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03 12 2025 Council Agenda The Township of Oro-Medonte Council Meeting Agenda Electronic Hybrid Meeting Township o VIez&nZe� Wednesday, March 12, 2025 Proud Heritage,Exciting Future 3:00 p.m. - Open Session The Township of Oro-Medonte is committed to providing and maintaining a working environment that is based on respect for the dignity and rights of everyone within the organization and for those individuals visiting our organization. The Township of Oro-Medonte supports and fosters an environment that is safe, welcoming and respectful for all residents, visitors, members of Council and staff. Residents and business owners are encouraged to continue to utilize on line and telephone services for Township related business; and staff continue to be available to provide assistance by telephone, email and in person. Input on agenda items are welcome and encouraged by emailing agendacomment(o)_oro-medonte.ca or registering to provide Open Forum comments at the "Request for Participation Form" link below. The Township of Oro-Medonte has amended its Procedural By-law to allow for electronic participation at Council meetings. In-person attendance at public meetings is also available. Protocols have been established to advise how to electronically participate in the public portions of these meetings. Please visit the following links for additional information: • Request for Participation Form • Protocols for Public Participation Council and IDS Committee All electronic Council meetings will be streamed live, where possible, on the Township YouTube Channel. Council Agendas will continue to be published on the Civic Web Meeting Agendas in advance of the meeting date in accordance with the Township's Procedural By-law. Page 1. Call to Order - Reading of Land Acknowledgement: The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa [Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee] nations, collectively known as the Three Fires Confederacy. It continues Page 1 of 191 Council Meeting Agenda - March 12, 2025 today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri- Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Indigenous history and culture that has thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. 2. Adoption of Agenda: a) Motion to Adopt the Agenda. 3. Disclosure of Pecuniary Interest: 4. Closed Session Items: None. 5. Minutes of Council and Committees: 6 - 9 a) Minutes of Traffic Safety Advisory Committee Meeting held on Thursday, February 20, 2025. 02 20 2025 Traffic Safety Advisory Committee Minutes 10 - 21 b) Minutes of Council meeting held on Wednesday, February 26, 2025. 02 26 2025 Council Minutes 6. Recognition of Achievements and Introduction(s): 22 - 23 a) Correspondence from The Association of Municipal Clerks & Treasurers of Ontario (AMCTO) re: Completion of Certified Municipal Officer (CMO) Maintenance Program by Yvonne Aubichon, Clerk; and Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk. Y Aubichon J Teeter 7. Public Meetings: None. 8. Deputations/Presentations: None. 9. Identification From the Public of an Agenda Item of Interest: Page 2 of 191 Council Meeting Agenda - March 12, 2025 Provides an opportunity for members of the public to identify an agenda item which the public member may request be brought forward and considered earlier in the meeting. 10. Open Forum: The Open Forum provides an opportunity for the public to provide verbal comments to Council, in Open Session, on matters scheduled on the current agenda. Refer to Procedural By-Law No. 2023-043 for additional information. 11. Reports of Municipal Officers for Action: 24 - 44 a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projects re: Amended Contract with Granicus for Short Term Rental Accommodation and Bed and Breakfast Establishments Licensing By-law Enforcement. DS2025-036 Attachment DS2025-036 45 - 51 b) OCS2025-01, Jodi Grubb, Supervisor, Community Recreation & Special Events re: Recreation Fee Assistance Policy Adoption. OCS2025-01 12. Reports of Municipal Officers for Information Only: 52 - 158 a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees and Charges Update (Building & Planning). DS2025-034 Schedule 1 Development Fee Review Council Presentation 13. Reports and Announcements of Members of Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. Provides an opportunity for the Township's representatives at the County of Simcoe, and the Council members appointed as the Township's representatives at the Township's Partners and Agencies, to deliver updates on the activities of the County of Simcoe and the Township's Partners and Agencies. In addition, members may report on items related to events that are taking place within their ward/municipality, i.e., community events and/or Major events i.e. golf tournament, date/time, pancake breakfasts, etc. Neither updates or announcements will form part of the minutes of the meeting. 14. Consent Agenda: 159 - 162 a) Minutes of Barrie Public Library Board meeting held on January 23, 2025. Page 3 of 191 Council Meeting Agenda - March 12, 2025 Staff Recommendation: Receive for Information Only. BPLB 163 b) Correspondence from the Orillia Public Library re: Township of Oro-Medonte Statistics: February 2025. Staff Recommendation: Receive for Information Only. OPLB 164 - 175 c) Nottawasaga Valley Conservation Authority, Minutes of January 24, 2025 (2) and Highlights of February 28, 2025. Staff Recommendation: Receive for Information Only. NVCA AGM NVCA End of 2024 Business Minutes NVCA Highlights 176 - 183 d) Correspondence from Jonathon Scott, Chair, Nottawasaga Valley Conservation Authority (NVCA) re: Township of Oro-Medonte Resolution Proposing the Amalgamation of NVCA and the Lake Simcoe Region Conservation Authority (LSRCA) under Section 11 of the Conservation Authorities Act, 1990. Staff Recommendation: Receive for Information Only. NVCA 184 - 185 e) Correspondence from Autism Ontario re: Request for Proclamation, April 2, 2025 as "World Autism Awareness Day" and Request for a Flag Raising. Staff Recommendation: Receive, Approve Proclamation and Flag Raising Requests and Staff Proceed Accordingly. Austim Ontario 186 - 187 f) Correspondence from County of Simcoe re: Request for Proclamation, March, 2025 as "#ITSTARTS Month" and Request for a Flag Raising. Staff Recommendation: Receive, Approve Proclamation and Flag Raising Requests and Staff Proceed Accordingly. ITSTARTS Month Proclamation ITSTARTS Card - Fillable 188 g) Township of Oro-Medonte, New Community Center, 737 Horseshoe Valley Road West, Survey Available, Request for Comments. Staff Recommendation: Receive for Information Only. Oro-Medonte Community Center 189 - 190 h) Correspondence from Employment and Social Development Canada re: Canada's Volunteer Awards - Call for Nominations 2025. Staff Recommendation: Receive for Information Only. Call for Nominations 2025 15. Communications/Petitions: None. Page 4 of 191 Council Meeting Agenda - March 12, 2025 16. Notice of Motions: None. 17. By-Laws: None. 18. Closed Session Items: None. 19. Confirmation By-Law: 191 a) 2025-026: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, March 12, 2025 2025-026 20. Adjournment: a) Motion to Adjourn. Page 5 of 191 5.a) Minutes of Traffic Safety Advisory Committee Meeting held on Thursd... The Township of Oro-Medonte �+ Traffic Safety Advisory Committee Township of Meeting Minutes Council Chambers Proud Heritage,Exciting Future Thursday, February 20, 2025 5:31 p.m. Present: Mayor Randy Greenlaw Councillor David Clark (Chair) Councillor Lori Hutcheson Karen Brazier-Salo Lesley Buchan Taylor Green (Arrived at 5:35 p.m.) Martin Murray Regrets: PC Matthew Roberge, Ontario Provincial Police Staff Present: Dylan Flannery, Director, Operations and Community Services; Karla Musso-Garcia, Manager, Operations; Janette Teeter, Deputy Clerk 1. Call to Order: Councillor Clark assumed the Chair at the above noted time and called the meeting to order followed by the reading of the Land Acknowledgement. The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron- Wendat. The Anishnaabek include the Odawa [Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee] nations, collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri-Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their 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. Page 1 of 4 Page 6 of 191 5.a) Minutes of Traffic Safety Advisory Committee Meeting held on Thursd... Traffic Safety Advisory Committee Minutes — Thursday, February 20, 2025. 2. Agenda Approval: a) Motion to Approve the Agenda. Motion No. TSAC250220-1 Moved by Murray, Seconded by Buchan It is recommended that the agenda for the Traffic Safety Advisory Committee meeting held on Thursday, February 20, 2025 be received and approved. Carried. 3. Disclosure of Pecuniary Interest: None declared. 4. Approval of Minutes of Previous Meeting: a) Minutes of Traffic Safety Advisory Committee meeting held on Thursday, November 21 , 2024. Motion No. TSAC250220-2 Moved by Buchan, Seconded by Brazier-Salo It is recommended that the draft minutes of the Traffic Safety Advisory Committee meeting held on Thursday, November 21 , 2024 be received and approved as printed and circulated. Carried. 5. Reports of Members of Council/Municipal Officers: a) Dylan Flannery, Director, Operations and Community Services re: DS2025-017, Curtis Shelswell, Manager, Municipal Law, 2016 Ford Taurus Interceptor (Modified Police Vehicle). Motion No. TSAC250220-3 Moved by Green, Seconded by Murray It is recommended that DS2025-017 presented by Dylan Flannery, Director, Operations and Community Services re: 2016 Ford Taurus Interceptor (Modified Police Vehicle) be received for information. Carried. Page 2 of 4 Page 7 of 191 5.a) Minutes of Traffic Safety Advisory Committee Meeting held on Thursd... Traffic Safety Advisory Committee Minutes — Thursday, February 20, 2025. b) Karla Musso-Garcia, Manager, Operations re: Increased Line Painting. Motion No. TSAC250220-4 Moved by Brazier-Salo, Seconded by Green It is recommended that the verbal information presented by Karla Musso-Garcia, Manager, Operations re: Increased Line Painting be received. Carried. c) Karla Musso-Garcia, Manager, Operations re: Automated Speed Enforcement Report. Motion No. TSAC250220-5 Moved by Green, Seconded by Buchan It is recommended that the verbal information presented by Karla Musso-Garcia, Manager, Operations re: Automated Speed Enforcement Report be received. Carried. d) Dylan Flannery, Director, Operations and Community Services re: Simcoe County District School Board Member Request. Motion No. TSAC250220-6 Moved by Murray, Seconded by Green It is recommended 1 . That the verbal information presented by Dylan Flannery, Director, Operations and Community Services re: Simcoe County District School Board Member Request be received. 2. That staff proceed to re-issue the letter to the Simcoe County District School Board. 3. That the matter be brought back to a future Committee meeting. Carried. Page 3 of 4 Page 8 of 191 5.a) Minutes of Traffic Safety Advisory Committee Meeting held on Thursd... Traffic Safety Advisory Committee Minutes — Thursday, February 20, 2025. e) Karla Musso-Garcia, Manager, Operations re: School Zone Speed Limit Review. Motion No. TSAC250220-7 Moved by Brazier-Salo, Seconded by Murray It is recommended 1 . That the verbal information presented by Karla Musso-Garcia, Manager, Operations re: School Zone Speed Limit Review be received. 2. That the matter be brought back to the next Committee meeting. Carried. 6. Next Meeting Date: May 15, 2025. 7. Adjournment: a) Motion to Adjourn. Motion No. TSAC250220-8 Moved by Buchan, Seconded by Brazier-Salo It is recommended that we do now adjourn at 6:49 p.m. Carried. Councillor David Clark, Chair Janette Teeter, Deputy Clerk Page 4 of 4 Page 9 of 191 5.b) Minutes of Council meeting held on Wednesday, February 26, 2025. The Township of Oro-Medonte Townspo Council Meeting Minutes hi f h- Electronic Hybrid Meeting Proud Heritage,Exciting Future Wednesday, February 26, 2025 3:00 p.m. 2022-2026 Council Present: Mayor Randy Greenlaw Deputy Mayor Peter Lavoie Councillor Lori Hutcheson _ Councillor John Bard Councillor David Clark Councillor Richard Schell Councillor Robert Young Staff Shawn Binns, Chief Administrative Officer; Yvonne Aubichon, Clerk; Present: Donna Hewitt, Director, Corporate Services; Brent Spagnol, Director, Development Services; Michelle Jakobi, Director, Environmental Services; George Vadeboncoeur, Manager, Planning, Special Projects; Curtis Shelswell, Manager, Municipal Law; Garry McCartney, Chief Building Official; Jenny Legget, Manager, Communications & Public Relations; Janette Teeter, Supervisor, Clerk's Services/Deputy Clerk; Ryan Hill, Information Technology Help Desk Technician (IT) All Council and staff participated via Zoom platform. 1. Call to Order - Reading of Land Acknowledgement: Mayor Greenlaw assumed the Chair at the above noted time and called the meeting to order followed by the reading of the Land Acknowledgement. The Township of Oro-Medonte acknowledges that we are situated on the traditional land of the Anishnaabek (A- nish- in- aa- beh) people, and ancestral territory of the Huron-Wendat. The Anishnaabek include the Odawa [Oh-DAH-wah], Ojibwe [O-jib-we] and Pottawatomi [boh-tah-WAH-toh-mee] nations, collectively known as the Three Fires Confederacy. It continues today as the home for diverse Indigenous Peoples including the historic Metis Community in Penetanguishene. The Anishnaabek people continue to have an enduring relationship with this land, specifically the Chippewas of Rama First Nation, the Chippewa Tri-Council and the Williams Treaties First Nations. The Huron-Wendat Nation also continues to pay respect and protect their ancestors and heritage on this land. We honour the Indigenous history and culture that has Page 1 of 12 Page 10 of 191 5.b) Minutes of Council meeting held on Wednesday, February 26, 2025. Council Meeting Minutes — Wednesday, February 26, 2025. thrived for millennia in this territory and the Treaties that bind us together as partners in the spirit of a shared sustainable and prosperous future. We are all Treaty People. Our commitment begins with acknowledging the Truth so that we can move forward together towards Reconciliation. 2. Adoption of Agenda: a) Motion to Adopt the Agenda. Motion No. C250226-1 Moved by Clark, Seconded by Schell Be it resolved that the agenda for the Council meeting of Wednesday, February 26, 2025 be received and adopted, as amended, to add as Item 13 b) Deputy Mayor Lavoie re: A Motion Regarding the Barrie Boundary Adjustment Provincial Facilitation. Carried. Motion No. C250226-2 Moved by Hutcheson, Seconded by Young Be it resolved that Rule 14.20a), as per the Procedural By-law No. 2023-043, be suspended in order to allow the meeting to proceed past the 4 hour adjournment requirement, if necessary. Carried. 3. Disclosure of Pecuniary Interest: Councillor Schell declared a conflict of interest on Item 11 b) DS2025-023, George Vadeboncoeur, Manager, Planning, Special Projects re: Draft Short Term Rental Accommodation and Bed and Breakfast Establishments Licensing By-law. Councillor Schell submitted the following: I do not wish to take part as I own and operate an STIR establishment in the Township. 4. Closed Session Items: None. Page 2 of 12 Page 11 of 191 5.b) Minutes of Council meeting held on Wednesday, February 26, 2025. Council Meeting Minutes — Wednesday, February 26, 2025. 5. Minutes of Council and Committees: a) Minutes of Special Council meeting held on Thursday, February 6, 2025. b) Minutes of Council meeting held on Wednesday, February 12, 2025. Motion No. C250226-3 Moved by Young, Seconded by Clark Be it resolved that the draft a) Minutes of the Special Council meeting held on Thursday, February 6, 2025; b) Minutes of the Council meeting held on Wednesday, February 12, 2025 be received and adopted as printed and circulated. Carried. 6. Recognition of Achievements and Introduction(s): None. 7. Public Meetings: None. L % 8. Deputations/Presentations: None. 9. Identification From the Public of an Agenda Item of Interest: None. X 'A 10. Open Forum: One (1) individual provided comments with respect to Item 13b). One (1) individual provided comments with respect to Item 14d). A housekeeping matter was addressed at this time to approve the addendum item to be passed during the adoption of the agenda motion. Page 3 of 12 Page 12 of 191 5.b) Minutes of Council meeting held on Wednesday, February 26, 2025. Council Meeting Minutes — Wednesday, February 26, 2025. 11. Reports of Municipal Officers for Action: a) DS2025-029, George Vadeboncoeur, Manager, Planning, Special Projects re: Georgian Communities Proposed Funding Application under the Federal Government Canada Housing Infrastructure Fund. Motion No. C250226-4 Moved by Schell, Seconded by Bard Be it resolved 1 . That DS2025-029, George Vadeboncoeur, Manager, Planning, Special Projects re: Georgian Communities Proposed Funding Application under the Federal Government Canada Housing Infrastructure Fund be received and adopted. 2. That the PowerPoint presentation provided by Jay Beech, Georgian Communities, be received. 3. That Council formally endorse the Canada Housing Infrastructure Fund Application prepared by Georgian Communities with the assistance of Township Staff for infrastructure grant funding related to the development of the Craighurst Community. 4. That Council approve the Township of Oro-Medonte being the "Lead Applicant" when filing the application. 5. That Council authorize staff to work with Georgian Communities in the submission of the application. Carried. b) DS2025-023, George Vadeboncoeur, Manager, Planning, Special Projects re: Draft Short Term Rental Accommodation and Bed and Breakfast Establishments Licensing By-law Councillor Schell declared a conflict of interest on Item 11 b) DS2025-023, George Vadeboncoeur, Manager, Planning, Special Projects re: Draft Short Term Rental Accommodation and Bed and Breakfast Establishments Licensing By-law. Councillor Schell submitted the following: I do not wish to take part as I own and operate an STIR establishment in the Township. Councillor Schell was not present during the discussion or vote on the item. Paul Dray and Karen Landry from Paul Dray & Associates; and Samantha White from Granicus provided additional comments. Page 4 of 12 Page 13 of 191 5.b) Minutes of Council meeting held on Wednesday, February 26, 2025. Council Meeting Minutes — Wednesday, February 26, 2025. Motion No. C250226-5 Moved by Lavoie, Seconded by Hutcheson Be it resolved 1 . That DS2025-023, George Vadeboncoeur, Manager, Planning, Special Projects re: Draft Short Term Rental Accommodation and Bed and Breakfast Establishments Licensing By-law be received and adopted. 2. That Council table the revised draft Short Term Rental Accommodation and Bed and Breakfast Establishments Licensing By-law for public review and comment. 3. That an information/consultation session on the draft Licensing By-law be held on Monday, March 24, 2025 and an engagement program be launched to receive public comments on the draft By-law. 4. That staff report back to Council on the comments received through the community engagement program and recommended next steps. Carried. Motion No. C250226-6 Moved by Lavoie, Seconded by Young Be it resolved that staff report back with respect to the one-year contract with Granicus. Carried. c) CS2025-02, Yvonne Aubichon, Clerk re: Council Composition and Ward Boundary Review. Motion No. C250226-7 Moved by Bard, Seconded by Clark Be it resolved 1 . That CS2025-02, Yvonne Aubichon, Clerk re: Council Composition and Ward Boundary Review be received. 2. That Report CS2025-02 be deferred pending the result of the County Council Composition review, and 3. That subsequent to the County Council Composition review, staff report back at the April 23, 2025 Council meeting. Carried. Page 5 of 12 Page 14 of 191 5.b) Minutes of Council meeting held on Wednesday, February 26, 2025. Council Meeting Minutes — Wednesday, February 26, 2025. 12. Reports of Municipal Officers for Information Only: a) DS2025-016, Garry McCartney, Chief Building Official re: 2024 Ontario Building Code Updates. b) DS2025-017, Garry McCartney, Chief Building Official re: Building Division Status Updates. c) DS2025-019, Curtis Shelswell, Manager, Municipal Law re: Municipal Law Activity Report (October and November 2024). Motion No. C250226-8 Moved by Schell, Seconded by Lavoie Be it resolved that the reports, as listed under Item #12, Reports of Municipal Officers for Information Only, be received: a) DS2025-016, Garry McCartney, Chief Building Official re: 2024 Ontario Building Code Updates; b) DS2025-017, Garry McCartney, Chief Building Official re: Building Division Status Updates; c) DS2025-019, Curtis Shelswell, Manager, Municipal Law re: Municipal Law Activity Report (October and November 2024). Carried. 13. Reports and Announcements of Members of Council: a) Updates from Council Representatives — County of Simcoe and Township Partners and Agencies. The following members of Council provided updates: Mayor Greenlaw, Councillors Hutcheson, Bard, Clark, Schell and Young. Page 6 of 12 Page 15 of 191 5.b) Minutes of Council meeting held on Wednesday, February 26, 2025. Council Meeting Minutes — Wednesday, February 26, 2025. b) Deputy Mayor Lavoie re: A Motion Regarding the Barrie Boundary Adjustment Provincial Facilitation. Motion No. C250226-9 Moved by Lavoie, Seconded by Clark Whereas, there are Parties participating in ongoing provincially facilitated municipal boundary adjustment discussions that are in response to a request for lands by the City of Barrie [the Request], And Whereas, the Municipal Parties are; The County of Simcoe, the City of Barrie, the Township of Springwater, and the Township of Oro-Medonte, And Whereas, Hemson Consulting ("Hemson") was jointly retained by the parties to evaluate the need for additional residential and employment lands at the boundaries of Barrie/Springwater and Barrie/Oro-Medonte. Hemson has completed this task and produced a report (Hemson Report), And Whereas, there has been only one meeting to date involving all Parties, And Whereas, the Facilitation process is significantly (approx. 60%) over-budget, due to higher than anticipated consultant costs, And Whereas, the Parties are unable to agree on the basic outcomes and findings of the Hemson Report on the land need requirements of the municipal parties, And Whereas, there has been no meaningful agreement between the Parties, in particular for the need and base growth assumptions that justify the City of Barrie's request, And Whereas, the Parties should determine the Terms of Reference amongst themselves, And Whereas, after each Stage or Phase the City of Barrie Requests changes involving inclusion of additional lands and conducting its own internal analysis outside of the facilitation process, And Whereas, it has been determined that the region requires more housing of all varieties to meet expected demand, And Whereas, it has been determined that additional employment lands are not required during the planning period, And Whereas, when parts of the City of Barrie requests are found to have no Professional Planning justification, they continue to form part of the Facilitation due to a lack of agreement and vision between the parties, Page 7 of 12 Page 16 of 191 5.b) Minutes of Council meeting held on Wednesday, February 26, 2025. Council Meeting Minutes — Wednesday, February 26, 2025. And Whereas, based on the initial Request there has not been a full Professional Planning analysis of the options to address the need for additional housing, including the need to annex lands for any purpose, And Whereas, there is no set commencement or conclusion or procedure to the facilitation process, And Whereas, there is a Provincial Mandate to build more homes faster, And Whereas, the Province has indicated that it prefers a local solution to Municipal matters, And Whereas, there appears to be a willingness to enter into negotiations to explore ways to assist the Province in its Mandate and to simultaneously benefit the County's regional development objectives, Now Therefore, let it be known that the Township of Oro-Medonte supports the Provincial Mandate, And That, Council is willing henceforth to participate in ongoing discussions, regardless of the constitution of those discussion, with the Parties to enable outcomes of mutual benefit and aligned with the provincial mandate to build more homes faster and to protect and expand jobs amidst a rapidly changing geo-political environment, Be It Resolved That, in order to expedite an economical, mutually satisfactory outcome the Council of the Township of Oro-Medonte recommends that all further discussions be held in Open Sessions [the Sessions] with all Parties being present at each Session, And Further That, as an alternative to the present manner of facilitation all Parties enter into discussions in the Sessions in the manner described in the appended process [the Process] as amended to their mutual agreement, And Further That, once carried, this motion be delivered immediately to the Parties requesting a decision as to whether they agree to such a format, And Further That, if this motion is approved at Municipal Council it is to be delivered to the Parties, the Provincial Land Development Facilitator and the Minister of Municipal Affairs and Housing, And Further That, this draft process be considered by the parties in the establishment of a revised terms of reference, And Further That, notwithstanding anything otherwise agreed to regarding the Process that from the time of the commencement of the Sessions not more than six months shall transpire. The Process is attached as Appendix A: The Process. Page 8 of 12 Page 17 of 191 5.b) Minutes of Council meeting held on Wednesday, February 26, 2025. Council Meeting Minutes — Wednesday, February 26, 2025. Appendix A: The Process The Sessions be constituted in the following format: • That all Parties be present at all Sessions, • That the Sessions be live streamed, • That the Sessions be mediated/facilitated by the same Facilitator who shall act as Chair of the Sessions, • That support services including record keeping be provided by the County, • That the Sessions have an agenda, • That the Sessions provide opportunity for Public input through observance of Meetings, Deputations and Presentations as the Public wills, • That the Sessions each be not less than one day in length, • That the Parties be able to break out for caucus purposes during the Sessions in private, • That there be no more than one week between the Sessions unless otherwise unanimously agreed to, • That the Parties present an initial issues list, • That the Parties progress through the issues one-by-one until an agreement is reached, • Agreement on an issue will be by vote, • Each Party will have two votes to be made by an elected official of that Municipality or that official's proxy, • That the Sessions take no more than six months as calculated from the date of the first of them, • That should the Parties reach or not reach agreement then they shall; o If together in agreement [the Agreement], then document it and present it to the Facilitator/Mediator within a month of the conclusion of the Sessions, o Instruct the Facilitator/Mediator to present the Agreement to the Minister for disposal of the matter at the Minister's discretion having consideration for the Agreement, o If not in agreement, then, each Party shall document arguments with reasons and evidence for their position using only materials from the Sessions [the Submissions], o Complete the Submissions within one month of unsuccessful conclusion of the Sessions, o Present the Submissions to the Facilitator/Mediator, o Thereafter the Submissions will be distributed by the Facilitator/Mediator to all Parties as soon as is reasonably practical, o Thereafter if they so chose each Party may document a rebuttal to any or all of the Submissions [Rebuttals] and present their Rebuttals to the Facilitator/Mediator within one month of the distribution of the Submissions, o The Facilitator/Mediator shall take the Submissions and rebuttals to the Minister for disposal of the matter at the Minister's discretion having consideration for the Submissions and the Rebuttals. • Finally, that the above-noted process take no longer than six months. Unanimously Carried. Page 9 of 12 Page 18 of 191 5.b) Minutes of Council meeting held on Wednesday, February 26, 2025. Council Meeting Minutes — Wednesday, February 26, 2025. 14. Consent Agenda: a) Minutes of OPP Detachment Board meeting held on January 9, 2025, Billing Summary Report and Q4 Orillia Detachment Reports. Staff Recommendation: Receive for Information Only. b) Correspondence dated February 11 , 2025 from Jonathan Scott, Chair, Nottawasaga Valley Conservation Authority, re: Letter to Mayor and Council, Township of Oro- Medonte. Staff Recommendation: Receive for Information Only. c) Correspondence dated February 12, 2025 from Orillia Public Library re: Township of Oro-Medonte Statistics: January 2025. Staff Recommendation: Receive for Information Only. d) Township of Oro-Medonte, 2025 Citizen/Senior of the Year, Nominations Open, Deadline, March 7, 2025 12:00 p.m. (Noon). Staff Recommendation: Receive for Information Only. Motion No. C250226-10 Moved by Young, Seconded by Bard Be it resolved that the staff recommendations with respect to the items listed under "Consent Agenda Correspondence" be adopted as printed with the exception of item 14d) which shall be pulled to be voted on separately: a) Minutes of OPP Detachment Board meeting held on January 9, 2025, Billing Summary Report and Q4 Orillia Detachment Reports. Received for Information Only. b) Correspondence dated February 11 , 2025 from Jonathan Scott, Chair, Nottawasaga Valley Conservation Authority, re: Letter to Mayor and Council, Township of Oro- Medonte. Received for Information Only. c) Correspondence dated February 12, 2025 from Orillia Public Library re: Township of Oro-Medonte Statistics: January 2025. Received for Information Only. Carried. Page 10 of 12 Page 19 of 191 5.b) Minutes of Council meeting held on Wednesday, February 26, 2025. Council Meeting Minutes — Wednesday, February 26, 2025. Motion No. C250226-11 Moved by Clark, Seconded by Hutcheson d) Be it resolved that Item 14 1 . Township of Oro-Medonte, 2025 Citizen/Senior of the Year, Nominations Open, Deadline, March 7, 2025 12:00 p.m. (Noon) be received; and 2. That staff be directed to report back to Council with options regarding the Citizen/Senior of the Year nomination and award process for 2026 and onward. Carried. 