auditor's Responsibilities for the Audit of the Financial Statements(continued) • Conclude on the appropriateness of management's use of the going-concern basis of accounting and, based on the audit evidence obtained, whether a material uncertainty exists related to events or conditions that may cast significant doubt on Mariposa House Hospice's ability to continue as a going concern. If I conclude that a material uncertainty exists, I am required to draw attention in my auditor's report to the related disclosures in the financial statements or, if such disclosures are inadequate, to modify my opinion. My conclusions are based on the audit evidence obtained up to the date of my auditor's report. However, future events or conditions may cause Mariposa House Hospice to cease to continue as a going concern. • Evaluate the overall presentation, structure and content of the financial statements including the disclosures, and whether the financial statements represent the underlying transactions and events in a manner that achieves fair presentation. I communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit and significant audit findings, including any significant deficiencies in internal control that we identify during my audit. Orillia, Ontario Sawatsky Professional Corporation August 22, 2024 Authorized to practise public accounting by Chartered Professional Accountants of Ontario 3. CHARTERED PROFESSIONAL ACCOUNTANTS , Telephone:705.329.7700 1 Fax:705.327.7453 1 201— 66 Coldwater Street E. OrilliaAari ffW 2O�ww.SAWATSKY.com /Su... MARIPOSA HOUSE HOSPICE STATEMENT OF FINANCIAL POSITION AS AT March 31, 2024 2024 2023 ASSETS CURRENT Cash $ 93,482 $ 141,452 Temporary investments (Note 3) 919,333 470,795 Receivables (Note 4) 243,091 344,507 Prepaids 16,527 13,128 1,272,433 969,882 INVESTMENTS (Note 3) 775,000 550,000 TANGIBLE CAPITAL ASSETS(Note 5) 3,991,992 3,986,689 $ 6,039,425 $ 5,506,571 LIABILITIES CURRENT Accounts payable and accruals (Note 6) $ 226,324 $ 109,566 DEFERRED CONTRIBUTIONS -TANGIBLE CAPITAL ASSETS (Note 7) 3,791,410 3,735,154 TOTAL LIABILITIES 4,017,734 3,844,720 NET ASSETS Unrestricted 2,021,691 1,661,851 $ 6,039,425 $ 5,506,571 Approved on behalf of the board: Director Director SAWATSP 'AOFESSIONAL ACCOUNTANTS Page 34 of 200 4. . k.31 11USLI MARIPOSA HOUSE HOSPICE STATEMENT OF OPERATIONS FOR THE YEAR ENDED March 31, 2024 2024 2023 REVENUE Ontario Ministry of Health and Long-Term Care (MOH) grant $ 910,251 $ 768,574 Donations 818,667 867,110 Fundraising 188,967 184,573 Contribution revenue related to tangible capital assets (Note 7) 142,869 134,835 Grant income - 17,483 2,060,754 1,972,575 EXPENSES Wages and benefits 1,300,902 1,161,324 Depreciation 142,869 134,835 Utilities 63,620 62,391 Repairs and maintenance 57,709 57,354 Fundraising 47,149 9,845 Supplies 44,439 23,965 Office and general 24,714 15,940 Professional fees 22,692 13,972 Insurance 17,915 15,559 Training 11,512 3,076 Donation 10,000 25,000 Bank charges and interest 9,448 12,282 Advertising and promotion 7,964 1,243 Interest on long-term debt - 6,316 1,760,933 1,543,102 EXCESS OF REVENUE OVER EXPENSES BEFORE OTHER INCOME 299,821 429,473 OTHER INCOME Investment income 60,019 19,836 EXCESS OF REVENUE OVER EXPENSES $ 359,840 $ 449,309 -mot SAWATSP 'AOFESSIONAL ACCOUNTANTS Page 35 of 200 5. /Su... MARIPOSA HOUSE HOSPICE STATEMENT OF CHANGES IN UNRESTRICTED NET ASSETS FOR THE YEAR ENDED March 31, 2024 2024 2023 NET ASSETS, beginning of year $ 1,661,851 $ 989,218 EXCESS OF REVENUE OVER EXPENSES 359,840 449,309 INCREASE: CONTRIBUTIONS FOR LAND (Note 7) - 223,324 NET ASSETS, end of year $ 2,021,691 $ 1,661,851 SAWATSU 'AOFESSIONAL ACCOUNTANTS Page 36 of 200 6. /Su... MARIPOSA HOUSE HOSPICE STATEMENT OF CASH FLOWS FOR THE YEAR ENDED March 31, 2024 2024 2023 CASH FLOWS FROM (TO) OPERATING ACTIVITIES Excess of revenue over expenses $ 359,840 $ 449,309 Items not requiring an outlay of cash: Depreciation 142,869 134,835 Contribution revenue related to tangible capital assets (142,869) (134,835) Investment income (21,802) (14,307) 338,038 435,002 CHANGES IN NON-CASH WORKING CAPITAL Receivables 101,416 (144,109) Prepaids (3,400) (1,278) Accounts payable and accruals 116,760 (51,772) Deferred contributions - (10,000) 552,814 227,843 CASH FLOWS FROM (TO) INVESTING ACTIVITIES Additions to tangible capital assets (148,172) (135,298) Purchase of investments (951,192) (704,889) Proceeds from sale of investments 299,456 - (799,908) (840,187) CASH FLOWS FROM (TO) FINANCING ACTIVITIES Repayments of long-term debt - (229,167) Contributions received related to tangible capital assets 199,125 329,311 199,125 100,144 DECREASE IN CASH (47,969) (512,200) CASH, beginning of year 141,452 653,652 CASH, end of year $ 93,482 $ 141,452 /i/ SAWATSP PROFESSIONAL ACCOUNTANTS Page 37 of 200 7. /Su... MARIPOSA HOUSE HOSPICE NOTES TO THE FINANCIAL STATEMENTS March 31, 2024 PURPOSE OF THE ORGANIZATION Mariposa House Hospice (Organization) was incorporated on November 4, 2016. It is a non-profit organization incorporated without share capital under the laws of the province of Ontario. The Organization is a registered charity and, as such, is exempt from income tax and may issue income tax receipts to donors. The Organization is primarily engaged in: (a)To promote health by: (i) providing those affected by debilitating diseases, illnesses and conditions with timely access to integrated services that facilitate the delivery of medical and nursing palliative care in their own homes, in hospital, or in a residential hospice; (ii) providing support and social services for those affected by debilitating diseases, illnesses and conditions by offering education and counselling and by establishing mutual support groups; (iii) providing respite and support for the family and caregivers those affected by debilitating diseases, illnesses and conditions by providing access to health counselling, information, group support programs, or referral to respite beds; and (iv) coordinating health care and social services for people with debilitating diseases, illnesses and conditions. (b)To inform the public and health professionals of the services and objectives of the Organization. //i �t SAWATSP PROFESSIONAL ACCOUNTANTS Page 38 of 200 8. /Su... MARIPOSA HOUSE HOSPICE NOTES TO THE FINANCIAL STATEMENTS March 31, 2024 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (a) Financial Reporting Framework The Organization, being a not-for-profit organization, chooses to establish their financial statements in accordance with Canadian accounting standards for not-for-profit organizations, issued by the Chartered Professional Accountants of Canada. (b)Cash Cash consist of cash on hand and bank deposits. (c) Investments Investments are held to maturity measured at their fair value at year end. (d)Tangible Capital Assets Tangible capital assets are recorded at cost. Depreciation is provided annually at rates calculated to allocate the cost of the assets over their estimated useful lives as follows: Building - straight line over 40 years Equipment - straight line over S years Solar panels - straight line over 30 years (e) Financial Instruments The Organization initially measures its financial assets and financial liabilities at fair value. The Organization subsequently measures all its financial assets and financial liabilities at amortized cost. Financial assets measured at amortized cost include cash, receivables and investments. Financial liabilities measured at amortized cost include accounts payable and accruals. SAWATSP 'AOFESSIONAL ACCOUNTANTS Page 39 of 200 9. /S Ul MARIPOSA HOUSE HOSPICE NOTES TO THE FINANCIAL STATEMENTS March 31, 2024 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued) (f) Donated Products and Services A number of volunteers provide significant amounts of time to the activities of the Organization. Due to the difficulty in assigning values for such services, the value of donated time is not reflected in the financial statements. The Organization has decided not to recognize contributed goods in the financial statements. (g) Revenue Recognition The Organization has adopted the deferral method of accounting for contributions. Unrestricted contributions are recognized as revenue in the year received or receivable if the amount to be recorded can be reasonably estimated and collection is reasonably assured. Restricted contributions are recognized as revenue in the year in which the related expenses are incurred. Pledges and bequests are recognized when collected if the Organization cannot make a reasonable estimate of the amount that will be collected and collection is not reasonably assured. If the estimate is reasonably assured, the full amount of the pledges and bequests will be recorded at the time it becomes known. Grant revenue is deferred and recognized as revenue throughout the time frame for which the funding is provided on a month-by-month basis. Deferred contributions for tangible capital assets are amortized on a straight line basis over the useful life of the asset to which the contributions relate. Fundraising revenue and expenses from fundraising activities are recorded in the year in which the event occurs. -mot SAWATSP'AOFESSIONAL ACCOUNTANTS Page 40 of 200 10. /Su... MARIPOSA HOUSE HOSPICE NOTES TO THE FINANCIAL STATEMENTS March 31, 2024 1. SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (continued) (h) Use of Estimates The preparation of these financial statements in accordance with Canadian accounting standards for not-for-profit organizations requires management to make judgments, estimates and assumptions that affect the application of accounting policies and the reported amounts of assets and liabilities and disclosures of contingent assets and contingent liabilities at the date of these financial statements, and the reported amounts of revenue and expenses during the reporting period.Actual results may differ from estimates made in these financial statements. Judgment is used mainly in determining whether a balance or transaction should be recognized in the financial statements. Estimates and assumptions are used mainly in determining the measurement of recognized transactions and balances. However, judgment and estimates are often interrelated. Judgments, estimates and assumptions are continually evaluated and are based on historical experience and other factors including expectations of future events that are believed to be reasonable under the circumstances. Revisions to accounting estimates are recognized in the period in which the estimates are revised and in future periods affected. The Organization has applied judgment in its assessment of the appropriateness of the classification of financial instruments. Estimates are used when estimating the useful lives of tangible capital assets for the purposes of depreciation, when accounting for and measuring items such as deferred contributions, and for certain fair value measures including those related to the valuation of tangible capital assets for impairment. (i) Impairment of long-lived assets The Organization reviews, when circumstances indicate it is necessary, the carrying values of its long-lived assets by comparing the carrying amount of the asset or group of assets to the expected future undiscounted cash flows to be generated by the asset or group of assets. An impairment loss is recognized when the carrying amount of an asset or group of assets held for use exceeds the sum of the undiscounted cash flows expected from its use and eventual disposition.The impairment loss is measured as the amount by which the asset's carrying amount exceeds its fair value, based on quoted market prices, when available, or on the estimated current value of future cash flows. 2. CHANGES TO FINANCIAL STATEMENTS VALUES AND CLASSIFICATION The financial statements and notes for the prior year have values changed or reclassified. This is not a result of the change in accounting standards, but a change in order to better provide information to the users of the financial statements. -mot SAWATSP 'AOFESSIONAL ACCOUNTANTS Page 41 of 200 11. . k.31 11USLI MARIPOSA HOUSE HOSPICE NOTES TO THE FINANCIAL STATEMENTS March 31, 2024 3. INVESTMENTS 2024 2023 Temporary investments, mutual fund 4.75%and GICs, 4.53%to 5.36%, due Aug 2024 and Jan 2025 $ 919,333 $ 470,795 Long term investments, GICs,4.60%to 5.37%, due between Aug 2025 to Jan 2027 775,000 550,000 $ 1,694,333 $ 1,020,795 4. RECEIVABLES 2024 2023 HST rebate $ 55,835 $ 56,000 Grant receivables 173,569 283,719 Other receivables 13,687 4,788 $ 243,091 $ 344,507 5. TANGIBLE CAPITAL ASSETS Accumulated Net Net Cost Depreciation 2024 2023 Land $ 454,864 $ - $ 454,864 $ 454,864 Building 3,519,067 275,629 3,243,438 3,302,758 Equipment 240,060 145,928 94,132 139,960 Solar panels 206,439 6,881 199,558 89,107 $ 4,420,430 $ 428,438 $ 3,991,992 $ 3,986,689 Depreciation expense for the year is$142,869 (2023- $134,835). -mot SAWATSP 'AOFESSIONAL ACCOUNTANTS Page 42 of 200 12. /Su... MARIPOSA HOUSE HOSPICE NOTES TO THE FINANCIAL STATEMENTS March 31, 2024 6. GOVERNMENT REMITTANCES Accounts payable and accruals have the following government remittances included in the ending balance: • Payroll deductions of$15,585 (2023 -$25,151) • Workers' safety insurance board premiums (WSIB) of$3,348 (2023- $2,783) 7. DEFERRED CONTRIBUTIONS-TANGIBLE CAPITAL ASSETS Deferred contributions - tangible capital assets represents restricted grants and donations received for the purchase of land, development of facility and purchase of equipment. 2024 2023 Balance, beginning of year $ 3,735,154 $ 3,764,002 plus: amount received for the year: Donations 32,086 80,086 County of Simcoe grant 167,039 249,225 less: amount recognized as direct increase in net assets in the year - (223,324) less: amount recognized as revenue in the year (142,869) (134,835) $ 3,791,410 $ 3,735,154 Contributions for property and equipment are deferred and amortized on a straight line basis over the useful life of the asset to which the contributions relate. A portion of the deferred contributions received over prior years were used to pay off the mortgage, in the previous year, which was solely used to purchase the land. As land is not depreciable, the portion of the contributions that relate to land is recorded as a direct increase in net assets. In September 2019, the Organization signed the Hospice Capital Program Funding Agreements with the Ontario Ministry of Health. Under this grant, $1 million of funds was received. In the event of the property being sold before reaching the end of its useful life, the Ontario Ministry of Health shall receive an amount of the proceeds that is equivalent to the proportional share of the acquisition costs incurred. //i �t SAWATSP PROFESSIONAL ACCOUNTANTS Page 43 of 200 13. . k.31 11USLI MARIPOSA HOUSE HOSPICE NOTES TO THE FINANCIAL STATEMENTS March 31, 2024 8. FINANCIAL INSTRUMENTS (a) Risks and concentrations The Organization is exposed to various risks through its financial instruments, without being exposed to concentrations of risk. The following analysis provides a measure of the Organization's risk exposure at the balance sheet date, i.e. March 31, 2024. (b) Liquidity risk Liquidity risk is the risk that an entity will encounter difficulty in meeting obligations associated with financial liabilities. The Organization is exposed to this risk mainly in respect of its accounts payable and long-term debt and in providing continued, uninterrupted services to its large client base. The Organization is largely dependent on the Ministry of Health and Long Term Care in co-operation with the Local Health Integration Network, for annual funds. The Organization prepares budgets to ensure that it has sufficient funds to fulfil its obligations. During the year,the Organization's liquidity risk remained similar. (c) Interest rate risk Interest rate risk is the risk that the fair value of future cash flows of a financial instrument will fluctuate because of changes in market interest rates. The Organization is exposed to interest rate risk on its fixed interest rate financial instruments. Fixed-interest instruments subject the Organization to a fair value risk. (d)Other price risk Other price risk is the risk that the fair value of future cash flows of a financial instrument will fluctuate because of changes in market prices of food, whether those changes are caused by factors specific to the individual financial instrument or its issuer, or factors affecting all similar financial instruments traded in the market. //i �t SAWATSP PROFESSIONAL ACCOUNTANTS Page 44 of 200 14. 