The Corporation of the Town of Huntsville” As an Additional Insured

Corporation of the Town of Huntsville

General Committee AGENDA

Meeting to be held on Wednesday, September 30, 2015 @ 10:00 a.m. in the Huntsville Civic Centre, Municipal Council Chambers

1. CONVENE

2. ADOPTION OF AGENDA

3. DISCLOSURE OF PECUNIARY INTEREST

4. CEREMONIAL AND INVITED PRESENTATIONS

4.1 Lowell Grieb RE: Mayor’s Bike Ride 4-6

4.2 Lori Sild RE: Huntsville Orchard Park Project 7-9

5. DEPUTATIONS

5.1 Alvin and Carolyn Muzzin 10-11 RE: Request for a Zoning By-lay Fee Exemption

5.2 Ross Kirwin, Rotary Club of Huntsville RE: River Mill Park Bandshell Update

5.3 Teresa Oliver and Nancy Reid, Meridian Planning RE: Development of Affordable Housing - Highview Road, Huntsville

5.4 John Harris RE: By-law Enforcement of Parking/Disabled Parking at the Huntsville Hospital

5.5 Hannah Lin, YWCA Muskoka RE: Support for YWCA Muskoka

6. MEETING MINUTES

6.1 Sport and Recreation Advisory Committee a) August 27, 2015 12

7. REPORTS FROM COMMITTEES

7.1 Protection & Transportation Services Committee

7.1.1 By-law

a) Report prepared by Andrew Stillar – Ref. No. DEV-2015-125 13-14 Re: Parking Meter items in Storage

Page 1 of 210

7.1.2 Transportation Infrastructure

a) Report prepared by Brandon Hall – Ref. No. TI-2015-08 15-18 Re: License of Occupation - 73 Ena Drive

7.1.3 Executive Director of Transportation Infrastructure

a) Verbal Report – Jason Krynicki RE: Roads/Bridge needs study

7.2 Cultural & Recreational Promotion

7.2.1 Recreational Programming

a) Report prepared by Simone Babineau and Greg Pilling 19-25 – Ref. No. CS-2015-90 Re: Capital Asset Management Plan - Recreation and Leisure - Update

7.2.2 Sales and Customer Service

a) Report prepared by Greg Pilling – Ref. No. CS-2015-81 26-27 RE: Variance to Budgeted Revenue for Waterloo Summit Centre for the Environment – For Information Only

b) Report prepared by Greg Pilling – Ref. No. CS-2015-92 28-78 RE: Implementation of the Special Event Advisory Team (S.E.A.T.) for Special Events

7.2.3 Property Management

a) Report prepared by Brian Crozier – Ref. No. CS-2015-82 79-81 Re: Capital Asset Management Plan - Facilities – Update

7.2.4 Theatre

a) Report prepared by Matt Huddlestone – Ref. No. CS-2015-89 82-84 Re: Algonquin Theatre Sign

7.2.5 Arts, Culture and Heritage

a) Report prepared by Teri Souter – Ref. No. CS-2015-84 85-93 Re: Tom Thomson, 2017

7.2.6 Executive Director - Community Services & Economic Development

a) Report prepared by Kari Lambe – Ref. No. CS-2015-87 94-134 Re: Community Halls - Summary of Use

7.3 Financial & Government Administration Committee

7.3.1 Sustainability

a) Report prepared by Rebecca Francis – Ref. No. DEV-2015-128 135-138 Re: Criteria for Private Solar Developments

7.3.2 Finance

a) 2015 Budget Deviations – For Information Only 139

Page 2 of 210

b) 2016 Budget Implications – For Information Only 140

c) Report prepared by Julia Finch - Ref. No. TREA-2015-19 141-149 Re: Capital and Operating Budget Reporting Policies

d) Report prepared by Julia Finch - Ref. No. TREA-2015-20 150-160 Re: Insurance Requirement Vendors and Lessee

e) Report prepared by Julia Finch - Ref. No. TREA-2015-21 161-165 Re: Reserve Level Policy

f) Report prepared by Julia Finch - Ref. No. TREA-2015-22 166-188 Re: Approved Capital Plans – Update for 2016 – For Information Only

g) Report prepared by Julia Finch - Ref. No. TREA-2015-23 189-202 Re: Tax Collection Policy

7.3.3 Human Resources

a) Report prepared by Lisa Smith – Ref. No. HR/CI-2015-14 203-206 Re: Contractor Hiring Health and Safety Procedure – Amendment

7.3.4 Chief Administrative Officer

a) Report prepared by Denise Corry – Ref. No. CAO-2015-09 207-209 Re: Legal Fees Budget – Summary – For Information Only

8. CLOSED SESSION – Municipal Act 2001:

8.1 Section 239 (2) (b) Personal Matter

a) Confidential Report prepared by Mike Gooch – Ref. No. DEV-2015-126 Re: Building Department Staffing

b) Confidential Report prepared by Kari Lambe – Ref. No. CS-2015-88 Re: Muskoka Heritage Place - Operational Review

8.2 Section 239 (2) (c) A Proposed or Pending Acquisition or Disposition of Land

a) Huntsville Public Library Request

9. BUSINESS ARISING FROM CLOSED SESSION

10. NEW BUSINESS

10.1 Motion of Committee - Brunel Road Boat Launch 210

10.2 Councillor New Initiatives – 2016 Budget

11. ADJOURNMENT

Page 3 of 210 ~ HUNTSVILLE

COMMUNITY SUSTAINABILITY PROJECTS PROJECT REPORT FORM

Project Name: Mayor’s Bike Ride Champion name: Lowell Greib, The SportLab Champion contact Phone #: 1-855-776-7852 information: Email: [email protected] Start Date: June 29, 2015 Finish Date: September 4, 2015

GOALS OF THE PROJECT Goals are broad, general intentions

1. Did the project meet the goals that were stated in the project proposal?

yes no

2. If yes, how? If no, why not?

 To create awareness of utilizing cycling as a means of Active Transportation in Huntsville o Done through weekly articles in local media profiling different cyclists in the community o Done through regular social media posts o Conversations at the ride reflected a desire to improve cycling culture in Huntsville, encouraged young riders, showcased model behavior for cyclists

 To create a public event that makes it easy, convenient, and safe for people of all ages and abilities to ride their bikes o 2km ride was chaperoned by OPP (lead and sweep OPP on bikes and 2 support cruisers o 12km ride was lead by 2 cyclists, swept by 2 cyclists with 2 cyclists floating amongst the riders to ensure riders knew the route and made it through the ride safely o Ride distances were manageable and routes were suitable for most abilities

 To use social media to raise awareness of the Mayor’s Bike Ride and in support of cycling in general o Heavy social media campaign garnered traction online

 To use mass media (newspaper) to raise awareness of how and why Huntsville residents utilize their bicycles in their community. o See above

Page 4 of 210 ~ HUNTSVILLE 3. Were any new goals set and realized during the course of the project?

yes no

4. If yes, please list and explain how they were met

OBJECTIVES OF THE PROJECT Objectives are precise and tangible

5. Did the project meet the objectives that were stated in the project proposal?

yes no

6. Were any new objectives set and realized during the course of the project?

yes no

7. If yes, please list and explain how they were met

MEASURABLES

8. Please report on the measurables of you project, as listed in your project proposal

 To publish at least 6 news articles in local media sources that profile area cyclists and their experiences riding a bike; o 3 articles in the Forester o 1 article in What’s Up Muskoka o 1 article on Huntsville Doppler o 2 news clips on Muskoka Online o 1 interview on Hunter’s Bay Radio on August 6, 2015 o 1 interview on TV COGECO (2 days prior to and at the event) o 1 interview on the Moose FM on the morning of the event

 To link to each article via social media; o Each printed news article was linked to on the Town social media accounts (Facebook and Twitter)

 To have at least 15 social media interactions with partners and community members over the course of the project; o There were 37 posts to the Town Facebook and Twitter accounts to promote the event o There were thousands of interactions with these posts: . Facebook: 6353 views, 45 likes, 302 post clicks, 6 shares . Twitter: 7138 impressions, 37 re-tweets, 18 favourites, 56 link clicks

Page 5 of 210 ~ HUNTSVILLE  To engage at least 5 community partners to champion the Mayor’s Bike Ride on August 20, 2015 by having a presence at Rivermill Park. There were 7 community partners: o The SportLab o Algonquin Outfitters o Trysport o Totem Juice o Soul Sistas o Farmer’s Daughter o O.P.P.

 To have at least 30 people ride their bikes as part of the Mayor’s Bike Ride on August 20, 2015. o There were at least 67 cyclists (47 adults, 20 youth) o There were an additional 11 people present at the event (non-cyclist volunteers, vendors, photographers, media)

9. What were the major successes of your project?

 The amount of people who attended was phenomenal and surpassed expectations  The conversations that cyclists were having reflected a desire for more visible cycling infrastructure, creating safer roads for cyclists, and raising awareness among cyclists and drivers on how to share the road  Social media and printed media campaigns raised awareness for the event and the topic

10. What would you do differently next time?

 Get a better photo of the entire group  Involve more community members in the organization and execution of the event  Entice more community partners to take part  Better signage at the event

11. Please list anything else you would like to report on

At the event, the Mayor announced that Town of Huntsville fleet vehicles would have “watch for bikes” stickers on the driver’s side mirrors. This is a province-wide safety campaign by CAA to encourage drivers to be on the lookout for cyclists on the roads. CAA provided the decals free of charge to the Town.