15. Communications/Petitions: None. 16. Notice of Motions: None. 17. By-Laws: None. 18. Closed Session Items: None. 19. Confirmation By-Law: a) 2025-022: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, February 26, 2025. Motion No. C250226-12 Moved by Hutcheson, Seconded by Schell Be it resolved that By-Law No. 2025-022: Being a by-law to confirm the proceedings of the Council meeting held on Wednesday, February 26, 2025 be read a first, second and third time, passed, be engrossed by the Clerk, signed and sealed by the Mayor. Carried. Page 11 of 12 Page 20 of 191 5.b) Minutes of Council meeting held on Wednesday, February 26, 2025. Council Meeting Minutes — Wednesday, February 26, 2025. 20. Adjournment: a) Motion to Adjourn. Motion No. C250226-13 Moved by Clark, Seconded by Lavoie Be it resolved that we do now adjourn at 5:31 p.m. Carried. Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 12 of 12 Page 21 of 191 6.a) CorrespondW� from The Association of Municipal Clerks & Treasurer... 01111111114 ... AMCTO 000 THE MUNICIPAL EXPERTS February 28, 2025 Yvonne Aubichon, CMO Clerk Township of Oro-Medonte Dear Yvonne, This letter is to confirm that the AMCTO Board of Directors has approved your Certified Municipal Officer (CMO) Maintenance Program completion at their meeting on February 21 , 2025. 1 am pleased to offer my congratulations for your ongoing commitment to municipal excellence which the designation represents. You are authorized by the Association to continue to use the "CMO" designation, provided your AMCTO membership remains in good standing. Please note that in 2015, AMCTO moved to a 3-year Professional Development Units (PDU) based Maintenance of Designation process. As a result, you will be required to submit a PDU log of your ongoing professional development activities by December 31st, 2027. A reminder that participation in AMCTO volunteer opportunities, education and professional development are an excellent way to earn PDUs and contribute to making your Association even stronger! Congratulations again on this significant achievement. We are confident that your journey to continue maintenance of the CMO designation will inspire fellow municipal professionals to emulate this commitment to your profession. Sincerely, / 4 David Arbuckle, MPA Executive Director Association of Municipal p5090 ExplorerDrive, Suite 510, Mississauga, Ontario L4W 4T9 Managers, Clerks and 4 90 .0 4 •4 Treasurers of Ontario 0 amcto@amcto.com • • 6.a) CorrespondW� from The Association of Municipal Clerks & Treasurer... 01111111114 ... AMCTO 000 THE MUNICIPAL EXPERTS February 28, 2025 Janette Teeter, CMO, Dipl.M.A. Supervisor, Clerk's Services/Deputy Clerk Township of Oro-Medonte Dear Janette, This letter is to confirm that the AMCTO Board of Directors has approved your Certified Municipal Officer (CMO) Maintenance Program completion at their meeting on February 21 , 2025. 1 am pleased to offer my congratulations for your ongoing commitment to municipal excellence which the designation represents. You are authorized by the Association to continue to use the "CMO" designation, provided your AMCTO membership remains in good standing. Please note that in 2015, AMCTO moved to a 3-year Professional Development Units (PDU) based Maintenance of Designation process. As a result, you will be required to submit a PDU log of your ongoing professional development activities by December 31st, 2027. A reminder that participation in AMCTO volunteer opportunities, education and professional development are an excellent way to earn PDUs and contribute to making your Association even stronger! Congratulations again on this significant achievement. We are confident that your journey to continue maintenance of the CMO designation will inspire fellow municipal professionals to emulate this commitment to your profession. Sincerely, / 4 David Arbuckle, MPA Executive Director Association of Municipal p5090 ExplorerDrive, Suite 510, Mississauga, Ontario L4W 4T9 Managers, Clerks and 4 90 .0 4 •4 Treasurers of Ontario 0 amcto@amcto.com • • 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... Toumship o� Staff Report Proud Heritage, Exciting Future To: Council From: George Vadeboncoeur, Manager, Planning Special Projects Meeting Date: March 12, 2025 Report No.: DS2025-036 Subject: Amended Contract with Granicus for Short Term Rental Accommodation and Bed and Breakfast Establishments Licensing By-law Enforcement Type: Requires Action Motion No.: Recommendation It is recommended: 1. That Report No. DS2025-036 be received and adopted. 2. That Council authorize staff to enter into an amended one-year contract with Granicus for third party enforcement services at a cost of$13,012.38, plus HST. Background Council at its February 26, 2025 meeting deferred consideration of a one-year contract for enforcement services proposed by Granicus to allow time for staff to meet with Granicus representatives to determine whether the contract could be amended to allow for early termination. At the meeting, the Granicus representative committed to bringing the request back to her team and meet with staff to discuss. Staff met with the Granicus representative on March 4, 2025, and this report outlines the discussion. Development Services March 12, 2025 Report No. DS2025-036 Page 1 of 3 Page 24 of 191 Ana y .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... is Amended Granicus Contract Granicus, is a third-party provider of enforcement services through their "Host Compliance" platform. They offer a number of software modules pertaining to the enforcement of STRAs. Staff are recommending that the Township purchase the following three modules: 1. Address Identification Module 2. Compliance Monitoring 3. 24/7 Hotline In discussions with Granicus, they have agreed to add a 60-day "Cancellation for Convenience" clause (paragraph 31), which will allow Oro-Medonte to cancel the contract. The cancellation refund will be prorated based on the number of months remaining on the contract after formal notice is provided. Entering into the contract now will allow Granicus to work with the Township's IT team to integrate their system with the Townships' in order to share Property and licensing information. Attached as Schedule 1 is the revised Granicus proposal that outlines the services to be provided in detail along with the contract costs. Staff are recommending Council enter into a one-year contract with Granicus, with the revised language at a cost of$13,012.38, plus HST for the initial year. Financial/Legal Implications/Risk Management Third party costs include an initial cost of approximately $13,012, plus HST to enter into a contract with Granicus to provide address identification, third-party monitoring, and complaint hotline services for the municipality. The Township can cancel the contract with 60 days' notice and only be responsible for the time expended to the point of notice being provided. Policies/Legislation • Municipal Act • Planning Act • Township of Oro-Medonte Zoning By-law • Township of Oro-Medonte Administrative Monetary Penalty System By-law Corporate Strategic Priorities • Financial Sustainability • Community Safety Development Services March 12, 2025 Report No. DS2025-036 Page 2 of 3 Page 25 of 191 11 PS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... Consu ions • Director, Development Services • Chief Municipal Law Enforcement Officer Attachments 1. Revised Granicus Contract Proposal Conclusion Third party enforcement assistance provides the evidence required to assist in the enforcement of the Licensing By-law and will provide additional information in the event Municipal Law staff pursue a Section 440 order. The application will allow staff to be more efficient and make it easier to target and deter illegal STRA operators. The revised proposed contract provides a 60-day termination option with the only obligation being time expended to the point of formal notice being provided. Respectfully submitted; George Vadeboncoeur, RPP, Manager, Planning Special Projects March 5, 2025 Approvals: Date: Curtis Shelswell, Chief Municipal Law Enforcement Officer March 5, 2025 Brent Spagnol, Director, Development Services March 6, 2025 Donna Hewitt, Director, Corporate Services/Acting CAO March 6, 2025 Development Services March 12, 2025 Report No. DS2025-036 Page 3 of 3 Page 26 of 191 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... G GRAN ICUS THIS IS NOT AN INVOICE Order Form Prepared for Oro-Medonte ON Granicus Proposal for Oro-Medonte ON ORDER DETAILS Prepared By: Samantha White Phone: (631) 619-2020 Email: samantha.white@granicus.com Order#: Q-398458 Prepared On: 15 Jan 2025 Expires On: 15 Mar 2025 ORDER TERMS Currency: CAD Payment Terms: Net 30 (Payments for subscriptions are due at the beginning of the period of performance.) Period of Performance: This Agreement shall become effective on the date it is awarded and will continue for 12 months. Order #: Q-398458 Prepared: 15 Jan 2025 Page 27 of 191 Page 1 of 6 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... G GRAN ICUS Order Form Oro-Medonte ON PRICING SUMMARY The pricing and terms within this Proposal are specific to the products and volumes contained within this Proposal. One-Time Fees Solution Billing Quantity/Unit One-Time Fee Frequency Address Identification -Setup and Up Front 1 Each $0.00 Configuration Address Identification - Online Training Up Front 1 Each $0.00 24/7 Hotline -Setup and Configuration Up Front 1 Each $0.00 24/7 Hotline -Online Training Up Front 1 Each $0.00 Compliance Monitoring -Setup and Up Front 1 Each $0.00 Configuration Compliance Monitoring -Online Training Up Front 1 Each $0.00 SUBTOTAL: $0.00 New Subscription Fees Solution Billing Quantity/Unit Annual Fee Frequency Address Identification Annual 1 Each $7,455.24 24/7 Hotline Annual 1 Each $2,439.72 Compliance Monitoring Annual 1 Each $3,117.42 SUBTOTAL: $13,012.38 Order #: Q-398458 Prepared: 15 Jan 2025 Page 28 of 191 Page 2 of 6 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... G GRANICUS Order Form Oro-Medonte ON PRODUCT DESCRIPTIONS Solution Description Address Identification Our state-of-the-art software provides ongoing monitoring of short-term rental platforms including major platforms such as Airbnb, VRBO, Booking.com, and FlipKey. We continually review and update our software to align with the evolving state of the platforms to provide a comprehensive dataset. Our machine learning will deduplicate all known Listings into unique Rental Units, where our identification team will provide owner contact information for further enforcement. This product includes: - Ongoing monitoring of all listings in your jurisdiction - Updating listing activity and details on a regular basis -Screenshot activity of every active listing - Deduplication of listings into unique Rental Units-Activity dashboard and map to monitor trends and breakdown of compliance. 24/7 Hotline 24/7 web and phone hotline for your community to report short term rental complaints such as parking, trash, noise disturbances, and illegal short term rentals. This product include:- Mobile-enabled online web form for citizens to submit tips or complaints (text, videos, and photos) -24/7 call center for citizens to contact and report complaints verbally - Recordings for all call center complaints - Email notifications to your team when complaints are logged -Automatic outbound IVR calls and SMS messages to permit emergency contacts notifying them of the complaint -SMS support for emergency contacts to mark a complaint as acknowledged or resolved with the ability to send resolution notes - Hotline Dashboard for tracking complaint volumes, trends, and categories -Ability to upload Notes/Comments to each complaint Compliance Monitoring Compliance monitoring provides up-to-date information for each identified Rental Unit and its compliance status. We configure your compliance definition specific to your jurisdiction rules and ordinances in order to provide up-to-date compliance status of each identified Rental Unit. Additionally, this product will:-Allow your team to send letters to non- compliant properties 24/7 -Configure letter templates with your branding and letterhead -Add as many letter sequences as you need for escalation -Monitor properties that become compliant after letter enforcement Order #: Q-398458 Prepared: 15 Jan 2025 Page 29 of 191 Page 3 of 6 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... G GRANICUS Order Form Oro-Medonte ON Solution Description Address Identification -Setup Setup and configuration of the platform to facilitate the systematic and Configuration identification of the addresses and owner's contact information for short- term rentals located in a specific local government's jurisdiction. Note: The implementation timeline for Client is dependent on Granicus' receipt of all data from Client required to complete the services, including assessor data and registration files, in the format agreed upon by the parties prior to project kick-off. Any fees associated with the collection or receipt of required data will be borne by Client. Address Identification - Online Virtual training session with a Granicus professional services trainer. Training 24/7 Hotline -Setup and Setup and configuration of the online platform to enable neighbors to Configuration report, prove and get instant resolution to non-emergency short-term rental related problems. 24/7 Hotline - Online Training Virtual training session with a Granicus professional services trainer. Compliance Monitoring -Setup Setup and configuration of the system to enable ongoing monitoring of a and Configuration specific jurisdiction's short-term rentals for compliance with the relevant registration/licensing/permitting requirements. Compliance Monitoring - Virtual training session with a Granicus professional services trainer. Online Training Order #: Q-398458 Prepared: 15 Jan 2025 Page 30 of 191 Page 4 of 6 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... G GRANICUS Order Form Oro-Medonte ON TERMS & CONDITIONS • This quote, and all products and services delivered hereunder are governed by the terms of the attached Subscription and Services Agreement. • If submitting a Purchase Order, please include the following language:The pricing, terms and conditions of quote Q-398458 dated 15 Jan 2025 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. • This quote is exclusive of applicable state, local, and federal taxes,which, if any,will be included in the invoice. It is the responsibility of Oro-Medonte ON to provide applicable exemption certificate(s). • Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate the subscription. Order #: Q-398458 Prepared: 15 Jan 2025 Page 31 of 191 Page 5 of 6 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... G GRAN ICUS Order Form Oro-Medonte ON BILLING INFORMATION Billing Contact: Purchase Order [ ] - No Required? [ ] -Yes Billing Address: PO Number: If PO required Billing Email: Billing Phone: If submitting a Purchase Order, please include the following language: The pricing, terms, and conditions of quote Q-398458 dated 15 Jan 2025 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. AGREEMENT AND ACCEPTANCE By signing this document, the undersigned certifies they have authority to enter the agreement. The undersigned also understands the services and terms. Oro-Medonte ON Signature: Name: Title: Date: Order #: Q-398458 Prepared: 15 Jan 2025 Page 32 of 191 Page 6 of 6 11 .a) DS2025-036, George Vad6rlcoeur, Manager, Planning, Special Projec... GRANICUS Subscription and Services Agreement US/Canada This Subscription and Services Agreement ("Agreement") is effective as of the date an Order or SOW (as defined below) commences that references this Agreement ("Effective Date"), and is a contract between the party procuring Granicus Products and/or Services named in the Order or SOW ("Client") and Granicus, LLC, a Minnesota Limited Liability Company for those Clients located in the US, or Granicus Canada Holdings, U.L.C., an unlimited liability corporation for those Clients located in Canada ("Granicus"). 1. Definitions. For the purpose of this Agreement, the following terms have the corresponding definitions: "Content"means any material or data: (i)displayed or published on Client's website; (ii)provided by Client to Granicus to perform the Services;or(iii)uploaded into Products by Client or on Client's behalf. Content expressly excludes Granicus Data; "Deliverable(s)" means any computer software, and related written documentation, reports or materials developed by Granicus as part of a Services engagement; "Granicus Data" means data owned, generated or collected by Granicus separately from Content provided by Client, including data generated by use of the Products or personal information related to individuals who use the Products or Services, which is collected and used in accordance with applicable law and in conformance with publicly posted privacy policies; "IP Rights" means all current and future worldwide statutory or other proprietary rights, whether registered or unregistered, including but not limited to, moral rights, copyright, trademarks, rights in designs, patents, rights in computer software data base rights, rights in know-how, mask work,trade secrets, inventions, domain or company names and any application for the foregoing, including registration rights. "Order" means a binding proposal, written order, or purchasing document setting forth the Products made available to Client under the terms of this Agreement either directly with Granicus or through an authorized third party reseller; "Products" means the: (i) online or cloud subscription services; (ii) on premise software; (iii) embedded software;and (iv)Granicus Data, licensed to Client,and hardware components purchased by Client under this Agreement, as applicable and as set forth in the Order or SOW; "Services" means the consulting, integration, installation, and/or implementation services to be performed by Granicus as described in the SOW; and "SOW" means a statement of work agreed to by the parties that references this Agreement and describes the Services and Deliverables provided as part of a Services engagement pursuant to the Services provisions set forth in this Agreement. Version July 2024 Page 33 of 191 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... 2. Intellectual Property Ownership and Use Rights. a) Intellectual Property Ownership. Granicus and its licensors own all IP Rights in the Products and Granicus Data. Client and its authorized users have no right, title or interest in the Products or Granicus Data other than the license rights expressly granted herein.All rights not expressly granted herein are reserved by Granicus and its licensors. b) License to Products. Granicus hereby grants Client a non-exclusive, non-transferable license to access and use the Products identified in the Order during the Term set forth therein. In addition to the terms of this Agreement and the Order, product-specific license terms applicable to certain of the Products and Granicus Data can be found at www.Granicus.com/legal/licensing and are hereby incorporated into this Agreement by reference. c) Third Party Contractors. Client may permit its third-party contractors to access and use the Products solely on behalf of and for the benefit of Client, so long as: (i) such contractor agrees to comply with this Agreement as if it were Client; (ii) Client remains responsible for each contractor's compliance with this Agreement and any breach thereof; and (iii) all volume or transaction-based use of the Products includes use by contractors. All rights granted to any contractor terminate immediately upon conclusion of the Services rendered to Client that give rise to such right. Upon termination of such rights, contractor will immediately cease all use of the Products and uninstall and destroy all confidential or proprietary Granicus information in its possession. Client will certify compliance with this section in writing upon Granicus' request. d) Data Sources. Client may only upload data related to individuals that originates with or is owned by Client. Client shall not upload data purchased from third parties without Granicus' prior written consent and list cleansing Services provided by Granicus for an additional fee. e) Content. Client can only use Products to share Content that is created by or owned by Client and/or Content for affiliated organizations, provided that use by Client for affiliated organizations is in support only, and not as a primary communication vehicle for such organizations that do not have their own license to the Products. Granicus does not own the Content submitted by Client nor is Granicus responsible for any Content used, uploaded or migrated by Client or any third party. Granicus will not sell, use, or disclose any Content for any purpose other than performing Services subject to this Agreement. For clarification, the fact that Content and Granicus Data may contain the same or similar information does not minimize or limit the ownership or use rights of either party as it relates to Content on the part of Client, or Granicus Data on the part of Granicus. f) Advertising. Client shall not use Products to promote products or services available for sale through Client or any third party without Granicus' prior written consent. g) Restrictions. Client shall not: (i) Use or permit any end user to use the Products to store or display adult content, promote illegal or immoral activities, send or store infringing, obscene,threatening or unlawful or Page 34 of foie 2 of 12 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning; Special Projec... tortious material or disrupt others use of the Products, network services or network equipment, including unsolicited advertising or chain letters, propagation of computer worms and viruses, or use of the Products to make unauthorized entry into any other device accessible via the network or Products; (ii) Disassemble,decompile, reverse engineer or make derivative works of the Products; (iii) Rent, lease, lend, or host the Products to or for any third party, or disclose the Products to any third party except as otherwise permitted in this Agreement or an Order or SOW; (iv) Use the Products in violation of any applicable law, rule, or regulation, including violation of laws regarding the processing, use, or disclosure of personal information, or violation of any United States export control or regulation, United States embargo, or denied or sanctioned parties prohibitions; or (A Modify, adapt, or use the Products to develop any software application intended for resale which uses or competes with the Products in whole or in part. 3. Term;Termination. a) Agreement Term. This Agreement begins on the Effective Date and remains in effect for the period set out in the Order ("Initial Term"). Thereafter, this Agreement will continue in effect until all Orders or SOWS have expired or been terminated. b) Order Term. Each Order will be effective on the date set out therein and will remain in effect during the Initial Term identified in the Order. Each Order will automatically renew for twelve (12) month terms (each, a "Renewal Term") unless either party gives the other party notice of non-renewal within thirty (30) days of notification of price change as described in Section 4.d., or within sixty (60) days prior to the start of the next Renewal Term, whichever is later. The Initial Term and all Renewal Terms are collectively,the "Term". c) SOW Term. Each SOW will begin on the effective date of the SOW and will remain in effect until the Services are completed, this Agreement is terminated, or the termination date set out in the SOW (the "Termination Date"), whichever is later. If no specific Termination Date is designated in the SOW, Client may terminate the SOW upon thirty(30) days written notice to Granicus. d) Subscription Term. The annual term for all Products licensed to Client on a subscription basis begins upon the Effective Date of the applicable Order and are based on subscription term and not actual usage. Products licensed on a subscription basis are deemed delivered upon Initial Availability. Initial Availability of a Product means the earlier of: (i) the issuance of a user name and password to Client to access the Product; (ii) the provision of the Product in its hosted environment on behalf of Client by Granicus technical personnel; or (iii) access to the Product by Granicus or third-party services personnel in order to commence configuration or implementation Services on behalf of Client. e) Termination for Default. Either party may terminate this Agreement or any Order or SOW by written notice if the other party commits a material breach of this Agreement or the applicable Order or SOW and fails to cure such breach within thirty (30) days after receipt of such notice, or an additional period of time as agreed to by the parties. f) Termination for Convenience. Either party may terminate this Agreement or any Order or SOW for convenience by providing at least sixty (60) days' written notice to the other party. g) Non-Appropriation. Client may terminate this Agreement or any Order or SOW by providing Granicus written notice during the then-current Term for lack of appropriation of funds for the Renewal Page 35 of foie 3 of 12 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... Term so long as Client has made best efforts to secure the necessary consents for renewal and obtain appropriate funds for payment of the fees. h) Effect of Termination. Upon expiration or termination of an Order or SOW for any reason: (i) Client's right to access and use the Products will immediately cease (except for perpetual licenses granted under an Order,which will continue to be governed by this Agreement for the duration of the license); (ii) Client will promptly remit any fees due to Granicus under all Orders and SOWS; (iii)Granicus will promptly cease performance of any Services; and (iv)the parties will return or destroy any Confidential Information of the other party in its possession, and certify upon request to the other party of compliance with the foregoing. Client will have thirty (30) days from the expiration date of a subscription to extract or download any Content stored in the Products. Granicus has no obligation to retain any Content after such thirty(30)-day period nor is Granicus responsible for extracting the data on Client's behalf absent separate written agreement and the payment of additional fees. i) Survival. Sections 4 (Fees, Payment), 9 (Confidentiality), 10 (Indemnification), 11 (Limitation of Liability), 13 (Governing Law) and any other clause that by its nature is intended to survive will survive termination of this Agreement indefinitely or to the extent set out therein. 