20A bUlalecf Tfar icl,,Fommunity Standards Coordinator/Secretary-Treasure... g a Couchiching OPP Detachment Board A breakdown of the operating budget for the 2025 fiscal year has been attached. Costs have been calculated based on expected operational needs byway of a review the previous Orillia OPP Board Budget and consideration of expected additional costs to accommodate the needs of the newly established Couchiching OPP Detachment Board. A breakdown of expected 2025 expenses has been provided in this report. Remuneration The costs associated with remuneration were provided by the municipalities that each member represents and is included in the budget for information only. All the partner municipalities have agreed to the amount for the Community Members. Remuneration will be provided for meetings consisting of an agenda,where there is quorum, and any other meeting or event that furthers the business of the Board including travel expenses at a CRA km rate. These expenses will be directed to the appropriate municipality for payment. Salary and Wages Salary and wages have been proposed for the part time staff member for Secretary-treasurer Position for the Board. The wage is based on a rate as established by the Township of Ramara and based on the allocated workload of approximately70 hours per month. This figure includes all related expenses for this position including CPP, EI, OMERS,SUNLIFE (benefits), and WSIB. Training and travelling Any expense relating to training that would not be covered under the remuneration payment will come from this line item of the budget. This also includes coverage for attending a training seminar, conferences, accommodation, and travel expense for use of a personal vehicle. Membership subscription All members of the Board and the secretary-treasurer are to be members of the Ontario Association of Police Service Boards (OAPSB). This budget line item is to account for membership to this association. Insurance Insurance has been provided thru the group policywith Ontario Association of Police Service Boards. To be eligible for the group buy-in options,the Board must have membership with OAPSB. Miscellaneous(Misc.) The budget line item identified as Miscellaneous (Misc.) has been included in the 2025 budget to account for minor administrative costs. As an example, Board directed expenses with respect to congratulations or condolences be made can be paid for from this line item of the budget. Special projects For consideration of any special projects. With this being a newly established Board it is unclear whether there will be interest in any special projects or initiative. If such an idea comes forward the funding will come from this line of the budget. Page 45 of 200 2025 BuA"e tbecca Carrick, CoraU4"tyt g Ndards Coordinator/Secretary-Treasure... Couchiching Detachment Board 2025 Draft Budget 2025 Draft Description 2024 Actual Budget REVENUES City of Orillia - (22,950) Township of Oro-Medonte - (23,850) Township of Severn - (23,850) Township of Ramara (23,850) TOTAL REVENUES - (94,500) EXPENSES Remuneration 5,400 Salary and Wages 39,600 Audit Fees 1,100 Training and Travelling 1,317.79 19,900 Membership subscription 10,000 Insurance 5,000 Office Supplies 1,000 Facility rental (City of Orillia) 7,000 Miscellaneous 500 Special Projects 5,000 TOTAL EXPENSES 1,317.79 94,500 Revenue (over)/under Expenses 1,317.79 - Page 46 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... -� � Township of Staff Report Proud Heritage, Exciting Future To: Council From: Christy Scheffel, Deputy Treasurer/ Manager of Accounting Meeting Date: February 6, 2025 Report No.: F12025-02 Subject: Municipal Pool Insurance Type: Requires Action Motion No.: Recommendation Be it resolved: 1. That Report No. FI 2025-002 be received and adopted; 2. That Council approve the request to join the local Municipal Insurance Pool effective June 1, 2025; 3. That the applicable draft by-law be brought forward to the February 12, 2025 Council meeting; 4. That the Director, Finance/CFO, or designate, be authorized to represent the Township of Oro-Medonte on the County of Simcoe Insurance Pool Advisory Board; 5. That the County of Simcoe be notified of Council's decision under the Deputy Treasurer/Manager of Accounting's signature. Background Municipal insurance costs in Ontario have continued to rise far beyond the rates of inflation fueled by significant weather events/natural disasters, an increased propensity to initiate litigation/claims, the order of magnitude of court awarded damages, limited competition in the market and joint and several liability, most of which are out of the Township's span of control. Finance Department February 6, 2025 Report No. FI 2025-02 Page 1 of 11 Page 47 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... Based on estimates for the year 2025, for every dollar of insurance paid by local municipalities, about 66% of premiums are expected to go to something other than losses. The Township has seen its insurance premiums increase by $202,410 or 32% over the last 5 years, all the while facing mandatory increases to our deductibles and exclusions to coverage. 2020 premium - $ 639,099 2021 premium - $ 691,284 2022 premium - $ 758,042 2023 premium - $ 806,883 2024 premium - $ 841,509 Municipalities have been advocating for changes to address rising insurance costs and liability issues for several years. Despite urging the province to intervene since at least 2019, there has been little progress made in addressing municipal liability and insurance cost. In the fall of 2022, the County of Simcoe along with other local member municipalities began exploring the idea of establishing a local insurance pool. Insurance pooling is not new; Waterloo Region Pool was established in 1998 and Durham Region Pool in 2000. Both remain operational and membership has remained stable. A pool arrangement allows multiple entities to share the financial risks associated with insurance. A pool arrangement allows multiple entities to share the financial risks associated with insurance. Each member municipality is individually responsible for a deductible amount for any claim against it. If the claim cost exceeds the deductible, the pool covers the excess up to a specified maximum. Should the claim cost surpass the pool's maximum, insurance purchased by the pool covers the remaining balance. Axxima Actuarial and Insurance Advisors were retained by the County of Simcoe to complete a feasibility review and business case, and a technical working committee was established to guide the review. The feasibility study showed the potential for substantial savings for all member Municipalities, and it was agreed to move forward with implementation. The actuarial analysis was updated with current information from all potential participants and used to develop a proposed insurance pool. The Township's current insurance policy expires on June 30, 2025, and the County is seeking a decision from member Municipalities on joining the Pool though execution of the subscriber's agreement by March 1, 2025. All member municipalities have expressed an interest in participating in the pool. Finance Department February 6, 2025 Report No. FI 2025-02 Page 2 of 11 Page 48 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... Analysis Feasibility review The actuarial analysis reviewed: • historical claims data • projection of claims to their ultimate value upon maturity and projections of the 2024 exposures • historical policy information • policy wordings • most recent insurance premium invoices Three major coverages were considered in the analysis, these include liability, property and equipment breakdown, and automobile. Frequency and severity distributions were selected for each major coverage to be applied to the individual municipality's deductible and loss profile. As part of the business case/implementation process, the actuarial analysis was updated with current information from all potential participants and used to develop a proposed insurance pool structure for each coverage class. A technical working group with members from participating municipalities was established and met regularly through the summer and fall to review and discuss the actuarial analysis and then finalize the proposed components of the Municipal Insurance Pool. This group will continue to meet and provide input to facilitate a successful startup of the pool. Insurance Pool Structure The insurance pool structure consists of three layers (Fig.1) outlining where risk is either transferred (insurance) or retained as part of the pool or deductible layer. Finance Department February 6, 2025 Report No. FI 2025-02 Page 3 of 11 Page 49 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... Pool Structure Current Limits Transferred Risk INSURANCE >_ Roughly 1/3 to 1/2 of the total premium and funding is subject to market volatility. Premium costs are impacted by claims frequency+ severity+market rate change. $500,000 Retained Risk Roughly 1/2 to 2/3 of the total premium and funding is protected ' from market volatility. Premium is based on the actual loss experience of the members in the pool. The"cost"associated with the Deductible layer is impacted by claims $10,000-$100,000 frequency while the Pool layer is affected primarily by severity. iLDEDUCTIBLE Figure 1 - Pool Structure Deductible layer The "cost" associated with the Deductible layer is impacted by claims frequency while the Pool layer is affected primarily by severity of the claims. Several factors were considered by the actuary when determining the deductibles that were selected for each member. • Size of municipality (insurance exposure units) • Historical deductible levels • Expected losses under the municipality deductible and the pool layers The deductible for each member needs to provide an appropriate balance of taking some individual responsibility for the results of each member's loss prevention or reduction programs, while providing the benefit of risk sharing for larger amounts. The deductible amounts range from $10,000 to $100,000; the table below presents the current and the proposed deductibles for each municipality under each major coverage. In the case of municipalities facing increased deductible levels, the pool levies will be adjusted, as required, to ensure municipalities are not incurring unexpected additional costs as compared with the status quo. Finance Department February 6, 2025 Report No. FI 2025-02 Page 4 of 11 Page 50 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... County of Simcoe Pool-Implementation Study Deductible Selection Liability Property Automobile 2C24 Deductible 2024 Deductible 2024 Deductible Municipality Population Current Proposed TIV(in millions) Current Proposed it of Vehicles Current Proposed Ad)ala-Toscrontio 10,997 20,000 25,000 21 25,000 10,000 41 10,OD0 10,000 Town of Bradford West Gwillimbury 48,168 50,000 50,000 406 25,000 50,000 133 10,000 10,000 Town of Midland 18,414 25,000 25,OW 231 50,000 25,000 76 S,OW 10,DDO County of Simcoe 566,588 100,000 100,000 429 100,00D 100,000 382 10,000 10,000 City of Orillia 33,OOD 50,000 50,000 328 25,000 50,000 86 5,000 10,000 Township of Tay 11,091 25,000 25,000 54 10,000 10,000 46 5,000 10,000 Town of Collingwood 26,330 25,000 25,000 272 10,000 25,000 125 - 10,DOO Town of New Tecumseth 51,047 50,000 50,000 484 50,000 50,000 133 10,000 10,000 Town of Penetanguishene 10,077 25,000 25,000 101 10,000 25,000 40 5,000 10,000 Township ofClearview 15,227 10,000 25,000 105 25,000 25,000 72 5,000 10,000 Township of Oro-Medonte 24,294 15,000 25,000 83 10,000 25,000 96 5,000 10,000 Township of Ramara 10,959 5,000 25,000 79 10,000 25,000 52 5,000 10,000 Township of Severn 14,114 10,000 25,000 76 25,000 25,000 63 10,000 10,000 Township of Springwater 23,459 25,000 25,000 72 10,000 25,000 86 10,000 10,000 Township of Tiny 13,729 25,000 25,000 52 10,000 10,000 87 5,000 10,000 Town of Innisfil 47,968 25,000 50,000 385 25,000 50,000 149 10,000 10,000 Town of Wasaga Beach 24,862 50,000 25,000 155 25,000 25,000 111 10,000 10,1300 Township ofEssa 23,200 20,000 25,000 51 15,ODD 10,000 58 - 10,000 Proposed Pool Retention per Claim =$500,000-Proposed Deductible ex-The maximum exposure for the Pool for a claim in Gobdiry for Ad/olo-Tosorontio is$475,000($500,000-$25,000) Figure 2 - Deductible Selection Pool layer The pool layer provides coverage above the deductible layer and up to $500,000. The premium assessed for this layer is based on the actual loss experience of the members in the pool. The total municipalities' retention level (losses under the municipality's deductible plus losses in the pool layer) should represent a significant portion of the overall insurance cost to eliminate a significant part of the insurance market friction costs and generate savings. However, it is important that the retention level does not jeopardize the municipalities' financial health and that extreme insurance events such as catastrophic losses be covered by the insurance market, which is why the actuary set the limit at $500,000. Insurance layer The insurance layer (the risk transferred to the commercial insurance market) provides for claims above $500,000 so that extreme insurance events such as catastrophic losses continue to be covered by the insurance market. A pool structure reduces costs because it is less reliant on commercial insurance with roughly 1/3 to 1/2 of the total insurance premiums being subject to the vagaries of the market, friction costs (broker commissions) and profits for shareholders. Financial Projections The actuarial analysis conducted by Axxima offered an in-depth and comprehensive evaluation of the Municipal Insurance Pool's feasibility and financial viability. This analysis Finance Department February 6, 2025 Report No. FI 2025-02 Page 5 of 11 Page 51 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... underscored the anticipated cost savings, the significance of reserve management, and the advantages of a structured pool approach to managing municipal insurance risks. The study began with a preliminary assessment, followed by a detailed study that explored various alternative structures and their potential benefits. The analysis utilized historical claims data, exposure data, and premiums provided by the municipalities. This data was projected to its ultimate value, with trends applied to account for inflation and other influencing factors. Each municipality will be assessed a pool levy. The main considerations for the levy/premium allocation are outlined below (Fig,3): Premium Allocation Considerations Equitable • Levies should be fair amongst municipalities • Reflect risk profiles of each municipalities Based • Start • Until credible pool data