Page 6 of 210

COMMUNITY SUSTAINABILITY PROJECTS PROJECT REPORT FORM

Project Name: Huntsville Orchard Project Includes tree and shrub planting and apple picking festival Champion name: Lori Sild Start Date: May 2012 Finish Date: On-going

GOALS OF THE PROJECT Goals are broad, general intentions

1. Did the project meet the goals that were stated in the project proposal?

yes no

2. If yes, how? If no, why not?

• To plant more trees in subsequent years as needed (after inaugural 2014 planting) o 12 dedicated volunteers planted 26 fruit trees and 36 berry bushes this spring at Orchard Park. These are zone hardy edible plants in Huntsville!

• To plan a harvesting festival for each autumn o The Apple Picking Festival was held at Orchard Park on Thursday, August 27, 2015 from 10am – 3pm

• To engage the community in planting and educational programming o Nearly 200 people attended the Apple Picking Festival in 2015 o Apples were put through a refurbished apple press for those who wanted juice o Both the planting and picking aspects of this project have grown in the number of volunteers and attendees o Many of the conversations happening at these events are about local food issues

• To plant native plants and heritage fruit trees suited to the local conditions o Most (but not all) of the trees and shrubs planted are of native varieties. All of the plants are zone hardy and suited to grow in Muskoka soil types and conditions.

• To prune existing trees to improve health o The Town had some of the trees pruned over the winter of 2014-2015 and plan to do more this coming winter. o Brush was removed from around some of the trees in the forest to make them more accessible.

Page 7 of 210 o Small pruning of the grape vines and tree suckers was done by a small group of volunteers in coordination with the Parks and Cemeteries Department. o There is a plan for volunteers to spread out the hardwood chips around the older trees this fall to keep down the amount of scab on the trees and to control vegetation that competes with the fruit trees for water and nutrients. This is also a benefit for park maintenance.

3. Were any new goals set and realized during the course of the project?

yes no

4. If yes, please list and explain how they were met

OBJECTIVES OF THE PROJECT Objectives are precise and tangible

5. Did the project meet the objectives that were stated in the project proposal?

yes no

6. Were any new objectives set and realized during the course of the project?

yes no

7. If yes, please list and explain how they were met A new objective was to take an inventory of all the new trees and shrubs planted over the last 3 years. This was accomplished by having a map at the apple picking festival and marking down which trees/shrubs were planted and note their location. Project staff will work with GIS staff to contribute this data to a mapping layer so it is accessible and can be added to.

MEASURABLES

8. Please report on the measurables of you project, as listed in your project proposal

• Number of trees and shrubs planted o 26 fruit trees and 36 berry bushes in 2015 o 36 trees and bushes were planted in 2014

• Number of volunteers engaged o 12 volunteers helped plant trees and shrubs in June 2015 o 8 volunteers helped plant trees and shrubs in May 2014

• Number of people who came to the Apple Picking Festival on August 27, 2015 o Nearly 200

Page 8 of 210 • Amount of funds raised for the project o The District of Muskoka supplied a $1000.00 grant for the purchase of trees this year (Pay it Forward grant) o Private donations to sponsor a tree

9. What were the major successes of your project?

• Large numbers turned out for the Apple Picking • The apple picking festival was well advertised using existing Town of Huntsville media avenues (newspaper, LCD screens, social media, posters, radio advertising) • Local media championed the project including: o TV COGECO interview prior to the event and at the event o CTV Barrie reported at the event o Lakeside Magazine feature o The Forester article post event (September 3, 2015) o Huntsville Doppler photo album • The trees and bushes that were planted in June are doing well with the exception of 2 that have been removed • Lots of fun and connecting happened during Apple Picking Day • The local public have a better understanding now about the Orchard Project through media and the apple picking day

10. What would you do differently next time?

• Supply more apple picking devices so more people can easily access the apples up high in the trees

11. Please list anything else you would like to report on

Pruning and new planting for this project has been done in consultation with the Manager of Parks and Cemeteries. Since nearly 100 new trees and bushes have been planted in Orchard Park over the last 3 years, no new plants will be added in the near future. Efforts will focus on maintaining the health of these new plants and pruning the existing mature trees to improve health.

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Page 10 of 210 -

Page 11 of 210

Corporation of the Town of Huntsville

SPORT & RECREATION ADVISORY COMMITTEE

Meeting held on Thursday, August 27, 2015 at 7:00 p.m. in the Huntsville Civic Centre, Municipal Council Chambers ______

Attendance Chair: Adam Brunette

Members: Kate Austin Deborah Wolfe

Absent: Councillor Dan Armour Ted Bionda, Vice-Chair John Cowan Mark O’Dell

Staff: Simone Babineau Manager of Recreation & Leisure Services Crystal Best-Sararas Committee Coordinator (Recording Secretary) Scott Ovell Economic Development Officer Greg Pilling Manager of Sales and Customer Service

Quorum not obtained.

Roll call as of 7:30 p.m.

______Adam Brunette, Chair

Page 12 of 210 Town of Huntsville Staff Report Division: Development Services Date Prepared: September-10-15 Meeting Date: September-30-15 To: General Committee Author: Andrew Stillar, Chief By-law Enforcement Officer

Subject: Parking Meter housings and clocks

Report # DEV-2015-125 Confidential: No

RECOMMENDATION: Requires Action

That committee direct staff as to which option to take as listed in the report.

Background

In May of 2007 4 Pay and Display parking terminals and 124 on street parking meters were removed. In April of 2012 the last of the 62 meters on Main Street were removed. Since this time the clocks and housings have been kept in storage. The meters are old and obsolete therefore have limited to no serviceability or value.

Discussion

Staff is asking for direction as to what to do with the clocks and heads. A detailed analysis and the impact of option #1 or #2 would be brought back to committee if direction is given to pursue one of these options.

Option #1 – to update, purchase new and reinstall all parking control devices Option #2 – to dispose of the clocks and housings by offering for sale or scrap metal Option #3 – to keep the items in storage

Financial Implications

Capital:

Capital Item? ☒ Yes ☐ No

If yes, is there a Capital Asset Plan? ☐ Yes ☒ No

If no, explain: They are no longer in use and have minimal value. If they are to be reinstalled a plan would be prepared.

Operational:

Current Implications

No revenue from parking for several years.

Future Implications

The purchase of all new equipment at the cost of about $100,000.00 if the decision is made to put parking meters back on the streets and in parking lots. Page 13 of 210

Funding Source

Revenue of the meters to offset the cost of replacement, maintenance and repairs.

Insurance / Risk Management Implications

Human Resources Implications

Option #1 would require more staff, as in the past we have had a summer student from May to September to assist in the writing of tickets and coin collection during the summer months.

Sustainability Implications

Accessibility Implications

Council Strategic Direction (i.e. Approved Plans)

Relevant Policies / Legislation / Resolutions

Public Notice Required

☐ Yes ☒ No

Attachments

Consultations

Mike Gooch, Executive Director of Development Services Brian Clark, Regional Sales Manager J.J. MacKay Canada Limited

Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

SIGNED SIGNED

Andrew Stillar, Chief By-law Choose an item. Mike Gooch, Executive Director of Enforcement Officer Development Services / CBO

Report Reviewed by:

Human Resources Implications (Executive Director of Human Resources & Corporate Information): ☐ Financial Implications (Manager of Finance/Treasurer): ☐ Insurance / Risk Management Implications (Risk Management & Purchasing Coordinator): ☐ Sustainability Implications (Sustainability Coordinator): ☐

Page 14 of 210 Town of Huntsville Staff Report Division: Transportation Infrastructure Date Prepared: September-21-15 Meeting Date: September-30-15 To: General Committee Author: Brandon Hall, Engineering Technician Choose an item. Choose an item. Subject: Licence of Occupation – 73 Ena Drive – Terry Shannon

Report # TI-2015-08 Confidential: No

RECOMMENDATION: Requires Action

Committee to grant a “Licence of Occupation” to Terry Shannon, Owner of 73 Ena Drive to allow for a main septic pipe to run under Ena Drive connecting then to the proposed septic bed.

Background

Terry Shannon, owner of 73 Ena Drive would like to obtain a “Licence of Occupation” to install a main septic pipe across Ena Drive connecting then to the proposed septic bed.

Discussion

Please see the attached map of the location of work to be completed.

Terry Shannon, owner of 73 Ena Drive would like to obtain a “Licence of Occupation” to install the main septic pipe across Ena Drive connecting then to the proposed septic bed.

The applicant must install the main septic pipe across Ena Drive to a sufficient depth as approved by the Public Works Manager to ensure that during any road reconstruction the main septic pipe will not be disturbed.

The applicant must adhere to all aspects of the Ontario Building Code that apply.

Financial Implications

Capital:

Capital Item? ☐ Yes ☒ No

If yes, is there a Capital Asset Plan? ☐ Yes ☐ No

If no, explain: N/A

Operational:

Current Implications

The applicant must install the main septic pipe across Ena Drive at his or her expense, adhering to the Town of Huntsville Public Works Standards.

Page 15 of 210 Future Implications

The applicant will be responsible for all damage caused to Town property if the proposed septic system fails at any point with no costs associated to the Town of Huntsville.

There will be no costs associated to the Town of Huntsville if any damage occurs to the main septic pipe during any winter or summer operations performed by the Town of Huntsville Public Works Department.

Funding Source

Applicant is responsible for all costs associated to this proposed septic installation.

Insurance / Risk Management Implications

Applicant must hold $ 5,000,000.00 liability insurance naming “The Corporation of the Town of Huntsville” as an additional insured.

Human Resources Implications

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Sustainability Implications

Proposed septic system is away from the water and the dwelling in accordance with the Ontario Building Code. No costs incurred to the Town as a result of the install, maintenance, or repair of this system (current or future).

Accessibility Implications

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Council Strategic Direction (i.e. Approved Plans)

Click here to enter text, or press the space bar once in this field.

Relevant Policies / Legislation / Resolutions

Licence of Occupation Agreement

Public Notice Required

☐ Yes ☒ No

Attachments

Appendix A – Site Plan showing location of the proposed septic installation.