4. Fees; Payment. a) Fees. Client will pay all fees, costs and other amounts as specified in each Order or SOW.Annual or subscription fees are due upfront at the beginning of each annual Term. Services fees and one-time fees are due according to the billing frequency specified in each Order or SOW. Absent any specific billing frequency, Client will pay fees for Services on a monthly basis in arrears for time and materials engagements, or milestone basis as billed upon delivery of each milestone. GXG Services are billed up front annually prior to the then-current term. Hardware will be invoiced to Client upon shipment. Granicus may suspend Client's access to any Products if there is a lapse in payment not remedied promptly upon notice to Client. A lapse in the Term of each Order or SOW will require the payment of a setup fee to reinstate the subscription. All fees are exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It is Client's responsibility to provide applicable exemption certificate(s). b) Payment.Client will remit payment of the fees due within thirty(30)days of receipt of an accurate invoice from Granicus or its authorized reseller, or if Client is subject to different payment terms imposed by applicable regulation, such required payment duration. Any disputed amounts will be identified in writing to Granicus within the payment period or be deemed accurate and payable. With respect to any amount due to Granicus which is not paid within the payment period, Granicus may apply interest at the rate of one and half percent (1.5%) per month, or such lesser amount required by law, assessed from the due date through the date of payment. Client acknowledges and agrees that orders placed by Client for Products and Services will be non-cancellable and the fees paid are non-refundable unless otherwise expressly stated in the Agreement. c) Purchase Orders. Upon request, Granicus will reference a purchase order number on its invoices if Client provides the corresponding purchase order information to Granicus prior to generating the invoice. Client agrees that a failure to provide Granicus with purchase order information will not relieve Client of its obligations to provide payment in accordance with this section. Page 36 of foie 4 of 12 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning; Special Projec... d) Price Changes. Subject to any price schedule or pre-negotiated fees to which this Agreement or an Order may be subject, Granicus will provide notice of any price changes prior to the end of the current Term, which subject to Section 3.16, will become effective as of the next Renewal Term. Such notification may be made via Order, email, or invoice provided by Granicus. Renewals at the same volume amount will not increase more than ten percent(10%)over the prior year's fees. Purchases of additional Products will be at Granicus' then-current price and licenses, subject to volume or transaction metrics, and will be reviewed annually prior to commencement of the Renewal Term, with fees adjusted to cover increases in Client's use. e) Cooperative Purchasing. To the extent permitted by law the terms of this Agreement may be extended for use by other municipalities, school districts and governmental agencies. Orders and SOWS entered into by such third parties are independent agreements between the third party and Granicus and do not affect this Agreement or any Order or SOW between Granicus and Client. f) Overages. For any Products or Services purchased in tiers,with volume caps, specified number of users,or other measured metrics, it is the Client's responsibility to purchase up to the level of use needed by Client. Any overage will be charged to Client at the then-current rate for such tier or volume, or the rate set forth in Client's pricing arrangements with Granicus or Granicus resellers. Payment for such overages must be made in the then-current term unless otherwise agreed to by the parties in writing. g) Resellers. If Client has entered into a separate agreement with an authorized distributor or reseller of Products and/or Services, the terms of such third-party agreement will supersede conflicting terms contained herein solely as they relate to payment schedules and pricing as negotiated between Client and the reseller. S. Client Responsibilities. a) Content. Client will be solely responsible for the Content submitted to the Products and will comply with all laws,rules and regulations relating to the use,disclosure and transmission of such Content, including providing such to Granicus. Client represents and warrants it has the legal right to provide the Content to Granicus and that such use or disclosure does not violate the intellectual property, privacy or other legal rights of any third party. Client grants Granicus a limited, non-exclusive right during the Term to access and use the Content to provide the Products and Services. Content does not include user feedback related to the Products or Services,which Granicus is free to use without any further permission or consideration to Client. b) Data Backup and Protection. Client will maintain a back-up of any data or data files provided to Granicus. For certain Products, Granicus offers functionality that requires subscribers to enable password protection of subscriber profiles and associated data. Client assumes all responsibility for implementing and enforcing this security functionality in its sole discretion. c) Passwords. Sign-on credentials used to access the Products are non-transferable. Client is responsible for keeping all passwords secure and for all use of the Products through Client's sign in credentials. d) Cooperation. Client will provide any assistance reasonably required by Granicus to perform the Services,including timely review of plans and schedules for the Services and reasonable access to Client's Page 37 of foie s of 12 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... offices for Services performed onsite. Services delayed or unable to be performed due to lack of Client cooperation or communication will be deemed delivered and no refunds will be issued for such services. e) Third-Party Technology. Client will be responsible for securing all licenses for third party technology necessary for Granicus to perform the Services (including the right for Granicus to use such technology) and will be responsible for the performance of any third-party providing goods or services to Client related to the Services, including such third party's cooperation with Granicus. f) Use of Messaging Services. Client may use Products to send emails and messages to users and third parties. Client is solely responsible for any such message and their content, including securing the legal right to send the message. Messages may be blocked, delayed, or prevented from being delivered by destination servers and other reasons outside of Granicus' control, and there is no warranty that messages will reach their intended destination in a given timeframe. 6. Support. Basic support and maintenance services provided to Client for Products ("Support") is included in the fees paid for the Granicus Product subscription or maintenance during the Term and will be provided in accordance with the Service Level Agreement set forth at www.granicus.com/legal/licensing. Granicus may update its Support obligations under this Agreement, so long as the level of Support agreed to by the parties is not materially diminished due to such modification. 7. Representations;Warranties;Disclaimers. a) Representations. Each Party represents that it has validly entered into this Agreement and has the legal power to do so. b) Warranties: (i) Each party warrants that it has the rights necessary to grant to the other party the licenses granted in this Agreement. (i i) Granicus warrants that it will perform its obligations in a professional and workmanlike manner in accordance with industry standards. (iii) Client's sole and exclusive remedy and Granicus' sole obligation for breach of the warranties in this Section are as follows: (i)for a breach of the warranty in Section 7.b.(i),the indemnity in Section 10 of this Agreement; and (ii) reperformance of the non-conforming Services for a breach of the warranty in Section 7.b.(ii), provided that Client notifies Granicus of a non-conformity in this Section during the thirty(30) day period following Granicus' completion of the applicable Services. c) Disclaimers. EXCEPT AS EXPRESSLY STATED IN THIS THIS SECTION,THE PRODUCTS AND SERVICES ARE PROVIDED "AS IS" AND GRANICUS DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, THE IMPLIED WARRANTIES OF MERCHANTABILITY, TITLE, NON- INFRINGEMENT, AND FITNESS FOR A PARTICULAR PURPOSE. GRANICUS DOES NOT WARRANT THAT PRODUCTS OR SERVICES WILL MEET CLIENT'S REQUIREMENTS OR THAT THE OPERATION THEREOF WILL BE UNINTERRUPTED OR ERROR FREE. Page 38 of foie 6 of 12 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning; Special Projec... 8. Services. a) Granicus will perform Services in accordance with this Agreement and the SOW. Granicus is not obligated to provide any Services unless set out in the SOW. Unless otherwise set out in the SOW or as agreed to by the parties the Services will be performed remotely. Any estimates provided in the SOW, including expected hours to complete the Services and any timeline provided by Granicus, are based on known functional requirements and technical environments as of the effective date of the SOW. Changes or delays in the work schedule originating with Client are subject to the project change procedure and may result in an increase in fees. b) Granicus grants Client a non-exclusive, non-transferable, royalty-free, perpetual license to use the Deliverables on behalf of and for the benefit of Client independently and with the Products. Granicus retains all right, title and interest to the Deliverables except for those rights expressly granted to Client. Deliverables and Services are deemed accepted upon delivery unless otherwise set forth in a SOW. c) Any modifications to the Services must be in writing and signed by authorized representatives of each party. Granicus personnel performing Services at Client's offices will comply with Client's policies and procedures in effect at such location. d) If agreed to by the Parties in the SOW, Client will also pay for all reasonable travel-related and out-of-pocket expenses incurred by Granicus in the performance of the Services in accordance with Client's travel and expense policy which will be provided to Granicus in writing(or Granicus' policy if none is provided by Client) and which will be billed monthly and due thirty(30) days following date of invoice. 9. Confidentiality. During performance of the Services,each party may receive Confidential Information of the other party. a) "Confidential Information" means all confidential and/or trade secret information of either party ("Disclosing Party"), including but not limited to: (i) Granicus' Products; (ii) non-public information if it is clearly and conspicuously marked as "confidential" or with a similar designation at the time of disclosure; (iii) non-public information of the Disclosing Party if it is identified as confidential and/or proprietary before, during, or promptly after presentation or communication; and (iv)any information that should be reasonably understood to be confidential or proprietary given the nature of the information and the context in which disclosed, in each case that is disclosed to the other party("Receiving Party")or to which the Receiving Party gains access in connection with performance of the Services. b) Subject to freedom of information, government transparency, or similar applicable law, each Receiving Party will receive and hold any Confidential Information in strict confidence and will: (i) protect and safeguard the Confidential Information against unauthorized use, publication or disclosure; (ii) not reveal, report, publish, disclose, transfer, copy or otherwise use any Confidential Information except as specifically authorized by the Disclosing Party; (iii) not use any Confidential Information for any purpose other than in performance of this Agreement; (iv) restrict access to Confidential Information to those of its advisors,officers,directors,employees,agents,consultants,contractors and lobbyists who have a need to know, who have been advised of the confidential nature thereof, and who are under express written obligations of confidentiality or under obligations of confidentiality imposed by law or rule; and (v) exercise at least the same standard of care and security to protect the confidentiality of the Confidential Information received by it as it protects its own confidential information, but no less than a reasonable degree of care. Page 39 of foie I of 12 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... c) If a Receiving Party is requested or required in a judicial, administrative, or governmental proceeding to disclose any Confidential Information, it will notify the Disclosing Party as promptly as practicable so that the Disclosing Party may seek an appropriate protective order or waiver for that instance, unless such notification is prohibited by law or judicial order. d) The foregoing obligations do not apply to information that: (i) is already public or becomes available to the public through no breach of this section; (ii)was in the Receiving Party's lawful possession before receipt from the Disclosing Party; (iii) is lawfully received independently from a third party who is not bound by a confidentiality obligation; or (iv) is independently developed by or on behalf of the Receiving Party without use of any Confidential Information. e) Upon written request of the Disclosing Party, the Receiving Party agrees to promptly return or destroy all Confidential Information in its possession, and certify its destruction in writing, provided that the Receiving Party may retain a copy of the returned or destroyed items for archival purposes in accordance with its records retention policies and subject to this section. f) Disclosing Party may be irreparably damaged if the obligations under this section are not enforced and as such may not have an adequate remedy in the event of a breach by Receiving Party of its obligations hereunder. The parties agree, therefore, that Disclosing Party is entitled to seek, in addition to other available remedies, an injunction restraining any actual, threatened or further breaches of the Receiving Party's obligations under this section or any other appropriate equitable order or decree. 10. Indemnification. a) Granicus will defend, indemnify and hold Client harmless from and against all losses, liabilities, damages and expenses including reasonable attorney fees (collectively, "Losses") arising from any claim or suit by an unaffiliated third party that the Products or Deliverables, as delivered to Client and when used in accordance with this Agreement and the applicable Order or SOW, infringes a valid U.S. copyright or U.S. patent issued as of the date of the applicable Order or SOW(a "Claim"). b) To the extent permitted by applicable law, Granicus will have control of the defense and reserves the right to settle any Claim. Client must notify Granicus promptly of any Claim and provide reasonable cooperation to Granicus, upon Granicus' request and at Granicus' cost, to defend such Claim. Granicus will not agree to any settlement which requires acknowledgment of fault or an incurred liability on the part of an indemnified party not otherwise covered by this indemnification without indemnified party's prior consent. Client may elect to participate in the defense of any claim with counsel of its choosing at its own expense. c) If the Products or Deliverables are subject to a claim of infringement or misappropriation, or if Granicus reasonably believes the Products or Deliverables may be subject to such a Claim, Granicus reserves the right, in its sole discretion, to: (i) replace the affected Products or Deliverable with non- infringing functional equivalents; (ii) modify the affected Products or Deliverable to render it non- infringing; or (iii) terminate this Agreement or the applicable Order or SOW with respect to the affected Granicus Product or Deliverable and refund to Client any prepaid fees for the then-remaining portion of the Order or SOW Term. Page 40 of foie s of 12 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning; Special Projec... d) Granicus will have no obligation to indemnify, defend, or hold Client harmless from any Claim to the extent it is based upon: (i)a modification to the Granicus Product or Deliverable by anyone other than Granicus; (ii) a modification made by Granicus pursuant to Client's required instructions or specifications or in reliance on materials or information provided by Client; (iii) combination with the Products or Deliverable with non-Granicus software or data; or (iv) Client's (or any authorized user of Client) use of any Products or Deliverables other than in accordance with this Agreement. e) This section sets forth Client's sole and exclusive remedy, and Granicus' entire liability, for any Claim that the Products, Deliverables or any other materials provided by Granicus violate or infringe upon the rights of any third party. 11. Limitation of Liability. a) EXCEPT FOR LIABILITY THAT CANNOT BE LIMITED OR EXCLUDED UNDER APPLICABLE LAW, UNDER NO CIRCUMSTANCES WILL EITHER PARTY BE LIABLE FOR ANY: (1) SPECIAL, INDIRECT, PUNITIVE, INCIDENTAL, OR CONSEQUENTIAL DAMAGES; OR (11) LOSS OR DAMAGE TO DATA, LOST PROFITS, SALES, BUSINESS, GOODWILL OR ANTICIPATED SAVINGS, WHETHER AN ACTION IS IN CONTRACT OR TORT (INCLUDING NEGLIGENCE) AND REGARDLESS OF THE THEORY OF LIABILITY, EVEN IF A PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. b) IN NO EVENT, EXCEPT FOR CLIENT'S OBLIGATIONS TO PAY AMOUNTS DUE UNDER THE ORDER OR SOW, OR GRANICUS' INDEMNIFICATION OBLIGATIONS SET FORTH IN SECTION 10 (INDEMNIFICATION), WILL EITHER PARTY'S MAXIMUM AGGREGATE LIABILITY FOR ALL CLAIMS ARISING IN CONNECTION WITH THIS AGREEMENT(IN TORT(INCLUDING NEGLIGENCE),CONTRACTOR OTHERWISE) EXCEED THE AMOUNT OF FEES PAID BY CLIENT TO GRANICUS OR GRANICUS' RESELLER, AS APPLICABLE, IN THE SIX (6) MONTHS IMMEDIATELY PRECEDING THE DATE THE DAMAGED PARTY NOTIFIES THE OTHER PARTY IN WRITING OF THE CLAIM. HOWEVER, IF CLIENT HAS PAID NO FEES UNDER THE TERMS OF AN ORDER IN THE TWELVE (12) MONTH PERIOD PRECEDING THE DATE OF THE INCIDENT GIVING RISE TO THE CLAIM, THE AGGREGATE LIABILITY OF GRANICUS TO CLIENT FOR SUCH CLAIM SHALL NOT EXCEED FIVE THOUSAND DOLLARS ($5,000). 12. General. a) Force Majeure. With the exception of payment obligations, any delay in the performance by either party of its obligations hereunder will be excused when such delay in performance is due to any cause or event of any nature whatsoever beyond the reasonable control of such Party, including, without limitation, any act of God; any fire, flood, or weather condition; any computer virus, worm, denial of service attack; any earthquake; any act of a public enemy, war, insurrection, riot, explosion or strike; provided, that written notice thereof must be given by such Party to the other Party within twenty (20) days after occurrence of such cause or event. b) Independent Contractor. Each party is an independent contractor and employees of each party are not considered to be employees of the other party. No agency, partnership, joint venture or other joint relationship is created by this Agreement. The parties shall not make any commitments binding on the other or make any representation that they are acting for, or on behalf of, the other. Each party assumes full responsibility for the actions of its personnel while performing the Services and such party will be solely responsible for the supervision,daily direction,control of its personnel, and for the payment of all of their compensation and any taxes related thereto. Page 41 of foie 9 of 12 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... c) Publicity. Neither party will use the name of the other party in publicity releases or similar activity without the consent of the other party, except Granicus may include Client's name and logo in client lists and similar communications. d) Waiver. No waiver of any breach of any provision of this Agreement or the SOW by either party or the failure of either party to insist on the exact performance of any provision of this Agreement or the SOW will constitute a waiver of any prior, concurrent or subsequent breach of performance of the same or any other provisions hereof, and no waiver will be effective unless made in writing. e) Notices. Other than routine administrative communications, which may be exchanged by the Parties via email or other means, all notices, consents, and approvals hereunder will be in writing and will be deemed to have been given upon: (i) personal delivery;(ii)the day of receipt,as shown in the applicable carrier's systems, if sent via Fed Ex, UPS, DHL, or other nationally recognized express carrier; (iii)the third business day after sending by U.S. Postal Service, First Class, postage prepaid, return receipt requested; or (iv) sending by email, with confirmed receipt from the receiving party. Either Party may provide the other with notice of a change in mailing or email address in which case the mailing or email address, as applicable,for that Party will be deemed to have been amended. The mailing and email addresses of the Client are as set forth in the Order or SOW,for Granicus as follows: Granicus Contracts 1152 15th Street NW,Suite 800 Washington DC 20005 1-800-314-0147 contracts@granicus.com f) Severability. If any provision of this Agreement, Order, or SOW, or portion thereof, is held to be invalid, illegal or unenforceable by a court of competent jurisdiction, such provision will be severed and the remaining provisions of the Agreement, Order or SOW will remain in full force and effect. g) Assignment. Neither Party may assign, delegate, or otherwise transfer this Agreement or any of its rights or obligations hereunder without the prior written consent of the other Party(such consent not to be unreasonably withheld). Notwithstanding the foregoing, either Party may assign this Agreement with reasonable notice to the other party to an affiliate or to a successor in interest resulting from acquisition of all, or substantially all, of the assigning party's business by means of merger, stock or asset purchase, or otherwise. Any assignment or attempted assignment in violation of this Agreement will be null and void. This Contract will bind and inure to the benefit of each party's permitted successors and assigns. h) Amendment. This Agreement may not be amended or modified except by a written instrument signed by authorized representatives of both Parties. Page 42 of foie 10 of 12 11 .a) DS2025-036, George Vadeboncoeur, Manager, Pla�i'r�'R e tr96fM' Projec... j) Applicable Law. Each party will, at all times, exercise its rights and perform its obligations under this Agreement in compliance with all applicable law, rules, and regulations including all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. k) Headings. The various section headings of this Agreement are inserted only for convenience of reference and are not intended, nor will they be construed to modify, define, limit, or expand the intent of the Parties. 1) No Third-Party Beneficiaries.This Agreement is binding upon and insures solely to the benefit of the Parties hereto and their respective permitted successors and assigns; there are no third-party beneficiaries to this Agreement. m) Conflict of Interest. Granicus certifies that it is not engaged in any current project or business transaction, directly or indirectly, nor has it any interest, direct or indirect, with any person or business that might result in a conflict of interest in the performance of the Agreement, Order, or SOW. n) Anti-Corruption. Neither Party has received or been offered any illegal or improper bribe, kickback, payment,gift, or item of value from an employee or agent of the other Party in connection with this Agreement. If Client learns of any violation of the above restriction, Client shall immediately notify Granicus. 13. Governing Law. If Client is a public entity (a state or any agency or authority thereof, or county, city or town, public educational institution or other entity that serves a public purpose), this Agreement will be governed by and construed in accordance with the laws of the state in which the public entity is located, with venue being a court of competent jurisdiction within such state. If Client is the Federal government of the United States or any branch or agency thereof,this Agreement will be governed by the laws of the United States with venue being any Federal district court of competent jurisdiction. If Client is a private or commercial entity, this Agreement will be governed by the laws of the state of New York, without reference to the state's conflict of law principles, with exclusive jurisdiction of the state and federal courts located in the borough of Manhattan, New York, New York. If Client is located in Canada, this Agreement will be governed by the laws of the Province of Ontario with suit brought only in the General Division of the Ontario Court of Justice. No applicable principals of conflicts of laws, imputed terms of the Uniform Commercial Code, or the United Nations Convention on contracts for the international sale of goods will apply to this Agreement. 14. Entire Agreement.This Agreement and Orders and SOWS governed by this Agreement constitutes the entire agreement between Granicus and Client, and supersedes all prior agreements, requests for proposals or pricing and the corresponding responses, understandings, representations or correspondence relevant to the subject matter hereof. Perpetual licenses granted to Client under prior agreements remain in full force and effect. If your organization and Granicus has entered into a separate agreement or is utilizing a contract vehicle for this transaction, the terms of this Agreement are incorporated into such separate agreement or contract vehicle by reference, with any directly conflicting terms and conditions being resolved in favor of the separate agreement or contract vehicle to the extent applicable.Inconsistencies between documents will be resolved in the following order:(1)this Agreement; (ii) Orders and SOWS; (iii) all other purchase documents executed by the parties (except for any pre- printed or standard terms contained on purchase orders which shall have no force or effect);(iv)Granicus' Page 43 of foie 11 of 12 11 .a) DS2025-036, George Vadeboncoeur, Manager, Planning, Special Projec... response to Client's RFI, RFP, RFQ; and (v)Client's RFI, RFP, RFQ. Client has not been induced to enter into this Agreement or the SOW by any representations or promises not specifically stated herein. This Agreement may be updated from time to time at Granicus' sole discretion. Notification to Client will be via email or posting to the Granicus website. Page 44 of foie 12 of 12 11 .b) OCS2025-01 , Jodi Grubb, Supervisor, Community Recreation & Special... WON(W Township of ffet/onZe� Staff Report Proud Heritage, Exciting Future To: Council From: Jodi Grubb, Supervisor— Community Recreation & Special Events Meeting Date: March 12, 2025 Report No: OCS-2025-01 Subject: Recreation Fee Assistance Policy Adoption Type: Requires Action Motion No.: Recommendation Be it resolved: 1. That report OCS 2025-01 be received and adopted; and 2. That policy POL-PR-014 be adopted as presented: and 3. That the Director, Operations and Community Services be authorized to execute the appropriate agreements on behalf of the Township with the We are the Villagers Organization. Background During the July 17, 2024 meeting of Council, report OCS2024-20 was presented regarding the creation of a Recreation Program Fee Assistance Policy. Motion No. C240717-10, stated that Council supported the creation of a Recreation Fee Assistance Program and supporting policy for residents facing economic hardships which create barriers to recreation participation. Further, that Council endorsed Option 2 to engage the support of a third-party agency, We Are the Villagers, to manage the program to ensure confidentiality and anonymity. And finally, that staff would create a formal Recreation Fee Assistance Policy to guide the implementation and management of the program, and that the allocation of funds for the program be considered during the 2025-2026 budget deliberations. Operations and Community Services March 12, 2025 Report No. OCS 2025-01 Page 1 of 7 Page 45 of 191 11 .b) OCS2025-01 , Jodi Grubb, Supervisor, Community Recreation & Special... This report presents the new Recreation Fee Assistance Policy, which provides the guiding principles of the funding program outlining the scope and the partnership details, and establishes funding eligibility, allocation and distribution, and creates the process for program management, monitoring and evaluation. Analysis The adoption of this policy will guide the management of the Recreation Fee Assistance Program, as supported by Council. The policy provides clear guidance and instructions on handling specific situations, ensuring consistency in actions and decisions as it relates to the program. It ensures compliance with laws and regulations, establishes accountability by setting responsibilities and expectations, and aids in risk management by outlining procedures to mitigate potential risks. The policy further outlines the parameters of the agreement with We Are the Villagers, the external partner who will manage and distribute the funds on the Township's behalf. They have established processes that allow for a fair, unbiased and confidential application and approval process, and will ensure that Township funds are distributed equitably to qualifying individuals and families of the municipality. While funding is only available to residents of Oro-Medonte, the policy will allow funding recipients to utilize the funds towards a variety of recreation programs, including municipally offered activities, or those offered by private/contracted service providers, or other sports organizations. Financial/Legal Implications/ Risk Management As per the recommendation in report OCS2024-20, $5,000 has been included in the draft 2025-2026 budget plans for Council's consideration. The adoption of this policy will guide the distribution and allocation of those funds. Further, the partnership creation with We Are the Villagers, will ensure that the management of the funds provides confidentiality and anonymity of program participants. Staff will monitor the program for effectiveness and participant satisfaction. This will help identify areas for improvement and ensure that the program is meeting its goals. The results of the program's effectiveness will be shared with Council during the following year's budget deliberations so that subsequent allocations can be suitably matched to the demonstrated need. Policies/Legislation Not Applicable. Operations and Community Services March 12, 2025 Report No. OCS 2025-01 Page 2 of 7 Page 46 of 191 11 .b) OCS2025-01 , Jodi Grubb, Supervisor, Community Recreation & Special... Corporate Strategic Priorities Community Engagement Consultations We Are the Villagers Other Simcoe County municipalities Chief Financial Officer/Treasurer Director of Operations & Community Services Attachments Appendix A— Recreation Fee Assistance Policy Conclusion Council previously supported the creation of a Recreation Fee Assistance Program for equitable, barrier free access to recreational opportunities for individuals who fall under the Low-Income Measure. The adoption of the Recreation Program Fee Assistance Policy supports the funding allocation included in the 2025/26 draft budget and establishes a process for those municipally allocated funds to be distributed to residents of Oro-Medonte who face financial barriers to participation in recreational opportunities and programs. Respectfully submitted, Jodi Grubb, Supervisor, Community Recreation & Special Events Approvals: Date of Approval Roz Llewellyn, Manager Community Services Feb. 27, 2025 Dylan Flannery, Director of Operations & Community Services Feb. 27, 2025 Shannon Johnson, Director of Finance / Chief Financial Officer March 3, 2025 Donna Hewitt, Director, Corporate Services / Acting CAO March 6, 2025 Operations and Community Services March 12, 2025 Report No. OCS 2025-01 Page 3 of 7 Page 47 of 191 11 .b) OCS2025-01 , Jodi Grubb, Supervisor, Community Recreation & Special... Appendix A Township of Policy �Cy Proud Heritage, Exciting Future Department/Section Policy # Community Services POL-PR-14 Subject Enacted by Council: Recreation Fee Assistance Policy Motion # 1. Purpose The Township of Oro-Medonte is committed to ensuring that all residents, regardless of financial circumstances, can have the opportunity to participate in recreational programs and services. Recognizing the significant health and well-being benefits derived from positive recreation, the Township acknowledges that financial constraints can limit participation for some families. This policy aims to facilitate financial assistance and equitable access to recreation for residents in the low- income bracket. Further, the Township will partner with a third-party agency to manage the Recreation Fee Assistance Program, to ensure the confidentiality and anonymity of funding recipients. 