is available,use expiring commercial rates Expiring • as baseline 10% Savings • Recommend Scenario 3,with 10%overall savings over status quo Recommended • Additional savings allocated for Increased deductibles • Expect inflation In levies over time Expect Inflationary _• • Exposures and claims costs are generally rising Move to Experience Basis • In time, move to a levy allocation model that reflects pool in Time —A experience, but still promotes year over year stability Figure 3 — Premium allocation considerations A summary of projected savings for each Municipality over the next five (5) years is depicted in figure 4. The startup pool levy is based on a minimum potential savings of 10% per Municipality. Over the five-year period, if all participants were added as subscribers, the five-year total potential savings would be approximately $37,651,786. Based on the data received, the analysis concludes that significant savings could be achieved under a Municipal Insurance Pool and may vary from 13.0% to 20.1% during the set-up phase and from 19.1% to 27.2% at maturity. Projected losses retained by the pool participants and projected market insurance premiums were estimated. The total insurance costs were then compared to the total potential savings. The five (5) year total potential savings for each subscriber is outlined below Finance Department February 6, 2025 Report No. FI 2025-02 Page 6 of 11 Page 52 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... (3a) (3b) (3c) (4) (5) 5-Years Potential Municipalities Savings 5-Years 5-Years Pool Levy under Overall Equity Total vslnsurance Municipality Savings for underthe Potential Municipality Premium Deductible Municipalities Pool Savings Adjala -Tosorontio (649,527) 24,464 (625,063) (517,447) (1,142,511) Town of Bradford West Gwillimbury (1,659,489) 88,734 (1,570,755) (1,282,897) (2,853,652) Town of Midland (1,089,302) (27,328) (1,116,629) (918,920) (2,035,549) County of Simcoe (6,005,217) (6,005,217) (5,000,635) (11,005,852) City of Orillia (1,039,597) 97,694 (941,903) (765,881) (1,707,785) Township of Tay (600,853) 14,135 (586,718) (488,430) (1,075,148) Town of Collingwood (1,228,543) 143,533 (1,085,011) (881,149) (1,966,159) Town of New Tecumseth (1,354,747) (1,354,747) (1,113,249) (2,467,996) Town of Penetanguishene (271,050) 34,286 (236,764) (191,772) (428,536) Township of Clearview (759,813) 214,324 (545,488) (517,750) (1,063,238) Township of Oro-Medonte (940,591) 138,863 (801,728) (662,996) (1,464,723) Township of Ramara (727,023) 126,982 (600,041) (472,585) (1,072,626) Township of Severn (737,168) 215,003 (522,165) (462,303) (984,467) Township of Springwater (602,190) 15,642 (586,548) (485,555) (1,072,102) Township of Tiny (731,453) 26,833 (704,620) (587,376) (1,291,996) Town of Innisfil (1,986,400) 528,441 (1,457,958) (1,228,999) (2,686,957) Town of Wasaga Beach (1,055,731) (87,026) (1,142,757) (1,014,293) (2,157,050) Township of Essa (711,275) 66,329 (644,946) (530,492) (1,175,437) Total (22,149,968) 1,620,909 (20,529,059) (17,122,728) (37,651,786) Figure 4 - 5 years total potential savings Governance Subscribers' Agreement All participating municipalities will require their respective Councils to approve the subscribers' agreement. This agreement details the terms and conditions of the insurance pool, the running of the advisory board, the funding arrangement for the purchase of insurance, accounting and financial reporting, subscriber terms, operation of the fund and other general provisions. The subscriber's agreement requires a commitment of a minimum of five years. The deadline for signing the Form of Subscription within the Subscriber's Agreement is March 1, 2025. This timeline will ensure that all administrative preparations for the insurance pool can be completed before its effective date on June 1, 2025. Advisory Board The Subscribers' Agreement establishes an Advisory Board that will direct future decisions regarding the Municipal Insurance Pool. The Advisory Board will be composed of one Member appointed by each Subscriber and each Member will have one vote. Finance Department February 6, 2025 Report No. FI 2025-02 Page 7 of 11 Page 53 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... Also requiring Council approval, an appropriate staff member will need to be authorized to represent the municipality on the Municipal Insurance Pool Advisory Board. This ensures that each municipality has a representative on the Advisory Board to provide input within the Municipal Insurance Pool governance structure. Administration One of the keys to success will be to establish the management and administrative structure for the pool, including the appointment of staff and the setup of financial and operational systems. The County of Simcoe will host the administration and provide the necessary resource requirements needed to support the pool. As with other municipal insurance pools in Ontario the management and administration are paid for by the insurance pool and governed by the advisory board. The insurance pool launch date is set for June 1, 2025, to allow for the formation of the advisory board and time to put the necessary administrative functions in place. Administrative functions that the insurance pool team would be responsible for are: • Risk Management: Proactive risk management strategies, including road construction standards, and minimum maintenance standards. • Centralized data and Claims Handling: standardized claims handling procedures, including how to submit claims, contact claimants, and manage claims efficiently. • Contract Reviews: guidance on reviewing contracts, tenders, RFPs, purchase orders, legal agreements, and insurance and indemnity clauses. • Special Event Reviews: insurance for special events, such as air shows, and the associated risk management practices. • Inspection Programs: inspection programs and negotiating with insurance providers about responsibilities for inspections. • Standard Operating Procedures: The importance of SOPs for claims handling, ensuring consistency in how claims are managed across all municipalities. Current Policy vs Municipal Pool Insurance The municipal insurance pool offers comprehensive coverage, including Municipal Liability, Errors and Omissions, Property and Equipment, and Automobile insurance. These coverages are designed based on insurance industry standards to ensure robust protection for all participating municipalities. While the Township's current policy and the municipal insurance pool are comparable, there are notable differences. Specifically, the Township's current Cyber Insurance and Out of Province Medical Insurance, as well as deductibles, will not be included or administered by the Municipal Pool. Finance Department February 6, 2025 Report No. FI 2025-02 Page 8 of 11 Page 54 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... Financial/Legal Implications/ Risk Management The municipal insurance pool startup costs of approximately $250,000 will be incurred by the County of Simcoe. These costs will be reimbursed by the insurance pool and are included in the financial projections. The total potential savings over five (5) years for the Township of Oro-Medonte is approximately $1,464,723, which includes overall equity in the pool, translating into 5- year net savings of approximately $802,000. However, the need for the Township to secure Cyber Insurance and Out-of-Province Medical coverage will affect the overall savings anticipated. Below is a chart summarizing the initial projected savings from joining the Municipal Insurance Pool, alongside the revised amounts after accounting for the additional premiums. Revised savings projections, accounting for the purchase of Cyber Insurance and Out-of-Province Medical policies outside of the Municipal Insurance Pool, indicate potential savings of approximately $1,350,866. While the overall impact is minimal, it is important to ensure that these additional policies are renewed each year to mitigate any risk. Township of Oro-Medonte Insurance Pool Costs vs Status Quo Insurance(incl cost of Self Insurance for Cyber and OPM) 2025 2026 2027 2028 2029 Totals-Years Status Quo 833,238 891,565 953,974 982,418 1,018,419 4,679,614 Pool 727.429 778.349 764,797 788,711 818,600 3,877,886 Intial Projected Savings 105.809 113.216 189,177 193.707 199,819 801,728 Equity in Pool 125,336 149.132 107,327 128,673 152,528 662.996 Savings Incl Equity 231,145 1 262,348 296,504 322,380 352,347 1,464,724 less Cyber&OPM 20.300 21,721 23.241 23,939 24,657 113.858 Revised Savings 210,845 240,627 273,263 298,441 327,690 1,350,866 The Township will need to continue to obtain separate policies for Cyber and Out of Province Medical Insurance. The 2024 total premium cost for the two (2) policies is approximately $20,300, with the largest premium associated with the Cyber Insurance at an annual premium of$19,875. It should also be noted that, given the frequency with which Cyber Insurance has been discussed, the pool will likely investigate it as a potential group purchase after its launch. If this occurs, further savings could be achieved, bringing the total closer to the originally projected amount. The Township may also be investigating the option of including Out of Provincial Medical as part of the Employee Benefits coverage as an alternative option to a stand-alone insurance policy. Finance Department February 6, 2025 Report No. FI 2025-02 Page 9 of 11 Page 55 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... Deductible Impact Under the Insurance Pool, deductibles have increased, and the Township will need to self-insure for these additional costs. The current deductible under our existing policies ranges from $5,000 to $15,000 for each claim. Under the Municipal Pool Insurance, the Township's deductible will be increasing from $5,000 to$10,000 for Automobile coverage, from $10,000 to $25,000 for Property coverage, and from $15,000 to $25,000 for Liability coverage. Next Steps Each participating municipality is requested to complete and submit the Form of Subscription within the Subscribers' Agreement by March 1, 2025, to allow time to set up the Advisory Board and then become one of the founding subscribers effective June 1, 2025 After committing to the five (5) year term, founding subscribers may opt out of the Pool and their portion of the Pool Equity of surplus funds would be returned to the exiting subscriber. The variable increases in deductible amounts, which are per claim occurrence, have been and will continue to be funded from the Insurance Reserve as needed. The replenishment of the Insurance Reserve will be assessed annually during the budget preparation process, with the renewal of the reserve continuing to be funded by cost savings. Corporate Strategic Priorities Financial Sustainability Community Safety Strengthen Operational Capacity Consultations Axxima Actuarial and Insurance Management Advisors Trevor Wilcox General Manger, Corporate Performance County of Simcoe County of Simcoe Pool Insurance Technical Working Group Chief Administrative Officer Finance Department February 6, 2025 Report No. FI 2025-02 Page 10 of 11 Page 56 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... Attachments F12025-02 Appendix A— Municipal Insurance Pool Feasibility Study October 2023 F12025-02 Appendix B — Municipal Insurance Pool Actuarial Analysis October 2024 F12025-02 Appendix C — Municipal Insurance Pool Draft Subscribers Agreement F12025-02 Appendix D — County of Simcoe Municipal Insurance Pool Presentation Conclusion In conclusion, joining the Municipal Insurance Pool presents a significant opportunity for the Township of Oro-Medonte to achieve substantial cost savings and enhance financial sustainability. The projected savings of approximately $1,464,723 over five years, even after accounting for the additional costs of Cyber Insurance and Out-of-Province Medical coverage, underscore the financial benefits of this initiative. The revised savings of $1,350,866 still represent a considerable reduction in expenses. By becoming a founding subscriber, the Township will not only benefit from immediate and long-term savings but also gain greater control over insurance costs and risk management. The collaborative approach of the pool, supported by a robust governance structure and proactive risk management strategies, will further strengthen the Township's financial position. Staff recommend that the Township of Oro-Medonte join the Municipal Insurance Pool as a founding subscriber. It is recommended that Council approve this request effective June 1, 2025, and authorize the Director of Finance/CFO, or designate, to represent the Township on the pool Advisory Board. Respectfully submitted, Christy Scheffel, Deputy Treasurer/ Manager of Accounting January 23, 2025 Approval: Date of Approval Shannon Johnson, Director, Finance / CFO January 31, 2025 Shawn Binns, CAO January 31, 2025 Finance Department February 6, 2025 Report No. FI 2025-02 Page 11 of 11 Page 57 of 200 6.a) F12025-02, Chris ch r/Manager of Accounting... t ' o 0 � N o j O ^^ C% N ILL 1 J U o LL cn 4.� 4-j C6 U - o U Q v v 3 C Q age 58 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... • • Q Page 60 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... Qj QJ U C� Z3 v� o °. 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W L O Q� Q > O Q U O > E O E O cn O N U �O ; CDLn 0� W O O Ln bL a--' a--, C- - 0 Q� a--' > +� O Ln U L — Ln cn 0 a--� O E O x 4-' m Q) '1 4-j0 cn U � 0� FZ W N > Ln 0 O o U O C C >- >, � o U Q O Q U U w O N Q 0 O cn O QJ LL Page 73 of 200 6.a) F120 5-02d) Chris Scheffel, Deputy Treasurer/Manager of Accounting... � L (, a, .Z Ca a1 } ° +' O m — v aj s u — (a N L/) L aj a co L .T a) a+ U y lD ra LO Ol (6 Q- .E: � d L N 7 O Cy N •� — E OJ z ° CO U ° 00 m C ° Oj L U u � ° � > � b � ° L > . � : a) a3 c v a O U C O > 0 n t6 '+ ° (^, E U aj ri O E -0 a) — W E ajar � L m o z C ° E c CO CU L (a aj E ra •N �, L • � v n3 v 6J v U 00 O a ■ O rD M m t ' �./( IzT E O E mU O U aj ci C _N m o a-' E ■ v +, L U 7 W— z •L m � Page 74 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 00 Q) L Q, • � °' E 4- • c E L a� m 0 = v c� v Q O � O m73 Q a Q o U) Q) o � v O v � m O t O Q) Q .Q Q) a LL U O � o.i s o v W n , _ o • U c� N N Q) J E Ln L QC U N v Z L L U 9E Page 75 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... v LO O L h0 O O O f6 4-j �--� O O > � Q � Ln N O — (n m O LO o O °' r Q O m U LO Lr) cn 4 a--j O O C cn = = � > +-' O m LO oO E (6 _U E 0O 4- Q r6 O CU O� O U' � CU 4 j b N - � U - }' QJ C) v `n O Q +� 4 O cn O Q L C -I oU Ln C/� C W 0 cn Ln O O O U a v o L � � � U � C n 4- 'E v > E = w O N Page 76 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 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N N + E O U _ m • +� C Q) U Q U U Ql � Ql O Q1 � v> Ln U Q1 m ^x v U - W : m � � � O L L 4 4- v //�� L 1 U O Q E Q E U � Q1 _� _� Ul U O U C 2 C -0 c Oj Q 4- Q � .� M NO m � U t2A � U U �+ 1 E O +� o o °' U N O �G o 0 4- O Q) w O + OC L QUJ a- L (6 v) U CEC 'L _O D L � C Q O O E f O X t v � Q7 4-j 4--J V) W U :3 - • a- j V) O O Page 79 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... O U — .4- Um L 7F U L O � vi Q1 E C6 L L QJ 00 QJ O n n 4J 4-1L 4.1 O _� L— W N 0 O 0- t O O M L;- 4.1 Ln N O L 1 7- 'L U .0 L to Z5 4-1M a N � O O Ln LLn n O Cl - U LO Q 1 Ln O C +- O L �J ') n L :3 CL)U L Q L C +- 4- O 4 C U W Ln Ln U QJ Cm -C CU U N U O U O Ln O � O + -Cb.0 � � � � � � U O QJ O +1 U D � W w L a w 0 4-j 4-j L :3 1 CL E L U N C � 7 N U a+ O , I to O� Q a U � � v 4 v m U ' ) U I _ Q � U_ O E �+ c7 f6 G � 0 U a •_ 7 t! 2 a U C c7 G Page 80 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 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C7 C7 N C U) 72 CDCDO a- m to .