Consultations

Jason Krynicki – Executive Director of Transportation Services Christopher Nagy – Deputy Chief Building Official

Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

SIGNED SIGNED

Brandon Hall, Engineering Choose an item. Jason Krynicki, Executive Director of Technologist Transporation Infrastructure

Page 16 of 210

Report Reviewed by:

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Page 18 of 210 Town of Huntsville Staff Report Division: Community Services Date Prepared: September-18-15 Meeting Date: September-30-15 To: General Committee Author: Greg Pilling, Manager of Sales & Customer Service Simone Babineau, Manager of Recreation & Leisure Services Choose an item. Subject: Capital Asset Management Plan - Recreation and Leisure Services

Report # CS-2015-90 Confidential: No

RECOMMENDATION: Requires Action

General Committee accept and adopt the proposed Recreation and Leisure Service Capital Asset Management Plan.

Background

The Province of Ontario defines asset management as “an integrated, lifecycle approach to effective stewardship of infrastructure assets to maximize benefits, manage risk and provide satisfactory levels of service to the public in a sustainable and environmentally responsible manner.”

As per the Ontario Ministry of Infrastructure: Building Together, Guide for Municipal Asset Management Plans (2012) any municipality seeking provincial capital funding must have a detailed asset management plan showing how the proposed project fits within it. Municipalities will need to demonstrate how they themselves are assisting financially with the proposed project, including engaging with Infrastructure Ontario.

Asset management planning will allow needs to be prioritized over wants. It will help ensure that investments are made at the right time to minimize future repair and rehabilitation costs and maintain municipal assets.

Discussion

This plan takes into consideration: - Aquatics - Programming - Sales - Customer Service, Canada Summit Centre

Why is asset management so important? It takes a long-term perspective, good asset management can maximize the benefits provided by infrastructure. It also affords the opportunity to achieve cost savings by spotting deterioration early on and taking action to rehabilitate or renew the asset.

Some objectives of Capital Asset Management include: • fair, open and transparent management of capital assets

Page 19 of 210 • spending within fiscal limits and supported by appropriate due diligence • risks are managed effectively and economically, and the public interest is protected • best practices for capital asset management are promoted

The attached Recreation & Leisure Capital Asset Management Plan outlines the requirements for all current infrastructure and assets within the responsibilities of the Recreation, Sales & Customer Services Departments.

Financial Implications

Capital:

Capital Item? ☒ Yes ☐ No

If yes, is there a Capital Asset Plan? ☒ Yes ☐ No

If no, explain:

Operational:

Current Implications

The attached capital plan identifies both the funds needed over a time period to fund the replacement or betterment of each capital asset as well as the infrastructure that is in need of replacement.

Future Implications

See attached plan for annual replacement details.

Funding Source

Funding of plan to be done through taxation.

Insurance / Risk Management Implications

N/A

Human Resources Implications

N/A

Sustainability Implications

N/A

Accessibility Implications

N/A

Council Strategic Direction (i.e. Approved Plans)

Strategic Objectives (2015): - Fiscal Restraint - Communication - Sustainability

Relevant Policies / Legislation / Resolutions Page 20 of 210

Town of Huntsville Bylaw 2008-133 Being a Bylaw to adopt a Corporate Policy for Tangible Capital Assets For the Town of Huntsville.

Public Notice Required

☐ Yes ☒ No

Attachments

Recreation & Leisure Services Capital Asset Management Plan (Summary & Detail)

Consultations

Julia Finch, Manager of Finance/Treasurer Brian Crozier, Property Manager Morven Barnes, Manager of Aquatics Amanda Hill, Coordinator Customer Service CSC

Respectfully Submitted, Manager Approval, Greg Pilling, Executive Director / CAO Approval Manager of Sales & Customer Service

SIGNED SIGNED

Simone Babineau, Manager of Choose an item. Kari Lambe, Executive Director of Recreation & Leisure Services Community Services & Economic Development

Report Reviewed by:

Human Resources Implications (Executive Director of Human Resources & Corporate Information): ☐ Financial Implications (Manager of Finance/Treasurer): ☒ Insurance / Risk Management Implications (Risk Management & Purchasing Coordinator): ☐ Sustainability Implications (Sustainability Coordinator): ☐

Page 21 of 210 Schedule "A" Facilities - Capital Asset Plan 2015 Total Cost over 40 Years $ 1,061,907 Average Cost Per Year $ 26,548 Current Reserve Fund $ 933,750 Percentage Allocated to Facilities 55% Recreation & Leisure Services Reserve $ 114,940 Status Quo Transfer (2014) $ 19,300 Annual Transfer (Yr 1) $ 19,300 Annual Transfer Increase/yr 10% Starting in 2017 Levy $ 11,812,032 Row Labels Sum of 2016 Sum of 2017 Sum of 2018 Sum of 2019 Sum of 2020 Sum of 2021 Sum of 2022 Sum of 2023 Aquatics $ 36,986 $ 1,300 Customer Service $ 70,000 $ 7,200 $ 20,000 $ 4,800 Programming $ 6,000 $ 5,140 $ 7,219 $ 7,650 $ 1,560 $ 4,291 Sales $ 10,000 $ 39,390 $ 1,220 Grand Total $ 122,986 $ 5,140 $ 7,219 $ 54,240 $ 22,860 $ 10,311

Opening Reserve Balance 114,940 11,254 27,344 43,478 69,166 40,615 43,443 58,820 Transfers In 19,300 21,230 23,353 25,688 25,688 25,688 25,688 25,688 Transfers Out (122,986) (5,140) (7,219) - (54,240) (22,860) (10,311) - Ending Reserve Balance 11,254 27,344 43,478 69,166 40,615 43,443 58,820 84,508

Impact on the levy 0.00% 0.02% 0.02% 0.02% 0.00% 0.00% 0.00% 0.00%

Sum of 2024 Sum of 2025 Sum of 2026 Sum of 2027 Sum of 2028 Sum of 2029 Sum of 2030 Sum of 2031 Sum of 2032 Sum of 2033 Sum of 2034 $ 5,026 $ 5,889 $ 98,417 $ 1,560 $ 6,941 $ 13,000 $ 20,000 $ 28,060 $ 85,000 $ 4,800 $ 10,815 $ 4,439 $ 3,247 $ 6,433 $ 9,240 $ 1,872 $ 3,038 $ 4,490 $ 13,378 $ 1,370 $ 65,144 $ 14,238 $ 42,219 $ 24,439 $ 3,247 $ 6,433 $ 7,259 $ 200,861 $ 88,432 $ 19,038 $ 9,979 $ 4,490

84,508 110,197 93,666 94,915 117,356 136,611 155,866 174,295 (877) (63,621) (56,971) 25,688 25,688 25,688 25,688 25,688 25,688 25,688 25,688 25,688 25,688 25,688 - (42,219) (24,439) (3,247) (6,433) (7,259) (200,861) (88,432) (19,038) (9,979) (4,490) 110,197 93,666 94,915 117,356 136,611 155,866 174,295 (877) (63,621) (56,971) (41,262)

0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%

Sum of 2035 Sum of 2036 Sum of 2037 Sum of 2038 Sum of 2039 Sum of 2040 Sum of 2041 Sum of 2042 Sum of 2043 Sum of 2044 Sum of 2045 $ 13,972 $ 1,560 $ 14,251 $ 20,000 $ 26,200 $ 20,000 $ 4,800 $ 3,000 $ - $ 8,118 $ 3,378 $ 3,446 $ 4,847 $ 14,593 $ 1,872 $ 1,359 $ 8,281 $ 1,519 $ 66,869 $ 15,000 $ 1,669 $ 3,200 $ - $ 22,090 $ 24,897 $ 3,446 $ 4,847 $ 107,662 $ 38,432 $ 6,159 $ 1,669 $ 6,200 $ 22,532

(41,262) (20,064) (16,466) (15,675) 6,568 27,408 53,097 (28,877) (41,621) (22,092) 1,928 25,688 25,688 25,688 25,688 25,688 25,688 25,688 25,688 25,688 25,688 25,688 (22,090) (24,897) (3,446) (4,847) - (107,662) (38,432) (6,159) (1,669) (6,200) (22,532) (20,064) (16,466) (15,675) 6,568 27,408 53,097 (28,877) (41,621) (22,092) 1,928 21,416

0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%

Sum of 2046 Sum of 2047 Sum of 2048 Sum of 2049 Sum of 2050 Sum of 2051 Sum of 2052 Sum of 2053 Sum of 2054 Sum of 2055 $ 1,560 $ 14,251 $ 20,000 $ 7,200 $ 20,000 $ 4,800 $ - $ 8,192 $ 6,722 $ 3,730 $ 9,640 $ 1,872 $ 3,247 $ 4,424 $ 8,281 $ 85,124 $ 18,306 $ - $ 28,192 $ 6,722 $ 3,730 $ 101,964 $ 23,432 $ 26,353 $ 4,424 $ 22,532

21,416 24,572 22,069 41,035 62,993 88,681 12,406 14,662 13,997 39,686 25,688 25,688 25,688 25,688 25,688 25,688 25,688 25,688 25,688 25,688 (28,192) (6,722) (3,730) - (101,964) (23,432) (26,353) - (4,424) 24,572 22,069 41,035 62,993 88,681 12,406 14,662 13,997 39,686 60,950

0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00%

C:\Users\crystal best-sararas\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\U1X3KX73\Captial Asset Plan - Recreation and Leisure Services 21/09/2015 Page 25 of 210 Town of Huntsville Staff Report Division: Community Services Date Prepared: September-9-15 Meeting Date: September-30-15 To: General Committee Author: Greg Pilling, Manager of Sales & Customer Service Subject: Variance to budgeted revenue for Waterloo Summit Centre for the Environment

Report # CS-2015-81 Confidential: No

RECOMMENDATION: For Information Only n/a

Background

A rental was confirmed on August 4, 2015 with Elections Canada for a 102 day rental for an office headquarters for the federal government with a rental rate of $47,364.00 in the Waterloo Summit Centre for the Environment (rooms 101 & 102). The revenue generated from this rental has made 2015 actual revenue the highest in the past 3 years. Here is the history of the revenue from previous years:

Revenue History:  2012: $19,088.00  2013: $7,097.00  2014: $12,576.00  2015: $13,000.00 (Budget)

Discussion

2015 Budget for rental revenue (line 71200-4-40650) is $13,000. Year to date our revenue was $10,130 (as of August 2015). Election Canada rental is for 102 days. 58 days of the revenue is shared with partner (UW until expiry of their lease 50% of revenue from rentals), total $13,466.15 (line 571200- 22252). Town’s share is also $13,466.15 for this time period. 44 days of the revenue is not shared and totals $20,431.40. With this new rental our revenue generated after partner’s share removed is $33,897.55. This will increase our revenue to $46,897.55 (line 71200-4-40650) year to date. This increase is $33,897.55 over our budgeted revenue for 2015.