2. Scope The Township of Oro-Medonte has established the Recreation Fee Assistance Program which serves to provide financial assistance to low-income families seeking to participate in recreational activities. As part of the annual budgeting process, Council will determine that year's funding amount to be allocated towards the Program. A third-party agency will be contracted to manage and distribute these funds, in accordance with this policy, to qualify residents within the Township of Oro- Medonte. While funding is only available to residents of Oro-Medonte, this policy will allow funding recipients to utilize the funds towards a variety of recreation programs, including municipally offered activities, or those offered by private/contracted service Operations and Community Services March 12, 2025 Report No. OCS 2025-01 Page 4 of 7 Page 48 of 191 11 .b) OCS2025-01 , Jodi Grubb, Supervisor, Community Recreation & Special... providers, or other sports organizations. 3. Definitions Financial Assistance - Municipally allocated funds designated to provide financial support for low-income residents, aimed at eliminating participation barriers in recreational sports, programs, and art activities. Low-Income Measure — The Low-Income Measures (L.I.M.'s) are a set of thresholds estimated by Statistics Canada that identify Canadians whose incomes are below half of the median of the adjusted income distribution. To be eligible for funding, a family's income (after taxes) must be at, or below, the income listed in the most recent Statistics Canada Low Income Measure cut-off table. Family size includes the applicant, spouse or partner, and dependents living in the household. Recreation Program - Activities of a recreation, fitness, sport, art or cultural nature that may be self-directed or instructional, providing skill development in a particular leisure pursuit. Programs may be introductory or specialty and are of an on-going nature. Registration in any recreation program, whether municipally offered, or those offered by external recreation providers, is eligible for funding allocations. Given the lack of recreational infrastructure in Oro-Medonte, this includes activities (like swimming) that may be offered in neighbouring municipalities as well. Third-Party Program Management Agency—An agency who has partnered with the Township to manage the Recreation Fee Assistance Program to ensure credibility, confidentiality and anonymity of the funding recipients. 4. Policy Partnership Agreement The Township of Oro-Medonte will enter into a formal agreement with a third-party agency (who must be a registered charity) for the management of the Recreation Fee Assistance Program. By engaging with an external partner, the privacy of the program recipients will be maintained. This third-party agency will ensure that all Operations and Community Services March 12, 2025 Report No. OCS 2025-01 Page 5 of 7 Page 49 of 191 11 .b) OCS2025-01 , Jodi Grubb, Supervisor, Community Recreation & Special... municipally allocated funds are distributed according to the procedures established in this policy. Funding Funding for the program will be sourced through: • Municipal allocation, as established during the annual budget planning process. This amount can change depending on the success of the program and/or the demonstrated need in the community. • Additional funds could supplement the budget allocation, by way of donation or sponsorship initiatives which could further expand the program's reach. The amount of funding per eligible recipient shall not exceed $250* per person, per calendar year. Should the full $250 not be required, any unused amounts will be returned to the fund for redistribution. (*The maximum annual amount for individual allocations can be adjusted, should Council choose.) All funds raised will be managed and distributed by the third-party program management agency. Eligibility and Distribution The third-party program management agency will be responsible for administering the Recreation Fee Assistance Program and adhering to the parameters of this policy, including: the application process, the eligibility assessment, and the distribution of funds. Criteria/Application process will include: • Contact information of those seeking support, including: names, address, birth dates • Proof of residency (example: current Utility bill (within two months), a valid driver's license, copy of a current lease agreement, Ontario photo ID card) — only used if not listed on proof of household income. • Total household Income (example: Notice of Assessment, T4, ODSP Statement of Assistance or Payment Card, Ontario Works Statement of Assessment, Guaranteed income Supplement (GIS) Monthly Statement), Employment Insurance [El]). • Details of the requested recreation program of choice, including program provider, program location, program length, program fees and program Operations and Community Services March 12, 2025 Report No. OCS 2025-01 Page 6 of 7 Page 50 of 191 11 .b) OCS2025-01 , Jodi Grubb, Supervisor, Community Recreation & Special... description. Should a funding recipient not have a program of choice, the agency will assist to provide suitable recommendations. Program Management The third-party program management agency will be responsible for: • Managing the application and approval process. • Distributing funds to eligible families. The agency will provide quarterly status updates to Township staff regarding the program's progress and financial status. Monitoring and Evaluation The Township will review, on an annual basis, the partnership and program effectiveness. These results will be shared with Council during budget deliberations so that the following year's allocation can be suitably matched to the demonstrated need. Adjustments to the program or partnership agreement will be made as necessary based on feedback and performance metrics, and any proposed substantive amendments will be submitted to Council for consideration and approval. 5. Conclusion This policy outlines the framework for a collaborative effort between the Township of Oro-Medonte and the third-party program management agency to support low- income families in accessing valuable recreational and leisure opportunities. The partnership aims to enhance community well-being through structured financial assistance and supportive services. And these recreation opportunities will help improve the mental, physical, social and emotional well-being of Oro-Medonte residents. Operations and Community Services March 12, 2025 Report No. OCS 2025-01 Page 7 of 7 Page 51 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... 4 Toumship o� Staff Report Proud Heritage, Exciting Future To: Council From: Brent Spagnol, Director, Development Services Meeting Date: March 12, 2025 Report No.: DS-2025-034 Subject: Fees and Charges Update (Building & Planning) Type: For Information Only Motion No.: Recommendation Be it resolved: 1. That report DS 2025-034 be received for information only. Background The purpose of this report is to provide Council with information and an update regarding the Fees and Charges Review/Update (Building and Planning Divisions) process. Township staff from multiple departments have been working with Watson and Associates over the course of 2024 and into 2025 to identify work processes and associated time estimates for each Building and Planning process/application to arrive at updated fees that attempt to move towards a modernized cost recovery model. Based on this work, a report has been finalized by Watson and Associates (Schedule 1- Development Services Fee Review Report dated February 26, 2025), which provides analysis of the current level of cost recovery for Building and Planning and provides a set of recommendations to move the two divisions to an improved level of cost recovery through user fees to be borne by those benefitting from the service and reduce the tax burden on the general rate payer. Development Services March 12, 2025 Report No. DS2025-034 Page 1 of 5 Page 52 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... The report specifically identifies the current level of cost recovery for the Building and Planning Divisions, provides a recommended fees structure/fees, provides municipal comparator analysis. Next Steps and Timeline to Adoption The completion of the Fees and Charges Report for Development Services (Building & Planning Divisions) sets the stage to finalize the process through the required By-laws. DEVELOPMENT SERVICES FEE REVIEW/UPDATE PROCESS In order to finalize the process, a -Building&Planning❑ivisions- JUNE 2024-Stan-Up Meeting public meeting is required for the • Discussscopeof review and develop fee categories for costingpurposes fees associated with the Building • Review implications of legislative changes(e.g..Bill 109,Bill 23,and Bill 135) • Receive and review requested information Division's fees by-law. Representatives from Watson SEPTEMBER 2024-Review Development Processes and Staff Involvement Review Development Review Processesie and Associates will provide a • Meet with slattto review which staff are involved In each area oTthe development review process and me „ope°'meir involvement to determine the process for secunng estimates of staff irwalvemem. detailed presentation of the • The level of information requested from staff will diner depending on the area of involvement(i.e., planning vs.building)and intensity of involvement. Preparation of Effort Estimate Templates report and draft By-law during the • Prepare communicalion materials for staff to provide effort estimates. Templates will contain major milestone stages within the major application types of applications. public meeting. • Re—process for providing estimates before providing to staff. Prior to updated Fees By-laws OCTOBER 2024-Review Staff Estimates&Undertake Capacity Utilization Analysis being introduced to Council for ron• Finalize rin elevel ow ortstasand staff volvedinapplic nt do consideration, revisions to draft • Finalize level of effort Stan involved in application review process fees by-laws for both divisions may be required depending on NOVEMBER2024-DRAFT FEEPREPARAnON feedback received through the • Completion ofMunki rFee asnComparaforMalysis consultation prior to adoption. • Develop Dr.Tee rewmmentlatians • Information/Status Report to Council i Staff will be scheduling a Public WEARS HERE Meeting to take place at a future Present Report and Public Meeting to Council • Final Rep orttobe presented toCouncil DSC or Council meeting in April • Draft Fee RmommencialionslFee By-law • Public Meeting for Building DivemonFees with an anticipated adoption date for the By-laws in May/June Implementation of Updated Fees 2025. • Report to Council(Response to Comments Rsceivedli • Final Fees By-law Notice regarding the public meeting for Building Fees will be sent directly to key stakeholders, developers and builders along with the use of standard municipal social media and website. Financial/Legal Implications/ Risk Management Funding for this project was approved by Council as part of 2024 Budgetary deliberations. The project is cost neutral as the review and study are being funded through Building Division reserves without any impact to the municipal tax rate. The proposed recommendations within the Development Fee Review Report prepared by Watson and Associates will have a direct impact on the municipal budget for 2025/2026 as additional revenues collected for services will ultimately reduce the Development Services March 12, 2025 Report No. DS2025-034 Page 2 of 5 Page 53 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... financial burden on the taxpayer and transfer the majority of the costs to applicants that benefit from the service. Policies/Legislation • Building Code Act • Planning Act Corporate Strategic Goals • Financial Sustainability • Community Engagement Consultations • Corporate Services, Township of Oro-Medonte • Finance Department, Township of Oro-Medonte Attachments Schedule 1: Development Services Fee Review Report prepared by Watson and Associates dated February 26, 2025 Related Information/Background Reports Staff Report dated May 22, 2024 - Fees and Charges Update (Building and Planning) Conclusion The Fees and Charges review/update is in-line with the strategic goals of the Township from a Financial Sustainability perspective. Specifically, the modernization of fees to better reflect the costs for service provision will reduce the tax burden on rate payers by ensuring that the majority of costs are borne by the applicant. The attached report found in Schedule 1- Development Fee Review Report prepared by Watson and Associates dated February 26, 2025 is being provided for review, comment and questions prior to the Public Meeting to be held in April 2025. The public meeting will provide the opportunity for further questions and comments, which will be responded to prior to the introduction of an updated fees by-law for Council's consideration. In preparation for the next steps, staff have coordinated a presentation for representatives from Watson and Associates to outline the methodology used to arrive at the recommended fees and report key findings to Council. Development Services March 12, 2025 Report No. DS2025-034 Page 3 of 5 Page 54 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Respectfully submitted, Brent Spagnol, RPP, Director, Development Services, March 4, 2025 Approvals: Date of Approval Donna Hewitt, Director, Corporate Services / Acting CAO March 12, 2025 Development Services March 12, 2025 Report No. DS2025-034 Page 4 of 5 Page 55 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Schedule 1 — Development Fee Review Report prepared by Watson and Associates dated February 26, 2025 Development Services March 12, 2025 Report No. DS2025-034 Page 5 of 5 Page 56 of 191 0 JA &Associates ECONOMISTS Lhkk,.- MMA Development Fee Review Township of Oro-Medonte Final Report Watson •ciates Economists Ltd. •1 •11 February • • • - • Page of • 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Table of Contents Page ExecutiveSummary....................................................................................................... i 1. Introduction......................................................................................................1-1 1.1 Background Information.......................................................................... 1-1 1.2 Legislative Context for the Imposition of Development Application Fees........................................................................................................ 1-1 1.2.1 Planning Act, 1990..................................................................... 1-2 1.2.2 Building Code Act, 1992 ............................................................ 1-4 1.2.3 Municipal Act, 2001 .................................................................... 1-6 2. Activity Based Costing User Fee Methodology............................................2-1 2.1 Activity Based Costing Methodology.......................................................2-1 2.2 User Fee Costing Category Definition.....................................................2-2 2.3 Process Map Documentation..................................................................2-3 2.4 Processing Effort Estimate Collection, Reasonability Check and CostAllocations......................................................................................2-3 2.5 Full Cost of Providing Development Application Review Services..........2-5 2.5.1 Direct Costs ...............................................................................2-5 2.5.2 Indirect Costs.............................................................................2-5 2.5.3 Capital Costs..............................................................................2-6 2.5.4 Building Code Act Reserve Fund Policy ....................................2-7 3. Development Application Full Cost Assessment and Fee Recommendation ............................................................................................3-1 3.1 Introduction .............................................................................................3-1 3.2 Full Cost of Providing Development Application Review Services..........3-1 3.3 Development Services Application Costs and Fee Recommendations..................................................................................3-2 3.4 Building Permit Review Costs and Fee Recommendations....................3-0 4. Impact of Recommended Fees on Sample Development Types.................4-1 4.1 Introduction .............................................................................................4-1 Watson &Associates Economists Ltd. Page 58 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... 4.2 Building Permit Fee Comparisons ..........................................................4-1 4.3 Subdivision Development Impacts..........................................................4-6 5. Conclusion.......................................................................................................5-1 Watson &Associates Economists Ltd. Page 59 of 191 • • • 121)IDS20295-031, BreMt Splhgpo?, Directpr, Development Services &b: Fe4.• • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •• •• • • • • • • • • • • • • •• • • • • • • • • • • • • • • • • • •• • • • • • • •• • • • • • • • •• • • • • • •• •• •• • •• • • •• •• • • • • •• • • • • • •• • •• • • • • •• •• • • • • • •• • •• • • • •• • • • • • •••• • •••• • •• •• •• •••• • • • ••• •• • •• •• • • • • •• • • • •• • • • •• • • ••• •• ••• •• • • • •• •• ••• • • • • • ••• • ••• • • •• •• • •• ••••• •• •• •••• •• •• • • • • • • ••• • ••• • •• • • ••••• ••• • • •• •• • •• •• • •• • •• • • •• •••• • •• • • •• ••••• •• •• •• ••••••• • ••• ••••••••••••••••••••••• ••••• • ••••••• •• •• ••• ••••••••••• • ••••• •••• ••• ••••• ••• •• •• •••• •••• ••••••••• ••••••• ••••• ••• ••••••••• ••••••••••••• •• ••• ••••• •• • ••• ••• •• •• ••••• ••• • ••••••••••• ••• •••• •••••••••••••••••••• •••••••••••••••••• •••• ••••••••• •••••••• ••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• •• ••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••••• Executive Summary Page 60 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Executive Summary Watson & Associates Economists Ltd. was engaged by the Township of Oro-Medonte to conduct a comprehensive review and update of its user fees for Planning Division and Building Services. The main goal of this review is to implement an activity-based costing (A.B.C.) model to accurately reflect the full costs of each service area, including direct, indirect, and capital costs. This will inform potential rate and fee adjustments to enhance user fee revenue and reduce the financial burden on property taxes. The review process involved a detailed analysis of the Township's current fee structure, market comparisons with neighboring municipalities, and consultations with Township staff. The proposed fee changes aim to enhance cost recovery, ensure service sustainability, and maintain the Township's market competitiveness. Legislative Context The legislative context for imposing development and building fees is governed by multiple statutes, including: • The Planning Act, 1990: Section 69 allows municipalities to impose fees for processing planning applications, with the requirement that these fees only recover the anticipated costs for each type of application. • The Building Code Act, 1992: Governs building permit fees and allows for broader recognition of recovering the costs of administering and enforcing the Building Code. Furthermore, it provides municipalities with the power to establish a building permit reserve fund to assist with the sustainable provision of building services. • The Municipal Act, 2001: Section 391 provides broad powers for municipalities to impose fees and charges for services and activities provided by or on behalf of the municipality. Activity Based Costing Methodology The activity-based costing (A.B.C.) methodology utilized in this review involves assigning resource costs through activities required to be undertaken by staff to provide services to applicants. This method better identifies the costs associated with specific application types, including direct operating costs, indirect support costs, and capital costs than typical municipal accounting practices. Indirect support function and Watson &Associates Economists Ltd. PAGE i Page 61 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... corporate overhead costs are allocated to direct business units based on operational cost drivers, such as the relative share of full-time equivalent positions supported. Once these costs are allocated, the accumulated costs are distributed across various user fee costing categories based on the business unit's direct involvement in the processing activities. Each business unit's involvement in the activities (i.e., Planning Division vs Building) within the scope of this review are identified within Table E-1 . This approach provides a comprehensive view of the costs utilized in delivering user fee processes, ensuring that the full cost of services is accurately captured. In aggregate 8.3 full time equivalent (F.T.E.) positions are utilized for Planning Division services activities and 8.5 F.T.E.s are utilized for Building services activities Table E-1 Staff Capacity Utilization Staff Utilization NLervice Area FTES % Utilization Full-Time Equivalents Planning Building Planning Building4o, Division Division Planning Division 12 58% 4% 7.0 0.5 Building 7 2% 89% 0.2 6.2 Septic 2 0% 86% - 1.7 Parks and Recreation 2 14% 0% 0.3 - Enviromental Services 3 5% 0% 0.1 - Economic Development 1 4% 0% 0.0 - Fire 2 18% 0% 0.4 - Operations 1 20% 0% 0.2 - Clerk's Services 3 5% 0% 0.1 - Total 33 25% 26% 8.3 8.5 Development Application Full Costs Assessment and Fee Recommendations The A.B.C. model is used to substantiate the full costs of each service area, ensuring that the Township can recover the costs of providing development and building services without overburdening property taxes. The recommended fees are designed to align with the statutory requirements set forth in the Planning Act, the Municipal Act, and the Ontario Building Code Act. The fee recommendations also consider the Township's fiscal position, market competitiveness, and affordability concerns. For Planning Division fees, Tables E-2 and E-3 show the Township's cost recovery levels at current user fees and the cost recovery levels achieved based on the recommendations within this report. Tables E-4 and E-5 show the full costs and cost recovery levels for Building. Watson &Associates Economists Ltd. PAGE ii Page 62 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... The fee recommendations provided herein have the following impacts on the Township's cost recovery levels: • Development Fees: The annual costs have been calculated at $1 .6 million of which 15% or $249,200 is recovered from current application fees. The recommended fees relating to Planning and Engineering have been designed to improve cost recovery levels to 71% cost recovery. A scenario analysis has also been conducted to inform what fee increases would be required to reach 95% cost recovery levels and is discussed further in Chapter 3. • Building Permit Fees: The annual costs have been calculated at $1 .5 million of which 64% or $1 .0 million is recovered from current permit fees. The recommended fees proposed within this report would result in a 46% (+$460,000) increase in building permit revenues. This would increase cost recovery levels from 64% ($1 .0 million in revenue) to 94% ($1 .46 million in revenue) at average historical permit volumes. Based on the forecast of building permit activity over the next five years, the recommended fees would result in full cost recovery, including providing for contributions to the Building Department's stabilization reserve fund as economies of scale are realized. These contributions would help move the Township's reserve fund toward a sustainable level so that there are sufficient funds in the reserve to continue to provide the services without any tax funding implications. Table E-2 Planning Fees Full Cost Impacts by Costing Category - Current Fees (2024$) Direct Costs '�Modeled Revenue at Current Fees Costing Group Other Direct SWIS Costs Costs i.e.Non Revenu (Deficit) Recovery I%)Plan Amendment 1,339 135 338 5 1,817 335 (1,482)' Zoning By-law Amendment 77,697 9,964 23,307 367 111,336 28,690 (82,646) Combined OPA&ZBA 16,287 2,453 3,494 57 22,292 4,200 (18,092) Subtotal-OPA/ZBA 95,323 12,552 27,140 430 135,445 33,225 (102,220) 25% Subdivision and Condominium 159,461 24,396 41,346 595 225,797 28,363 (197,434) 13 Site Plan 386,746 71,520 113,372 1,542 573,180 31,890 (541,290) 6% Development Services Committee 322,523 36,509 103,085 1,669 463,785 113,535 (350,250) 24% Other Planning Applications 1 150,587 1 11,972 1 55,011 908 218,479 1 42,240 (176,239) 19 Total 1 1,114,640 1 156,949 339,954 5,1441 1,616,686 249,253 1 (1,367,433) 15% Watson &Associates Economists Ltd. PAGE iii Page 63 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Table E-3 Planning Fees Full Cost Impacts by Costing Category - Recommended Fees (2024$) Direct Costs Modeled Revenue at Recommended Fees Costing Group Other Direct SWB Costs Costs i.e.Non- Revenue (Deficit) Recovery(%) SWB Costs Official Plan Amendment 1,339 135 338 5 1,817 1,817 Zoning By-law Amendment 77,697 9,964 23,307 367 111,336 112,177 842 OM Combined OPA&ZBA 16,287 2,453 3,494 57 22,292 21,450 (842) 000000 00r00Y Subtotal-OPA/ZBA 95,323 12,552 27,140 430 135,445 135,445 100•� Subdivision and Condominium 159,461 24,396 41,346 595 225,797 225,793 (4) 100% Site Plan 386,746 71,520 113,372 1,542 573,180 394,031 (179,148) 69% Development Services Committee 322,523 36,509 103,085 1,669 463,785 284,730 (179,055) 61% Other Planning Applications 1 150,587 1 11,972 1 55,011 1 908 1 218,479 1 107,111 (111,368) 49% Total 1 1,114,6401 156,9491 339,9541 5,1441 1,616,6861 1,147,110 (469,576) 71% Table E-4 Building Fees Full Cost Impacts by Costing Category - Current Fees (2024$) Direct Modeled Revenue at Current Fees Costing Group . Direct SWB Costs Costs i.e.Non. Revenue (Deficit) Recovery I(%) SWB Costs Lot Grading Review 39,416 1,981 9,104 150 50,651 68,407 17,756 135% Servicing Inspection-Water Main Review 10 1 3 0 14 25 11 178% Non-Residential New Construction or Addition 53,526 5,398 17,738 277 76,940 110,941 34,001 144% Non-Residential Alterations and Accessory Buildings 13,237 1,338 4,399 69 19,043 1,774 17,269 9 Agricultural and Greenhouses 26,338 2,723 8,952 140 38,153 37,803 350 99% Residential New Construction 228,736 23,168 76,136 1,190 329,229 482,637 153,408 147% Residential Alterations and Accessory Buildings 163,820 16,518 54,250 848 235,437 55,227 180,210 23% Demolition Permit 8,387 877 2,870 45 12,178 6,356 5,822 52% File Maintenance Fee 59,857 5,793 18,921 314 84,885 68,720 16,165 81 Septic 207,729 19,457 63,511 1,192 291,888 140,354 151,534 48% Miscellaneous Building 44,619 4,370 14,303 223 63,516 27,302 36,214 43 Building Department Fixed Staffing Costs 275,533 17,030 55,983 860 349,407 349,407 0 Total Building 1,121,208 98,654 326,170 5,308 1,551,340 999,546 551,794 64% Watson &Associates Economists Ltd. PAGE iv Page 64 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Table E-5 Building Fees Full Cost Impacts by Costing Category - Recommended Fees (2024$) Direct Modeled Revenue at Recommended Fees Costing Group . Direct SWB Costs Costs i.e.Non- Revenue (Deficit) Recovery SWB Costs Lot Grading Review 39,416 1,981 9,104 150 50,651 68,407 17,756 135% Servicing Inspection-Water Main Review 10 1 3 0 14 25 11 178% Non-Residential New Construction or Addition 53,526 5,398 17,738 277 76,940 168,071 91,132 218% Non-Residential Alterations and Accessor Buildin s 13,237 1,338 4,399 69 19,043 2,553 (16,491) 13% cultural and Greenhouses 26,338 2,723 8,952 140 38,153 68,045 29,892 178% Residential New Construction 228,736 23,168 76,136 1,190 329,229 565,447 236,218 172% Residential Alterations and Accessory Buildings 163,820 16,518 54,250 848 235,437 64,657 170,779 27% Demolition Permit 8,387 877 2,870 45 12,178 8,767 3,411 72% File Maintenance Fee 59,857 5,793 18,921 314 84,885 143,250 58,365 169% Septic 207,729 19,457 63 511 1,192 291,888 308,917 17,028 106% Miscellaneous Building 44,619 4,370 14,303 223 63,516 60,871 2,645 96% Building Department Fixed Staffing Costs 275,533 17,030 55,983 860 349,407 (349,407 0% Total Building 1,121,208 98,654 326,170 5,308 1,551,340 1,459,009 92 331j 94% The current and recommended fees for Development and Building services are shown in Tables E-6 and E-7, respectively. Watson &Associates Economists Ltd. 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E E \ / k / \ \ ) } / \ 7 7 3 7 & } \ / Page 73 0 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... w Q w 0 0 o LO o 0 o Ln o O O N O O O O N O O O O LO O O O O LO O 00 O O N O O LO O N O (Y) Ln N CO Ln (� (Y) () (Y) CO O O O Ln O) O O) CO O) O O O O) r� O O O r--� O O O) O O O O Ln Ln 00 Ln Ln N N N E i tLO a v n3 E a ° o o E 3 N c E < N a UO O J U i- -a U 4J L.L Ln O C O C N 0 Qj O C C L O 4J C N v U '+� O O O O in •� C +-+ C M •+-+ •++ L f0 f0 C U U U N O in E E a O_ O +�+ •'' C 0 Q - .N X +� E C U LU 0 O E � c c c°o uj 3 — — (n o� co 0 O ao c C > N O C 6 i u O O °_ o_ f6 _ `° a a f° `—' m O ° cOo cOo O) E a Ln N U) a ._ v o a � 3 c 3 c > 3 +� 0 t t � O � 0) o c v � Q c co U U Q n > t O O O a>i 3 O 0) v F ro E a > > CD E • Ln Ln 0� •� 4J 4J Z N NLn ++ Ln _O N a M of LL LL Q Ln Q CO a -j LL Ln LL Ln Page 74 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... .X w c� Q 0 0 0 0 0 0 0 0 0 �n Ln o Ln ' rn 0 0 0 0 0 o LO o �n N CO o O E txO a � v J U C C E C � 0 E U bb 0 O LL Q a) 0 CDO U E '.F-+ U v W N N U T 0 r N 0- U N 'O F: Ln N M a v > O Q M ° \ L^ a� U o v \j LL Q Ln V) ,—, M C E 0 v 1O v O Q O Q Page 75 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Chapter Introduction Watson &Associates Economists Ltd. Page 76 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... 