-' u'1 Cf7 L' m N U") C) i--1 F--9 1-1 � � U 0 U U U o 0) N O m O O CO O U 4J 4-1 CJ C7 O U 0) CD C:) 0 O (U x- O Cf) 0 a r- � x CD Cv n wO "' r r r m O c r- m U m m nW, m m� rn O to �n co O U to a 00 00 � � � � O rn " m N 7 3 fl1 Q [Nn lnD N m o rn O O + - 4J r O U U C Q Q m y L O .a Ln ni Cr) r- C O �O +- �� O © N � J M L S_ W � mm i /1 _ +� p N L/ I In U VI LT1 � r-I L U � h n m o U rn O U mL +1 t.IJ.J O � ll: � U • iJ a--I rl N L •U U) U) U) M U) U) 4 r 2 m Co Can QJ Q U o (N m U O a Q) to - ono o' U) C6 Q p Ln L m 4J *�� 00 r 00 to L r) M � lf) u'1 N m m U In O 7 7 .O U N (.0 �-1 = _ { l U U O V M lO N 0- •— Ln .— .— — U C E •' U � J a — (� ) + U X Q) •— U) > Q) U ® in m C N L O .� U Q In Q L Q r) 0 Qj C L U Q) Ufa C() aj m o Page 82 of 200 6.a) F12025-02,--thi isty Sche el,l'VOpUty Treasurer/Manager of Accounting... wYL a cLn 4- �o m a a7 sn � o O o v cn — 4J LT] m N Ln C O �r N (� N 00 fl Lr n Lq O b-0 G rti rn Q Cj ::5 01 O a--+ w 'L E O cY Ca _ 75 CD rl L!7 00 .— c ei `1 r-I 00 r L. 00 ca CZD y N co C J O 4 O U In L � [n L _\ Q W \J� U Ln 0.0 iz O O O +� Q 4 p U Q CL a 4 Q � a O w X OJ n1 a oo m 4, � ra 4—) w mo om0 UU L U L a) a a N tD � a� C c — 00 rn U Q7 Cm N lD -zi 41 �/ M CD O O x0 e tri 4- 00 W o O O 'O 7^ N n1 O1 O �+ n V Ln > r-I a 0000 r- Q N �1 m ro ( Cr) Ln � OJ LntwoLn O O U S ri ri N Q Ln fV Q7 Ln Ln rn X (6 00 tO N L � M CJ lD � .O Cr 00 r- C CD i OJ 0 a v 00 QJ o m00 rl- 00 ni LO IH QJ = N Z5 m lD N UU y � -L3 Lf} "t r� L a--L ^ ' o r r U') CU ca W J = , Ln E Ln bA O � .2 .p o Q O cn +, UZn An m o In Qj Page 83 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 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QJ U m cn N U V �j U X m Q) () > 4-) O O E O m 0 _ U U L a-j D O _ O !-Z c o O m +� Ln o U o L- cn ,� — t10 0 cn N E mO Lnn Q) O O _ Q O QJ � — O O v N Q) — — N O O E O C6 a--j cn O v o o O E E Ln a>i U a) C > °+�' j Ln a) D 0 4, 0 �, U M 0 0 0 0 0 Page 86 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... ■ Ago ■ r r . ■ " I r � i ■ ti 6 a r r ■ ■ ■ ■ r ■ r ■ Page 87 of 200 6.a) F12025-0 gist asurer/Manager of Accounting... Ln O N O fo fu N � a � 0 U o U � o UO }, aU E aj E Lj$ t! ' O U 0 Q v v U C N N C t0 u �Q Page 88 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... • W � � 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... a� +- 0 0 o a� a� `n 4-1 o N v �O Q N v O O U N � Q CU — QJ _ �j � U C6 +- O L/. 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O Q Q c6 Q) O O Ln v Ln O Q) U > L 00 Q D o F- v m m >� a� > o F- o Ln o O o n 0 " o 0 CD — > O O O O O v O `n n U U O z3 a--j cn c6 a-j � — +L (� �O cn U L-n Q) m C6 C6 CD L i U N v �O D O O - O C M n , Q U U W Q (1) O O > O O can O v -O Page 92 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... c O O 0.1 S O N � v J k • E N Lq O O U O �3 O CO < o U cn U) O U � U Y Q /� • yl W • m 4 O a) Q U E LZ a LU U O O 0.1 0.7 � • v�i O Q) J E Q) W 0 :3 O Q) wLU Page 93 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... Ln O F-V) L ap O O �C O f6 4-j a--� 4- O > U L [6 Ln Ln Lnca `n v O N O L o O r 4- 0 O a- j L U D c6 _0 CU > 4- O O U a--� O LA 0 0 U +� c6 a� L 4- o Ldr) v v QU 4-, — — — cn O LnQ E O O O o �' o N o O L O v o � CD cn UQ� �, D 4--J U �, U N Q > E = w O N Page 94 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... a--J 0 o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o (D °L,' o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 o p o 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 oLri o Lr o o Lri Lr o Sri Lr Sri Lr Sri Sri Lr o Lr ui 2 N V1 N O Ln N N Ln N N N N N N N V1 N N O - Cl- LO U 'C!)- c 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 _0 a, O O O O o Q Q Q Q Q Q Q Q 0 Q Q Q Q C o L o C C C C C C C C C C C C C C C C C ro 0 o o ui o o Ln Sri o Sri o Sri Sri o Sri Ln Sri o o U N V1 N O Ln N N Ln N -1 -4 -1 N N N Ln N N rl N 0 r- 00 � 00 O -1 O I- r- r- � � CT)Ol 1 01 00 O U O . 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lfl N W N h lfl dJ O l!1 lD a a a lfl N 6l lfl N cy vl c-I c-I h W N ✓1 h a a � I� O H O O N Ol O M O M N rl O lfl a O h W l0 L!1 lD h N W l0 lD T1 , N N Ol O rl N �fl Ol O M M h a c-I �A Ol lD h rl al vl M I� Ol I� Ol .ti I� O M l� l0 vt N .ti O Ol U � � W W lD a h 0 .ti to lD a a a vl c-I Ot vl O a ti � lri W � O y L C C 4 O N -O a U N O 00 � C N .Q C t6 ~ N U O K Vl H t6 " = O O N N O O O t/1 O O O > O r6 m O Q U Z a Q Q d d Q Q > d FN Pap _104of200 o � � � Q - , U U F- F- F- F- F- F- F- F- F- F- 00 01 y0 N W I� W M M N �fl m �fl O� �fl c-I M l0 �fl m O lD y N > O 01 01 l0 O I� cy Ol cy ti O r W Ol O 6.a) F12025� � title Manager of Accounting... rl N N rl .-I c-I .-I N � rl rl c-I cy c-I N N rl W +�s O Ol rl ti dl N O m N S ifl c-I O N F Ol N O O l0 rl LD ifl M l W N T O1 N �fl h Ol M N W rl 4 y a a , Ol N , vl N l0 O O lD , Ol N , .-I O ti N /1 -6 N c-I o Ol M 01 M 41 M N Oo h O N O ll M �fl O �/1 Ol M N M �Il I� rl M l0 O l0 .ti ul N l0 W l0 l0 l0 h l0 M h O cy rl to .-I � cy c-I 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I I� .1 1 z r ge 108 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... MUNICIPALITIES IN THE COUNTY OF SIMCOE DRAFT SUBSCRIBERS' AGREEMENT FOR THE ESTABLISHMENT OF AN INSURANCE POOL AND THE PURCHASE OF INSURANCE Effective as of June 1, 2025 1 Page 109 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... Municipalities in The County of Simcoe Establishment of an Insurance Pool and for the Purchase of Insurance Subscribers' Agreement Table of Contents PREAMBLE ARTICLE 1.00 - DEFINITIONS ARTICLE 2.00 - THE FUNDING ARRANGEMENT 2.01 Establishment of the Insurance Pool 2.02 Purpose of the Insurance Pool 2.03 Not a Partnership or Trust 2.04 No Authority to Bind 2.05 Indemnification for Unauthorized Acts 2.06 Several Liability ARTICLE 3.00 - ADVISORY BOARD 3.01 Establishment 3.02 Constitution of the Advisory Board 3.03 Qualification of Members of Advisory Board 3.04 Rules 3.05 Power and Authority of the Advisory Board 3.06 Payment for Services 3.07 Term 3.08 Resignation 3.09 Vacancies 3.10 Decisions of the Advisory Board 3.11 Chair and Officers 3.12 Signing Officers 3.13 Meetings Generally 3.14 Virtual Meetings 3.15 Notice 3.16 Location 3.17 Quorum 3.18 Agenda 3.19 Agreement Without Voting 3.20 Duty of Care 3.21 Limitation of Liability 3.22 Indemnity of Members 2 Page 110 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 3.23 Liability Insurance ARTICLE 4.00 - ACCOUNTING AND FINANCIAL REPORTING 4.01 Fiscal Period 4.02 Books and Records 4.03 Subscriber Accounts 4.04 Annual Report 4.05 Audit 4.06 Bank Accounts 4.07 Execution of Documents ARTICLE 5.00 - SUBSCRIBERS 5.01 Founding Subscribers 5.02 Additional Subscribers 5.03 Effective Date of Subscription 5.04 Minimum Period of Subscription 5.05 Termination of Subscription 5.06 Subscriber Dissolution, Merger or Break-Up 5.07 Continuing Liability ARTICLE 6.00 - OPERATION OF THE FUND 6.01 Insurance Policies 6.02 Determination of Levies Payable 6.03 Assessments 6.04 Obligation to Pay 6.05 Closure of Underwriting Period 6.06 Excess and Stop Loss Insurance 6.07 Retention ARTICLE 7.00 - TERMINATION 7.01 Termination of this Agreement ARTICLE 8.00 - GENERAL PROVISIONS 8.01 Notice 8.02 Dispute Settlement 8.03 Confidentiality 8.04 Currency 8.05 Calculation of Time Periods 8.06 Subscriber's Right of Inspection 8.07 Severability 8.08 Entire Agreement 3 Page 111 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 8.09 Waiver 8.10 Successors and Assigns 8.11 Further Acts 8.12 Applicable Law 8.13 Amendments SCHEDULES Schedule A Founding Subscribers APPENDICES Appendix A Form of Subscription Appendix B Form of Termination 4 Page 112 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... THIS AGREEMENT is effective as of the 1 st day of June 2025 AMONG THOSE MUNICIPALITIES THAT SUBSCRIBE TO THIS AGREEMENT BY EXECUTING A COPY OF THE FORM OF SUBSCRIPTION ATTACHED AS APPENDIX "A", SUBJECT TO AND IN ACCORDANCE WITH THE TERMS OF THIS AGREEMENT (referred to collectively as "Subscribers" and individually as Subscriber") WHEREAS the Subscribers to this Agreement wish to secure long-term, stable and economical insurance coverage. AND WHEREAS the Subscribers wish to enter into this Agreement, pursuant to which the Subscribers, among other things, will arrange to purchase policies of insurance, will enter contracts of Indemnity with the Insurer in respect of the Retention amount, and will agree to fund the purchase of such insurance policies. NOW THEREFORE THIS AGREEMENT WITNESSETH THAT in consideration of the mutual covenants of the parties hereinafter contained and for good and other valuable consideration, the receipt of which is hereby acknowledged, the Subscribers, one with each and each with all, covenant and agree as follows: ARTICLE 1.00 - DEFINITIONS In this Agreement and any amendment to this Agreement, the following terms will have the following meanings unless the context otherwise requires: 1.01 "Actuary" means the actuary retained by the Advisory Board from time to time. 1.02 "Advisory Board" means the Advisory Board established pursuant to Section 3.01. 1.03 "Alternate" means the person who is designated pursuant to Section 3.02 to act in the place and stead of the Member, when unavailable. 1.04 "Annual Incurred Losses" means paid losses in respect of claims occurred, actuarially determined estimates for reported cases, and actuarially determined estimates for incurred but not reported claims. 1.05 "Assessment" means a charge against a Subscriber, as determined by the Advisory Board pursuant to Section 6.03, which is in addition to levies. Page 5 of 28 Page 113 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 1.06 "Claims Fluctuation Reserve" means actuarially determined reserve funds maintained by the Insurance Pool to adequately cover anticipated losses. 1.07 "Closure Date" for a particular Underwriting Period means the date that is three years after the last day of such Underwriting Period, or such other date as is determined by the Advisory Board on the advice of the Actuary that no further liability to or of the Subscribers exists. 1.08 "Deductible" means the amount which a Subscriber has elected for a particular coverage under the Policy for which that Subscriber is responsible in respect of any claim with respect to that coverage. 1.09 "Eligibility Criteria" means the criteria which may be determined by the Advisory Board from time to time which must be met to be eligible to become a Subscriber. 1.10 "Extraordinary Resolution" means: (a) a resolution passed at a meeting of the Advisory Board by the affirmative vote of at least 80% of the members in attendance at such meeting; or (b) any written resolution signed in one or more counterparts by all of the Members. 1.11 "Fiscal Year" means the calendar year ending May 31 . 1.12 "Founding Subscriber" means each Subscriber who, as of March 1, 2025, has executed and delivered the Form of Subscription attached hereto as Appendix A. 1.13 "Insurance Pool" means the fund established pursuant to Section 2.01. 1.14 "Indemnity" means each agreement each Subscriber has entered with the Insurer to indemnify the Insurer upon the payment of claims within the Retention and Indemnities means all such agreements. 1.15 "Insurer" means the insurance company with whom each Subscriber has entered into a contract of insurance. 1.16 "Insurance Policy" means the policy of insurance purchased for each type of coverage from the Insurer by each Subscriber. Each Subscriber will purchase one or more Insurance Policies and any references in this Agreement to Insurance Policy applies to each and all of them, as applicable. 1.17 "Member" means a member of the Advisory Board as provided in Section 3.02 and includes, where the context requires, an Alternate. Page 6 of 28 Page 114 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 1.18 "Municipality" means a municipality as defined in the Municipal Act, S.O. 2001, as amended. 1.19 "Ordinary Resolution" means: (a) any resolution passed at a duly constituted meeting of the Advisory Board by affirmative votes of a majority of the Members in attendance at such meeting, or (b) any written resolution signed in one or more counterparts by 80% of the Members of the Advisory Board. 1.20 "Prime" means the prime interest rate per annum established by Scotiabank from time to time as the reference rate of interest for the determination of interest rates that Scotiabank charges to customers of varying degrees of creditworthiness in Canada for Canadian dollar loans made by it in Canada and payable on demand and referred to by it as the "prime rate". 1.21 "The County" means the geographic area of the County of Simcoe. 1.22 "Retention" means the amount per claim, as determined from time to time, by the Advisory Board on the advice of the Actuary, for which the Insurer is responsible on any claim, subject to any applicable excess of loss, stop loss or similar insurance, less the Deductible, and for which each Subscriber is responsible under the Indemnity and the funds for which shall come from the Insurance Pool. 1.23 "Rules" means the rules and regulations established pursuant to Section 3.04. 1.24 "Subscriber" means a Municipality which has been accepted for participation and which has executed and delivered the Form of Subscription attached hereto. 1.25 "Subscriber Participation Percentage" means, with respect to a Subscriber, at any date during a given Underwriting period, a fraction, the numerator of which is the total of the levies paid and payable by such Subscriber to that date with respect to that Underwriting Period, and the denominator of which is the total of the levies paid and payable by all Subscribers to that date with respect to that Underwriting Period, expressed as a percentage, [except that in the case of the use of this formula for determining assessments, levies paid by any Subscribers which are not liable to pay assessments will not be included. 1.26 "Subscription Date" means, for a particular Subscriber, the date referred to in Section 5.01 or Subsection 5.02(c) as appropriate. 1.27 "Underwriting Period" means the period of five years commencing 12:01 a.m. on June 1, 2025 and ending on 12:01 a.m. on May 31, 2030 and each successive Page 7 of 28 Page 115 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... five-year period (or such period as the Advisory Board determines) thereafter during which the Insurance Pool continues to operate. ARTICLE 2.00 - THE FUNDING ARRANGEMENT 2.01 Establishment of the Insurance Pool The Subscribers hereby agree to the establishment of the Insurance Pool. 2.02 Purpose of the Insurance Pool It is the intention of the Subscribers to use the Insurance Pool in order to purchase insurance, to pay the premiums for contracts of insurance arranged on behalf of the Subscribers, to enter into contract(s) of Indemnity with the Insurer in respect of such insurance, to refund and pay claims as and when required in respect of the Retention, to provide funds for the Claims Fluctuation Reserve, and to pay the administrative expenses of the Insurance Pool. The Insurance Pool shall have the power to do any and every act and thing necessary, proper, convenient, or incidental to the accomplishment of these purposes. 2.03 Not a Partnership or Trust Nothing in this Agreement is to be construed to constitute any of the Subscribers a partner, agent, or representative of the others, or to create any trust, constructive, implied, or otherwise, or any commercial or other partnership among the Subscribers. The Subscribers agree that in matters involving this Agreement, they will not rely on the provisions of any partnership or trust legislation in any province or territory. 