Financial Implications

Capital:

Capital Item? ☐ Yes ☒ No

If yes, is there a Capital Asset Plan? ☐ Yes ☒ No

If no, explain:

Operational:

Current Implications

This will have a positive impact on our revenue generation for the Waterloo Summit Centre for the

Page 26 of 210 Environment.

Future Implications n/a

Funding Source n/a

Insurance / Risk Management Implications n/a

Human Resources Implications n/a

Sustainability Implications n/a

Accessibility Implications n/a

Council Strategic Direction (i.e. Approved Plans) The Unity Plan: Goal #11, Economic Development

The Community Master Plan: 1.5 More Local Use of Facilities 2.3 Attract Government Research Facilities 5.0 Maintain Excellent Low Tax Rate 7.2 Financial Structure and Operating Partnerships

Relevant Policies / Legislation / Resolutions n/a

Public Notice Required

☐ Yes ☒ No

Attachments none

Consultations

Julia Finch, Manager of Finance/Treasurer Tanya Calleja, Manager of Legislative Services/Deputy Clerk

Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

SIGNED SIGNED Greg Pilling, Manager of Sales and Choose an item. Kari Lambe, Executive Director of Customer Service Community Services & Economic Development

Report Reviewed by:

Page 27 of 210 Town of Huntsville Staff Report Division: Community Services Date Prepared: September-17-15 Meeting Date: September-30-15 To: General Committee Author: Greg Pilling, Manager of Sales & Customer Service

Subject: Implementation of the Special Event Advisory Team (S.E.A.T.) for Special Events

Report # CS-2015-92 Confidential: No

RECOMMENDATION: Requires Action

It is recommended that council approve the new process for special events. This entails a new application, guideline manual and by-law. The new process is a one-stop shop for event planners designed to simply the process for hosting events on Town property.

Background

At this time event planners are required to fill out multiple applications for various stakeholders (Town, OPP, Fire, EMS) in order to host an event on Town of Huntsville property. One application is for the Town facilities and another application is for Emergency Services. It has been the responsibility of the event organizer to deal with each stakeholder individually to gain approvals for their event. The new Special Event Advisory Team will create a one stop shop for event organizers making the process more streamlined and user friendly. As well as ensuring all stakeholders are aware and approve each event prior to issuing the event organizer a permit to host their event. At this time there is no Special Event By-law.

Discussion

The new application will streamline the process for the event organizers and provide them a one stop shop for their event approvals and permit. The event organizer will submit the new S.E.A.T. application to the Manager of Sales and Customer Service. A guideline manual has been created to assist the event organizer with every aspect of the event application in case they have questions throughout the application process. Once the application is submitted, the Manager of Sales and Customer Service will then share the application with the other stakeholders (Fire, OPP, EMS) for their approval ensuring they are aware of the proposed event. Each stakeholder will deal directly with the Manager of Sales and Customer Service and in turn Manager of Sales and Customer Service will deal directly with the event organizer. For complex events (such as Ironman) a S.E.A.T. meeting may be called to go over the event with the event organizer. At this meeting all stakeholders will be present and could include additional stakeholders such as the MTO, AGCO, District of Muskoka and Township of Lake of Bays as needed depending on the nature of the proposed event. At this meeting the event organizer will be able to hear directly from the various stakeholders on the requirements for their event in order to gain approval. Upon completion of this S.E.A.T. meeting the event organizer will have all the knowledge to gain approval for their event thus making the process more user friendly to complete.

Stakeholder approvals will be forwarded to the Manager of Sales and Customer Service who will in turn communicate this to the event organizer. Once all approvals are in place the Manager of Sales and Customer Service will then issue a permit for the event.

A public meeting was held on Wednesday August 5, 2015 at the Waterloo Summit Centre for the

Page 28 of 210 Environment in which all stakeholders were present as well as many event organizers from the community. This meeting included EMS, OPP, Fire, Town Staff from Planning/Public Works/Community Services/By-Law as well as event organizers from the Chamber, Rotary, BIA, Huntsville Festival of the Arts and various volunteers who organize major events in our community. The feedback from the event organizers was received and incorporated into the application, guideline and by-law. The message for event organizers from the S.E.A.T team is that we are streamlining the process for them with a one stop shop and eliminating multiple applications and approvals that are currently required. We are making Huntsville a destination of choice for event organizers. We are open for event business.

The proposed new by-law will further cement the process for special events ensuring all event organizers are aware of their responsibilities required for hosting an event on Town of Huntsville property. This will include ensuring the safety of the event for all employees, participants, spectators and volunteers as well as waste management plans, permit requirements and insurance requirements.

Financial Implications

Capital:

Capital Item? ☐ Yes ☒ No

If yes, is there a Capital Asset Plan? ☐ Yes ☒ No

If no, explain:

Operational:

Current Implications

This will improve the operational communication between event organizers and stakeholders to ensure events are approved by all affected stakeholders while ensuring safety for all Huntsville citizens and visitors.

Future Implications

This will simplify the process for event organizers while ensuring all stakeholders are aware and approve all events. There will be an electronic (online) version of the application available on our web site and clients will be able to reuse applications for annual events by changing the dates and resubmitting the same application for future years. This will continue to reduce the red tape involved in events for organizers.

Funding Source n/a

Insurance / Risk Management Implications

Yes – This process ensure all events have the proper insurance in place prior to the event. All major events are also required to submit a risk management plan for their event and require approval from FIRE, EMS and OPP.

Human Resources Implications n/a

Sustainability Implications

Yes – There is a Waste Management plan required for all events held on Town property. This includes ensuring a 3 stream recycling process is used for all outdoor events and that plans are in place to ensure proper disposal of all waste. Page 29 of 210

Accessibility Implications

Yes – All events are required to ensure plans are in place for accessibility for all attendees of the event from our community.

Council Strategic Direction (i.e. Approved Plans)

Community Master Plan: 1.1 Signature Events 1.5 More Local Use of Faclities 4.0 Improve Customer Service 4.1 More Communication 4.2 Higher Standards 4.3 Leverage Technology 7.1 Environment & Sustainability

Relevant Policies / Legislation / Resolutions

Special Events By-Law

Public Notice Required

☐ Yes ☒ No

Attachments

Yes: Special Events By-Law; S.E.A.T. application; S.E.A.T. guideline

Consultations

Andrew Stiller – Chief By-law Enforcement Officer Mike Gooch - Executive Director of Development Services/CBO Jason Krynicki - Executive Director of Transportation Infrastructure Steve Hernen - Fire Chief Julia Finch - Manager of Finance/Treasurer Debbie Kirwin – ACC Chair Rebecca Francis - Sustainability Coordinator

Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

SIGNED SIGNED Greg Pilling, Manager of Sales and Choose an item. Kari Lambe, Executive Director of Customer Service Community Services & Economic Development

Report Reviewed by:

Page 30 of 210 Schedule "A"

By-Law No. 2015 - XX

A By-Law respecting the permitting, regulating and governing of special events on Town owned property

WHEREAS Section 126 of the Municipal Act, 2001, authorizes a municipality to regulate cultural, recreational and educational events including public fairs, to issue permits for such events, and to impose conditions for obtaining, continuing to hold and renewing such permits including requiring the submission of plans, and Subsection 10(2) of the Municipal Act, 2001, further authorizes municipalities to pass by-laws for the economic and social well-being of the municipality, the health, safety and well-being of persons, and the protection of persons and property, including consumer protection;

AND WHEREAS numerous special events are held within the Town of Huntsville, and these special events not only enhance the quality of life of residents and visitors alike but generate significant tourism and economic development in the Town of Huntsville and in the Muskoka area;

AND WHEREAS a co-ordinating Advisory Team for special events has been created;

THEREFORE the Council of the Corporation of the Town of Huntsville enacts as follows:

1.0 DEFINITIONS:

In this by-law:

1.1 “applicant” means a person applying for a permit under this by-law.