1 . Introduction 1 .1 Background Information The Township of Oro-Medonte (Township) retained Watson & Associates Economists Ltd. (Watson) to conduct a review and update of its user fees relating to Planning Division and Building Services. The ultimate goal of the user fee review is to develop an activity-based costing (A.B.C.) model to substantiate the full costs of each service area within the scope of the review. The full cost assessment (i.e., direct, indirect, and capital costs) will be used to inform potential rates and fees to increase user fee revenue and decrease the burden on property taxes. User fees for Planning, Engineering and Building services are governed by the Planning Act, the Municipal Act, and the Ontario Building Code Act, respectively. The review consisted of the development of an A.B.C. user fee model to first substantiate the full cost of service before fee and policy recommendations were discussed with regard for the statutory requirements, the affordability of the fees, the Township's market competitiveness, fiscal position, and internal/historical fee setting practices. The following chapters of this report summarize the legislative context for user fees, the user fee methodology developed, policy review, public consultation, and the findings and recommendations of the user fee review. This analysis and resulting recommendations are denominated in 2024$ values unless otherwise stated. Unless explicitly stated in this report, the recommended fees within this report should be indexed to 2025 values based on the Township's annual budgeted cost increases or other appropriate index (i.e., the Consumer Price Index). 1 .2 Legislative Context for the Imposition of Development Application Fees Development application fees are governed by multiple statutes, each with specific requirements. The Township's statutory authority for imposing planning application fees is provided under Section 69 of the Planning Act. Building permit fees are governed by the provisions of Section 7 under the Ontario Building Code Act. For municipal services where specific statutory authority is not provided, municipalities can impose fees and Watson &Associates Economists Ltd. PAGE 1-1 Page 77 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... charges under Section 391 of the Municipal Act. This section provides a summary of the applicable legislative authority for the imposition of fees within the scope of this review. 1.2.1 Planning Act, 1990 Section 69 of the Planning Act allows municipalities to impose fees through a by-law for the purposes of processing planning applications. In determining the associated fees, the Act requires that: "The council of a municipality, by by-law, and a planning board, by resolution, may establish a tariff of fees for the processing of applications made in respect of planning matters, which tariff shall be designed to meet only the anticipated cost to the municipality or to a committee of adjustment or land division committee constituted by the council of the municipality or to the planning board in respect of the processing of each type of application provided for in the tariff." Section 69 establishes the requirements that municipalities must consider when undertaking a full cost recovery fee design study. The Act specifies that municipalities may impose fees through by-law and that the anticipated costs of such fees must be cost justified by application type as defined in the tariff of fees (e.g. Subdivision, Zoning By-law Amendment, etc.). Given the cost justification requirements by application type, this would suggest that cross-subsidization of planning fee revenues across application types is not permissible. For instance, if Minor Variance application fees were set at levels below full cost recovery for policy purposes this discount could not be funded by Subdivision application fees set at levels higher than full cost recovery. Our interpretation of Section 69 is that any fee discount must be funded from other general revenue sources such as property taxes. In comparison to the cost justification requirements of the Building Code Act, where the justification point is set at the aggregate level of the Act, the requirements of the Planning Act are more stringent in this regard. The legislation further indicates that the fees may be designed to recover the "anticipated cost" of processing each type of application, reflecting the estimated costs of processing activities for an application type. This reference to anticipated costs represents a further costing requirement for a municipality. It is noted that the statutory requirement is not the actual processing costs related to any one specific application. As such, actual time docketing of staff processing effort against application categories Watson &Associates Economists Ltd. PAGE 1-2 Page 78 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... or specific applications does not appear to be a requirement of the Act for compliance purposes. As such our methodology which is based on staff estimates of application processing effort, meets with the requirements of the Act, and is in our opinion, a reasonable approach in determining anticipated costs. The Act does not specifically define the scope of eligible processing activities and there are no explicit restrictions to direct costs as previously witnessed in other statutes. Moreover, amendments to the fee provisions of the Municipal Act and Building Code Act provide for broader recognition of indirect costs. Acknowledging that staff effort from multiple business units is involved in processing planning applications, it is our opinion that such fees may include direct costs, capital-related costs, support function costs directly related to the service provided, and general corporate overhead costs apportioned to the service provided. The payment of Planning Act fees can be made under protest with appeal to the Ontario Land Tribunal (OLT) if the applicant believes the fees were inappropriately charged or are unreasonable. The OLT will hear such an appeal and determine if the appeal should be dismissed or direct the municipality to refund payment in such amount as determined. These provisions confirm that fees imposed under the Planning Act are always susceptible to appeal. Unlike other fees and charges (e.g., development charges) there is no legislated appeal period related to the timing of by-law passage, mandatory review period, or public process requirements. 1.2. 1. 1 More Homes for Everyone Act, 2022 The Province approved the More Homes for Everyone Act in 2022. One of the amendments to the Planning Act now requires municipalities to refund Zoning By-Law Amendment and Site Plan application fees if legislated timeframes for decisions/approvals are not met. This requirement has subsequently been repealed by Bill 185, Cutting Red Tape to Build More Homes Act, 2024. 1.2. 1.2 More Homes Built Faster Act, 2022 The More Homes Built Faster Act, 2022 received Royal Assent on November 28, 2022. The Act imposes a number of changes to the Planning Act, and other growth management and long-range planning initiatives at the municipal level, amongst changes to other pieces of legislation. Some of the planning related changes include: Watson &Associates Economists Ltd. PAGE 1-3 Page 79 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... • Increased housing targets by municipality; • Removal of planning policy and approval responsibilities for certain upper tier municipalities in the province (the County of Simcoe would become a municipality without planning responsibilities at a date to be determined) ; • Integration of Place to Grow and Provincial Policy Statement; and • Changes to expand/support rental and affordable housing supply opportunities. 1.2. 1.3 Cutting Red Tape to Build More Homes Act, 2024 Bill 185 received royal assent on June 6, 2024 which amended various acts including the Planning Act. In particular, Bill 185 removed the refund requirements for Zoning By- law Amendment and Site Plan applications that was imposed by the More Homes for Everyone Act, 2022. Furthermore, Bill 185 removed municipal Council or planning boards ability to pass a by-law requiring applicants to consult with the municipality prior to submitting a formal application. 1.2.2 Building Code Act, 1992 Section 7 of the Building Code Act provides municipalities with general powers to impose fees through passage of a by-law. The Act provides that: "The council of a municipality...may pass by-laws (c) Requiring the payment of fees on applications for and issuance of permits and prescribing the amounts thereof; (d) Providing for refunds of fees under such circumstances as are prescribed;" The Building Code Statute Law Amendment Act imposed additional requirements on municipalities in establishing fees under the Act, in that: "The total amount of the fees authorized under clause (1)(c) must not exceed the anticipated reasonable cost of the principal authority to administer and enforce this Act in its area of jurisdiction." In addition, the amendments also require municipalities to: • Reduce fees to reflect the portion of service performed by a Registered Code Agency; Watson &Associates Economists Ltd. PAGE 1-4 Page 80 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... • Prepare and make available to the public annual reports with respect to the fees imposed under the Act and associated costs; and • Undertake a public process, including notice and public meeting requirements, when a change in the fee is proposed. • O. Reg. 305/03 is the associated regulation arising from the Building Code Statute Law Amendment Act, 2002. The regulation provides further details on the contents of the annual report and the public process requirements for the imposition or change in fees. With respect to the annual report, it must contain the total amount of fees collected, the direct and indirect costs of delivering the services related to administration and enforcement of the Act, and the amount of any reserve fund established for the purposes of administration and enforcement of the Act. The regulation also requires that notice of the preparation of the annual report be given to any person or organization that has requested such notice. Relating to the public process requirements for the imposition or change in fees, the regulations require municipalities to hold at least one public meeting and that at least 21-days' notice be provided via regular mail to all interested parties. Moreover, the regulations require that such notice include, or be made available upon request to the public, an estimate of the costs of administering and enforcing the Act, the amount of the fee or change in existing fee and the rationale for imposing or changing the fee. The Act specifically requires that fees "must not exceed the anticipated reasonable costs" of providing the service and establishes the cost justification test at the global Building Code Act level. With the Act requiring municipalities to report annual direct and indirect costs related to fees, this would suggest that Building Code Act fees can include general corporate overhead indirect costs related to the provision of service. Moreover, the recognition of anticipated costs also suggests that municipalities could include costs related to future compliance requirements or fee stabilization reserve fund contributions. As a result, Building Code Act fees modeled in this exercise include direct costs, capital related costs, indirect support function costs directly consumed by the service provided, and corporate management costs related to the service provided, as well as provisions for future anticipated costs. Watson &Associates Economists Ltd. PAGE 1-5 Page 81 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... 1.2.3 Municipal Act, 2001 Part XI of the Municipal Act provides municipalities and local boards with broad powers to impose fees and charges via passage of a by-law. These powers, as presented in s.391 (1), include imposing fees or charges: • "for services or activities provided or done by or on behalf of it; • for costs payable by it for services or activities provided or done by or on behalf of any other municipality or any local board; and • for the use of its property including property under its control." • This section of the Act also allows municipalities to charge for capital costs related to services that benefit existing persons. The eligible services for inclusion under this subsection of the Act have been expanded by the Municipal Statute Law Amendment Act. Moreover, the amendments to the Act have also embraced the broader recognition for cost inclusion within municipal fees and charges with recognition under s.391(3) that "the costs included in a fee or charge may include costs incurred by the municipality or local board related to administration, enforcement and the establishment, acquisition and replacement of capital assets". Fees and charges included in this review, permissible under the authority of the Municipal Act, would include development engineering fees. In contrast to cost justification requirements under other legislation, the Municipal Act does not impose explicit requirements for cost justification when establishing fees for municipal services. In setting fees and charges for these services, however, municipalities should have regard for legal precedents and the reasonableness of fees and charges. The statute does not provide for appeal of fees and charges to the OLT; however, fees and charges may be appealed to the courts if municipalities are acting outside their statutory authority. Furthermore, no public process or mandatory term for fees and charges by-laws are required under the Act. There is, however, a requirement that municipal procedural by-laws provide for transparency with respect to the imposition of fees and charges. Watson &Associates Economists Ltd. PAGE 1-6 Page 82 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Chapter Activity Based Costing Use Fee Methodology Watson &Associates Economists Ltd. Page 83 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... 2. Activity Based Costing User Fee Methodology 2.1 Activity Based Costing Methodology An A.B.C. methodology, as it pertains to municipal governments, assigns an organization's resource costs through activities to the services provided to the public. Conventional municipal accounting structures are typically not well-suited to the costing challenges associated with application processing activities as these accounting structures are business unit focused and thereby inadequate for fully costing services with involvement from multiple business units. An A.B.C. approach better identifies the costs associated with the processing activities for specific application types and thus is an ideal method for determining the full cost of processing applications and other user- fee activities. As illustrated in Figure 2-1 , an A.B.C. methodology attributes processing effort and associated costs from all participating municipal business units to the appropriate service categories (user fee costing categories). The definition of these user fee costing categories is further explained in Section 2.2. The resource costs attributed to processing activities and user fee costing categories include direct operating costs, indirect support costs, and capital costs. Indirect support function and corporate overhead costs are allocated to direct business units according to operational cost drivers (e.g., human resource costs allocated based on the relative share of full time equivalent positions supported). Once support costs have been allocated amongst direct business units, the accumulated costs (i.e., indirect, direct, and capital costs) are then distributed across the various user fee costing categories, based on the business unit's direct involvement in the processing activities. The assessment of each business unit's direct involvement in the user fee review processes is accomplished by tracking the relative shares of staff processing efforts across the sequence of mapped process steps for each user fee category. The results of employing this costing methodology provides municipalities with a better recognition of the costs utilized in delivering user fee processes, as it acknowledges not only the direct costs of resources deployed but also the operating and capital support costs required by those resources to provide services. Watson &Associates Economists Ltd. PAGE 2-1 Page 84 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Figure 2-1 Activity-Based Costing Conceptual Flow Diagram Indirect Costs Direct Costs User Fee Costing Categories impartmentlanning 'F:uilding • Service Delivery Support Function Overhead Function Activities/ L� "Cost Drivers" ••• • • "Cost Drivers- , Effort Planning ',I 4 0 Services A 1pnp I i"ca-t'i oo nn ss • • Department Subdivision Support Function "Cost Drivers" No Service Review& • • Departments 2.2 User Fee Costing Category Definition The Township's business units deliver a variety of user fee related services; these services are captured in various cost objects or user fee categories. A critical component of the full cost user fees review is the selection of the costing categories. This is an important first step as the process design, effort estimation and subsequent costing is based on these categorization decisions. Moreover, it is equally important in costing building permit fees to understand the cost/revenue relationships within the Township's by-law, beyond the statutory cost justification for fees established at the level of administration and enforcement under the authority of the Building Code Act. The Township's A.B.C. user fee model allocates the service channel defined costs (i.e., direct, and indirect costs) presented in the following sections across the defined user fee categories. Categorization of user fees occurred during the project initiation stage of the study and through subsequent discussions with staff. The user fee costing categories included in the A.B.C. model and later used to rationalize changes to the Township's fee structure are presented in tables throughout the report. Some of the key categorization decisions are summarized below: Watson &Associates Economists Ltd. PAGE 2-2 Page 85 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... • Building Permit Fee Categories o Categories reflected the Township's current fee structure including distinctions for new construction vs. alteration and other minor development permits. o Also included within the review are staffs' time related to the Septic Maintenance Program and Lot Grading Reviews. • Planning Application and Engineering Fee Categories o Categorization for planning applications generally reflects the Township's current fee schedule with the following exceptions: ■ Exploration of minor vs major applications for Official Plan Amendments (OPAs) and Zoning By-law Amendments (ZBAs); ■ Costing combined OPA and ZBA applications to identify any economies of scale seen from reviewing these applications concurrently; ■ Separating the costs for subdivisions into the following categories: • Draft plan approval • Agreement and clearance of conditions • Engineering review and final plans registration • Post final approval inspections and assumption by-laws 2.3 Process Map Documentation Once the user fee costing categories have been established, the next step in the process is to create a link between the direct service departments and the costing categories. This is done through the process of documenting the Township's review activities and generating process maps. The process maps were generated by utilizing generic process maps that Township staff could reference as they were providing their effort estimates. 2.4 Processing Effort Estimate Collection, Reasonability Check and Cost Allocations To capture each participating Township staff member's relative level of effort in processing activities related to user fees, staff were first asked to identify which departments and individuals would be involved in each of the processes being analysed. Township staff then went through the process of estimating the amount of Watson &Associates Economists Ltd. PAGE 2-3 Page 86 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... time each individual involved spends on any of the given process steps for each costing category. The effort estimates received were then applied against average annual user fee volumes for the 2019-2023 period to assess the average annual processing time per position spent on each user fee category. Annual processing efforts per staff position were then measured against available processing capacity to determine overall service levels. The results of the initial capacity analysis were reviewed with staff to ensure that the effort on an annual and per application basis was appropriate and to give an opportunity for any further refinements to be made. Table 2-1 summarizes the utilization by department or division and by major fee review category. The utilization is presented as a percentage of available time by department/division and also expressed in utilized full time equivalents (FTEs). The results of the capacity analysis indicate the following levels of each business units' utilization: Table 2-1 Staff Capacity Utilization by Department and Business Unit r" Staff Utilization Ms.ervice Areal FTES F % Utilization Full-Time Equivalents Planning Building Planning BuildingA Division Division Planning Division 12 58% 4% 7.0 0.5 Building 7 2% 89% 0.2 6.2 Septic 2 0% 86% - 1.7 Parks and Recreation 2 14% 0% 0.3 - Enviromental Services 3 5% 0% 0.1 Economic Development 1 4% 0% 0.0 Fire 2 18% 0% 0.4 Operations 1 20% 0% 0.2 Clerk's Services 3 5% 0% 0.1 - Total 33 25% 26% 8.3 8.5 Of the 12 individuals within the Planning Division, 58% or 7.0 FTEs are utilized on planning and engineering reviews, while 4% or 0.5 FTEs are utilized on building code related activities. Based on average historical application and permit volumes, 90% or 8.1 of the 9 positions within the building and septic divisions are utilized on planning application review and the administration and enforcement of the Building Code, with the vast majority of that effort related to Building Code activities. Other divisions and departments contribute 1.2 FTEs annually or 7% of the annual involvement in planning Watson &Associates Economists Ltd. PAGE 2-4 Page 87 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... application and Building Code activities. Any departments not involved in the review of Planning Division or Building permit applications have been shown at 0%. 2.5 Full Cost of Providing Development Application Review Services As defined in Section 2.1, the full cost of providing development application review services consist of direct, indirect, capital costs and, in the case of building permits, contributions to the Building Code Act reserve fund. The following sections define each of these cost objects and how each of these are allocated to the individual costing categories. 2.5.1 Direct Costs Direct costs refer to the employee costs (salaries, wages, and benefits), materials and supplies, services and rents that are typically consumed by directly involved departments or business units. To identify the amount of direct costs that should be allocated to the user fee categories, cost drivers have been identified. Cost drivers are the non-financial operational data used to allocate shares of the defined costs across multiple user fee categories. Ideally, cost driver data documents the relative intensity of effort multiple employees deploy against a single cost object/fee category or the relative intensity of effort a single employee deploys against multiple cost objects/fee categories. For the purposes of a full cost user fee analysis, the cost drivers in an A.B.C. user fee model presents the need to distribute multiple employee positions (direct costs) across multiple cost objects. These user fee allocations have been summarized in aggregate in Table 2-1 above. 2.5.2 Indirect Costs An A.B.C. review includes not only the direct cost of providing service activities but also the indirect support costs that allow direct service business units to perform these functions. The method of allocation employed in this analysis is referred to as a step costing approach. Under this approach, support function and general corporate overhead functions are classified separate from direct service delivery departments. These indirect cost functions are then allocated to direct service delivery departments based on a set of cost drivers, which subsequently flow to the user fee categories according to staff effort estimates. Cost drivers are a unit of service that best represent Watson &Associates Economists Ltd. PAGE 2-5 Page 88 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... the consumption patterns of indirect support and corporate overhead services by direct service delivery departments or business units. As such, the relative share of a cost driver (units of service consumed) for a direct department determines the relative share of support/corporate overhead costs attributed to that direct service department. An example of a cost driver commonly used to allocate human resource support costs would be a department or business unit's share of FTEs. Cost drivers are used for allocation purposes acknowledging that these business units do not typically participate directly in the delivery of services, but that their efforts facilitate services being provided by the Township's direct business units. Table 2-2 summarizes the support and corporate overhead functions included in the user fee calculations and the cost drivers assigned to each function for cost allocation purposes. The indirect support and corporate overhead cost drivers used in the fees model reflects accepted practices within the municipal sector. Table 2-2 Indirect Support and Corporate Overhead Functions and Cost Drivers 7ma e Township Budgeted Expenditures Township Budgeted Expenditures sources Township Budgeted Expenditures Shared Costs Direct Allocation 1 Corporate Services Township Budgeted Expenditures Information Technology Township Budgeted Expenditures Finance Township Budgeted Expenditures 2.5.3 Capital Costs The inclusion of capital costs within the full cost user fees calculations follows a methodology similar to indirect costs. Replacement value of assets commonly utilized to provide direct business unit services have been included to reflect the capital costs of service. The approach used in estimating these costs includes the identification of the proportion of capital assets by direct department (e.g., Township Hall facility square footage occupied), the estimation of annualized capital costs by employing sinking fund 1 Shared costs include legal costs that were allocated based on the specific programs supported and other costs that were allocated based Township budgeted expenditures. Watson &Associates Economists Ltd. PAGE 2-6 Page 89 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... replacement value or amortization, and the allocation of these annualized costs to the cost objects/user fee categories based on the respective departmental effort deployed. The replacement value approach determines the annual asset replacement value over the expected useful life of the respective assets. This reflects the annual depreciation of the asset over its expected useful life based on current asset replacement values. This annuity is then allocated across all fee categories based on the capacity utilization of direct business units. A similar approach is utilized for the amortization method, with asset historic value used in place of replacement value. With respect to the Township's model, capital costs have been identified for use of facility space. The annualized costs have been benchmark facility replacement cost, facility useful life, and space per employee assumptions. These costs have been allocated across the various fee categories, and non-user fee activities, based on the underlying effort estimates of direct department staff. 2.5.4 Building Code Act Reserve Fund Policy The Building Code Act recognizes the legitimacy of creating a municipal reserve fund to provide for service stability and mitigate the financial and operational risk associated with a temporary downturn in building permit activity. Specifically, a reserve fund should be maintained to reduce the staffing and budgetary challenges associated with a cyclical economic downturn and the requirement for ongoing legislative turnaround time compliance. Without such a reserve fund, reduced permit volumes during a downturn could result in budgetary pressures and the loss of certified Township building staff, which would be difficult to replace during the subsequent recovery when mandatory permit processing turnaround times apply. Although the Act does not prescribe a specific methodology for determining an appropriate reserve fund, municipalities have developed building permit reserve funds providing service stabilization. The Township does not have a formalized target reserve fund balance to sustain operations through a downturn in permit activity and acknowledging the Township's responsibility to manage some of the cost impacts. Typically, target reserve fund balances for municipalities will fall between 1 .0 and 2.0 times the total annual costs of administration and enforcement of the code. The closing 2024 balance in the Township's reserve fund was estimated to be $650,000 based on the Township's 2024 opening balance and the 2024 budgeted reserve fund Watson &Associates Economists Ltd. PAGE 2-7 Page 90 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... draw. This reserve fund level would represent a reserve fund multiple of approximately 0.43 times total annual costs. This review has assessed the impact of future building permit activity on costs, revenues, and reserve fund accumulation for fee determination purposes. This analysis is presented in Section 3.4 of this report. Watson &Associates Economists Ltd. PAGE 2-8 Page 91 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Chapter pp Development A lication Full Cost Assessment and Fee Recommendation Watson &Associates Economists Ltd. Page 92 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... 