2.04 No Authority to Bind Except as expressly provided in this Agreement, a Subscriber does not have the authority to bind any other Subscriber or the Subscribers. 2.05 Indemnification for Unauthorized Acts Each Subscriber (in this section called the "Indemnitor") hereby irrevocably and unconditionally undertakes and agrees to indemnify and save harmless the other Subscribers (in this section called the "Indemnitees") from and against any and all liability, loss, harm, damage, cost or expense, including reasonable legal fees, which the Indemnitees may suffer, incur or sustain as a result of any act of the Indemnitor outside of the scope of or in breach of this Agreement. 2.06 Several Liability Page 8 of 28 Page 116 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... The obligations of each Subscriber with respect to the Insurance Pool and/or the Indemnity and contracts and obligations entered by or on behalf of the Subscribers in connection with the Insurance Pool will, in every case, be several and not joint and several. ARTICLE 3.00 - ADVISORY BOARD 3.01 Establishment The Subscribers hereby establish an Advisory Board for the purpose of implementing this Agreement and operating the Insurance Pool. 3.02 Constitution of the Advisory Board The Advisory Board will be composed of one Member duly appointed by each Subscriber. Each Member will have one vote. Any Subscriber may designate in writing from time to time an Alternate who is entitled to act in the place and stead of such Member when such Member is unavailable. The Member and the Alternate, if designated, must meet the qualifications set out in Section 3.03. 3.03 Qualification of Members of Advisory Board Any individual may be a Member of the Advisory Board provided that, and for so long as, he or she: (a) is a person who is eighteen years of age or more. (b) is not a person who is of unsound mind, having been so found in Canada or elsewhere. (c) is not a person who has the status of a bankrupt. (d) is an employee of a Subscriber, preferably with a background relevant to the operation of the Insurance Pool, and has been duly appointed by such Subscriber. No appointment of a person as a Member is effective unless he or she consents to act as a Member before or after the appointment. 3.04 Rules For the purpose of administering this Agreement, the Advisory Board may establish from time to time such rules and regulations as it considers appropriate, provided that the Rules and any amendments thereto will be subject to approval of the Advisory Board by Extraordinary Resolution. Page 9 of 28 Page 117 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 3.05 Power and Authority of the Advisory Board Except as otherwise provided for in this Agreement, the Advisory Board has the power and authority, and the Subscribers hereby direct the Advisory Board to give any approvals and to make any decisions and determinations required or permitted to be given or made by the Subscribers with respect to the Insurance Pool and any matter arising out of or under this Agreement. Without limiting the generality of the foregoing, it is acknowledged and agreed that the Advisory Board is authorized on behalf of and without further authority from the Subscribers: (a) to supervise the funding of the Retentions by the Subscribers in accordance with such terms and conditions as the Advisory Board may deem proper and to change, cancel, extend or insure such obligations and to secure insurance and/or reinsurance excess of the Retentions as the Advisory Board may deem proper. (b) to set the levies and Assessments required of Subscribers pursuant to the provisions of this Agreement, which levies and assessments are to include each Subscribers' share of the expenses of the Insurance Pool. (c) to effect policy changes affecting the operation of the Insurance Pool by Extraordinary Resolution. (d) to supervise the demanding, collection and receipt of all moneys which may become due by the Subscribers under this Agreement or the Indemnity or under any contract of indemnity or insurance. (e) to give and receive all notices necessary or proper under the Indemnity or any contract of indemnity or insurance in respect of the Insurance Pool or the Subscribers, and to adjust, compromise and settle all claims and losses thereunder. (f) to retain an auditor, Actuary, legal counsel, and such other professional advisors as the Advisory Board considers appropriate to perform its duties under this Agreement. (g) to open and operate in the name of the Insurance Pool an account or accounts in a bank or other financial institution to deposit and to distribute funds with respect to the operation of the Insurance Pool. (h) to invest funds in accordance with any applicable law and to make or approve policies with respect to the investment of such funds and for the custody and safekeeping of any securities in which such funds may be invested. Page 10 of 28 Page 118 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... (i) to borrow such funds, in such amounts, on such terms and otherwise as the Advisory Board may determine by Extraordinary Resolution are necessary or desirable to fulfill obligations under this Agreement. (j) to pay all taxes, fees and other expenses relating to the orderly maintenance and management of the Insurance Pool. (k) to appoint a Manager and other staff, if considered appropriate, to manage the affairs of the Insurance Pool on behalf of the Subscribers on such terms and conditions, including remuneration, as the Advisory Board may determine from time to time. (1) to establish procedural rules with respect to the time, place, and number of Advisory Board meetings. (m) to require such additional information from any Subscriber as the Advisory board deems reasonably necessary in order to perform its duties under this Agreement. (n) to appoint such committees including any or all of an Executive Committee, Claims Committee, Policy Committee, Investments Committee and Audit Committee as may be deemed by the Advisory Board to be necessary or advisable for the operation of the Insurance Pool. (o) to take such steps as are necessary to comply with all applicable legislation. (p) to make and amend, by Extraordinary Resolution, such Rules as the Advisory Board considers appropriate pursuant to Section 3.04 including, without limitation, rules for the signing of cheques, negotiable instruments, and other documents. (q) to establish and maintain such reserve funds and surplus as the Advisory Board determines should be established and maintained for the purposes of this Agreement. (r) to establish policies with respect to the promotion of loss control and risk management. (s) to do and perform every other act and all things required to be done under this Agreement or necessary or proper to be done to fully carry out and perform the terms of this Agreement. 3.06 Payment for Services Except as determined by the Subscribers from time to time, no payment will be made to any Member for their services in acting as a Member provided that any Page 11 of 28 Page 119 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... Member is entitled to reimbursement of any reasonable expenses incurred in so acting as authorized by the Rules. 3.07 Term Subject to Section 3.08, an appointed Member of the Advisory Board will hold office until their successor is duly appointed. 3.08 Resignation A Member of the Advisory Board may resign from office upon giving a written resignation to the Advisory Board and the appointing Subscriber, and such resignation becomes effective when received by the Board and the appointing Subscriber, or at the time specified in the resignation, whichever is later. 3.09 Vacancies Where there is a vacancy or vacancies in the Advisory Board, the remaining Members may exercise all of the powers of the Advisory Board. When a vacancy occurs, the Subscriber who appointed the member no longer in office will fill the vacancy as soon as practicable. 3.10 Decisions of the Advisory Board All decisions of the Advisory Board require approval by Ordinary Resolution unless otherwise provided for in this Agreement. A decision of the Advisory Board with respect to any matter will be binding on all the Subscribers. 3.11 Chair and Officers (a) The Advisory Board will appoint a Chair and a Vice-Chair from among its Members. The Chair, and in their absence the Vice-Chair, will chair all meetings of the Advisory Board. In the absence of the Chair and the Vice- Chair, the Members of the Advisory Board in attendance at the meeting will appoint another Member to act as chair of such meeting. (b) The Advisory Board may appoint such other officers and designate such responsibilities for such officers as the Advisory Board determines from time to time. (c) The Chair, the Vice-Chair and any officers appointed pursuant to Subsection 3.10(b) will hold office for one year or until a successor is appointed. The chair will not have a second or casting vote in respect of any matter voted on by the Advisory Board. Page 12 of 28 Page 120 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... (d) The Chair will appoint a Secretary (who need not be a Member of the Advisory Board) to keep complete and accurate minutes of all meetings of the Advisory Board. 3.12 Signing Officers Except where the Advisory Board has otherwise authorized the execution of documents on behalf of the Advisory Board, the execution of all documents required under this Agreement will be: (a) by both of the Chair and the Vice-Chair, (b) by one of the Chair and the Vice-Chair together with one of two or more other Members designated by the Advisory Board, or (c) in the event that a Manager is appointed, by one of the Chair and the Vice- Chair together with the Manager. 3.13 Meetings Generally (a) The Advisory Board will hold regular meetings at such time as the Advisory Board will determine from time to time. (b) The Chair may call additional meetings of the Advisory Board if he considers it advisable to do so and will do so if requested by another Member. 3.14 Virtual Meetings Any Member may participate remotely in a meeting of the Advisory Board by means of which all persons participating in the meeting can hear each other, and a Member participating in such a manner will be deemed to be present in person at the meeting. 3.15 Notice The Chair must, at a minimum, give each Member written notice of the time and place of each meeting of the Advisory Board at least 24 hours (excluding any part of a Sunday or holiday as defined in the Legislation Actof Ontario for the time being in force) before the time when the meeting is to be held, save that no notice of a meeting is necessary if all Members are present or if those absent have waived notice in writing to the holding of such meeting. Such waiver, whether given before or after the meeting of which notice is required to be given, will cure any default in giving such notice. 3.16 Location Page 13 of 28 Page 121 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... Meetings of the Advisory Board are to be held at such place as may be agreed upon by the Advisory Board from time to time. 3.17 Quorum A quorum for meetings of the Advisory Board is a majority of the number of Members in office at the particular time and no action is to be taken at a meeting of the Advisory Board unless a quorum is present. 3.18 Agenda Matters which are not referred to in the agenda of the meeting of the Advisory Board are not to be voted on at that meeting unless all of the Members are present and consent thereto. 3.19 Agreement Without Voting Any matter within the competence of the Advisory Board that is agreed or consented to in writing by every Member is binding on all the Subscribers. 3.20 Duty of Care Every member, in exercising their powers and discharging their duties, must: (a) act honestly and in good faith, with a view to the best interests of the Subscribers as a group in respect of the Insurance Pool; and (b) exercise the care, diligence, and skill that a reasonably prudent person would exercise in comparable circumstances. 3.21 Limitation of Liability No Member is liable for the acts, receipts, neglects or defaults of any other Member in any respect, or for any loss, damage or expense happening to any Subscriber in respect of the Insurance Pool, or for the insufficiency or deficiency of any security in or upon which any of the moneys of the Subscribers is invested, or for any loss or damage arising from the bankruptcy, insolvency or tortious acts of any person with whom any of the moneys, securities or effects of the Subscribers in respect of the Insurance Pool be deposited, or for any loss occasioned by any error of judgment or oversight on their part, or for any other loss, damage or misfortune whatever which happens in the execution of the duties of their office or in relation thereto, unless the same are occasioned by their own willful neglect or default; provided that nothing herein will relieve any Member of the duty to act in accordance with this Agreement or of liability for any breach thereof. Page 14 of 28 Page 122 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 3.22 Indemnity of Members Every Member and every former Member of the Advisory Board and every officer and every former officer appointed by the Advisory Board and their heirs and legal representatives will, from time to time, be indemnified and saved harmless by the Subscribers from and against all costs, charges and expenses, including an amount paid to settle an action or satisfy a judgment reasonably incurred by him/her in respect of any action or proceeding to which he/she is made a party by reason of being or having been a Member or officer if: (a) they acted in good faith with a view to the best interests of the Subscribers as a group in respect of the Agreement; and (b) in the case of a criminal or administrative action or proceeding that is enforced by a monetary penalty, he/she had reasonable grounds for believing that their conduct was lawful. 3.23 Liability Insurance The Subscribers may purchase and maintain insurance for the benefit of any person referred to in Section 3.21 against any liability incurred by him/her in respect of their duties, except where the liability relates to the failure to act honestly and in good faith, with a view to the best interests of the Subscribers as a group in respect of the Agreement. ARTICLE 4.00 - ACCOUNTING AND FINANCIAL REPORTING 4.01 Fiscal Period Accounts for the Insurance Pool will be prepared and settled as of the last day of each Fiscal Year or as of any other date the Advisory Board may agree upon. 4.02 Books and Records Proper and complete books, records, reports, and accounts of the Insurance Pool will be accessible at the administrative office of the Insurance Pool and will be open and available for inspection and copying by any Subscriber or its authorized representative at any reasonable time during normal business hours. The said books and records will fully and accurately reflect all transactions of the Insurance Pool and will be maintained in conformity with generally accepted accounting principles or customary practices. 4.03 Subscriber Accounts Page 15 of 28 Page 123 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... Individual accounts will be kept for each Underwriting Period showing for each Fiscal Year each Subscriber's participation in the operations and the operating results of the Insurance Pool in the manner determined by the Rules. 