1.2 “Chief Building Official” means the Chief Building Official of the Town of Huntsville or an authorized representative;

1.3 “contract” means a contract for a special event issued under this by-law;

1.4 “Council” means the Council of the Corporation of the Town of Huntsville;

1.5 “demonstration” means a spontaneous or planned collection of people using a public place in a stationary manner or moving from one place to another as a place to express an opinion, and may include a vigil, procession or protest, and can also be known as a march;

1.6 “emergency plan” means a plan that details procedures to follow in emergencies, including but not limited to fire, criminal acts, accidents, medical emergencies or extreme weather events, and

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includes the name and contact information of event organizers and communications and evacuation procedures;

1.7 “exclusive” means a closed or private function;

1.8 “Fire Chief” means the Chief of the Town’s Fire Services or an authorized representative;

1.9 “Executive Director of Community Services” means the Executive Director of Community Services and Economic Development or an authorized representative;

1.10 “Executive Director of Public Infrastructure” means the General Manager of the Public Works Department or an authorized representative;

1.11 “local retailer” means an existing retailer within the Town;

1.12 “Manager of Parks and Cemeteries” means the manager of Parks and Cemeteries or an authorized representative;

1.13 “Highway” includes a common and public highway, street, avenue, parkway, driveway, square, place, bridge, viaduct or trestle, designed and intended for or used by the general public for the passage of vehicles and includes the entire right-of-way;

1.14 “Manager of Sales & Customer Service” means the person responsible for booking or permitting Town facilities or their designate;

1.15 “Municipal Law Enforcement Officer” means a person who is appointed by Council to enforce this by-law and includes any police officer;

1.16 “parade” means a planned event of a celebratory nature, moving from one location to another on the roadway and that may involve pedestrians and the use of vehicles and floats;

1.17 “pavilion” means a building or structure at a sports field or playground used for shelter;

1.18 “permit” means a permit or contract for a special event issued under this by-law;

1.19 “person” means an individual, a corporation, a partnership, and an association, and includes a permit holder or an applicant for a permit under this by-law;

1.20 “refreshment vehicle” means any vehicle or cart from which Food Stuffs and/or refreshments are sold or offered for sale;

1.21 “refuse” means garbage and recyclable materials;

1.22 “regularly scheduled event” means an event that takes as part of the regular season or playoffs at the same time of every day or every week;

1.23 “security plan” means a plan produced by the applicant that provides information on conditions and criteria for access to the event or locations on site, security services dedicated to the event and the roles and responsibilities of each, provisions of communications within the event during its duration, decision-making authorities, and restricted areas, and any other information required by the Town or SEAT;

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1.24 “sidewalk” means all parts of a highway set aside for use by pedestrians or which is used by the general public for the passage of pedestrians;

1.25 “special event” means an organized event, demonstration, parade, sports event, sidewalk sale, film, beach event, fair, festival, a social, recreational, educational, community or similar event and includes any other stationary event occurring indoors or outdoors on Town owned, managed or maintained property;

1.26 “Special Event Advisory Team” means the body comprised of Town staff and external participants that meet at the request of the Executive Director of Community Services regarding applications for special events, and “SEAT” shall have a corresponding meaning;

1.27 “sports event” means any sporting event such as a marathon, walkathon, fundraising walk, or similar event occurring on a highway and having an impact on Town services;

1.28 “traffic plan” means a detailed plan providing for the control of traffic for the special event, including vehicular, pedestrian and cyclist movements, and that may provide for detours, public transit and emergency vehicles access and egress, public access and separation from hazardous areas, temporary barriers and devices necessary for traffic control;

1.29 “tent” means a portable shelter regardless of whether it has walls or not, supported by one or more poles or a frame, often secured by ropes fastened to pegs in the ground.

1.30 “Town” means the Corporation of the Town of Huntsville;

1.31 “vehicle” includes a motor vehicle as defined under the Highway Traffic Act,

2.0 INTERPRETATION

2.1 This by-law includes the Schedules annexed hereto are hereby declared to form part of this by-law.

2.2 Where the time for doing any act or taking any proceeding expires on a Saturday, Sunday or Public Holiday, the act or proceeding may be done or taken on the next workday except as provided otherwise in this By-law.

2.3 Where notice is sent by registered mail, the date of service on the application shall be five business days following the date of mailing.

2.4 It is declared that if any section, subsection or part or parts thereof be declared by any Court of Law to be bad, illegal or ultra vires, such section, subsection or part or parts shall be deemed to be severable and all parts hereof are declared to be separate and independent and enacted as such.

2.5 The reference to a day or days in this by-law shall mean a calendar day or days, unless the by- law specifically indicates otherwise.

3.0 PERMIT REQUIRED FOR EVENTS

3.1 No person shall hold or carry on, or permit to be held or carried on, a special event on Town owned or maintained property or within a town owned facility unless such event is held or carried

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on under the authority of a valid permit issued under this by-law by the Manager of Sales & Customer Service.

3.2 Every person shall obtain a separate permit for each special event.

4.0 EXEMPTIONS

4.1 Section 3 does not apply to a sporting event held indoors or outdoors at a Town owned facility if such game or event is authorized by an agreement or contract with the Town, provided that such sporting event meets the requirements of this By-law.

4.2 A regularly scheduled event that has been previously approved.

4.3 Local retailers shall not be required to obtain a Permit to attend a Special Event if the retailer has been invited to attend or has received written permission to attend a Special Event by the permit holder.

5.0 APPLICATION FOR PERMIT

5.1 No applicant shall be issued a permit unless the applicant has provided the Manager of Sales & Customer Service with the following information no less than ninety (90) days, including set up, in advance of the special event for which the permit is sought.

5.2 A completed application for a permit in a form satisfactory to the Manager of Sales & Customer Service.

5.3 Satisfactory proof that the applicant is eighteen (18) years of age or more.

5.4 With respect to the special event: (a) the number and type of parade floats and displays to be used, if applicable; (b) a site plan, traffic plan, transportation plan, parking plan, and route map, if applicable; (c) an emergency plan, if applicable; (d) a security plan, if applicable; (e) a plan indicating the designated accessible pick-up and drop-off locations for persons with disabilities, and the pick-up and drop-off locations for taxis and limousines, if applicable; (f) if the applicant is a corporation, the copies of the letters of incorporation or other incorporating documents that have been duly certified by the proper authorities and that show the full corporate name of the applicant, and an emergency contact person for the applicant; (g) the specifications of all commercial vehicles and heavy vehicles as defined under the Highway Traffic Act, floats, trailers, golf carts, helicopters, aircraft, watercraft, snow vehicles and any other vehicle to be used at the special event ; (h) the specifications of all cooking, heating, sound and lighting equipment, as well as stages, bleachers, tents, amusement rides, dunk tanks, heating equipment, generators and any other specialized equipment to be used during the special event, including the type of fuel used to operate the equipment and fuel storage plans;

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(i) a completed list of any and all vendors, including refreshment vehicles, who have been invited by the applicant or given permission to attend and that the requirements under this by-law have been met.

5.5 Any other information as the Manager of Sales & Customer Service deems appropriate in the circumstances, including the production of plans and specifications.

5.6 Applicants shall only apply for one special event permit per event.

5.8 The onus of obtaining the necessary information or plan required under this Section, including consent to hold a special event in a particular location is solely that of the applicant and is at the applicant’s cost.

6.0 CONDITIONS OF ISSUANCE

6.1 No applicant shall be issued a permit unless the applicant has provided the Manager of Sales & Customer Service with the following in information in relation to the special event, if applicable to the special event.

6.2 Proof that the requirements for medical services and medical transport including the provision of one or more ambulances and paramedic services resources, if required by the EMS Service or fire service resources if required by the Fire Chief, have been met together with confirmation of procurement of these services and transport at the applicant’s cost.

6.3 Proof that the requirements for Paid-Duty Police Officers or provincially-licensed security services, if required by Ontario Provincial Police, have been met together with confirmation of procurement of these Officers and services at the applicant’s cost.

6.4 Proof that all permits, licenses or other authorizations required under Town by-laws have been obtained, including but not limited to those relating to noise, signs, building code requirements, Fire regulations, Ontario Provincial Police, Health Unit, EMS and the Parks By-law.

6.5 Proof in writing that all licenses, permits and requirements relating to the serving or sale of alcohol have been obtained and fulfilled.

6.6 Proof that the applicant has provided the required indemnity and has obtained the required insurance in accordance with section 10.

6.7 Confirmation in writing that the plans, specifications and information required under section 6.4 and section 5.0 to 5.8 inclusive are to the satisfaction of SEAT.

6.8 Proof of compliance with the Technical Standards and Safety Act, 2000, and any requirements of the Technical Standards and Safety Association.

6.9 Proof of compliance with the Electrical Safety Authority.

6.10 The Manager of Sales & Customer Service, the Town or SEAT shall reserve the right to refuse an application for any reason.

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7.0 PERMITS

7.1 The Manager of Sales & Customer Service is authorized on behalf of the Town to receive applications for permits, to consider such applications, and to conduct all investigations necessary to ensure that a permit is issued in accordance with this By-law and Town policies, and to issue the permit in accordance with this by- law.

7.2 Prior to making a decision on any application for a permit, the Manager of Sales & Customer Service shall consult with any Departments of the Town that may be affected by or have an interest in the special event and any other person or group that the Manager of Sales & Customer Service deems has an interest in the special event and if necessary convene a meeting with the SEAT.

7.3 If in the opinion of the Manager of Sales & Customer Service, the consultations under section 7.2 or the investigations undertaken pursuant to section 7.1 disclose any reason to believe that the carrying on of the special event may result in a breach of this by-law, another by-law or law, or may be adverse to the public interest, to public health safety, or the protection of persons and property, the Manager of Sales & Customer Service may refuse approval of the permit or may approve it with modifications or conditions as the Manager of Sales & Customer Service deems necessary in the circumstances.

7.4 Notwithstanding any other section of this by-law, the Manager of Sales & Customer Service shall refuse to issue a permit if they are notified by the Finance Department, that the applicant or any principal, director or officer of the applicant has an outstanding and unpaid debt to the Town relating to a special event regardless of whether such debt was incurred through another organization or legal entity in relation to a special event.

7.5 The Manager of Sales & Customer Service is authorized to impose conditions on a permit including but not limited to conditions related to ensuring the public health and safety and the protection of persons and property.

7.6 No later than forty-five (45) days after the receipt of the application, the SEAT shall consider the application conditions for such a permit. No permit shall be valid until the applicable conditions of issuance specified in Section 6 have been fulfilled. Correspondence with the applicant shall be in accordance with the seat agenda.