3. Development Application Full Cost Assessment and Fee Recommendation 3.1 Introduction This chapter presents the full costs, cost recovery levels of current fees, and recommended fee structure and rates for the development application fees. Furthermore, the impact of the proposed fees on total costs of municipal development fees for sample developments are presented in Chapter 4 of this report. This chapter presents the full costs assessment and cost recovery levels in 2024$ values. Recommended fees are presented in 2024$ values unless noted otherwise. To maintain the cost recovery levels presented in this report for the recommended fees, adjustments will need to be applied to the fee recommendations to index them to 2025 values based upon the Township's annual budgeted cost increases or other appropriate index. A municipal fee survey, for the fees within the scope of this review, was undertaken for market comparison purposes. The survey results were considered in discussions with Township staff in determining recommended user fees. 3.2 Full Cost of Providing Development Application Review Services Table 3-1 presents the Township's annual costs of providing development application review services. The estimated annual costs and revenues are presented in aggregate and are based on existing fees. The annual costs reflect the organizational direct, indirect and capital costs associated with processing activities at average historical volume levels. These historical averages span the periods of 2019-2023 for planning division applications and 2021-2023 for building permits. Costs are based on the 2024 budget and are compared with revenues modelled from current development fee schedules applied to average application/permit volumes and charging parameters. The charging parameters for these applications (e.g., building area and number of residential units) were derived from historical application and development fee revenue data provided by Township staff. Watson &Associates Economists Ltd. PAGE 3-1 Page 93 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Overall, the total annual costs incurred from development application review activities amount to $3.2 million. Direct costs represent 78.6% of annual costs ($2.5 million). Indirect and capital costs constitute 21% ($666,100) and 0.8% ($10,500) of total costs, respectively. In aggregate, revenues associated with current fees and average annual application/permit volumes total $1 .2 million, or 39% of costs. When assessing the cost and revenues for planning and building services, separately, annual costs of planning application review total $1 .6 million, with revenues of approximately $249,300, resulting in 15% cost recovery. Annual costs of administering and enforcing the Building Code total $1 .2 million, with associated revenues of approximately $999,500, achieving 64% cost recovery. A detailed analysis of costs and revenues by costing category is contained in sections 3.3 and 3.4. These findings have been used to inform decisions for potential fee structure changes. Further details on the cost recovery assessment, recommendations, and modelled impact on revenues, including a forecast of building permit activity, revenues and Building Code Act reserve fund levels are provided in the following sections. Table 3-1 Cost Recovery Assessment of Current Development Application Fees (2024$) Direct Costs Modeled RevenueOther . . Costing Group SWI3 Direct Indirect Capital l Annual Surplus/ C Costs Costs i.e. Costs Costs Costs Revenue (Deficit) Recovery(%) IPlanning Application Fees 1,114,640 156,949 1 339,954 1 5,144 1 1,616,686 1 249,253 1,367,433 15 0 IBuilding Permit Fees 11,121,208 98,654 1 326,170 1 5,308 1 1,551,340 1 999,546 551,794 64% Total 12,235,848 255,603 1 666,124 1 10,451 3,168,026 1 1,248,799 1 (1,919,227)1 39% 3.3 Planning Division Application Costs and Fee Recommendations Table 3-2 summarizes the costing results and recovery levels for each major planning division costing category within the Township's A.B.C. model. Watson &Associates Economists Ltd. PAGE 3-2 Page 94 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Table 3-2 Planning Division Fees Full Cost Impacts by Costing Category (2024$) Current Fees Costing Group Other Direct- Indirect Costs Capital Costs Tota I Costs Annual Surplus/ cost SWI3 Costs Costs i.e.Non Revenue Direct Costs Modeled Revenue at Current Fees - SW13 Costs Official Plan Amendment 1,339 135 338 5 1,817 335 (1,482) Zoning By-law Amendment 77,697 9,964 23,307 367 111,336 28,690 (82,646),;,; Combined OPA&ZBA 16,287 2,453 3,494 57 22,292 4,200 (18,092) Subtotal-OPA/ZBA 95,323 12,552 27,140 430 135,445 33,225 (102,220) 25% Subdivision and Condominium 159,461 24,396 41,346 595 225,797 28,363 (197,434) 13% Site Plan 386,746 71,520 113,372 1,542 573,180 31,890 (541,290) 6% Development Services Committee 322,523 36,509 103,085 1,669 463,785 113,535 (350,250) 24% Other Planning Applications 150,587 11,972 55,011 908 218,479 42,240 (176,239) 19 Total 1,114,640 156,949 339,954 5,144 1,616,686 249,253 (1,367,433) 15% When assessed by application type: • In total, Official Plan Amendments and Zoning By-law Amendments account for $135,400 or 8.4% of the total annual costs of service. Revenue generated from these fees currently recover $33,200 or 25% of these costs. These fees account for 13.3% of total planning application revenue. • Subdivision and Condominium applications account for $225,800 or 35.5% of total annual costs of planning application review services. Revenues generated from these fees currently recover $28,400 or 13% of these costs. These fees account for 11.4% of total planning application revenue. • Site Plan applications account for $573,200 or 35.5% of total annual costs of service (representing the largest share of planning application costs by application type). However, revenues generated from these fees currently recover only $31,900 or 6% of these costs, reflecting the lowest lever of cost recovery by application type. These fees account for 12.8% of total planning application revenue. • Development Services Committee (i.e., consent and minor variance) applications account for the next largest share of costs after Site Plan applications (i.e., $463,800 or 28.7% of total annual costs of service). Revenues generated from these fees currently recover $113,500 or 24% of these costs, which is greater than the average level of planning application cost recovery for the Township (i.e., 15%). These fees account for 45.6% of total planning application revenue. • Other Planning Applications account for $218,500 or 13.5% of total annual costs of service. Revenues generated from these fees currently recover $42,200 or Watson &Associates Economists Ltd. PAGE 3-3 Page 95 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... 19% of these costs. These fees account for 16.9% of total planning application revenue. The vast majority of costs and revenues for "Other Planning Applications" are for Zoning Certificates. Planning Division application fee recommendations are provided in Table 3-3. Table 3- 3 also contains the required fee increases for the Township to achieve 95% cost recovery for Planning Division. These fee recommendations are made to improve cost recovery while recognizing the affordability and competitiveness of the fees as well as the application characteristics (e.g., residential units and non-residential gross floor area). All fee recommendations should be increased annually beginning in 2025 based on the Township's annual budgeted cost increases or other appropriate index (i.e., the Consumer Price Index) to maintain the proposed level of cost recovery. Table 3-3A also identifies resubmission fees that would be applicable by application type and the number of application submissions that would be included in the base application fee before the resubmission fees would apply. In addition, Table 3-313 summarizes the changes to refundable deposits for minor, major, and combined applications. Current fee structures have generally been maintained within the recommended fees with the following exceptions: • Differentiation has been made for minor and major applications based on level of complexity for the following application types: Official Plan Amendment (OPA), Zoning By-law Amendment (ZBA), and Minor Variance applications (MV). Defining characteristics of the major versus minor distinction are as follows: o OPA — Major includes applications requiring redesignation for development or a matter having Township-wide implications. o OPA — Minor includes site specific OPAs or policy exemptions. o ZBA— Major includes applications required as a result of a subdivision or site plan. o ZBA— Minor includes site specific rezoning, applications as a condition of consent and bed and breakfasts. o Subdivision and Condominium Agreement Revision — Major— Amending Agreements based on the establishment of an existing overarching Subdivision Agreement o Subdivision and Condominium Agreement Revision — Minor— Ownership Change, Schedule Replacement based on engineering or revised cost estimates. Watson &Associates Economists Ltd. PAGE 3-4 Page 96 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... o MV — Major includes applications for requests for building height, new accessory buildings, parking spaces required for new or expanded businesses, or anything not defined as minor. o MV — Minor includes residential single variance applications being made for requests for relief from the building setbacks, driveway width and porch enclosures or new decks. • Additional application fees have been included in the schedule for Temporary Use By-laws, site alteration permit for residential applications with less than 10 units, resubmissions and an OLT appeal application processing fee. • Subdivision application charging structure has been altered to consist of: o Draft Plan of Subdivision — base fee plus a per unit fee for every unit (the current structure includes 20 units in the base application fee). o Subdivision Preparation-Engineering Review and Inspection Coordination- Agreement Registration - including the required effort for final plans registration and preparation of the subdivision agreement. o Removal of the separate "Final Plans Registration and Agreement" as the costs have been included in the above. • Site Plan Approvals have been restructured from a per application fee to a base fee plus a per unit fee. Applications that are 500 sq. m. or less are subject to the base fee only. Building area above 500 sq.m. will be subject to the fee per sq.m. of building area. • Preconsultation fees are proposed to be credited to the applicant if the applicant moves forward with a full application. Overall, the fee recommendations have attempted to better align the Township's revenues to their annual costs of service by type of review. Fee recommendations have been made in consultation with municipal staff and in some cases, based on municipal comparators and other factors, fees have been set below full cost recovery levels. The recommendations presented herein would result in the planning application fees increasing from 15% cost recovery to 71% cost recovery. Based on the modelling, this would result in approximately $900,000 in additional revenues that would not need to be funded from the tax base. This $900,000 is equivalent to 3.7% of the Townships total levy requirements based on their 2022 Financial Information Return. Modelled revenue increases may diverge from budgeted increased due to differences in future volume assumptions and planning application types. Specifically, the modelled revenues reflect historical averages while the budget is prepared based on forward-looking projections. Watson &Associates Economists Ltd. PAGE 3-5 Page 97 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Table 3-4 presents the annual revenues and cost recovery levels associated with the proposed fees for the same major application types summarized in Table 3-2 above. The recommended fees would recover the full cost of OPA, ZBA, and Subdivision/Condominium applications. However, the application fees for other application types would recover less that full costs. Table 3-5 then presents the annual levels of revenue based on the 95% cost recovery scenario. This would result in an additional $389,000 in revenue related to Site Plan applications, Development Services Committee applications, and other miscellaneous planning applications. Watson &Associates Economists Ltd. PAGE 3-6 Page 98 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... O CO ui c� Q LL O Cfl O CO O z O O M Cfl O LO M N N O N N LL CM i CBLL M � N :5 N O C LL O E CO O M O z E l CO N N O 0 I,— O LP) Il- 'I U N O � � J U- O U O O O O z E O LLO Lf) Lf) LP) Ln 0O Cl) U LU U 0 CV Ca co O � ca o Cu � � T C= C= O (B Q) N +� U) N Cu Q) > O > O O s= 0 O O L 0 0 0 0 U 0 0 0 0 O O N Q O a O Q :E O Q :E N Q :E N Q �E z Cu m " - W O CO Page 99 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... CO w (D Q CO CO CO U') N O O O CD CO O O 00 1- L1i Lf) L L O O Ili N N I- CO LO O CO CO CO Lf) O O N O O m U') O O CO O (D CO I- LO U) L v O O Ili N N I- CO O O J U O O O E 00 O Lf) O 0O L W U � p O 4- N is O U) CQ U) U CO - O� � cn QOj _a O Cz Cu O 0) 0 o O CO a O >+ a) O O E CO '�a) > (D .� 0rn6 00 a oo nQn .g- O O L Cu � Cu 1i � 00� 2000NQ ❑ Cn (nW � � U ❑ W Page 100 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... N W C7 Q W N O O I-- CO lf) CO O O O N M I� O O N M LP) N O7 O N CO N N N N M O I- CO U-) O O O O N M O O O N M LP) O O O N CO N L) N N J O O � O O O O O O O E O O O O O LO O O 00 O O O L' Lf) � O O O H? 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Table 3-4 Planning Division Fees Full Cost Impacts by Costing Category (2024$) Recommended Fee Direct Costs Modeled Revenue at Recommended Fees Costing Group Other Direct- SWI3 Costs Costs i.e.Non Revenue (Deficit) Recovery(%) SWI3 Costs Official Plan Amendment 1,339 135 338 5 1,817 1,817 %yyi � y Zoning By-law Amendment 77,697 9,964 23,307 367 111,336 112,177 842 %ti%%tia%% Combined OPA&ZBA 16,287 2,453 3,494 57 22,292 21,450 (842) j !!��yi! '% Subtotal-OPA/ZBA 95,323 12,552 27,140 430 135,445 135,445 100•� Subdivision and Condominium 159,461 24,396 41,346 595 225,797 225,793 (4) 100% Site Plan 386,746 71,520 113,372 1,542 573,180 394,031 (179,148) 69% Development Services Committee 322,523 36,509 103,085 1,669 463,785 284,730 (179,055) 61 Other Planning Applications 150,587 11,972 55,011 908 218,479 107,111 (111,368) 49% Total 1 1,114,6401 156,9491 339,9541 5,1441 1,616,6861 1,147,110 (469,576) 71 Table 3-5 Planning Division Fees Full Cost Impacts by Costing Category (2024$) 95% Cost Recovery Fees Direct Costs Modeled Revenue at 951/6 Costing Group Other Direct Indirect Costs Capital Costs Total Costs AnnuaJI plus/ SWB Costs Costs i.e.Non- r SWB Costs Levenue L(D.ficit) Official Plan Amendment 1,339 135 338 5 1,817 1,817 - Zoning By-law Amendment 77,697 9,964 23,307 367 111,336 112,177 842 Combined OPA&ZBA 16,287 2,453 3,494 57 22,292 21,450 (842) Subtotal-OPA/ZBA 95,323 12,552 27,140 430 135,445 135,445 - Subdivision and Condominium 159,461 24,396 41,346 595 225,797 225,793 4 Site Plan 386,746 71,520 113,372 1,542 573,180 573,180 Development Services Committee 322,523 36,509 103,085 1,669 463,785 437,030 26,755 Other Planning Applications 150,587 11,972 55,011 908 218,479 164,403 (54,075) Total 1,114,640 156,949 339,954 5,144 1,616,686 1,535,852 (80,834) 3.4 Building Permit Review Costs and Fee Recommendations Annual costs for the administration and enforcement of the Building Code total $1.6 million. Costs are also compared with revenues derived from the application of current permit fees to average permit charging parameters (e.g., average permit size). Costing and fee recovery levels for the major permit groupings are summarized in Table 3-6. Annual revenues based on the Township's current fee structure and average historical activity levels are estimated at $999,500 or 64% of costs. The table also demonstrates that a variance exists across the different costing groups with some groups recovering more than the marginal costs of process, and other under recovering costs. For Watson &Associates Economists Ltd. PAGE 3-0 Page 107 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... example, permits for non-residential alterations and accessory buildings are recovering only 9% of costs while fees for new residential construction permits are recovering 147% of costs. This variance in cost recovery is typical for municipalities, even those that have imposed full cost recovery fee structures, as there is a desire to ensure that total annual costs are recovered while not disincentivizing compliance with the Building Code, thereby increasing enforcement costs. Table 3-6 Building Fees Full Cost Impacts by Costing Category (2024$) Current Fees Direct Modeled Revenue at Current Fees Costing Group . Direct SW13 Costs Costs i.e.Non- Revenue (Deficit) Recovery SWB Costs Lot Grading Review 39,416 1,981 9,104 150 50,651 68,407 17,756 135% Servicing Inspection-Water Main Review 10 1 3 0 14 25 11 178% Non-Residential New Construction or Addition 53,526 5,398 17,738 277 76,940 110,941 34,001 144% Non-Residential Alterations and Accessor Buildin s 13,237 1,338 4,399 69 19,043 1,774 17,269 9 Fa and Greenhouses 26,338 2,723 8,952 140 38,153 37,803 350 99% Residential New Construction 228736 23168 76,136 1,190 329,229 482637 153,408 147% Residential Alterations and Accessory Buildings 163,820 16,518 54,250 848 235,437 55,227 180,210 23% Demolition Permit 8,387 877 2,870 45 12,178 6,356 5,822 52% File Maintenance Fee 59,857 5,793 18,921 314 84,885 68,72 16,165 81 Septic 1 207,729 19457 63,511 1,192 291,888 140,354 151,534 48% Miscellaneous Building 44,619 4,370 14,303 223 63,516 27,302 36,214 43% Building Department Fixed Staffing Costs 275,533 17030 55,983 860 349407 (349,407)10% Total Building 1,121,208 98,654 326,170 5,308 1,551,340 999,546 (551,794)1 64% In terms of the total annual costs not recovered, the greatest shortfalls by permit type are residential alterations and accessory buildings (i.e., $180,200 annual shortfall) and septic permits (i.e., $151,500 annual shortfall). As referenced earlier, residential new construction permits generate the greatest annual surplus relative to marginal costs at $153,400 The Township has established a Building Code Act Reserve Fund for service stabilization however, they do not have a formal reserve fund target. The reserve fund target balance used in our analysis is 1.0 to 2.0 times total annual costs in alignment with municipal practices across Ontario. The establishment of this reserve fund will provide the Township with a funding source for their building department in times of lower building permit activity and revenues. This lower building permit activity typically occurs in a cyclical nature that is impacted by the macro and microeconomic environment of the given municipality. Further discussion on the Building Code Act Reserve Fund is presented in Sections 2.5.4 above. Watson &Associates Economists Ltd. PAGE 3-1 Page 108 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Future annual costs and revenues have been estimated based on a forecast of building permit activity from 2025 to 2029. Forecast building permit activity has been derived based on the growth identified in Township's 2024 Development Charges Background Study and a review of development applications in the approvals process. Over the forecast period, residential new construction permits are anticipated to increase by 29% (i.e., increase from 84 to 121 permits per year), annual residential alterations are anticipated to increase by 7%, and annual non-residential new construction permits are anticipated to increase by 5%. The forecast of building permit activity is presented in Table 3-7. Table 3-7 Building Permit Volume Forecast MAverage Non-Residential New Construction or Addition 9.7 10.2 10.2 10.2 10.2 10.2 Miscellaneous Building 120.9 121.2 121.4 121.6 121.9 122.1 Agricultural and Greenhouses 26.5 26.5 26.5 26.5 26.5 26.5 Non-Residential Alterations and Accessory Buildings 4.7 4.9 4.9 4.9 4.9 4.9 Residential New Construction 93.7 120.7 120.7 120.7 120.7 120.7 Residential Alterations and Accessory Buildings 151.8 153.9 156.0 158.1 160.2 162.3 Demolition Permit 34.7 34.7 34.7 1 34.7 34.7 34.7 File Maintenance Fee 573.0 645.5 718.0 790.5 863.0 935.5 Septic 149.8 149.8 149.8 149.8 149.8 149.8 Building Department Fixed Staffing Costs/Additional Capacity - - - - - - Total 1,165 1,267 1,342 1,417 1,492 1,567 Total-Excluding File Maintenance 592 622 624 626 629 631 Furthermore, future costs have been based on the assumption that additional plan review and inspections required due to increased application volumes will be undertaken by the CBO and Deputy CBO (reducing some of their time spent on managerial tasks) once all other staff have reached their capacity. This assumption was utilized based on feedback from staff indicating that this would be the initial preferred approach until the Township reaches a point when it is viable to hire an additional staff member. The resulting reserve fund continuity based on current fees and forecast volumes is presented in 3-8. Based on these projections and assuming 3% annual increases to current fees for modeling purposes, the reserve fund balance would decrease to approximately $230,000 at the end of 2025 after which the reserve fund would be in a deficit position, indicating tax-based funding support would be required (i.e., $1 .3 million by the end of 2029). Watson &Associates Economists Ltd. PAGE 3-2 Page 109 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Table 3-8 Reserve Fund Continuity - Current Fees (Indexing Only) Opening Balance 870,002 649,998 229,434 163,289 526,615 917,536 Revenue 1,086,218 1,128,902 1,173,181 1,219,113 1,266,759 Expense 1,511,157 1,521,954 1,533,074 1,602,850 1,675,250 Contribution/(Draw)( 227,566 424,939 393,052 359,894 383,736 408,491 Interest 7,562 4,375 329 3,432 7,185 11,218 Closing Balance 649,998 1 229,434 163,289 526,615 917,536 1,337,245 Reserve Fund Target Total Costs 1,511,157 1,521,954 1,533,074 1,602,850 1,675,250 Reserve Fund/Expense Ratio j 0.15 0.11 0.34 0.57 0.80 Fee recommendations have been made to ensure that the reserve fund balance moves towards the target ranges presented herein, while still maintaining competitiveness with surrounding municipalities. Table 3-9 shows the cost recovery levels of the recommended fees at average annual historical permit volumes. In aggregate the recommended fees would improve cost recovery levels to 94% of costs at historical permit volumes. Table 3-9 Building Fees Full Cost Impacts by Costing Category (2024$) Current Fees Direct Costs Costing Group Other Direct Indirect Costs Capital Costs Tota I Costs SWB Costs Costs i.e.Non- SW13 Costs Lot Grading Review 39,416 1,981 9,104 150 50,651 68,407 17,756 135% Servicing Inspection-Water Main Review 10 1 3 0 14 25 11 178% Non-Residential New Construction or Addition 53,526 5,398 17,738 277 76,940 168,071 91,132 218% Non-Residential Alterations and Accessor Buildin s 13,237 1,338 4,399 69 19,043 2,553 16 491 13% cultural and Greenhouses 26,338 2,723 8,952 140 38,153 68,045 29,892 178% Residential New Construction 228,736 23,168 76,136 1,190 329,229 565,447 236,218 172% Residential Alterations and Accessory Buildings 163,820 16,518 54,250 848 235,437 64,657 170,779 27% Demolition Permit 8,387 877 2,870 45 12,178 8,767 3,411 72% File Maintenance Fee 59,857 5,793 18,921 314 84,885 143,250 58,365 169 Septic 207,729 19,457 63,511 1,192 291,888 308,917 17,028 106% Miscellaneous Building 44,619 4,370 14,303 223 63,516 1 60,871 2,645 96% Building Department Fixed Staffing Costs 275,533 17,030 55,983 860 349,407 349,407 0% Total Building 1,121,208 98,654 326,170 5,308 1,551,340 1 459 009 92,331) 94% However, the forecast reserve fund balance reflecting the proposed rates is presented in Table 3-10. As shown below, at forecast permit volumes, with the recommended fees, the Township would be recovering the full costs of service and contributing to the reserve fund towards the lower end of the target range by the end of the forecast period (i.e., the reserve fund would increase to $1.5 million or 0.89 times annual costs). This indicates that as permit volumes increase over the forecast period, economies of scale in processing costs are anticipated. This reserve fund strategy will allow the Township Watson &Associates Economists Ltd. PAGE 3-3 Page 110 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... e to move towards a sustainable reserve fund target while not overburdening development in the near term with the obligation to contribute to reserves for long-term sustainability. Table 3-10 Reserve Fund Continuity — Recommended Fees Opening Balance 870,002 649,998 730,654 869,404 1,069,171 1,274,387 Revenue 1,584,944 1,652,743 1,723,197 1,796,406 1,872,472 Expense 1,511,157 1,521,954 1,533,074 1,602,850 1,675,250 Contribution/(Draw)( 227,566 73,787 130,789 190,123 193,556 197,222 Interest 7,562 6,869 7,960 9,645 11,659 13,730 Closing Balance 649,998 730,654 869,404 1,069,171 1,274,387 1,485,339 Reserve Fund Target Total Costs) 1 1,511,157 1,521,954 1,533,074 1,602,850 1,675,250 Reserve Fund/Total Expense Ratio 1 1 0.48 0.57 0.70 0.80 0.89 Specific recommendations are presented in Table 3-11. The following bullets highlight the major changes to the Township's fee schedule: • The minimum building permit fee has been recommended to increase from $300 to $350. • Group A, B, D, E permits o New permit fee increased to $2.25 per sq. ft. ($1.25 current) o Renovation/alteration increased to $1.01 per sq. ft. ($0.56 current) o Accessory building increased to $0.79 per sq. ft. ($0.44 current) • Group F o New permit fee increased to $1.60 per sq. ft. ($1.13 current) o Renovation/alteration increased to $1.01 per sq. ft. ($0.56 current) o Accessory building increased to $0.79 per sq. ft. ($0.76 current) • Group C Permits o New permit fee increased to $2.25 per sq. ft. ($1.92 current) o Renovation/alteration and Accessory Structures increased to $0.66 per sq. ft. ($0.56 current) • Agricultural Building o Storage increased to $0.54 per sq. ft. ($0.30 current) o Other increased to $0.90 per sq. ft. ($0.56 current) o Removal of maximum fee • Greenhouses o Subject to Site Plan Control increased to $0.90 per sq. ft. ($0.56 current) Watson &Associates Economists Ltd. PAGE 3-4 Page 111 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... o Other increased to $0.48 per sq. ft. ($0.30 current) o Removal of maximum fee • Introduction of conditional permit fee of twice the permit with a $1 ,500 minimum and $10,000 maximum fee • Lot grading fees would be charged $500 for the initial and final reviews and any additional reviews would be charged $150 each. This approach would replace the current deposit approach utilized by the Township. • Introduction of a credit card processing fee of 2.25% Watson &Associates Economists Ltd. PAGE 3-5 Page 112 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... 0 CO w L rn M o d- d Q c' o r- o o r` o LL? o o a_ c\i o o o o a� m U- E E .E U) N LL N LO o 'j- CO co co co o co o co N Lq ` ' 7V� r� ' U M U? MU? O O 0 0 O O O O O E i Q) C; N � CO CB ~ O N N C: LL E � E E O C U N ry C a) V E co � v a � CL CA a� C O >O u v J v a) LL CuO a) O a) O O O O OA vi UCO CO bo tCo f° o aJ O a) > >. OA v 'a a O Q- + ++ C 7 Q a) u O O O O M a) a) — a) C CO N M W U) v CL on E E CO -a oo o V; C Lu + Q � M m C Lv) v O °/ v v O a) cLo o O + > C m +I: C CO Cr CO a '^ + y v O > n O > co ca — U — — a) (3) C oC 00 C •+ O rB O O f6 0 O O 7 L O O O O 0 in 0 .a 06 O Q U LL U n U ++ O 2i u ?i' C a) U C O O O C C a) a) U a) a) U U a) U U .�-. ,1 z m Q o Z Q ;i ao o a`o ao v N o O Q Q (7 (D Page 113 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... CO W LO cQ cQ co � a_N CO CO Ip N O O O C N � � N C LL LL E E +� O O O O O O O O O O O O _ O O O ._ O U i O O O O C O O O .E O C CU LO LO LO O O LO O O C2 CO CO CO i 'j- N N CO C9 CO O O O C N Q N N � LL LL LL CU 00 00 0') 000 r-0 Cb U CR 0') OJ .� Q N N CO CO COCLn LO C 00 � O Q +� w O > Q " E J N v Q v C OI CL O >O Q > N Q E Q) f6 N Q Q E '^ N in O Q M J f�6 C1 'i vi tM N O `� fn U w O Q C +-+ i - bC: Q .� C 3 � -6 N iZ Q Cn 6 O Q N c6 Q i Q L > (p E Q (] CL U Q i O C Q r6 O N O N Q +, Q + C U uA o u Q O -C � a M C N W C C o + h0 C V U 0O v Ou N it 0 o Q C cNo +, Cz w C O M° E uQ U v C w Ou 0") D ni 0) O UUO > Q C C '+� 00 OU i C L L Cn 7 O r4 O C C Q O O M N :}OO� _O UU > V N O Oco Q Q Q 06 O . _= 0) 0 OU0) Q w O N > VQE Q 00 O E E CT Q > Q Q a)iZ a C L in D 0 U Page 114 of 191 12.8) DS2O25-O34, Brent Spagn0[ Director, Development Services re: Fees 9 CO 4 E AMi \ e $ C o 2 ƒ (D / ' E E ) \ 2 ( o / o 0 2 � \ o 0 9 o c c 9 9 c c - g c g 9 9 / / \ \ ID IDƒ / ( / / / / +Z t w LL E § e / / \ e e E o a o a c c \ f \ \ \ g � { ¥ _ \ E \ ® u ° / C f � > z » 2 e % C1 $ A / % z / y e « g = 3 = o 5 \ / * § E - o 0 3 / \ / g @ t ± g \ / / _ a \ § \ E / = k ® \ $ ¥ [ 3 / u = m \ [ o � o 3 G _ § % \ _ » \ [ / § / \ \ \ \ \ / 6 y \ / m > « § \ / G e e » @ ■ E \_ u ® / % 2 \ \ \ a © 2 ® 6 u / 2 \ / \ / . e e 5 / k / 6 \ / } / / 7 / \ 7 7 w 7 n Page115 0 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... CO w c� Q a_ 0 O O O LO O O O LO o O O O N O O O O N O O O O O In O O O LO O 00 In O O N O O LO O N O Il- CO L N CO L � OR M U-) O O O O O O O O 6 07 rl� O O O O O N OO L L N N bD Y v E � 0 Q O L O v E N N 7 Q) L C v UO 0 J C U L a) V- Q Z O Q C C a) O O C C O O �^ Cu N E O +`n+ c '0 '0 O (G (p U U > a) O •� vvi O Ln E E a) O.. O Qj O -a Cu a) -O '!n M � In N U ai Qj O .E cOa c c �o w 3 W CO m 00 �O M O bD N O C -a L U a1 'a a) O LJ LL LL (Q �0 0 a� CO M v t � c�°i asi O c c O v .O Q v O- C - CO O L Cu M U O Q LA L i i E .Q N w in )> 3 + o t t v a O a) O C a) 0 a3i c v v ca U U Q LA t _o O -X .