4.04 Annual Report Within 120 days after the end of each Fiscal Year, the Advisory Board will cause the accountants of the Insurance Pool to furnish to each Subscriber an annual report consisting of: (a) the financial statements of the Insurance Pool at the end of the Fiscal Year. (b) the report of the Actuary. (c) the Subscriber Participation Percentage of each Subscriber for the Fiscal Year. (d) any additional information that may be required by the Advisory Board or any government or governmental authority under applicable legislation. 4.05 Audit The accounting records and reports of the Insurance Pool will be reviewed or audited annually (as determined from time to time by the Advisory Board) by such firms as the Advisory Board may choose from time to time. 4.06 Bank Accounts The bank of the Insurance Pool will be such Canadian chartered bank or banks as the Advisory Board may from time to time determine. All moneys received from time to time on account of the Insurance Pool will be paid immediately into the bank account of the Insurance Pool in the same drafts, cheques, bills and cash in which they are received. Until changed by a decision of the Advisory Board, all cheques, negotiable instruments and withdrawals from bank accounts up to but not exceeding $100,000.00 require the signature of the Manager of the Insurance Pool, if any, and one signing officer appointed by the Advisory Board and, if there is no manager, of two signing officers appointed by the Advisory Board and all cheques, negotiable instruments and withdrawals from bank accounts exceeding $100,000.00 require the signature of two signing officers appointed by the Advisory Board. ARTICLE 5.00 - SUBSCRIBERS Page 16 of 28 Page 124 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 5.01 Founding Subscribers Each Municipality whose name appears in Schedule A attached hereto, and who executes and delivers the Form of Subscription attached hereto as of March 1, 2025 or before, will automatically become a Subscriber with effect from June 1, 2025 ("Subscription Date"). 5.02 Additional Subscribers The Subscribers may accept additional qualified Municipalities to become a party to this Agreement and thereby become Subscribers in accordance with the following provisions: (a) any Municipality, whether contained within The County or not, may apply to become a Subscriber provided that: (i) such Municipality submits a written application in acceptable form and remits the application together with such application fee as may be prescribed by the Advisory Board from time to time. (ii) such Municipality provides the historical claims information, data and other relevant information that the Advisory Board, the Actuary and the insurers/reinsurers deem necessary or appropriate to properly assess participation qualifications. (iii) such Municipality co-operates with the Advisory Board in providing such information and documentation as it may require. (b) The Advisory Board will review the application to become a Subscriber and may accept the Municipality's application subject always to the following: (i) receipt of a duly executed Form of Subscription from such Municipality in the form attached as Appendix A. (i i) receipt of a copy of the resolution of the Municipality's council authorizing Subscription to the Insurance Pool. (iii) receipt of any fees required to be paid by such Municipality. (c) Commencement of participation in the Insurance Pool will be the date specified on the notification of acceptance of any Municipality's application to become a Subscriber ("Subscription Date"). 5.03 Effective Date of Subscription Page 17 of 28 Page 125 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... The effective date of Subscription ("Subscription Date") for any particular Subscriber, is: (a) if the Subscriber is a Founding Subscriber, June 1, 2025; or (b) if the Subscriber is not a Founding Subscriber, the Subscription Date as defined in 5.02(c). 5.04 Minimum Period of Subscription If the Subscriber's Subscription Date is coincident with, or on or before the expiry of the first year in an Underwriting Period, the minimum period of subscription will be the balance of the Underwriting Period. If the Subscriber's Subscription Date is after the expiry of the first year of an Underwriting Period, the minimum period of subscription will be the balance of the then-current Underwriting Period plus the immediately subsequent Underwriting Period. 5.05 Termination of Subscription (a) The Advisory Board is empowered to remove, by Extraordinary Resolution, a Subscriber by providing such Subscriber with a notice in writing to that effect, if the Subscriber: (i) fails to comply with any term of this Agreement after having been given 30 days' written notice by the Advisory Board of the details of its failure to comply and the Subscriber has not rectified such non-compliance within 30 days after receipt of such notice. (i i) fails to pay any premium, levy or other fee or assessment within seven (7) days when due hereunder. (iii) fails, in the opinion of the Advisory Board, to continue to meet the Eligibility Criteria for participation in the Insurance Pool and the Subscriber fails to rectify this condition within 90 days after receipt of such notice. (b) The effective date of termination of participation in the Insurance Pool in the event of termination: (i) pursuant to Paragraph 5.06(a)(i), will be 30 days after receipt of the written notice if the failure has not been rectified. (i i) pursuant to Paragraph 5.06(a)(ii), will be seven days after receipt of written notice that such premium, levy, or other fee or assessment has not been paid. Page 18 of 28 Page 126 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... (iii) pursuant to paragraph 5.06(a)(iii), will be at the expiration of 90 days following the date of receipt of written notice of termination. (c) Subject to the minimum period of subscription set out in Section 5.05, a Subscriber may withdraw from participation in the Insurance Pool at the end of any Underwriting Period, provided that it provides the Insurance Pool with six months' written notice of its intention to withdraw, in which event, such withdrawal will take effect upon the expiry of that Underwriting Period. If there is a failure to give such notice, the Subscriber will be deemed to have elected to participate in the immediately succeeding Underwriting Period. 5.06 Subscriber Dissolution, Merger, or Break-Up (a) If a Subscriber is dissolved, it will cease to be a Subscriber as of the date of its dissolution. (b) If a Subscriber is merged with another Municipality that is not a Subscriber, the Subscriber will cease to be a Subscriber unless the merged entity elects to continue as a Subscriber and it meets the conditions set by the Advisory Board. The newly merged municipality may only continue by applying to the Advisory Board as set out in Article 5.03. (c) If a Subscriber is merged with another Municipality that is a Subscriber, the merged entity will be deemed to be a Subscriber as of the effective date of the merger. (d) If a new Municipality is formed from a Subscriber, the Subscriber will remain a Subscriber and the new entity will be a Subscriber provided that it continues to meet the conditions set by the Advisory Board. 5.07 Continuing Liability If the Subscriber ceases to be a Subscriber, it will continue to be liable for any Assessment(s) arising during or after such cessation in respect of claims incurred prior to the effective date of its cessation of participation, unless satisfactory arrangements are made with the Advisory Board, and approved by way of Extraordinary Resolution of the remaining Members of the Advisory Board, to buy out such liability. ARTICLE 6.00 - OPERATION OF THE FUND 6.01 Insurance Policies Page 19 of 28 Page 127 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... The Advisory Board will arrange for Insurance Policies for the Subscribers with Deductibles as elected by each Subscriber, for Indemnities and Retentions and limits of liability as determined by the Advisory Board 6.02 Determination of Levies Payable The Advisory Board will, in respect of each year, on the advice of the Actuary determine the levy payable by each Subscriber. The levy with respect to any year will be sufficient to fund any insurance/reinsurance, excess or stop-loss insurance premiums, to make payments under the Indemnities, to provide funds for the Claims Fluctuation Reserve and to fund the administrative expenses of the Insurance Pool. Such levies will take into account the Annual Incurred Losses for each Subscriber as determined by the Advisory Board, by Extraordinary Resolution, on the advice of an Actuary. 6.03 Assessments (a) Assessments in respect of an Underwriting Period will be made by the Advisory Board on the advice of the Actuary if the aggregate of the levies received for such Underwriting Period, after recognition of investment income earned thereon, is not sufficient to pay any insurance/reinsurance and excess and stop loss premiums attributable to such Underwriting Period, to pay the actual losses under the Indemnities, to provide funds for the Claims Fluctuation Reserve and to fund the administrative expenses of the Insurance Pool. (b) The Subscribers acknowledge that they may be responsible for additional assessments based on the actual loss experience of the Insurance Pool. (c) Loss claims experience for each Underwriting Period will be assessed annually and potential deficits and surpluses shall be estimated and amortized over three (3) years, or such other period as is determined by the Advisory Board. (d) If an assessment is required, the Advisory Board will so notify each Subscriber of the amount of the Assessment which each Subscriber is to pay and the Assessment will be due 30 days following receipt of such notice or at such later date as may be prescribed in such notice. The notice will set out in reasonable detail the reasons for the Assessment and the basis upon which the Assessment is determined. (e) Assessments will be allocated on the basis of the Subscriber Participation Percentage for each Subscriber in the Underwriting Period. All assessments will be automatic upon the advice of the auditor. Page 20 of 28 Page 128 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 6.04 Obligation to Pay (a) Each Subscriber covenants and agrees to pay forthwith when due any levy or Assessment required pursuant to the terms of this Agreement. If the levy or Assessment is not paid by a Subscriber when due, an interest charge of Prime plus 2%, compounded monthly, will be payable by the Subscriber. (b) Interest will be payable as follows: (i) at an annual rate of interest expressed on the basis of a 365- or 366-day year, as the case may be, equal to Prime plus 2%. (ii) interest shall be calculated monthly based on the number of days actually elapsed. (iii) interest accrued is payable in arrears on the last day of each month except that, if the last day of the month is not a Business Day, on the immediately preceding Business Day (where Business Day means any day other than a Saturday, Sunday, statutory holiday or other day on which banks in Toronto, Ontario are required by law to close or are customarily closed). (iv) changes in Prime cause immediate adjustment of the interest rate applicable thereto as and from the effective date of any such change without the necessity for any additional notice to the Subscriber. 6.05 Closure of Underwriting Period (a) Upon the Closure Date of an Underwriting Period, at the discretion of the Advisory Board, and subject to Section 7.01, the excess, if any, of the realized value of the Insurance Pool's assets over outstanding obligations of the Insurance Pool, will be credited, or returned, to the Subscribers in direct proportion to their Subscriber Participation Percentage. (b) Prior to the Closure Date of an Underwriting Period, as considered prudent by the Advisory Board, and subject to Section 7.01, excess assets of the Insurance Pool, or any part thereof, may be paid out to the Subscribers, applied to reduce the actuarially determined levy or retained and applied towards a Claims Fluctuation Reserve, in each case in direct proportion to each Subscriber's Participation Percentage. (c) A Subscriber will not share in that part of the excess attributable, as determined by the Actuary, to the period prior to the date on which that Subscriber became a Subscriber, and any Subscriber not participating in the next following Underwriting Period will not share in any excess of assets over Page 21 of 28 Page 129 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... liabilities for the preceding Underwriting Period during which the Subscriber participated. 6.06 Excess and Stop Loss Insurance The Advisory Board will endeavour to arrange insurance policies providing stop loss coverage and excess insurance coverage over and above the Retention, subject to other arrangements approved by Extraordinary Resolution of the Advisory Board. The insurance policies will name as insured the Subscribers who are accepted by the Insurer issuing the policy. To minimize the cost of such coverage, the Insurance Pool will perform the administrative services of collecting the premiums from the Subscribers for remittance to the insurer and will report claims to the Insurer based on notices of claim given by the Subscribers to the Insurance Pool. 6.07 Retention The Advisory Board will endeavour to arrange the Indemnity between each Subscriber and the Insurer to cover claims for the Retention. The Retention required under the Indemnity shall provide for payment by the Subscriber to the Insurer of amounts within the Retention which shall come from the Insurance Pool. Claims are to be paid out to the Insurer under the Indemnity as they arise in accordance with its terms. ARTICLE 7.00 - TERMINATION 7.01 Termination of this Agreement (a) The Subscribers may terminate this Agreement by resolution of the Councils of each of the Subscribers. The appropriate termination form is attached as Appendix "B". (b) Upon termination, as and when determined by the Advisory Board, the assets of the Insurance Pool will be liquidated and the excess, if any, of the realized value of such assets over outstanding obligations (including the setting aside of an adequate reserve for future claims), will be returned to the Subscribers in direct proportion to their Subscriber Participation Percentage for each Underwriting Period not yet closed on the date of termination. (c) Notwithstanding the termination of this Agreement, the Advisory Board, and the Insurance Pool, are empowered to continue in operation for the limited purpose of winding up their affairs and, for such purpose, this Agreement will remain in full force and effect until all obligations of the Subscribers have been fulfilled. Page 22 of 28 Page 130 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... (d) If this Agreement is terminated, all Subscribers will continue to be responsible for all liabilities and Assessments relating thereto in respect of all Underwriting Periods or portions thereof in which each Subscriber participated unless satisfactory arrangements are made by the Advisory Board, satisfactory to the Advisory Board in its sole discretion, to buy out or bond such liability. ARTICLE 8.00 - GENERAL PROVISIONS 8.01 Notice All notices, requests, demands or other communications by the terms hereof required or permitted to be given by one party to another will be given in writing and served personally, or sent by registered mail, postage prepaid, addressed to: (a) each Subscriber at the address noted below its signature on the signature page hereof or on the Form of Subscription attached hereto as Schedule "A"; (b) the Advisory Board or the Insurance Pool, c/o: Attention: or at such other address as may be given by any of them to the others in writing from time to time, and such notices, requests, demands, acceptances and other communications are deemed to have been received when delivered, or if sent by registered mail, are deemed to have been received on the third day following the date of mailing the letter. 