7.7 A permit issued under this by-law shall specify the name of the permit holder, the nature of the special event, its date(s) and time(s) including set up and take down, including alternate dates and times if any, its location and route if applicable, and any conditions imposed by the Manager of Sales & Customer Service.

7.8 A permit issued pursuant to this by-law is not transferrable, and is only valid for the specific applicant, special event, date, time and location listed on the permit, or alternative dates listed on the permit, if any.

7.9 The Manager of Sales & Customer Service shall not consider applications for a special event if the proposed time, location and route of the special event conflicts with another related or unrelated special event at the same location during the same specified time. Any scheduling conflicts shall be brought to the attention of SEAT.

7.10 The applicant shall make payment the amount outlined in the Rental Contract / Permit as required by the Manager of Finance / Treasurer.

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7.12 In addition to section 7.10 the applicant shall pay any additional fees calculated after the occurrence of the special event for services provided by the Town, in relation to the special event, where such fees were not included in the Rental Contract / Permit.

7.13 The issuance of a permit for a special event does not represent a commitment or a promise by the Town or the Manager of Sales & Customer Service to issue a permit for any subsequent, continuing, or similar event.

7.14 The permit holder shall carry with them during the event a copy of the permit.

8.0 REQUESTS FOR APPEAL

8.1 Any person requesting an appeal of a decision of the SEAT shall do so by filing a request for an appeal jointly to the Executive Director of Community Services no later than 5 days after receiving the notification provided in section 7.6.

8.2 A request for an appeal under section 8.1 shall be in writing and shall set out the reasons for appeal.

8.3 The Executive Director of Community Services shall take the appeal to the Executive Management Team and they shall consider the request for an appeal and provide the applicant with a decision in writing no later than fourteen (14) days after the appeal had been received.

8.4 In considering the request for appeal, the Executive Director of Community Services may request further information from the applicant or from any other person.

8.5 The following criteria will be considered by the Executive Director of Community Services: (a) public health and safety; (b) protection of property; (c) the application form or information provided by the applicant is not complete; and (d) any contraventions of a Town by-law, Provincial or Federal Law.

8.6 The decision of the Executive Management Team shall be final.

9.0 REVOCATION OR MODIFICATION OF PERMIT

9.1 The Manager of Sales & Customer Service is authorized to revoke a permit at any time if there are reasonable grounds to believe that the holding or continuation of the special event: (a) poses a danger to the health and safety of any person; (b) poses a danger to property; (c) is not in the public interest; or (d) is in contravention of this by-law or of the permit.

9.2 In the case of a revocation under section 9.1, the Manager of Sales & Customer Service shall immediately inform the permit holder or the permit holder’s representatives of the revocation and the reasons for it by means of the contact information supplied on the application.

10.0 INDEMNIFICATION AND INSURANCE

10.1 Prior to the commencement of the special event, every permit holder shall enter into an indemnification agreement with the Town in which the permit holder shall indemnify and save

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harmless the Town, its employees and agents from and against all manner of actions, causes of action, claims, demands, losses and costs that may arise, be sustained, or prosecuted against the Town for or by reason of the granting of the permit or of the performance of the permit holder under the permit whether with or without negligence on the part of the permit holder or the permit holder’s employees, directors, agents and volunteers.

10.2 Prior to the issuance of the permit, every applicant shall file with the Manager of Sales & Customer Service proof of Commercial General Liability Insurance acceptable to the Town and subject to limits of not less than five million dollars ($5,000,000.00) or as determined by the Risk Management Coordinator, this will be inclusive per occurrence for bodily injury, death and damage to property including loss of use thereof, personal injury, products and completed operations, blanket contractual liability, incidental medical malpractice, non-owned automobile and shall contain a cross liability, additional insured clause for the duration of the special event. Employees and volunteers are to be considered an insured.

10.3 If applicable to the special event the insurance coverage required in section 10.2 shall be endorsed to include Host Liquor Liability and to confirm that coverage applies to high risk activities such as amusement rides including an inflatable apparatus, fireworks, any racing activity, derby’s etc.

10.4 The insurance coverage required in section 10.2 shall be in the name of the permit holder and shall name the Town as an additional insured. This insurance shall be non-contributing with, and apply as primary and not as excess of, any insurance available to the Town. All applicable deductibles are the sole responsibility of the permit holder.

10.5 If applicable to the special event the applicant shall file with the Manager of Sales & Customer Service prior to the issuance of the permit liability insurance in respect of licensed owned or leased motor vehicles subject to a limit of no less than two million dollars ($2,000,000.00) inclusive per occurrence for bodily injury, death and damage to property including loss of use thereof.

10.6 The insurance coverage required in sections 10.2 and 10.4 shall contain the endorsement to provide the Town within thirty (30) days prior written notice of any cancellation.

10.7 An application for insurance can be made through the Manager of Sales & Customer Service for Town owned property and shall be at the expense of the applicant.

11.0 GENERAL ADMINISTRATIVE AND REGULATORY PROVISIONS

11.1 Every permit holder shall not give false or incorrect information for the purposes of obtaining a permit.

11.2 Every permit holder shall notify the Manager of Sales & Customer Service in writing of any change in any of the information contained in, or provided with, the permit application within two (2) days of the change and prior to the start of the event.

11.3 Every person applying for or holding a permit issued pursuant to this by-law shall, in such application or in carrying on the special event for which a permit is issued, be governed by this by-law and comply with all other municipal by-laws and provincial and federal statutes and regulations.

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11.4 Every permit holder shall comply with any condition imposed under a permit and any regulation and condition of this By-law, including its Schedules.

11.5 No person shall fail to produce a permit for inspection when directed to do so the Manager of Sales & Customer Service, a Municipal Law Enforcement Officer, Fire Official or a Police Officer.

11.6 Every permit holder shall be responsible for obtaining all required permits, licenses or other authorizations, and for paying all applicable fees, that may be required by any level of government or from any agency in relation to the special event.

11.7 Every permit holder shall ensure that all equipment and structures used for the special event are safe and used for their intended use, are purpose-built, and are properly and lawfully installed, inspected, used and dismantled by persons who have been trained as to their installation, inspection, use and dismantling.

11.8 No person shall affix or place any banner, sign, material, or other item on Town property as part of a special event unless prior consent of the Town has been obtained;

11.9 No person participating in any special event shall carry or display any banner, placard, flag, insignia or other similar device of a character or nature that offends the public or that can be reasonably interpreted as being racist, sexist, disturbing, discriminatory or defaming other persons or groups.

11.10 No permit holder shall carry on or allow to be carried on a special event at a location, date or time not specified on the permit;

11.11 No permit holder shall fail to ensure that any special event held on property of the Town complies with the Town’s Municipal Alcohol Policy and AGCO Regulations.

11.12 A permit holder shall ensure that all events held on Municipal property or within a Municipal building shall meet the requirements set out under the ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT (AODA) S.O. 2005, CHAPTER 11 as amended.

12.0 REGULATIONS AFFECTING USE OF HIGHWAYS

12.1 The permit holder shall, at a minimum of seven (7) days prior to the event notify the public of impending road closures or restrictions by posting signage on the affected roads.

12.2 The permit holder shall ensure that notices and signage of road closures or restrictions be removed within twelve hours following the road re-opening or road restrictions being removed.

12.3 The Ontario Provincial Police may at their discretion cause to be closed one or more highways or parts of highways to pedestrians or vehicular traffic, or both, and cause to be erected signs, barricades, and other traffic control devices in accordance with the Ontario Traffic Manual Temporary Conditions OTM Book 7 (as amended), and with any successor thereto, as may be needed to preserve the public order or protect persons and property during a special event. Regulatory signs required for a special event shall only be installed by Town staff.

12.4 When directed to do so, no permit holder shall fail to install or to have installed barricades or other traffic control measures in relation to a special event.

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12.5 No person participating in a special event on a highway shall fail to travel on the right-hand side of a highway, leaving room for other traffic to pass on the highway, unless directed otherwise by the Executive Director of Public Infrastructure or the Ontario Provincial Police.

12.6 The Manager of Sales & Customer Service, the Executive Director of Public Infrastructure in consultation with the Ontario Provincial Police may move or alter the location or route of a special event at any time, without notice and without compensation to the permit holder or any other party, if necessary to ensure the health and safety of participants, users of the highway, or occupants of adjacent properties, or to respond to a situation of emergency, and such modification or alteration shall be communicated to the permit holder or his or her representative verbally on site, or at the coordinates of the permit holder or representative as noted in the application.

12.7 Every permit holder shall ensure that all signs or banners to be used prior to and during a special event on a highway are made of cardboard, cloth, nylon, plastic foam core or other approved material.

12.8 Every permit holder shall ensure the proper setting-up, maintenance, and dismantling of all barricades or other barriers required under a permit;

12.9 Every permit holder shall ensure that no product or material is affixed in any way to street fixtures including but not limited to fire hydrants, sidewalk refuse containers, parking meters, pay and display devices, bicycle racks, trees, sign posts, light fixtures or structure without permission from the Manager of Sales and Customer Service;

12.10 Every permit holder shall ensure that no equipment, goods, products or other items in relation to a special event are left overnight on Town property except if permitted by the Manager of Sales & Customer Service, or on a highway if permitted by the Executive Director of Public Infrastructure;

12.11 Every permit holder shall ensure that trained volunteers are present at all barricades installed at the perimeter of a closed or partially-closed roadway or any other barricaded area to be used for the special event in order to assist emergency vehicles;

12.12 Every permit holder shall ensure that volunteers are easily identifiable by wearing clothing that indicates they are volunteers or reflective vests so as to be easily identifiable;

12.13 Every permit holder shall ensure that all event signage other than signage affecting roads is removed within twelve (12) hours of the completion of the event.