� L {n L L 4F {A �) •N a) L "6 > VI > in W L W O tf a>i 3 o afOi a`Oi °' E �' a `L° > '> E . co E L v '� cn cn O T a) L C7 +, +, a o Z U O_ cc ii LL Q M N Q CO -j LL N ii N Page 116 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... CO w c� Q a_ 0 0 0 0 0 0 LO o LO 0 0 0 o LOCO o 0 E txO a � v J U C C C C (D C U C bb U 0 O D Q CU a o O U C '.F-+ U C) W f6 M N N U j. U) C r N Q U N vnn > O Q D n a� U C o v \j L� 06 Ln V) ,-, M ff C C E O v 1O v O Q O � Q Page 117 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Chapter Impact of Recommended Fee on Sample Development Types Watson &Associates Economists Ltd. Page 118 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... 4. Impact of Recommended Fees on Sample Development Types 4.1 Introduction The fee recommendations that were presented in Chapter 3 also considered the affordability of the increases and the Township's competitiveness of their fees when compared to neighbouring municipalities. To fully understand the overall impacts that these fee recommendations will have on the competitiveness of the Township's total municipal development fees, an impact analysis for sample developments has been prepared comparing the Township's current and proposed cost of development to other comparable municipalities. The following section gives an overview of what the potential cost implications would be on sample of development types. The following sections investigate the impacts of the proposed fees on the Township's competitiveness on various building permits and a theoretical subdivision development. 4.2 Building Permit Fee Comparisons Figure 4-1 displays the corresponding building permit fee for a single detached dwelling with a finished basement, deck and garage. At the current fees the Township has the highest total building permit fees of the nine municipalities that were examined. The recommended fee changes result in a 17% increase in the total fees payable and the Township would remain at the upper end of the comparison. Watson &Associates Economists Ltd. PAGE 4-1 Page 119 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Oe Figure 4-1 Building Permit Fees for a Singe Detached Dwelling Single Detached Dwelling(2,150 sq.ft.)with Finished Basement, Deck(108 sq.ft.) and Attached Garage (725 sq.ft.) 7,000 6,000 5,000 4,000 3,000 — 2,000 1,000 — Q�oQ G� 0 Figure 4-2 compares the building permit fees for a 1,600 square foot townhouse dwelling (excluding a finished basement, deck and garage). The increases proposed herein would result in a 17% increase in the applicable fees. These fee increases would result in the Township moving ahead of the Township of Tiny in the municipal comparators. Watson &Associates Economists Ltd. PAGE 4-2 Page 120 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Oe Figure 4-2 Building Permit Fees for a Townhouse Dwelling Townhouse Dwellling(1,600 sq.ft.) 4,000 3,500 3,000 2,500 2,000 1,500 1,000 500 Q°yea `�� e�� e� �a� YIz ea°��e lea°cue � ° 0 Figure 4-3 compares the applicable building permit fees for a 1,000 sq. ft. additional residential unit (ARU). It has been proposed that ARUs will be charged the full new construction permit rate (in alignment with current practices). This would result in a 17% increase in the total fees payable within the Township and their ranking in the comparison of municipal fees would remain unchanged. Watson &Associates Economists Ltd. PAGE 4-3 Page 121 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Oe Figure 4-3 Building Permit Fees for an Additional Residential Unit Additional Residential Unit(1,000 sq.ft.) 3,000 2,500 2,000 1,500 1,000 500 ' J�i¢°tiaA G c�Q 5r`Q C�°a Ge� 5 o � o c r`Q 5 Figure 4-4 shows the impacts of the recommended fees on a 725 sq. ft. residential accessory structure or garage. Currently, the Township is on the lower end of the comparison and with a proposed 18% increase in the applicable fees, their position within the municipal comparators would remain unchanged. Watson &Associates Economists Ltd. PAGE 4-4 Page 122 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Oe Figure 4-4 Building Permit Fees for a Residential Accessory Structure or Garage Residential Accessory Structure or Garage (725 sq.ft.) 1,400 1,200 1,000 800 600 400 200 0 In terms of the Township's minimum fee, currently they are in line with the fees in the Town of Penetanguishene and the Town of Midland. The proposed fee of $350 would put the Township at the top of the municipal comparison. This is illustrated in Figure 4- 5. Watson &Associates Economists Ltd. PAGE 4-5 Page 123 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Figure 4-5 Minimum Building Permit Fee Minimum Permit Fee 400 350 - 300 250 200 150 100 50 1 5°a ece aca ieo� •��c� �i�e a'�e� 55a ,�a� �a Qi a�ap¢o cod ��a• �yc�Q G\�o �Q��� �,c\Q ��,c�Q 5 e o \seao 0 5 0 Although the Township's fees would be at or near the top of market, there are a variety of reasons why the recommendations presented herein are higher than many of the municipalities included in the comparison. • The municipalities included in the comparison may not have completed full cost assessments of their fees recently and are therefore not recovering their full costs (including indirect costs). • If the municipality has completed a recent assessment, they may have a lower prescribed cost recovery percentage that they are targeting. • The Township has expressed a desire to provide a high level of service to their applicants and this may not align to the efforts implemented by other municipalities. This level of service includes ensuring appropriate management and oversight time is provided within the review process as well as a focus on staff retention to ensure this level of service can be maintained in the future. 4.3 Subdivision Development Impacts The comparison in Figure 4-6 has been developed to represent the costs of municipal development-related fees for a 100-unit single-detached subdivision. The characteristics of each unit has been aligned to the example shown in Figure 4-1 (i.e., Watson &Associates Economists Ltd. PAGE 4-6 Page 124 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... 2,150 sq. ft. with a finished basement, deck and 725 sq. ft. attached garage) for the calculation of the building permit fees. Furthermore, the associated planning application fees (i.e., OPA, ZBA, and Plan of Subdivision), engineering related fees, and development charges. Applicable building permit fees would increase 17%, OPA fees would increase 411%, Plan of Subdivision fees would increase 353% and ZBA fees would increase 411% under the proposed fee structure. In aggregate, building, planning, and engineering fees would increase by $2,297 per unit or 41%. When development charges are also considered within the total envelope of municipal fees, the total fees payable per unit as described would increase 4.3%. This would leave the Township's rank in the municipal comparators unchanged at the sixth out of the nine municipalities. Figure 4-5 100-Unit Subdivision Development Impacts Total Development Fees Related to a Residential Subdivision Development (100 Single Dwelling Units,2,150 ft2 GFA each)" $14,000,000 $12,000,000 $10,000,000 $8,000,000 $6,000,000 $4,000,000 $2,000,000 $ City of Barrie Township of Tay Township of Township of Essa Township of Township of Oro- Township of Oro- Town of Midland Town of Township of Tiny Clearview Springwater Medonte- Medonte-Current Penetanguishene Proposed 1.Springwater Development Charges for the service area Elmvale 2.Essa Development Charges for the service area Angus 3.Clearview Development Charges for the service area Stayner 4.Barrie Development Charges for the service area Former City Municipal Boundry Areas ■Official Plan Amendment Plan of Subdivision ■Zoning By-Law Amendment a Building Permit Fees ■Development Charges Watson &Associates Economists Ltd. PAGE 4-7 Page 125 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... Chapter Conclusion Watson &Associates Economists Ltd. Page 126 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... 5. Conclusion Summarized in this technical report is the legislative context for the imposition of development application fees (i.e., engineering, building permit and planning application fees), the methodology undertaken, A.B.C. model results, the associated full cost recovery, fee structure recommendations to achieve building permit reserve fund sustainability, and market impacts. In developing the recommended cost recovery fee structure, consideration was given to anticipated development in the Township over the next five-year period based on the Township's D.C. Background Study, including the mix of building permit application activity, affordability concerns, Township staff feedback, and service demands in addressing current under-recovery of service costs and provisions for sustainable reserves. The intent of this review is to provide the Township with a recommended fee structure, for Council's consideration, to appropriately recover the service costs from benefiting parties. The recommended building permit fees would fully recover the anticipated costs of administering and enforcing the Building Code provide for contributions to the reserve fund for service sustainability. Recommended planning application fees would generate an additional $900,000 in annual revenue, improving overall cost recovery from 15% to 71%, generating $1 .1 million in revenue compared to annual costs of $1 .6 million. As noted earlier, the cost recovery levels of the recommended are presented in 2024$ values. If the implemented fees are not increased to 2025$ values in alignment with increases in the Township's operating budget, the reported cost recovery levels will be overstated. The Township will ultimately determine the level of cost recovery and phasing strategy that is suitable for their objectives in this context. Watson &Associates Economists Ltd. PAGE 5-1 Page 127 of 191 I !,I�.I -,-4"k�-� ..41� • 0'. - 1 1 • . • • • '_"f � wee. f '�• .. ii � (VI—/1 (V 4 L 1�. ter... ..,..- • . . 3w►, r .> •'• F CO �i Lij ✓ � 1 l � ir. • • of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: Fees... 06 'C _ C: � O LO j C N M cn O � O4-0 > M o - > o CO4-0 U (n •E '� N O O E D >G Cn cn Cn (n4-0 a� � U O J 0-) un N o 0 0 � a� °' 0 _ O Cn (n C: •— ' c6 � � � can U +� _o M U ca c� O 'M M > N O U COc� L. Ch Page 129 of 191 12.a) DS2025-034, Brent Spagnol, Director, Development Services re: FeesIZ— ... 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O O O r 't I "t LO W ti ' 00 00 ' r O M O L ti ti r (gyp O O O • r r r � L O LO O 4— U O 1` I*- CD O M r CDr CDO r 1` O !F M M M r r L O 00 T.- It d' 1` CD I*- r �--+ 4— r r N MN M 000 CD It (n a) Ln N M N r r (f) 4-0 �. r U .� +-+ U � 1` w N O 1` O O G) w .— W r M G) !F M 00 00 1` 00 00 M N 4* 1` r 1I,. 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Call to Order, Welcome and Land Acknowledgment The meeting was called to order at 7:01 pm 2. Confirmation of Agenda The agenda was confirmed. 3. Conflicts of Interest No conflicts were declared. 4. Delegations — None There were no delegations. 5. Board Development 5.1 Community Navigator Overview (A. Karim-Mian and L. McKee) A. Karim-Mian and L. McKee provided a high-level overview of the Human Services Navigator (formerly Community Navigator) role at the Library and the impact this program has had on patrons, staff and security. Consent Agenda 6. Board Meeting Minutes 7. Special Board Meeting Minutes 8. CEO's Report 9. Q4 Measures of Overall Performance Page 1 of 4 Page 159 of 191 14.a) Minutes of Barrie Public Library Board meeting held on January 23 ... Barrie Public LIBRARY BOARD MINUTES 10.Annual HR Update 11.KPIs Update 12.Correspondence — None 13.Deferred Items a. Financial Migration b. CEWS Liability (Quarterly) c. Succession Management Plan d. Reserves (Forecast and 2025 changes) Agenda 14.Items held from the Consent Agenda Motion #25-04 AMY COURSER - MICHAEL SAURO THAT the Barrie Public Library Board adopts the consent agenda for Board meeting #25-02 dated Thursday, January 23, 2025. CARRIED 15.Board Elections 15.1 Vice-Chair Election M. Sauro is stepping down as Vice-Chair to allow other Board members the opportunity to ga in experience and nominated George Hawtin for the role. No other nominations were brought forward. G. Hawtin was acclaimed as Vice- Chair. Committee Chair appointments will be adjusted at the first meeting of the year, with M. Sauro appointed to the P&F committee. Motion #25-05 MICHAEL SAURO - NIGUSSIE NIGUSSIE THAT GEORGE HAWTIN be acclaimed as Vice-Chair of the Barrie Public Library Board. CARRIED 16.Council Presentations - Verbal Update L. Jessop and A. Mitchell presented the Northwest library location request to City Council following the budget presentation. There were various questions concerning the need for public consultation on the Northwest location. The Board emphasized its commitment to due diligence rather than creating roadblocks. Amendments to the City's budget approval motion are expected to address this matter. The Library's request to modify reserves have not appeared on Council's agenda yet. Discussions with the clerks office are in progress as to the best approach to bring this item forward. Page 2 of 4 Page 160 of 191 14.a) Minutes of Barrie Public Library Board meeting held on January 23 ... Barrie Public LIBRARY BOARD MINUTES 17.Board Committees 17.1 Personnel & Finance We will look at the need to schedule upcoming meetings. 17.2 Community & Governance 17.2.1 Announcements There were no announcements. 18.Report of the Chair— Verbal Report The Chair requested inclusion of social media engagement statistics in the next CEO report. 19.Closed Meeting Public Libraries Act— Section 16.1(4)(b) personal matters about an identifiable individual, (d) labour relations or employee negotiations, and (c) a proposed or pending acquisition or disposition of land by the board. Motion #25-06 SCOTT HERMAN - GEORGE HAWTIN THAT the Barrie Public Library Board conduct a Closed meeting as the subject matter being considered concerns labour relations or employee negotiations and personal matters about an identifiable individual, and a proposed or pending acquisition or disposition of land by the board (Public Libraries Act Section 16.1(4)(b)(d)(c)). CARRIED This portion of the meeting was held in closed session. 19.1 Closed Board Meeting Minutes 19.2 Special Closed Board Meeting Minutes 19.3 Bargaining Update (verbal) Rise and report. Motion #25-07 SCOTT HERMAN - AMY COURSER THAT the Barrie Public Library Board adopt the minutes of closed meeting #24- 08 dated Thursday, November 28, 2024. CARRIED Motion #25-08 AMY COURSER - NIGUSSIE NIGUSSIE THAT the Barrie Public Library Board adopt the minutes of special closed meeting #25-01 dated Monday, January 6, 2025. CARRIED Page 3 of 4 Page 161 of 191 14.a) Minutes of Barrie Public Library Board meeting held on January 23 ... Barrie Public LIBRARY BOARD MINUTES 20.Date of Next Board Meeting Thursday, February 27, 2025 7:00 pm 21.Adjournment The meeting was adjourned at 8:37 pm Page 4 of 4 Page 162 of 191 14.b) Correspondence from the Orillia Public Library re: Township of Oro... III IVIIII n Orillia Public Memo Library To: Dylan Flannery, Director of Operations & Community Services via Janette Teeter, Deputy Clerk, Township of Oro-Medonte and Courtney Chianelli, Operations & Community Services Assistant, Township of Oro-Medonte From: Melissa Robertson, Director of Corporate and Operational Services, Orillia Public Library Cc: Meagan Wilkinson, CEO, Orillia Public Library Date: March 4, 2025 Subject: Township of Oro-Medonte Statistics: February 2025 Township of Oro-Medonte monthly statistics below, please contact me if you have any questions or concerns. Township of Oro-Medonte Borrower Type Number of Number of members Check Outs and members* borrowing Renewals Mar 1, 2025 Feb 1-28, 2025 Feb 1-28, 2025 Township of Oro- 1,379 397 2,940 Medonte Adult Township of Oro- 289 71 555 Medonte Child Township of Oro- 50 12 53 Medonte Youth E-Access 84 N/A N/A Total 1,802 480 3,548 Borrowing statistics on this chart are limited to the circulation of physical items, including books, magazines, DVDs, CDs, books on CD, video games, etc. Not represented in the above figures are a-book, e-audiobook or e-magazine downloads, music downloads, online access to database, or program attendance. *Number of members subject to final verification by Orillia Public Library. Page 163 of 191 14.c) Nottawasaga Valley Conservation Authority, Minutes of January 24, ... z, n ` R�SIIC)v N� 01-25-BOD (AGM) Minutes Nottawasaga Valley Conservation Authority Friday January 24, 2025 9:00 AM EST Attendance Present: Cllr. Joe Belanger, Wasaga Beach (Town); Chair Gail Little, Amaranth (Township); Cllr. Patricia Clark, Mulmur (Township); Cllr. June Porter, The Blue Mountains (Town); Vice-Chair Jonathan Scott, Bradford West Gwillimbury (Town); Cllr. Joel Loughead, Grey Highlands (Municipality); Cllr. Pieter Kiezebrink, Essa (Township); Mayor Scott W. Anderson, Adjala- Tosorontio (Township); Cllr. Christopher Baines, Collingwood (Town); Cllr. Nicole Cox, New Tecumseth (Town); Cllr Phil Fisher, Springwater (Township); Cllr. Richard Schell, Oro-Medonte (Township); Cllr. Gary Harvey, Barrie (City) NVCA Staff: Sheryl Flannagan, Interim CAO/Director, Corporate Services; Chris Hibberd, Director, Watershed Management Services; Kyra Howes, Director, Conservation Services; Kerry Jenkins, Administrative Assistant/Recorder Absent: Deputy Mayor Paul Van Staveren Clearview (Township); Cllr. Kevin Eisses, Innisfil (Town); Mayor Darren White, Melancthon (Township); (Town); Cllr. Ralph Manktelow, Mono (Town); Cllr. Kyle Fegan, Shelburne (Town) 1. Call to Order Recommendation: RES: 01-25 Moved by: Cllr. Christopher Baines Seconded by: Cllr. Patricia Clark Sheryl Flannagan, Sheryl Flannagan, Interim Chief Administrative Officer/Director, Corporate Services chaired the meeting until the elections were held. Acting Chair Flannagan called the meeting to order at 9:50am. RESOLVED THAT: Sheryl Flannagan, Interim Chief Administrative Officer/Director, Corporate Services be appointed as Chair, Pro Tern until the election of the 2025 Officers. Carried; 2. Declaration of Pecuniary and Conflict of Interest 1 Page 164 of 191 14.c) Nottawasaga Valley Conservation Authority, Minutes of January 24, ... 3. Motion to Adopt the Agenda Recommendation: RES: 02-25 Moved by: Cllr. Gary Harvey Seconded by: Mayor Scott W. Anderson RESOLVED THAT: the agenda for the Board of Directors 65th Annual General Meeting 01-25-BOD dated January 24, 2025 be approved as amended. Carried; 4. Announcements There were no announcements at this time. 5. Presentations There were no presentations at this time. 6. Elections of NVCA Officers Sheryl Flannagan, Interim CAO/Director, Corporate Services will review the election procedures with Board Members. 7. Appointment of Scrutineers Recommendation: RES: 03-25 Moved by: Cllr. Pieter Kiezebrink Seconded by: Cllr. Joe Belanger RESOLVED THAT: Kyra Howes, Director, Conservation Services and Kerry Jenkins, Administrative Assistant be appointed as scrutineers for the duration of the NVCA 2025 elections; and FURTHER THAT: the ballots be destroyed after the election process. Carried; S. Election of Board of Directors Chair and Vice-Chair 8.1. Conduct Election of Chair Call for nominations for the position of Chair. First Call Mover: Cllr. Joe Belanger, Cllr. Jonathan Scott was nominated for Chair. Second Call Mover: no nominations. Third Call Mover: no nominations. Close Nominations Moved by: Cllr. Christopher Baines Seconded by: Cllr. Phil Fisher Cllr. Jonathan Scott was acclaimed as Chair. 8.2. Conduct Election for Vice-Chair Call for nominations for the position of Vice-Chair. 2 Page 165 of 191 14.c) Nottawasaga Valley Conservation Authority, Minutes of January 24, ... First Call Mover: Cllr. Pieter Kiezebrink, Deputy Mayor Gail Little was nominated. Second Call Mover: no nominations. Third Call Mover: no nominations. Close Nominations Moved by: Cllr. Rick Schell Seconded by: Cllr. Christopher Baines Deputy Mayor Gail Little was acclaimed as Vice-Chair. 8.3. Appointed NVCA Officers Recommendation: RES: 04-25 Moved by: Cllr. Patricia Clark Seconded by: Cllr. Pieter Kiezebrink RESOLVED THAT: the Board of Directors has elected and/or appointed for the year 2025 Nottawasaga Valley Conservation Authority Officers as follows: Chair: Cllr. Jonathon Scott Vice-Chair: Deputy Mayor Gail Little Carried; 9. Acknowledgements Elected Officers of the NVCA. The newly elected Chair conducted the remainder of the meeting. 10. 2025 Borrowing Resolution Recommendation: RES: 05-25 Moved by: Cllr. Joe Belanger Seconded by: Cllr. Gary Harvey RESOLVED THAT: for the fiscal year 2025, the Nottawasaga Valley Conservation Authority borrow, as required on credit, up to $500,000 for its purpose until payment to the Authority of grants from the Province of Ontario, and levies rom its member municipalities are received. Carried; 11. Appointment of 2025 Authority Solicitors Recommendation: RES: 06-25 Moved by: Cllr. Christopher Baines Seconded by: Cllr. Patricia Clark RESOLVED THAT: the firms of Hicks Morley Hamilton Stewart Storie LLP, be appointed for Human Resources legal advice, as required for 2025 and; FURTHER THAT: Hill Hunter Loswell Law Firm LLP, Beard Winter LLP, Barriston Law and Gardiner Roberts LLP be appointed to conduct the legal business of the Authority for 2025. Carried; 3 Page 166 of 191 14.c) Nottawasaga Valley Conservation Authority, Minutes of January 24, ... 12. Appointment of 2025 Authority Auditors Recommendation: RES: 07-25 Moved by: Cllr. Pieter Kiezebrink Seconded by: Cllr. Phil Fisher RESOLVED THAT: the firm KPMG LLP be appointed to conduct the auditing functions of the Nottawasaga Valley Conservation Authority for 2025. Carried; 13. Appointment of NVCA Representative to Conservation Ontario Council Recommendation: RES: 08-25 Moved by: Cllr. Joe Belanger Seconded by: Cllr. Phil Fisher RESOLVED THAT: the Chair be appointed as the NVCA voting delegate on Conservation Ontario Council for the year 2025; and FURTHER THAT: the Vice-Chair and Interim Chief Administrative Officer/Director, Corporate Services be appointed as alternates. Carried; 14. Appointed of NVCA Board Representatives to the NVCA Agricultural Advisory Committee Recommendation: RES: 09-25 Moved by: Cllr. Rick Schell Seconded by: Cllr. Patricia Clark RESOLVED THAT: the following Board members be appointed to the NVCA Agricultural Advisory Committee for 2025: 1). Cllr. Joel Loughead 2). Cllr. Pieter Kiezebrink 3). Cllr. Kevin Eisses Carried; 15. Freedom of Information and Privacy Act Recommendation: RES: 10-25 Moved by: Mayor Scott W. Anderson Seconded by: Cllr. Nicole Cox WHEREAS: members of the Board and Nottawasaga Valley Conservation Authority may designate an individual to act as Head of the Authority for purpose of the Municipal Freedom of Information of Privacy Act, R.S.O. 1990, c M.56, s. 3(1); 2002 C. 17, Schedule. F, Table; therefore BE IT RESOLVED THAT: Sheryl Flannagan, Interim CAO/Director, Corporate Services be designated as Head of the Authority for purposes of the Act. Carried; 4 Page 167 of 191 14.c) Nottawasaga Valley Conservation Authority, Minutes of January 24, ... 16. Other Business Interim CAO/Director, Corporate Services, Sheryl Flannagan, gave a brief update of her first month in position. 17. Adjourn Recommendation: RES: 11-25 Moved by: Cllr. Christopher Baines Seconded by: Cllr. Phil Fisher RESOLVED THAT: the Board of Directors adjourn at 10:40am to meet again on February 28, 2025 or at the call of the Chair. Carried; 5 Page 168 of 191 14.c) Nottawasaga Valley Conservation Authority, Minutes of January 24, ... z, 10-24-BOD (End of 2024 Business) Minutes Nottawasaga Valley Conservation Authority Friday January 24, 2025 9:00 AM EST Attendance Present: Cllr. Joe Belanger, Wasaga Beach (Town); Chair Gail Little, Amaranth (Township); Cllr. Patricia Clark, Mulmur (Township); Cllr. June Porter, The Blue Mountains (Town); Vice-Chair Jonathan Scott, Bradford West Gwillimbury (Town); Cllr. Joel Loughead, Grey Highlands (Municipality); Cllr. Pieter Kiezebrink, Essa (Township); Mayor Scott W. Anderson, Adjala- Tosorontio (Township); Cllr. Christopher Baines, Collingwood (Town); Cllr. Nicole Cox, New Tecumseth (Town); Cllr Phil Fisher, Springwater (Township); Cllr. Richard Schell, Oro-Medonte (Township); Cllr. Gary Harvey, Barrie (City) NVCA Staff: Sheryl Flannagan, Interim CAO/Director, Corporate Services; Chris Hibberd, Director, Watershed Management Services; Kyra Howes, Director, Conservation Services; Kerry Jenkins, Administrative Assistant/Recorder Absent: Deputy Mayor Paul Van Staveren Clearview (Township); Cllr. Kevin Eisses, Innisfil (Town); Mayor Darren White, Melancthon (Township); (Town); Cllr. Ralph Manktelow, Mono (Town); Cllr. Kyle Fegan, Shelburne (Town) 1. Events 2. Call to Order Chair Little called the meeting to order at 9:04am. 3. Declaration of Pecuniary and Conflict of Interest 4. Motion to Adopt the Agenda Recommendation: RES: 69-24 Moved by: Cllr. Christopher Baines Seconded by: Cllr. Pieter Kiezebrink RESOLVED THAT: the agenda for the Board of Directors meeting #10-24- BOD dated on January 24, 2025 be approved as amended. Carried; 1 Page 169 of 191 14.c) Nottawasaga Valley Conservation Authority, Minutes of January 24, ... S. In-Camera Recommendation: RES: 70-24 Moved by: Cllr. Gary Harvey Seconded by: Cllr. Pieter Kiezebrink RESOLVED THAT: this meeting of the Board of Directors No. 10-24-BOD move into closed session at 9:06am to address matters pertaining to: Personal information regarding an identifiable individual, including authority staff. Carried; 6. Out-of In-Camera Recommendation: RES: 71-24 Moved by: Cllr. Christopher Baines Seconded by: Mayor Scott W. Anderson RESOLVED THAT: the Board of Directors rise from in-camera at 9:20am and report progress. Carried; 7. Land Acknowledgement Nottawasaga Valley Conservation Authority Board acknowledges that we are situated on the traditional land of the Anishnaabeg people. The Anishnaabeg include the Ojibwe, Odawa, and Pottawatomi nations, collectively known as the Three Fires Confederacy. We are dedicated to honouring Indigenous history and culture and committed to moving forward in the spirit of reconciliation and respect with all First Nation, Metis and Inuit people. S. Presentations Chair Little conducted a presentation regarding NVCA's 2024 Year in Review. 9. Deputations There were no deputations at this time. 10. Hearings There were no hearings at this time. 11. Determination of Items Requiring Separate Discussion Board members are requested to identify items from the Consent List that they wish to have considered for separate discussion. 12. Adoption of Consent List and Identification of Items Requiring Separate Discussion Recommendation: 2 Page 170 of 191 14.c) Nottawasaga Valley Conservation Authority, Minutes of January 24, ... RES: 72-24 Moved by: Cllr. Pieter Kiezebrink Seconded by: Cllr. Nicole Cox RESOLVED THAT: no agenda item number(s), were identified as requiring separate discussion, be referred for discussion under Agenda Item #12; and FURTHER THAT: all Consent List Agenda Items not referred for separate discussion be adopted as submitted to the board and staff be authorized to take all necessary action required to give effect to same; and FURTHER THAT: any items in the Consent List not referred for separate discussion, and for which conflict has been declared, are deemed not to have been voted on or discussed by the individual making the declaration. Carried; 12.1. Consent List 12.1.1. Adoption of Minutes Recommendation: Approved by Consent RESOLVED THAT: the minutes of the Board of Directors meeting 09-24-BOD dated on December 13, 2024 be approved. 12.2. Staff Reports 12.2.1. Staff Report No. 47-10-24-BOD from Sheryl Flannagan, Interim CAO/Director, Corporate Services regarding Administrative Bylaws Update Recommendation: Approved by Consent RESOLVED THAT: the Board of Directors approve Staff Report No. 47-10-24-BOD regarding the Administrative Bylaws Update. 12.2.2. Staff Report No. 48-10-24-BOD from Maria Leung, Senior Communications Specialist regarding Communications Report Recommendation: Approved by Consent RESOLVED THAT: Staff Report No. 48-10-24-BOD regarding NVCA Communications - November 27, 2024 - January 9, 2025, be received. 