8.02 Dispute Settlement If any dispute occurs among the Subscribers hereto, or the Advisory Board is unable to reach an agreement, the dispute shall be settled in the following manner: a) First, the matter in dispute shall be referred to the CAOs of the Subscribers in dispute, who shall attempt to solve the matter. b) Next, if the matter is not resolved by the CAOs, then the matter in dispute shall be referred for mediation. The mediator selected shall be mutually agreed upon by all Subscribers involved. Page 23 of 28 Page 131 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... c) Next, if the matter is not resolved by mediation, then the matter in dispute shall be resolved by a single arbitrator pursuant to the provisions of the Arbitration Act, 1991 (Ontario) as amended. 8.03 Confidentiality The Advisory Board shall adopt appropriate procedures to ensure that all information received by the Board remains confidential. Members of the Advisory Board and members of any Committee established by the Board shall keep all information confidential and shall not divulge or use such information other than in the course of his/her duties as a member of the Advisory Board or other committee unless required by due process of law. 8.04 Currency All payments contemplated herein are to be made in Canadian funds. 8.05 Calculation of Time Periods Unless otherwise specified in this Agreement, when calculating the period of time within which or following which any act is to be done or step taken pursuant to this Agreement, the date which is the reference day in calculating such period is to be excluded. If the last day of the period is a non-business day, the period in question is to end on the next business day. 8.06 Subscriber's Right of Inspection Any Subscriber by a duly authorized agent, upon reasonable notice, shall have the right, during regular business hours and subject to the reasonable demands of the business of the Insurance Pool, to inspect and, at its own expense, to copy the record books, the books of account, and any other book or document of the Insurance Pool other than such documents as the Advisory Board shall from time to time designate as confidential. 8.07 Severability If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity, legality or enforceability of the remaining provisions of this Agreement are not in any way to be affected or impaired thereby. 8.08 Entire Agreement This Agreement constitutes the entire agreement among the parties relating to the establishment and operation of the Insurance Pool and supersedes all prior agreements, understandings, negotiations and discussions, whether oral or written, among the parties with respect thereto. Page 24 of 28 Page 132 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 8.09 Waiver No waiver by any party to this Agreement of any breach of any of the provisions of this Agreement by any other party will take effect or be binding unless in writing and signed by the party intended to be bound. Unless otherwise provided therein, such waiver is not to limit or affect the rights of such party with respect to any other breach. 8.10 Successors and Assigns This Agreement will enure to the benefit of and be binding upon the parties hereto and their respective heirs, executors, administrators, successors and assigns provided that this Agreement may be assigned by a Subscriber only with the consent of the Advisory Board. 8.11 Further Acts The parties hereto agree to execute and deliver such further and other documents and perform and cause to be performed such further and other acts and things as may be necessary to give full effect to this Agreement and every part thereof. 8.12 Applicable Law This Agreement will be construed and enforced in accordance with the rights of the parties hereto and is to be governed by the laws of the Province of Ontario and the laws of Canada applicable therein. 8.13 Amendments This Agreement may be amended by written agreement of all the Subscribers. 8.14 Electronic Signatures Digitally signed and/or scanned copies of the Form of Subscription appended to this Agreement shall be deemed to be original and shall be binding upon the parties executing same in the same manner as if each party executed an original. IN WITNESS WHEREOF the parties have subscribed to this Agreement by execution of the Form of Subscription appended to this Agreement as fully as they would have by executing a copy of this Agreement. Page 25 of 28 Page 133 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... SCHEDULE A FOUNDING SUBSCRIBERS The following Municipalities may become Founding Subscribers pursuant to Section 5.01: Page 26 of 28 Page 134 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... APPENDIX A FORM OF SUBSCRIPTION Pursuant to the form of Agreement dated the day of , 20 entitled "Municipalities in The County of Simcoe Subscribers' Agreement for the Purchase of Insurance", as amended from time to time, (hereinafter referred to as the "Agreement") Municipality Address of the Municipality (hereinafter referred to as the "Municipality"), hereby subscribes to the Agreement. The execution of this Form of Subscription by the Municipality constitutes execution of the Subscribers' Agreement dated March 1, 2025 (including any future amendments made in accordance with the terms of the Agreement). The Agreement and the Forms of Subscription executed by all other Municipalities shall together constitute the Agreement of the Subscribers, as if all the Subscribers have executed the Agreement. IN WITNESS WHEREOF The Municipality has caused to be affixed its corporate seal duly attested to by the hands of its proper officers duly authorized in that behalf. Dated this day of 20 (Name of Municipality) (Authorized Signing Officer) (Seal) (Authorized Signing Officer) Page 27 of 28 Page 135 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... APPENDIX B FORM OF TERMINATION OF MUNICIPALITIES IN THE COUNTY OF SIMCOE SUBSCRIBERS' AGREEMENT FOR THE PURCHASE OF INSURANCE Subscriber [ ] agrees [ ] disagrees to terminate the Agreement dated the day of 20 and all amendments thereto, pursuant to Section 7.01 thereof. Date: Subscriber Authorized Signing Officer (Seal) Authorized Signing Officer Page 28 of 28 Page 136 of 200 6.a) 1202 - asurer/Manager of Accounting... U N O O N ^ O Ll U 41 U 0 / 4-JN N aj O LL W I �) o U C�Q v �a Page 137 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... L > Q) O V) O 4� •— a- j L.- cn cn _ U O c6 c6 a-j 4 U U . O '— '— �, 0- Q) L Ln C6 •— can N •� E Op O can C ) L- U cn can _O O V) U Q —O U � � O .`) a--) t) cn � � O O •O O (1) c6 Z5 +_► N L U C6 C6 cn .— O � Q N 4� •— L U D U c� 0 n4c m Page 138 of 200 6.a) F12025-02, Christy Scheffel, Deputy Treasurer/Manager of Accounting... 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WON(W Township of ffe&wte Staff Report Proud Heritage, Exciting Future To: Council From: Curtis Shelswell, Manager, Municipal Law Meeting Date: February 6, 2025 Report No.: DS2025-017 Subject: 2016 Ford Taurus Interceptor (Modified Police Vehicle) - Recommendation Type: Requires Action Motion No.: Recommendation 1. That Report No. DS2025-017 be received; 2. That Council approve the divestment of the 2016 Ford Taurus Interceptor (Modified Police Vehicle); 3. That the Director, Operations & Community Services be authorized to execute the appropriate agreements on behalf of the Township, and that 4. Staff continue to work with the Ontario Provincial Police, the Couchiching Police Services Board and the Township's Traffic Safety Advisory Committee to review opportunities to enhance traffic safety. Background At its meeting of June 12, 2024, Council passed Motion No. C240612-8: 1. "That the verbal information provided by Councillor Hutcheson re: Township Phantom Police Vehicle be received; 2. That Township By-law provide a report regarding the efficacy of the Township "Phantom Police Vehicle". Report to include financial commitment, insurance, staffing, maintenance and storage. Efficacy in speed reduction statistics. Should it be recommended that the vehicle be disposed of, estimate on resale value". Development Services February 6, 2025 Report No. DS2025-017 Page 1 of 3 Page 164 of 200 6.b) DS2025-017, Curtis Shelswell, Manager, Municipal Law re: 2016 Ford ... As a follow up at its meeting on October 23, 2024, staff provided an information report (2016 Ford Taurus Interceptor [Police carl) that outlined the cost of the vehicle with accessories, highlighted staffing levels for the current use and some pros and cons of owning the asset. Through this report it was determined that further collaboration with Operations and OPP was required prior to determining the future of the vehicle. Analysis In reviewing the available data with Operations, minimal speed reductions were noted during times the `Phantom Police Vehicle' was placed at several locations. As noted in the previous report, locations to park a phantom vehicle are challenging with the narrow shoulders on most roads under the jurisdiction of the Township. The Operations Division has implemented the following initiatives to assist with traffic calming concerns: • The establishment of Community Safety Zones at high-risk locations • Assessing viability of limiting posted speed limits within school zones to 40km/h • Data monitoring to confirm speeds areas of concern • Line 15 installation of speed bumps, vertical gates • Increasing road painting • Targeted OPP enforcement • Undertaking a review of automated speed enforcement in 2025 Further and as noted in the October 23, 2024 report, moving the vehicle around from location to location is fairly labour intensive and as a result, it was and has continued to be low on the priority list. With focus being given by the By-law Division to other competing priorities, the vehicle has only been moved a minimal number of occasions since being purchased and therefore not having the intended impact, especially during winter months. Financial/Legal Implications/ Risk Management In reviewing the vehicle's current condition, it is predicted that its resale value would be in the range of$7000 - $9000. Any funds from the sale of the vehicle would be allocated back into reserves and/or could be reinvested in continuing to enhance traffic safety initiatives. Policies/Legislation N/A Corporate Strategic Priorities Financial Sustainability Community Safety Development Services February 6, 2025 Report No. DS2025-017 Page 2 of 3 Page 165 of 200 6.b) DS2025-017, Curtis Shelswell, Manager, Municipal Law re: 2016 Ford ... Consultations • Director, Development Services • Director, Operations & Community Services • Manager, Operations • Ontario Provincial Police Attachments N/A Conclusion To conclude, staff recommend the Township divest of the Police Interceptor or `Modified Police Vehicle' given the limited cost/benefit. It has proven to be resource intensive to move with a limited safe and effective locations to park it within the Township, speed reductions while on site were limited, and several other ongoing traffic calming initiatives are likely to produce better outcomes towards the goal of enhancing traffic safety. Respectfully submitted, Curtis Shelswell Approvals: Date of Approval Dylan Flannery, Director of Operations & Community Services January 30, 2025 Shannon Johnson, Director, Finance / CFO January 31, 2025 Brant Spagnol, Director, Development Services January 31, 2025 Shawn Binns, CAO January 31, 2025 Development Services February 6, 2025 Report No. DS2025-017 Page 3 of 3 Page 166 of 200 6.c) F12025-03, Shannon Johnson, Director, Finance/Chief Financial Offic... WON_ Township of Staff Report Proud Heritage, Exciting Future To: Council From: Shannon Johnson, Director, Finance / CFO and Senior Management Team Meeting Date: February 6, 2025 Report No.: F12025-03 Subject: Pre-Budget Approval for 2025 Fleet & Capital Projects Type: Requires Action Motion No.: Recommendation It is recommended: 1. That Report F12025-03 be received and adopted; 2. That staff be directed to commence the tender process in advance of the 2025 Budget Deliberations for the projects identified in this report; 3. That the 2025 fleet replacements included in report with a total value of$947,000 be approved for purchase, included and funded in the 2025 Capital Budget; 4. That Council approve the design of Bridge 2 - Bailey Bridge in the amount of $50,000 to be included and funded in the 2025 Capital Budget; 5. That Council approve the purchase of replacement generators for Fire Station 3 and the South Operations Yard in the amount $85,000 to be included and funded in the 2025 Capital Budget; 6. That the Director, Finance / CFO be authorized to execute the appropriate agreements on behalf of the Township. Background The draft capital budget is scheduled for presentation on March 26, 2025. Pre-budget approval for specific 2025 fleet & capital projects will allow staff to begin procurement processes early in the construction season, leading to favorable pricing and timely completion. Some projects including specialized fleet and equipment require significant Finance February 6, 2025 Report No. F12025-03 Page 1 of 5 Page 167 of 200 6.c) F12025-03, Shannon Johnson, Director, Finance/Chief Financial Offic... lead or delivery times, benefiting from early procurement and purchase to ensure timely delivery. Analysis Township staff have reviewed the 2025 Capital Budget and determined specific projects where the initiation of purchase or the advancement of the procurement process would be advantageous prior to budget approval. Capital Projects 1. Fleet— Total Value $947,000 (Seeking Council approval to purchase) Replace (11-219) 2011 Freightliner Single Axle incl. Plow & Dump • Proposed 2025 Budget: $422,000 • A competitive quotation was received through Canoe QUOTE #: PM24-0925R2 for a 2025 Single Axle Plow truck cab Chassis $205,600 plus Body and Equipment $209,000 for a total of$414,600 plus HST to be awarded to Viking Cives Canoe Contract 062222-VCM, LAS1229 Replace (07-369) Bi-Directional Tractor/Loader • Proposed 2025 Budget: $390,000 • A competitive quotation was received through Canoe QUOTE #: 825 for a Ennergreen Kommunal to replace the Bi-directional tractor for $362,851 plus HST to be awarded to Colvoy Equipment Canoe Contract 032824-TRK • Automated Vehicle Locating (AVL) device and radio to be installed separately Replace Brusher Arm and Forestry Head Attachments • Proposed 2025 Budget: $135,000 • A competitive quotation was received through Canoe QUOTE #: 04-A01122 for a 2025 Diamond WBM-C-DD 23 FT Engine-less Wheel Loader Boom for $135,114 plus HST, to be awarded to Amaco Equipment, branch 01, Canoe Contract 070821-DM M 2. Bridges & Culverts — Total Value $1,200,000 (Seeking Council approval to proceed to tender) • Bridge 2 - Bailey Bridge (Design) - proposed 2025 Budget: $50,000 (*seeking approval) • Bridge 19 - Lakeshore Road West (Construction) - proposed 2025 Budget: $500,000 • Bridge 16 - Line 2 South (Construction) Proposed 2025 Budget: $650,000 Works have been identified and prioritized according to the latest OSIM Inspections. Finance February 6, 2025 Report No. F12025-03 Page 2 of 5 Page 168 of 200 6.c) F12025-03, Shannon Johnson, Director, Finance/Chief Financial Offic... 