12.14 No person shall joining in, walking with, riding in, or otherwise participating in a special event proceed on any highway, or part of any highway, in any manner other than as set forth and directed in the permit, or as directed by the Ontario Provincial Police.

12.15 No person taking part in a special event shall fail to obey the directions of a member of the Ontario Provincial Police with respect to the safeguarding of proper pedestrian or vehicular movement, or to public safety.

12.16 Every permit holder shall ensure that every person taking part in a special event not cause an obstruction for, or create a hazard with respect to, pedestrians, vehicular traffic or participants of the special event on a highway or transit property.

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12.17 Every permit holder shall ensure that every person taking part in a special event not obstruct or interfere with any point of access to or egress from any property or building unless authorized by a permit.

12.18 Every permit holder shall ensure that a vehicle, float, trailer or other display used in a special event does not interfere with official or authorized signs, traffic control signal displays, electric, light, telephone or other wires, cables, or other or infrastructure on a highway.

13.0 WASTE DIVERSION

13.1 Every permit holder shall ensure the lawful removal and disposal of all refuse and recyclables generated as a result of a special event no later than the time specified on the permit.

13.2 Every permit holder requires a waste management plan.

13.3 Every permit holder shall adhere to the following when dealing with the disposal, sorting, and removal of garbage and recyclables at their event: (a) Provide waste receptacles for 3 streams (garbage, paper recyclables, and plastic recyclables) must be located at regular and easy to access locations throughout the event (b) Recyclables shall be sorted following the district of Muskoka two stream process (c) Three stream receptacles must be clearly signed (d) Work with their vendors to minimize waste to the garbage stream and/or direct it toward proper recycling (e) Develop a way to communicate your efforts to event attendees

13.4 Every permit holder is also encouraged to adhere to the following when dealing with the disposal, sorting and removal of garbage and recyclables at their event: (a) Work with the local health authorities to ensure they support any food or drink- related initiatives you plan to implement (b) Recruit staff and/or volunteers to help sort waste in all streams and prepare waste for removal from the site (c) Develop and implement a monitoring and reporting system to communicate the results of your waste diversion efforts to the public and event attendee

13.5 For events held at indoor Town facilities, the Town will provide appropriate garbage and 2- stream recycling bins.

13.6 For events held at outdoor Town facilities and parks, the permit holder in required to provide appropriate garbage and 2-stream recycling bins. Note: These may be available from the event supplies inventory of the Huntsville/Lake of Bays Chamber of Commerce.

13.7 The following resources can help permit holders adhere to the requirements and suggestions above: (a) Zero Waste: http://zerowasteevents.ca/home (b) BioWatch: http://biowatch.ca/files/Recycling%20toolbox%20Final.6.pdf

14.0 INSPECTIONS

14.1 The Manager of Sales & Customer Service, a Municipal Law Enforcement Officer, Fire Chief or Police Officer are authorized to enter on any land or highway at any reasonable time for the

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purposes of conducting an inspection of a special event, including during the set-up, occurrence or dismantling of the special event, in order to ensure compliance with this by-law and any conditions of a permit.

14.2 During an inspection conducted under Section 13.1, the Manager of Sales & Customer Service, a municipal law enforcement officer, Fire Chief or Police Officer may them self or with the assistance of any other person: (a) require the production for inspection of any document or thing relevant to the inspection; (b) require the production of information relevant to the inspection; and, (c) make examinations or take tests, samples or photographs necessary for the inspection.

14.3 No person shall hinder or obstruct the Manager of Sales & Customer Service, a municipal law enforcement officer or the Ontario Provincial Police or any person assisting them during an inspection conducted under Section 13.1 or activities undertaken under Section 13.2

15.0 RESPONSIBILITY OF ACTIONS OF EMPLOYEES OR ASSISTANTS

15.1 Every permit holder shall be responsible for the act or acts and omissions of any of his or her employees, assistants, agents, vendors, contractors and volunteers in relation to a special event under a permit in the same manner and to the same extent as though such actions or omissions were done by the permit holder.

15.2 No permit holder or person employed by a permit holder, or agent of a permit holder, shall discriminate against any member of the public on the basis of race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, marital status, family status or disability.

16.0 REPRESENTATION

16.1 No person shall publish or cause to be published any representation that the person is the holder of a valid permit under this by-law if they do not hold a valid permit under the by-law.

16.2 No permit holder shall alter, erase or modify a permit, or permit the alteration, erasing or modification of the permit or any part thereof, unless approved by the Manager of Sales & Customer Service who has initialled the change.

17.0 OFFENCES AND PENALTIES

17.1 Every person who contravenes any provision of this by-law is guilty of an offence and, upon conviction, is liable to a fine in accordance with the Provincial Offences Act.

17.2 Every person who is guilty of an offence under this By-law, if permitted under the Provincial Offences Act, may pay a set fine as approved by the appropriate Justice of the Ontario Court of Justice, in accordance with Schedule “A” attached to this By-law.

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18.0 ENFORCEMENT

18.1 This by-law may be enforced by municipal law enforcement officers who have been appointed for that purpose or an Ontario Provincial Police Officer.

19.0 TRANSITION

19.1 All permits issued previous to this by-law coming into force shall continue in full force and effect in relation to the special event for which they were issued, and such permits shall be deemed to be issued under this by-law.

20.0 SHORT TITLE

20.1 This by-law may be referred to as the “Special Events By-law”.

20.2 This by-law shall come into force and effect upon enactment.

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THE CORPORATION OF THE TOWN OF HUNTSVILLE

PART I Provincial Offences Act

BY-LAW NO. 2015-XX SCHEDULE “A”

ITEM COLUMN 1 COLUMN 2 COLUMN 3 Short form Wording Offence Creating Provision Set Fine or Defining Offence

1. Carry on or permit to be held a special 3.1 $500.00 event without a valid permit

2. Fail to obtain separate permit for each 3.2 $300.00 special event

3. Permit holder fail to carry permit during event 7.14 $300.00

4. Providing false or incorrect information for the 11.1 $300.00 purposes of obtaining permit

5. Fail to notify in writing of any change in 11.2 $100.00 any information within 2 days

6. Fail to comply with any condition imposed 11.4 $300.00 under a permit

7. Fail to produce permit for inspection 11.5 $100.00

8. Fail to obtain all required permits, licenses or 11.6 $300.00 authorizations

9. Fail to ensure the safety of all equipment or 11.7 $300.00 structures

10. Affix or place any banner, sign, material, 11.8 $100.00 item on Town property without permission

11. Carry or display anything that offends, or can 11.9 $300.00 Be interpreted as racist, discriminatory or defaming to persons or groups

12. Carry on a special event at a location, date or 11.10 $300.00 time not specified on the permit

13. Fail to ensure special event complies with 11.11 $300.00 Town’s Municipal Alcohol Policy

14. Fail to meet the requirements set out under the 11.12 $300.00 Accessibility for Ontarians with Disabilities Act

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THE CORPORATION OF THE TOWN OF HUNTSVILLE

PART I Provincial Offences Act

BY-LAW NO. 2015-XX SCHEDULE “A”

ITEM COLUMN 1 COLUMN 2 COLUMN 3 Short form Wording Offence Creating Provision Set Fine or Defining Offence

15. Fail to notify the public of impending road 12.1 $100.00 closures / restrictions within seven days

16. Fail to remove signage of road closures or 12.2 $200.00 restrictions

17. Fail to install barricades or traffic control 12.4 $300.00 measures when directed to do so

18. Fail to travel on right-hand side of a highway 12.5 $300.00

19. Fail to ensure all signs and banners are made 12.7 $100.00 of approved material

20. Fail to ensure proper set-up, maintenance, 12.8 $100.00 dismantling of all barricades or barriers

21. Permit product or material to be tied to street 12.9 $100.00 fixture or structure

22. Permit equipment, goods, products or items 12.10 $200.00 to remain overnight on Town property

23. Fail to ensure trained volunteers present at 12.11 $300.00 barricade

24. Fail to ensure volunteers are easily identifiable 12.12 $150.00

25. Fail to remove event signage within the time 12.13 $300.00 stipulated on a permit

26. Join in, walk with, ride in or participate in 12.14 $300.00 special event on a highway other than directed

27. Fail to obey directions for proper pedestrian, 12.15 $300.00 vehicular movement or public safety

28. Cause obstruction or create hazard on a 12.16 $300.00 highway

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THE CORPORATION OF THE TOWN OF HUNTSVILLE

PART I Provincial Offences Act

BY-LAW NO. 2015-XX SCHEDULE “A”

ITEM COLUMN 1 COLUMN 2 COLUMN 3 Short form Wording Offence Creating Provision Set Fine or Defining Offence

29. Obstruct or interfere with any point of access 12.17 $300.00 to or egress from any building

30. Interfere with signs, traffic control, hydro, 12.18 $300.00 telephone, wires or cables on highway

31. Fail to remove and dispose of refuse and 13.1 $350.00 recyclables as specified on the permit

32. Fail to adhere to the disposal, sorting or removal 13.3 $350.00 of garbage and recyclables in relation to a special event

33. Fail to provide garbage and recycling receptacles 13.6 $350.00 in relation to an outdoor special event

34. Hinder or obstruct any person during an inspection 14.3 $300.00

35. Permit holder fail to be responsible for any person 15.1 $300.00 in relation to a special event

36. Discriminate against member of the public 15.2 $300.00

37. Publish or cause to be published any representation 16.1 $300.00 of a valid permit

38. Alter, Erase or Modify an issued permit 16.2 $300.00

NOTE: The general penalty provision for the offences listed above is Section 17 of the By-law 2015-XX, a certified copy of which has been filed.