13. Other Business There was no other business at this time. 14. Adjourn to Board of Directors 2024 Annual General Meeting and Elections Recommendation: 3 Page 171 of 191 14.c) Nottawasaga Valley Conservation Authority, Minutes of January 24, ... RES: 73-24 Moved by: Cllr. Gary Harvey Seconded by: Cllr. Phil Fisher RESOLVED THAT: this meeting adjourn at 9:50am and the position of the Chair be declared vacant. Carried; 4 Page 172 of 191 14.c) Nottawasaga Valley Conservation Authority, Minutes of January 24, ... pSA�`9! t z n�2sF o� R�gT�ON P� NVCA February 2025 Board Meeting Highlights Next Meeting: March 28, 2025, held virtually For the full meeting agenda, including documents and reports, visit NVCA's website. sensitive program content. It is also a challenge Presentation regarding NVCA's to be able to expand services to offer programs Environmental Education program in all corners of the watershed. Naomi Saunders, NVCA's Manager, Looking forward, NVCA is investigating Environmental Education presented to the opportunities for business expansion to ensure Board of Directors regarding the history, financial sustainability and program increased successes, challenges, and financial watershed reach. management of the Environmental Education program. During the meeting, the Board of Directors recommended that this presentation be brought Program Objectives to councils for information and that a board This program's objectives are to connect committee be formed to assist in finding watershed residents to nature, inspire solutions to the challenges. sustainability, promote physical and mental health, and increase environmental awareness Update on NVCA's Planning and and understanding of local ecosystems. Regulations Program Through NVCA's environmental education Chris Hibberd, NVCA's Director, Watershed program, environmental stewardship, Management Services, updated the Board of community health, and well-being are Directors on the Planning and Regulations improved. Residents tend to engage more in Program. their communities, contributing to sustainability With a commitment to continuous and cost savings over the long-term. improvement, NVCA's Planning and Regulations Revenue sources program implemented procedures such as providing courtesy calls, improving timeline NVCA's Environmental Education Program is a tracking, and updating standard operating "Category 3" activity and currently receives procedures to streamline the permit review approximately $17,000 in municipal levy, process in 2024. They also continued to averaging to $0.08 per watershed resident per encourage pre-consultations for permit year. applications and began pre-screening The majority of program revenues are self- applications with technical staff. generated, which is directly linked to the Some action items they are currently focused number of program participants. on include: Program challenges • Re-examine the use of peer reviewers to As current revenues only allow for staff to be fast-track reviews and help address the present for teaching hours, and not for review backlog preparation time, program development, or • Prioritize older submissions with an fundraising, it is challenging for the team to emphasis on risk management develop and maintain current and culturally 8195 8t" Line, Utopia, ON, LOM 1TO • 705-424-1479 admin@nvca.on.ca www.nvca.on.ca Page 173 of 191 14.c) Nottawasaga Valley Conservation Authority, Minutes of January 24, ... • Launched an e-permitting system to Corporate practices streamline permit application processes and to allow staff to focus on permit reviews At the end of 2024, 11 of the actions were rather than manual work completed, 24 were incomplete, and five are Other actions in 2025, include: ongoing. • Modernize NVCA guidelines/procedures Procedures for the Implementation • Enhance communications with of Ontario Regulation 41/24 Update municipalities, applicants and stakeholders NVCA staff has drafted an update to the • Review of program processes Procedures for the Implementation of Ontario Regulation 41/24 document. This update will • Develop a program-specific customer provide greater clarity for applicants and staff service strategy regarding the Administrative Review. The procedure regarding stop orders is also more Permits Approvals under the CA Act transparent and clearly laid out. Between January 1, 2024 and December 31, The draft procedures will be posted on the 2024 NVCA, staff issued permits on an average NVCA website for a 30-day public commenting of 20 days after technical staff have deemed period. Subsequent to the comment period the the application complete. Major permits were draft procedures will be brought back to the issued within 90 days 95% of the time, and Board for approval. minor permits were issued 100% of the time for the same time frame. Interim CAO Workplan Under Conservation Ontario's Best Practices NVCA is going through a transformative time timelines, minor permits were issued within 30 with the departure of the previous CAO and the days 83% of the time. upcoming recruitment of a new CAO. To ensure NVCA staff notified applicants of the status of stability and continuity, the Interim CAO has their application within 21 days 98% of the implemented a focused work plan that time. addresses current challenges while positioning the organization for success under new NVCA Climate Change Action Plan leadership. 2024 progress report and 2025 goals The four key priorities and commitments NVCA's 2022 - 2025 Climate Change Action include: Plan emphasizes the importance of responding • Strengthening municipal relationships to climate change, supporting NVCA partners' actions to reduce the impacts of climate Restoring and enforcing customer service standards change, and strengthening the commitment to face the challenges it poses to NVCA watershed • Evaluating planning, permitting, and and member municipalities. engineering processes There are seven goals and 34 actions listed in . Developing a backlog reduction strategy for the action plan. The goals are: planning, permitting, and engineering • Flooding and Erosion For more information, download the work plan • Monitor here. • Communicate and educate NVCA Planning and Regulation • Natural heritage Guidelines Update • Stewardship NVCA's Planning and Regulation Guidelines is a • Partnership core document used by Planning and Regulation 8195 8th Line, Utopia, ON, LOM ITO 705-424-1479 admin@nvca.on.ca www.nvca.on.ca Page 174 of 191 14.c) Nottawasaga Valley Conservation Authority, Minutes of January 24, ... staff to review applications, similar to a municipality's zoning by-law. The guidelines were last updated in 2009, and Tiffin Nature School the proposed modernizing of the guidelines includes referencing current legislation and At Tiffin Nature School, children aged 2.5 to 10 provisions that better respond to growing are invited to explore and connect with the pressures throughout the watershed. natural world. We nurture their innate curiosity, Staff will seek input from our municipalities and offering immersive outdoor experiences that stakeholders, and the public will have a 30-day inspire discovery and growth. commenting period. The feedback will be Dates: Tuesdays &Thursdays until May 29, 2025 incorporated where possible to ensure strong yet responsive policies are enacted for the Location: Tiffin Centre for Conservation watershed. Upcoming Events March Break Camp Tiffin Led by NVCA's environmental educators, Camp Tiffin is an outdoor camp designed to enhance your child's knowledge, understanding and appreciation of the natural world and our amazing planet. Activities may include wilderness survival skills, kick sledding, wildlife discovery and learning how maple syrup is made! Our staff have been excited to plan some winter camp activities which will be full of outdoor adventures. Date: March 10 - 14, 2025 Location: Tiffin Centre for Conservation Spring Tonic Maple Syrup Festival Hosted in partnership with the Rotary Club of Barrie, the Spring Tonic Maple Syrup Festival at the Tiffin Conservation Area is a tradition spanning more than three decades. Visitors can explore how maple syrup was made in the past. After that, they will return to current times and see how maple syrup is made today! Ending the tour with a pancake and sausage breakfast with fresh maple syrup. Prices for most activities are included in the admission fee. Date: April 5 - 6, 2025 Location: Tiffin Centre for Conservation 8195 8th Line, Utopia, ON, LOM ITO 705-424-1479 admin@nvca.on.ca www.nvca.on.ca Page 175 of 191 14.d) Correspondence from Jonathon Scott, Chair, Nottawasaga Valley Cons... p,SAGq L9 z - Nottawasaga Valley Conservation Authority TION AJ�� Mayor and Council of the Township of Oro-Medonte 148 Line 7 South Oro-Medonte, Ontario LOL 2EO February 28, 2025 Dear Mayor Greenlaw and Councillors, I am writing on behalf of the Nottawasaga Valley Conservation Authority (NVCA) Board of Directors regarding your recent resolution proposing the amalgamation of NVCA and the Lake Simcoe Region Conservation Authority (LSRCA) under section 11 of the Conservation Authorities Act, 1990. We greatly value our ongoing dialogue with your Council, and I want to thank the Mayor, Deputy Mayor, Cllr Schell and your staff for the recent meetings with our Interim CAO and myself. We appreciate the opportunity to engage openly and constructively on this matter. Following careful deliberation with our Board, and discussion with the Chair and CAO of the LSRCA, it is the position of the NVCA Board that a formal amalgamation is neither necessary nor advisable. (Our resolution to that effect is enclosed.) Let me outline why our Board has taken this position: To date, no independent, expert analysis has been presented to demonstrate that amalgamation would improve efficiency or service delivery. On the contrary, experience has shown that larger municipal entities often result in increased costs, governance challenges, operational inefficiencies and a loss of local focus. Further, NVCA and LSRCA serve distinct watersheds with unique ecological, planning and regulatory frameworks. While municipalities such as yours and mine are within both Authorities, the vast majority of NVCA member municipalities have little in common with the Lake Simcoe watershed. Additionally, the LSRCA has distinct responsibilities under the Lake Simcoe Protection Act, which highlights the unique challenges of that watershed. A single, combined Authority could dilute focus and reduce responsiveness to local needs, given the new entity would span a very large geographic area. Rather than pursuing an amalgamation process—one that would inevitably lead to debates over jurisdiction, governance and composition—the NVCA Board is focused on delivering meaningful improvements that address the concerns of our municipal partners. Our goal is to enhance service delivery, streamline permitting and development processes, and maintain a strong commitment to protecting people and property from natural hazards under Ontario law. Nottawasaga Valley Conservation Authority 8195 8th Line, Utopia, ON LOM 1TO T: 705-424-1479 • F: 705-424-2115 admin@nvca.on.ca • nvca.on.ca A member of Conservation Ontario Page 176 of 191 14.d) Correspondence from Jonathon Scott, Chair, Nottawasaga Valley Cons... This work is already well underway under the leadership of our Interim CAO. I would like to highlight several initiatives that directly respond to the issues raised by your Council: • Operational Accountability: We have implemented a new monthly reporting system for development and permitting applications to the Chair and Vice-Chair to ensure heightened accountability and service improvement. • Process Review and Best Practices: We are undertaking a comprehensive audit of our development-application processes to identify opportunities for greater efficiency. As part of this review, we are working collaboratively with LSRCA and other Authorities to share best practices and standardize processes where appropriate. • Improving Consistency Between NVCA and Other Conservation Authorities: Recognizing that municipalities such as yours are subject to both authorities' regulations, we are committed to aligning our review processes to ensure they are as consistent and predictable as possible. • Customer Service Improvements: We are updating our customer-service policy and will provide additional staff training to enhance responsiveness and efficiency. You may view more about this action plan in the enclosed staff report presented to our board. These measures are practical, targeted and achievable. They will result in tangible improvements without the disruption, expense and uncertainty that an amalgamation process would bring. The NVCA Board remains committed to continuous improvement and collaboration with our municipal partners. We welcome your feedback as we pursue these important initiatives and remain open to further discussions on how we can best support your community's needs. Thank you for your attention to this matter. Please do not hesitate to contact me or our Interim CAO, Sheryl Flannagan at sflannagan@nvca.on.ca, if you wish to discuss this further. Yours sincerely, Jonathan Scott Chair, Nottawasaga Valley Conservation Authority cc Mayors and Councils within the LSRCA and NVCA LSRCA Board Conservation Ontario Council Page 177 of 191 p5 A Gq' 2�P 'fib Correspondence from Jonathon Scott, Chair, Nottawasaga Valley Cons... r1� =' NOTTAWASAGA VALLEY CONSERVATION AUTHORITY BOARD OF DIRECTORS MEETING NO. 02-25-BOD February 28, 2025 Agenda Item#: 13.4.1 Resolution#: 18-25 MOVED BY: Cllr. June Porter SECONDED BY: Mayor Gary Harvey WHEREAS: the Board of Directors is in receipt of correspondence from Oro- Medonte Council that seeks to start the amalgamation process between the NVCA and the Lake Simcoe Region Conservation Authority (LSRCA) as outlined in Section 11 of the Conservation Authorities Act; and WHEREAS: NVCA and LSRCA serve distinct and separate watersheds, each with unique ecological, planning and regulatory considerations, including LSRCA's additional responsibilities under the Lake Simcoe Protection Act; and WHEREAS: no independent, expert analysis has been conducted to determine whether an amalgamation would improve efficiency and service delivery or whether it may instead result in increased costs, governance challenges, operational inefficiencies or dilution of focus on the needs of the individual watersheds; and WHEREAS: Conservation Ontario has generally supported maintaining the current structure of thirty-six Conservation Authorities across Ontario, recognizing the value of locally focused watershed management; and WHEREAS: the NVCA is actively collaborating with other Conservation Authorities and through a customer centric focus, has been making improvements to processes and procedures, therefore, BE IT RESOLVED: that the NVCA Board of Directors opposes the proposed amalgamation of NVCA and the LSRCA, as it has not been demonstrated that such a change would benefit watershed management, municipalities or the public; and FURTHER THAT: the Board supports continued and enhanced collaboration between NVCA, Conservation Ontario, and other Conservation Authorities to standardize processes and procedures where feasible, particularly to assist development and permit applicants whose activities fall within municipalities that straddle multiple watersheds; and FURTHER THAT: remains committed to working constructively with Oro-Medonte and all NVCA member municipalities to address and resolve any challenges, including planning and permitting, in a fair, transparent and efficient manner; and Page 178 of 191 p5 A Gq' 2�P 'fib Correspondence from Jonathon Scott, Chair, Nottawasaga Valley Cons... r1� =' NOTTAWASAGA VALLEY CONSERVATION AUTHORITY BOARD OF DIRECTORS MEETING NO. 02-25-BOD February 28, 2025 FURTHER THAT: a copy of this resolution with a letter from the Chair be sent to all NVCA and LSRCA member municipalities, the LSRCA Board and Conservation Ontario Council. ❑x Carried Unanimously ❑ Approved by Consent ❑ Defeated ❑ Tabled ❑ Deferred until NVCA Chair Page 179 of 191 14.d) Correspondence from Jonathon Scott, Chair, Nottawasaga Valley Cons... O P�pSAGq `9! ! x e Oy�F O� �VATfON A Staff Report: 04-02-25-BOD Date: 28/02/2025 To: Chair and Members of the Board of Directors From: Sheryl Flannagan Interim Chief Administrative Officer/Director, Corporate Services SUBJECT: Interim CAO Workplan Recommendation RESOLVED THAT: the Board of Directors receive Staff Report No. 04-02-25- BOD regarding the Interim CAO workplan. Purpose of the Staff Report The purpose of this Staff Report is to update the Board on the Interim CAO's workplan during this transitional period and to update the Board on progress and commitments moving forward. Background The NVCA is going through a transformative time with the departure of the previous CAO and the upcoming recruitment of a new CAO. To ensure stability and continuity, the Interim CAO has implemented a focused workplan that addresses current challenges while positioning the organization for success under new leadership. Issues/Analysis The following is a list of the four key priorities and commitments. Page 180 of 191 14.d) Correspondence from Jonathon Scott, Chair, Nottawasaga Valley Cons... Interim CAO Workplan Staff Report No. 04-02-25-BOD 1. Strengthening Municipal relationships The Interim CAO, Chair, and Vice-Chair have prioritized engaging with partner municipalities to foster collaboration and address concerns. To date, meetings have been held with Wasaga Beach, New Tecumseth, and Oro-Medonte, with a meeting scheduled with Springwater on February 26'. Additionally, the Chair has issued an introductory letter inviting all partner municipalities to share any concerns or ideas with the NVCA. Progress to Date: - Engaged with four municipalities to discuss development priorities and address concerns - Implemented a 48-hour response protocol for issues raised by municipal partners - Issued a Chair's introductory letter inviting all municipalities to meet or connect with the NVCA Continued Commitment: Goal - Meet with any municipality that expresses interest in engaging with the NVCA Next Steps - Continue outreach to municipalities and respond promptly to all requests for meetings. Outcome - Strengthen municipal partnerships and identify opportunities for process improvements based on their feedback. 2. Restoring and Enforcing Customer Service Standards The NVCA's customer service strategy and charter, implemented in 2013, lapsed in practice due to high workloads during the COVID-19 pandemic. In January 2025, the Interim CAO reinstated compliance with the customer service strategy and reminded all staff of their obligations to meet service standards. A copy of the strategy is attached (see attachment #1). Progress to Date: - Customer Service Strategy compliance was reinstated in January 2025 - All staff have been instructed to comply with service timelines as outlined in the charter Continued Commitment: Page 181 of 191 14.d) Correspondence from Jonathon Scott, Chair, Nottawasaga Valley Cons... Interim CAO Workplan Staff Report No. 04-02-25-BOD Goal - Achieve full compliance with the Customer Service Strategy within Q1 2025 Next Steps - Review customer service strategy compliance with senior staff on a monthly basis and identify any issues of concern Reporting - Provide progress updates to the Board at the end of Q2 and again at year-end Outcome - Improve response times and enhance customer satisfaction 3. Evaluating Planning, Permitting, and Engineering processes The NVCA recognizes the need for a comprehensive evaluation of planning, permitting, and engineering process to ensure efficiency and alignment with legislative changes. The Interim CAO is currently consulting with other CAO's to identify the best approach for this review. Progress to Date: - Initiated discussions with other conservation authorities to evaluate process review options - Solicited recommendations for consultants experienced in conservation authority process evaluations. Continued Commitment: Goal - Initiate an external process review by March 31, 2025 Next Steps - Select a consultant or peer conservation authority(s) to conduct the review and set a clear timeline for completion Outcome - Identify inefficiencies, streamline workflows and enhance service delivery 4. Developing a backlog reduction strategy for Planning, Permitting, and Engineering The NVCA is exploring immediate and long-term solutions to address the backlog in planning, permitting and engineering files. While process improvements from item 3 will drive long-term efficiency, short-term solutions are also under review. Progress to Date: - Considering third-party consultants to expedite peer reviews, but cost estimates (approximately $100,000) raise concerns due to budget constraints Page 182 of 191 14.d) Correspondence from Jonathon Scott, Chair, Nottawasaga Valley Cons... Interim CAO Workplan Staff Report No. 04-02-25-BOD - Exploring internal measures to reduce workload on engineering staff without compromising service standards Continued Commitment: Goal - Present a backlog reduction strategy to the Board by the March 2025 meeting Next Steps - Conclude process review from item 3 to identify internal efficiencies, investigate phased or capped use of consultants if internal measures are insufficient, and provide the Board with a cost-benefit analysis before committing significant funds to peer reviews. Outcome - Reduce backlog while maintaining fiscal responsibility and service standards. Relevance to Authority Policy/Mandate The workplan directly supports the NVCA's mandate under the Conservation Authorities Act by ensuring efficient operations, enhancing customer service and fostering productive relationships with partner municipalities. Impact on Authority Finances Staff time to prepare this report is addressed in the 2025 budget. Any additional costs related to external consultants for process reviews or backlog reduction will be brought to the Board for approval with a clear cost-benefit analysis. Climate Change Implications There are no climate change implications related to this report. Reviewed by: Approved for submission by: Original Signed by Original Signed by Sheryl Flannagan Sheryl Flannagan Interim Chief Administrative Officer/ Interim Chief Administrative Officer/ Director, Corporate Services Director Corporate Services Attachment #1 - Customer Service Strategy Page 183 of 191 14.e) Correspondence from Autism Ontario re: Request for Proclamation, A... From: Ramela Garcia <ramela.garcia@autismontario.com> Sent: Tuesday, October 29, 2024 11:22 AM To: Cooper, Vanessa <vcooper@oro-medonte.ca> Subject: 2025 April 2nd Proclamation & Flag Raising Request: Celebrate the Spectrum on World Autism Day with Autism Ontario This email originated from outside of Oro-Medonte's email system. Please use proper judgment and caution when opening attachments, clicking links, or responding to this email. Good morning Vanessa, I hope all is well. Thank you for the information. My apologies for the late submission and I hope you will be able to fit it in. Autism Ontario is a non-profit charitable organization with a history of over 50 years representing thousands of people on the autism spectrum and their families across Ontario. We are comprised of knowledgeable parents, professionals, and autistic self-advocates who can speak to the key issues that impact autistic individuals and their families. Autism Ontario is the province's leading source of information and referral on autism, and one of the largest collective voices representing the autism community. World Autism Day is an excellent opportunity for your municipality to show support for autistic individuals across Ontario and in your communities. Join Autism Ontario as we Celebrate the Spectrum this World Autism Day by purchasing a flag for our "Fly the Flag" campaign and formally proclaiming April 2, 2025, as World Autism Awareness Day to show your autism support. A flag can be purchased from our website at https://celebratethespectrum.com/shop . What is Celebrate the Spectrum? Celebrate the Spectrum is our theme for World Autism Day celebrations. It is an opportunity for positive action to provide spaces of support and advocacy for our diverse communities while learning about autism, and how we can all make our communities better for autistic individuals. Similar to previous Autism Ontario World Autism Day campaigns, Celebrate the Spectrum unites families, schools, communities, businesses, government, and professionals in recognizing World Autism Day by celebrating people on the autism spectrum; and, bringing to light the systemic barriers that must be removed to create a more supportive and inclusive Ontario. We are always available to help with resources and ideas on how you can get involved. We hope you will Celebrate the Spectrum with us!Thank you for your time and consideration. I can be reached via email or at the telephone number below to assist. Page 184 of 191 14.e) Correspondence from Autism Ontario re: Request for Proclamation, A... We thank you for your time and consideration of our request. With appreciation, AutiSMONTARIO Ramela Garcia (she/her) Fund and Volunteer Coordinator Autism Ontario autismontario.com 1179 King Street West, Suite 004 1 Toronto, ON I M6K 3C5 T: 1-800-472-7789 ext. 272 1 E: ramela.garcia(aD_autismontario.com Show your support for the autistic community. 91 . . . . . Facebook X Instagram I Linkedln Page 185 of 191 1 resp from of Si : Re Pro �►�l ��l i COUNTY OF SIMCOE P R 0 C L A M AT 1 0 N To designate March 2025 as #ITSTARTS Month (// G Inclusion,acceptance,and equity are important approaches to the diversity of residents living in any community,especially in our growing and changing region-,and ' March 21 is recognized as the International Day for the Elimination of Racial Discrimination-,and The Simcoe County Local Immigration Partnership(SCLIP)is a community partnership focused on the development of settlement strategies for newcomers.These strategies bring together and support service delivery to newcomers in Simcoe County while promoting positive relationships,opportunity,and use of local resources effectively-,and f v/"' 3 This month presents an opportunity to further the resolve as we pause to celebrate the diversity of the human race rather than allow our dissimilarities to become a reason for racial separation-,and /`Z111�a We encourage all to celebrate the differences in each other such as race,culture,colour,national origin,gender,age,disability and religion-,and During this period we will be hosting an awareness campaign and encouraging residents to take a stand and support#ITSTARTS to share their commitment to embracing acceptance,anti-racism and diversity. on behalf of Simcoe County Council,do hereby proclaim the month of March 2025,as"#ITSTARTS Month-in the County of Simcoe and encourage everyone to take a stand and participate in and learn more about the#ITSTARTS campaign. Dated at the County of Simcoe,Midhurst on this Ill day of February,2025. SBasil Clarke,Warden r County of Simcoe `J1 tr1 �r1 ��1 �r1 tr1 Page 91 . . . . . � . irk c k c firm ONO ._ ■_ ■ ._ ._ _ ■_ I_ ■_ ■_ a III a R- 16 *:, ILE. & 0: & *r *:, A. *.:% aAll �All a a s a Am _ AMC A C . Am � A C A C A C _ A C,U0 _ ■` V ■` Y .. Y /�� .. Y .. V�■`wi ._ _ } ._ } ram. ■ ._ } s_ i_ V L V V i V V �E V L, V V i� i � W � � W �� � W � � W W � cog ��.► A 40� MW 4n C C ,. :C � _ O i Q' 1 V OCal a O a O f a 1 {AAA = TA - _ IL 6 EV V �4 V M 00 MINE c _ �• • r c C O Or. 4) ` - 10 V a . a = _ °a� C o� � o W V V Yls Y _ c 11 _ V Y V= V f � W I1111 W W •IN ■■i �� W W •- •- do MINE 'a O 'a O.a� O O,- ■rf ■a O ■a O O ■a O -0 O -0 O = a = = tea a� � = a = a = a = a = a ana � a n n0i ' a 3 'a 3 � 3 � � 3 'a 3 �3 � 3 � 3 em u■ t u n �c■ C u D �w D �w 2 �w 2 v u M y u C u D u COMI • . • . • . . SOONH - kill ! L - 0 0 0 0 $ This fall, the Township is thrilled to open the new ' recreation center, at 737 Horseshoe Valley Rd. W. , featuring a full-sized gymnasium, versatile multipurpose room, complete with change rooms and showers, and administrative space for municipal customer service. Please take a few minutes to complete the survey and share your ideas for recreation programs and activities that you would like to see offered in this great new space! Your feedback will help us design - a vibrant and inclusive center where everyone can enjoy a variety of health and wellness opportunities. Thank you for your time and participation! Let's build a fantastic community space together! • • M .� • .• • • 14.h) Correspondence from Employment and Social Development Canada re: C... From: INFO-CVA-PBC-GD(d)hrsdc-rhdcc.gc.ca <INFO-CVA-PBC-GDCcOhrsdc-rhdcc.gc.ca> Sent:Tuesday, March 4, 2025 7:47 PM To:Aubichon,Yvonne<yaubichon(@oro-medonte.ca> Subject:Canada's Volunteer Awards—Call for Nominations 2025 ■ Submit a nomination for Canada's Volunteer Awards It is time to nominate an outstanding individual, a not-for-profit organization, a social enterprise, or a socially responsible business who has made a significant contribution in improving the lives of others in their community through volunteering. Help them get the recognition they deserve.The nomination period is officially open and will run until May 8,2025. HERETOCLICK SUBMIT • NOMINATION About the Awards The Canada's Volunteer Awards(CVA) consists of twenty-one awards, including one national award,the Therese Casgrain Lifelong Achievement award, and 20 regional awards.The regional awards are distributed across five regions in the following four categories: Community Leader, Emerging Leader, Business Leader, and Social Innovator. The award recipients will be recognized at an award ceremony and will be given the opportunity to select a not-for-profit organization to receive a grant.Theywill also participate in a roundtable discussion with fellow recipients and join the vibrant Canada's Volunteer Awards community. • Learn more about the Canada's Volunteer Awards by visiting Canada.ca/volunteer-awards. • Help us spread the word by promoting the call for nomination to your colleagues,your friends and family. Please contact us if you would like to receive a promotional kit. • If you have questions, please contact us via email Info-cva-pbc-gd(0)hrsdc- rhdcc.gc.ca. or call 1-877-825-0434. Page 189 of 191 14.h) Correspondence from Employment and Social Development Canada re: C... • NOTE:The results of the 2024 call for nominations and the recipients of Canada's Volunteer Awards will be announced at a later date. Share, follow and like us on X(Twitter) C@ESDC_GC, Facebook C@ESDC.GC and Instagram(c?edsc.gc ' Employment afnd E.rnplai et CaMCIN Social D�relopmenl Canada D6vc lop pemenR social Canada You are receiving information pertaining to the Canada's Volunteer Awards because you have subscribed to a multiple use list owned by Grey House Publishing Canada. To unsubscribe: If you no longer wish to receive these e-mails, please reply to this email with the word "unsubscribe" in the subject line or contact the Canada's Volunteer Awards Unit at 1- 877-825-0434.Your e-mail address will be removed from the e-mail distribution list within two weeks from the time we receive your request. Page 190 of 191 19.a) 2025-026: Being a by-law to confirm the proceedings of the Council... The Corporation of the Township of Oro-Medonte By-Law No. 2025-026 Being a By-Law to Confirm the Proceedings of the Council Meeting held on Wednesday, March 12, 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 Council Meeting held on Wednesday, March 12, 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 12th day of March, 2025. The Corporation of the Township of Oro-Medonte N Mayor, Randy Greenlaw Clerk, Yvonne Aubichon Page 191 of 191