3. Roads & Related Assets — Total Value $3,750,000 (Seeking approval to proceed to tender) • Guiderail Replacement - Proposed 2025 Budget: $250,000 Installing new or replacing deficient guiderails at prioritized locations throughout the Township, primarily on bridges and culverts. This aims to protect the traveling public from roadside hazards at structures and other locations, such as steep slopes. • Warminster Sideroad - Hwy 12 to Townline - proposed 2025 Budget: $3,100,000 • Warminster Sideroad - Preston Street to Danny McHugh Memorial Park Sidewalk - proposed 2025 Budget: $400,000 The Warminster Sideroad project from Hwy 12 to Town Line is a multi-faceted project that will incorporate improvements to correct legacy drainage issues, the installation of a sidewalk to service the developments east of Hwy 12 through Danny McHugh Memorial Park to Warminster Public School as well as the rehabilitation of the roadway. 4. Drainage — Total Value $1,900,000 (Seeking approval to proceed to tender) • Lakeshore Road West (Line 12 to Line 13): Drainage Outlet Construction - proposed 2025 Budget: $930,000 • Lakeshore Road West (Line 6 to Line 7): Drainage Outlet Construction - proposed 2025 Budget: $970,000 Many of the Township's drainage systems are inadequate for current and future needs, especially with more frequent short duration high intensity storms. A comprehensive approach is being taken to address these issues, including drainage studies, engineering, and construction projects, all coordinated with road construction programs. 5. Equipment - Total Value $85,000 (Seeking approval to purchase) • OCS South Yard Generator Replacement— proposed 2025 Budget: $35,000 • OFES Station 3- Emergency Generator Replacement— proposed 2025 Budget: $50,000 Financial/Legal Implications/ Risk Management Staff are seeking Council approval to purchase fleet and equipment, as well as the design for Bridge 2 - Bailey Bridge. The fleet replacement projects, valued at $947,000, are to be funded through the Development Charges Roads & Related Assets Reserve, Finance February 6, 2025 Report No. F12025-03 Page 3 of 5 Page 169 of 200 6.c) F12025-03, Shannon Johnson, Director, Finance/Chief Financial Offic... Equipment Replacement Reserve, and Vehicle Replacement Reserve. Additionally, the community services and fire & emergency services projects, valued at $85,000, include the replacement of generators for Fire Station 3 and the South Operations Yard, funded by the Equipment Replacement Reserve. The design for Bridge 2 - Bailey Bridge is proposed in the 2025 Budget at $50,000, funded by the Infrastructure Renewal Reserve. Additionally, staff are seeking Council approval to proceed to tender with the bridge and culvert projects, roads and related assets projects, and drainage projects, which will be included in the 2025 Capital Budget for final approval to purchase. The bridge and culvert projects are prioritized based on the latest OSIM inspections and are essential for maintaining the Township's infrastructure. Similarly, the roads and related assets projects aim to improve road safety and address legacy drainage issues. The drainage projects are crucial for addressing the Township's inadequate drainage systems. The Township's proactive financial management, including early tendering, secures good market prices, speeds up project completion, and ensures timely delivery. This strategy helps save money, avoid cost increases, and allows for better planning and resource allocation, maintaining a strong financial position. Policies/Legislation Purchasing and Tendering Procedures Corporate Strategic Priorities Financial Sustainability Strengthen Operational Capacity Consultations Senior Management Team Attachments Attached to this staff report as Appendix 1 are the capital project justification documents for Council approval to purchase and to proceed with tender. Each document provides a detailed description of the capital project and its rationale, along with the proposed budget and funding sources for 2025, 2026, and the subsequent three years 2027 - 2029, where applicable. Conclusion The Township's proactive financial management, including early tendering, has consistently secured favorable market pricing and expedited project timelines. This strategy ensures the Township meets its obligations and maintains a strong financial position. Therefore, staff recommend releasing the capital projects for Bridges & Finance February 6, 2025 Report No. F12025-03 Page 4 of 5 Page 170 of 200 6.c) F12025-03, Shannon Johnson, Director, Finance/Chief Financial Offic... Culverts, Roads & Related Assets, and Drainage for tendering before the Council's final approval of the 2025 Capital Budget. Additionally, staff seek Council approval to purchase the fleet, equipment, and Bridge 2 design work in advance of the final 2025-2026 Capital Budget approval. It is also recommended that fleet replacements be awarded based on quotes received through the CANOE Procurement Group. Respectfully submitted, Shannon Johnson, Director, Finance / CFO January 29, 2025 Approvals Date of Approval Shawn Binns, CAO January 31, 2025 Finance February 6, 2025 Report No. F12025-03 Page 5 of 5 Page 171 of 200 6.c) 1-12U2b-U3, 5nannon Jonnson, Ulrector, rinance/unlet rinancial UttIC... P N O N a- C a1 a) O N J] u Z O - Q a1 � CD CD E O O N O N N -- 06 _ a. 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O W. a v dill,11�1��151 a = V a a •� I � a > a r6 p a ° u 7 O } a C t6 m : O O ` x N O E moo Q a m ,_ a _ u cZl m O m O a p n o is to Ln M I^ -0 p M a a U fl O U C a O N a m 2 ~ (u a) f6 L � LA C rCCo + Np Cn L I +� O L >j C +-� V7 N L Q c lfl a O _ v L1 a O 1 o E > a O O x In p c NZ5c V +�� v a hA v L M 2 C — U a--� p > N -2 - C C U >_ E N p In x ° LL O O O O} a >. O tin a U 00 p nLn a �i s +, C -0 O O `� > a 2 L m a m c li Ln L1 O M E m .a aj p L } ra N a Q c a a > Z a L O m M p a WC 2 a s C6 N s > O m a U) 'M } M O M4-; m t m VI-L m U c +� o a In cn GA L OJ Ln U — c c a x a w E p E •� _ _ 4- v 4- 4 ~ D c > S� -M , � 2 bn 7a c E c a 0 U u GA O a eo E 2 v f° a �° _ U E a c un a +, +, n n o a U — n t 3 ao w o m " S E 3 a .m o .Ln a.. N O C -2 U •°� Q bap c a u �L a Q. m n u m M U > a L t CU > O o �, J a� 1�1 f Q� W a as � c o `a a w o a (/� U 0 a -0 E -0 � = v ° o E o b.c) 1-11U1b-U3, 5nannon Jonnson, Ulrector, rinance/unlet rinancial UttIC... N O C a) E O O N > U z O cu CL ^s1 ° O O O O O O N O O � O � Ln - N V)- C 1 X N N Q r a) a) +, C L- ai mc v L L7 aJ UI V CC- OJ aJ CU I H v u_ CL O ,. .., CU x k V +' W O o ns ice. N a) O Q 0 O W 40 v O +, U pp C C O 4� R L > a� > ° v o ��-, ° 0 0 O N L � J C Q � +�+ C � � +-� U I]A L ❑ ] L N 'N +� N OU 0 4-1 C O " U X rLo O r c +, a, o �, — — a a) c .� o 0 Z5 a) tin c J L ,^ `~ ai f° -o c V W a1 ro -0 O -a ns o E U O _ L aI V - V O O v o ++ a� o c no a� n3 0 L LL O O > v 0 a1 — O a) LL O O O a1 Q a r � U v c buoQ w U o 1]D - C w -C w wL N Ln 0 bM Q � L 0 0 0 O - W a1 o O O -0 p v�i c i0 ELA o � ? O U a) �j w E LLI _ � S_ U > uA 0 cu ° in 0 u > aJ n L � 4� m L 4- M 0 C: aj X O C .— L U Q Q O L .N a) O aJ - L S vI ;, -a O � Q O v, � O O H ra Q Q. L E �U 0g�12f8o a 3 N m ) o nyn -i o 0i >p O ra V u ", eo - Ta) Shannon Johnson, Director, Finance/Chief Financial Officer, memoran... township of Memorandum Proud Heritage, Exciting Future To: Mayor and Council From: Shannon Johnson, Director, Finance / Chief Financial Officer Date: February 6, 2025 Subject: 2025 — 2026 Budget Timeline Amendment At its Council meeting on December 11, 2024, through the 2025 - 2026 Budget Overview presentation, the 2025 - 2026 Budget timelines were presented. This memo serves to provide an update to the 2025 - 2026 budget timeline. 2025 — 2026 Budget Timeline Amendment I am writing to provide an update on the budget timeline for the 2025-2026 draft operating and capital budget timeline. Due to unforeseen circumstances, we have encountered delays in the reconciliation process for 2024 actuals. This has necessitated adjustments to our original timeline to ensure the accuracy and reliability of the 2025 — 2026 multi-year budget. It is not anticipated that the delay in final budget approval will adversely affect the successful planning and execution of 2025 business plan initiatives. Similar to the process for the 2024 amended budget, a capital project pre-budget approval report will be presented to Council at its February 6, 2025, meeting, thereby facilitating early procurement for certain 2025 capital projects and fleet purchases to secure best pricing and meet stakeholder timelines. A detailed timeline pertaining to Council review, approval and public engagement are outlined below, as information. Existing Timeline Amended Description Timeline February 6/2025 No amendment Pre-Budget Approval for 2025 Fleet & Capital Projects presented to Council February 26/2025 March 26/2025 2025-2026 capital and operating budget presentation to Council February 27/2025 March 28/2025 Virtual public budget site open for comments March 3/2025 April 1/2025 2025-2026 budget open house Moonstone Fire Hall Page 183 of 200 7.a) Shannon Johnson, Director, Finance/Chief Financial Officer, memoran... March 4/2025 April 3/2025 2025-2026 budget open house Township Office March 6/2025 April 9/2025 Deadline for public comments & virtual budget site closed April 2/2025 April 29/2025 2025-2026 Budget final review, Anticipated (Special to be Council approval and formal adoption confirmed) No date was May 8/2025 A contingent meeting may be required for previously set (Special to be budget final review, Council approval, and confirmed) formal adoption of the 2025-2026 Following confirmation of the revised schedule, the Township's communications will be amended to reflect the 2025 -2026 Budget process and associated timeline. Respectfully submitted, Shannon Johnson, Director, Finance/Chief Financial Officer - 2 - Page 184 of 200 t�LL O 3 i _ W � ro m �- L L u � • W s • V -• Q 0 • • a� LL stj LU 400 LU � u LL > •� i O x , aW 7.b) RalphDominelli, Executive Officer/Fire . (Outgoing); and -. -- \ ) E \ \ƒ & gw = gpy [ =2w t \ e ou , 7E�2 etE $ � � 0 � c � � o � \ alph Dominelli, Executive Officer/Fire Chief (Outgoing); and Roree... M 4-1 0 a� E U U Q) iL a- L —00 4- vi O O • M .i M U Q c6 � 4-1 c., U UO CD O O � C: U 4- c6 Q O .O Q O O -0 Q 4- c6 U co c6 c � N O � LJJ U L E 4-1 co O U O• Q 4-1 X - LJJ 1 4-1 O O c6 -1 +- Q) C/) Q LO a) U W U U U w (D LL C Cn N s +1 LJ • O LO U 1 LL S +1 N O U LL Q Q i E } s � s Q O m N Q O i CA .0 N U s (/) O J • O s F aS >, O (D C C 4-1 O >, D O O O E O Ln U • w Q 0 c6 (D (D ^` O W IL.- 06 - O Q tf Q C w w m L ILA Qp O � °6 O Q U > W N � C N (nn am, U- N c6 U a :3 s o Q i L C4-1 _ O M 16 G� O N —0 co 00 4-1 C ass � (D v • — � — O + Q � O = U Q O > O L C co aN Q O Es EQ) � L O G1 V O (� O U O 4-1 _U C4-1 LU� U U s s s � O N N U � U 3 0 0 c., -o N Page 187 of 200 7±) Ralph Dom96$ Executive Officer/Fire Chief (Outgoing); and Rome. ram, § 3: $ E E $ m # m M 5 # e m 0- m m = C: ° m \ \ Ln ° — 3 a) > $ \u m cn -Q » J \ \ R { J ( \ / � % (A u E E CK ° ƒ f § ƒ � § 7ƒ % me\ § m % a)E � % \ � � >, a)§ k � J55 � g a E § % \ $ � \ / 2 0 m o a) � � u Mt � � � ® � � SE ƒ � Cf I \ $ k / ] § $ � � ± \ � � &2mtE (n � . � k § T § ƒ / § 0 \ k f ° m E § I G 2 0 \\ ' ) z m 2 (U \ > � � a) \ M � � b ® $ vas 3 u 6 ° L asi � , <0 CO alph Cho i�ie'Ili, �Iti e e u`go ) aril ym A_. 0 p y F ~ L I T a a A 3 di us o 01�A 3ui -I 3 w �I es o < U ci N O = N N m N L _ ° ° E aD > — E9;:t U O cn .-j N Q N 1 Ln m O • +-+ O F • U •L n s a� U v In U 0 iL n > (A u Page 189 of 200 J A; hl ye Vol 0 GE y O F� O V } .\alph Dominelli, Executive Officer/Fire Chief (Outgoing); a E i m O W W � Q >� L L QN � can I— N L a% s L }' Q o Page of 200 li, Executive Officer/Fire Chief (Outgoing); and Roree... T O � L > O +J O Q) +-j Q) cn Q Q) Q) 0 0 m L s > 06 ) Q ~ V/ L E Q T C) :3 LL Q N Q) N 0- L Q j� O Q) m N = O O Q LLCD = N — O Q Q N (D Q LL Q N O � z z o LL O O O LL z � a � +-j z Q) Q) ) a Q) _ - T T - � � ) E E Uw U - U m O • i i i Q) i i Q) Q) Q) Q) > Q) Q) i ) -0 -0 Q) Q) Q) Q) O Q) Q) E Q CD u t C,� Q) E • Q) LL w U • Page 192 of 200 mph DOmM+I Executive Officer/Fire Chief (Outgoing); and Roree2 \ . ^ S2 • � \/» e O 0 U)ƒ ( E \ d \ƒ D / { LO 2 N % o 2 N & 2 o LL 40 \ ± z L / \ ac o5 E � w2 2 0 U) / O \ ƒ / > \/ / (� © \ \ <\ 2 2 .M N / ® §/ N e% ELL --- @ ammo § % m < \/ wLL Z © // \ Nzez - 0 o4a \ G 2 = � m\ m ` E E ƒ 0 E LO 00/7 § \ / ƒ < 0 gg ----------------e N %3 L: /ƒ « x }) ƒ/ z/ LO o / / ® / E E ■ /� \ 0 \ �/ ƒ R 00= m Et \ k / E 2 $ \ \ e / SEe E / � 3 a / } \ / » / \ / 7 . .0 Page 193 G 200 / alph Dominelli, Executive Officer/Fire Chief (Outgoing); and Roree... • (D cB L LJJ " O OU 0 • O cn V) ry — C7 M N —0 (I)o 0 � o s C �� `� I— • • • • • ' • • • Page 194 of 200 li, Executive Officer/Fire Chief (Outgoing); and Roree... (/7 S +-+ O O O }' N � � � L l,O L T C O Q c6 � T •� V U � O O i ON. . cn O En O � Q) N U -�-j U • a.- C Q � � an E CD L Z:zj- M o O O O cn a� U U L O m a) 0 J M L O c�i) O +j C C — m (6 O W • Q) � U •� iL iL LL � iL O co Page 195 of 200 !g alph Dominelli, Executiv F/Fie i utgoing); and Roree... - e i T 0 O W c N O t/) N Ln s O ' N _Q) Q 0 • N cn • c6 LU Q J O O p N U N c6 O v N Q, O E L 0- i O CD N -0 N (1) T a) U — N U) T O cn • Q_ L Q) M U +- u E O O 1✓ _ t c6 Q O Q + cn O7 Q s L L Q U) _ N O C 0 TO U L U) U U E Lu U N EO U) J U O N L N L E L 0- c6 0- Q (a O E } co N E (1) U) M — O Q M a %O O \ L I\ L O L 0 co N Z m a_ 00 F�: N m N Do N Z th L Page 196 of 200 li, Executive Officer/Fire Chief (Outgoing); and Roree... O m N O E f>6 j Cn L Cn Cn L - !�] • O E N cn T (6 Q cn Q CD (D N .00 (n TO O N i m U � E � a) � L m O V U c6 2D (D E (D N M +� U a) _O E Q) O O c6 +� U O L U O O I..L N O E +-+ U M U U 0 et ar 7 2000 L0 li, Executive Officer/Fire Chief (Outgoing); and Roree... • Page 198 of 200 8.a) 2025-013:A By-law to Appoint a Fire Chief and Repeal By-Law No. 20... The Corporation of the Township of Oro-Medonte By-Law No. 2025-013 A By-law to Appoint a Fire Chief and Repeal By-Law No.2024-016 Whereas the Fire Protection and Prevention Act, 1997, S.O. 1997, c.4, Section 6, as amended, states that if a fire department is established for the municipality, the Council of the municipality shall appoint a fire chief for the fire department; And Whereas the Council of The Corporation of the Township of Oro-Medonte did, on the 12th day of August 2020, enact By-law No. 2020-082, Being a By-law to Establish and Regulate a Fire Department; And Whereas the Council of The Corporation of the Township of Oro-Medonte deems it expedient to appoint a Fire Chief; Now Therefore the Council of the Township of Oro-Medonte hereby enacts as follows: 1. That the following employee of the Township of Oro-Medonte is hereby appointed as Fire Chief: "Roree Payment". 2. That the duties and responsibilities shall be performed and carried out as provided within the Fire Protection and Prevention Act, 1997, S.O. 1997, c.4, as amended. 3. That By-Law No.2024-016 is hereby repealed in its entirety. 4. That this by-law shall take effect on February 3, 2025. By-Law Read a First, Second and Third time, and Passed this 6th day of February, 2025. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk,Yvonne Aubichon Page 199 of 200 9.a) 2025-016: Being a By-Law to Confirm the Proceedings of the Special ... The Corporation of the Township of Oro-Medonte By-Law No. 2025-016 Being a By-Law to Confirm the Proceedings of the Special Council Meeting held on Thursday, February 6, 2025 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 Special Council Meeting held on Thursday, February 6, 2025, 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 6th day of February, 2025. The Corporation of the Township of Oro-Medonte Mayor, Randy Greenlaw Clerk,Yvonne Aubichon Page 200 of 200