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Page 46 of 210 Schedule "B"

2015 SPECIAL EVENT ADVISORY TEAM (S.E.A.T)

S.E.A.T Requirements & Application Form Guideline

Town of Huntsville – Community Services Department Greg Pilling, Manager of Sales & Customer Service at: 20 Park Drive, Huntsville ON, P1H 1P5 (705)789-6421 ext. 3027 [email protected] www.huntsville.ca

1 Page 47 of 210

TABLE OF CONTENTS Welcome………………………………………………………………………………………………………………………………………………3 What is S.E.A.T?...... 3 Why do I need to submit a S.E.A.T. application…………………………………………………………………………………..…3 Sports Tournaments……………………………………………………………………………………………………………………………..4 S.E.A.T. Application Deadlines…...... 4 How do I fill in the S.E.A.T Application…………………………………………………………………………………………………..5 How do I submit a site plan / road closure map…………………………………………………………………………………….5 Step by breakdown of S.E.A.T…………………………………………………………………………………….………………………….5 Contact information…………………………………………………………………………………………………………………..5 Event description……………………………………………………………………………………………………………………….6 Event Accessibility……………………………………………………………………………………………………………………..6 Event Timing………………………………………………………………………………………………………………………………6 Event Attendance………………………………………………………………………………………………………………………7 Event Volunteers……………………………………………………………………………………………………………………….7 Event Security……………………………………………………………………………………………………………………………7 Event Performers……………………………………………………………………………………………………………………….7 Event Vehicles……………………………………………………………………………………………………………………………7 Event Food Vendors…...... 7 Event Merchandise Vendors………………………………………………………………………………………………………7 Type of Event……………………………………………………………………………………………………………………………..7 Location Request………………………………………………………………………………………………………………………..7 Road Closures…...... 8 Event Site Map Plan……………………………………………………………………………………………………………………10 Management Plans……………………………………………………………………………………………………………………..10 Fire Safety and Approvals……………………………………………………………………………………………………………11 Tents, Canopies, Temporary Structures, Inflatables and Signage…………………………………………………11 Event Components……………………………………………………………………………………………………………………..12 Electrical Power Requirements……………………………………………………………………………………………………12 Noise / Amplification / Sound Amplification………………………………………………………………………………..12 Alcohol………………………………………………………………………………………………………………………………………..13 Lottery / Raffle / 50-50 Draw / Bingo…………………………………………………………………………………………..13 Parks……………………………………………………………………………………………………………………………………………14 Food / Non-Alcoholic Beverages…...... 15 Liability Insurance………………………………………………………………………………………………………………………..15 Waste Management…………………………………………………………………………………………………………………….16 Final Authorizations……………………………………………………………………………………………………………………..16 What happens after I submit my S.E.A.T. Application………………………………………………………………………………16 Who is part of S.E.A.T………………………………………………………………………………………………………………………………18 How much is this going to cost………………………………………………………………………………………………………………..18

2 Page 48 of 210 WELCOME Welcome to the Town of Huntsville and thank you for selecting Huntsville as your choice for your event. We are committed to assisting you in planning your event and look forward to being the host community.

This guideline is intended to help you through the Town of Huntsville’s Special Event Advisory Team (S.E.A.T) process to seek approval to hold your event and to help you understand your responsibilities as an event organizer.

WHAT IS S.E.A.T? S.E.A.T is comprised of Town staff representing various municipal divisions and Emergency Services that facilitates and support events taking place on Municipal property and, in some cases, events on District of Muskoka and Ministry of Transportation roadways that have a significant impact on Town services.

The S.E.A.T Team ensures that these events have all of the necessary permits, permissions and insurance in place to ensure that the event is healthy, accessible and safe for the organizers, participants, and the corporation.

WHY DO I NEED TO SUBMIT A S.E.A.T APPLICATION? An Event application MUST be submitted if:

You wish to hold your event at any indoor facility or outdoor property owned by the Town of Huntsville;

This includes:

Roads / road allowances Parks / parkettes /trails Indoor facilities, including Canada Summit Centre, Active Living Centre, Civic Centre, Waterloo Summit Centre for the Environment Parking lots

And, the event includes ANY of the following elements:

Food being given or sold to the GENERAL PUBLIC at an event open to the public Full or Partial Road Closures Alcohol Fireworks Sound amplification The use of electricity (you are plugging into an outlet for power and / or using a generator) Tents larger or multiple smaller tents joined together (less than 3m apart) that are greater than 60m2 Inflatable equipment (i.e. bouncy castles / bouncers) ; Climbing Walls etc. Amusement rides

You are requested to do so by the S.E.A.T Team because your event, even if it is held on District of Muskoka property, has the potential to significantly impact Town services such as Police, EMS, Fire, Public Works Department.

3 Page 49 of 210 By submitting a S.E.A.T application, S.E.A.T can inform all of the affected Town divisions of your proposed event to ensure that all necessary permits, permissions, insurance and approvals are secured, that there are no scheduling conflicts with other events/activities and that Town services are not negatively impacted as a result of your event.

SPORTS TOURNAMENTS Sports Tournaments are not facilitated by S.E.A.T. They are facilitated directly by the Town of Huntsville, Customer Service Department. For more information on holding a sports tournament please contact:

Amanda Hill, Customer Service Coordinator 20 Park Drive, Huntsville ON, P1H 1P5 (705)789-6421 ext. 3030 [email protected]

S.E.A.T, APPLICATION DEADLINES S.E.A.T has the following deadlines: You are strongly encouraged to submit earlier.

SMALL SCALE EVENTS THAT DO NOT TAKE PLACE ON A ROAD / ROAD ALLOWANCE: Applications must be received 90 DAYS at minimum before your event is scheduled to start. This gives both you and the Town enough time to ensure that your event is safe and that all required approvals and applicable licenses (i.e. food service vehicles) are in place. The larger and more complex the event, the more time it will take to review and process your application. For example, if your event involves alcohol, the process to obtain approval may take upwards of 3 months. Please plan accordingly to avoid disappointment and do not leave your S.E.A.T application to the last minute.

LARGE SCALE EVENTS ON ROADS / ROAD ALLOWANCES (Festivals / Parades / Races) Applications must be received 6 MONTHS at minimum before your event is scheduled to start as some road closures require Town Council approval. This gives both you and the Town enough time to ensure that your event is safe and that all required approvals and applicable licenses (i.e. food service vehicles) are in place. The larger and more complex the event, the more time it will take to review and process your application. For example, if your event involves alcohol, the process to obtain approval may take upwards of 3 months. Please plan accordingly to avoid disappointment and do not leave your S.E.A.T application to the last minute. S.E.A.T will make the final determination as to whether an event that takes place on the road is to be deemed a: Full Closure (no vehicular access is permitted on the roadway during the event) or a Partial Closure (occupying one lane of a roadway while maintaining traffic in all directions)

IF YOUR EVENT TAKES PLACE AT THE Canada Summit Centre, Active Living Centre, Civic Centre or Waterloo Summit Centre for the Environment

Your S.E.A.T application must be submitted a minimum of: (90 DAYS) PRIOR TO YOUR EVENT!

IF YOUR EVENT TAKES PLACE IN A TOWN PARK Your S.E.A.T application must be submitted a minimum of: (90 DAYS) PRIOR TO YOUR EVENT!

4 Page 50 of 210 HOW DO I FILL IN THE SEAT APPLICATION? Before you fill in your application, read these Guidelines as they will help you understand the S.E.A.T application process.

S.E.A.T applications can be filled in online at: www.huntsville.ca/sales&rental bookings/S.E.A.T.

Follow the online instructions and use this guide to assist you in the process. Any areas that are not applicable to your event can be left blank. Paper copies of the application may be obtained at the Canada Summit Centre and can be submitted in person at the Canada Summit Centre via paper copy. If you require assistance accessing and using the form the staff at the Canada Summit Centre would be happy to assist you. If you have any questions regarding S.E.A.T and are not sure if you need to use this application please contact:

Greg Pilling, Manager of Sales & Customer Service at: 20 Park Drive, Huntsville ON, P1H 1P5 (705)789-6421 ext. 3027 [email protected]

HOW DO I SUBMIT A SITE / ROAD CLOSURE MAP? As part of the S.E.A.T application you are required to submit a legible map of your event site or road closure indicating your event layout. Take some time to draw your event site and/or your road closure map detailing what your road closure is.

These maps do not need to be to scale but they should provide a clear picture of how your event will be laid out. Please include as much information as you can on your site map such as where your vendors, washrooms, performance stages and other event activities will be placed.

If you are a parade, walk-a-thon or race your map must also indicate what the marshalling, starting / end points are as well as highlighting the route you want your event to follow.

You can submit a site map / road closure map the following ways:

By e-mail to – [email protected]

By fax to - 705-789-8943 (ATTN: Greg Pilling, Manager of Sales & Customer Service)

By mail to – 20 Park Drive, Huntsville ON, P1H 1P5 (ATTN: Greg Pilling, Manager of Sales & Customer Service)

STEP BY STEP BREAKDOWN OF THE S.E.A.T APPLICATION QUESTIONS The following section provides additional information related to the questions asked on the S.E.A.T application and outlines additional steps to be taken based on what is involved in your event.

CONTACT INFORMATION Please provide the name of your organization, main contact person, complete address, and phone numbers including cellular phone if available. Please also include the website address if applicable and the main contact’s email address.

5 Page 51 of 210 Please describe your organization as this will help S.E.A.T. determine the rates that are applicable to your event. Rates m\may vary depending on the nature of your organization. Please also provide an Alternative contact person who can speak on the event on behalf of the main contact. Please provide the contact information for the on-site Emergency Contact including cellular phone number and email address.

EVENT DESCRIPTION Please provide a description of your event. This would include what you are doing at your event, what is your event about, what do you hope to achieve, why you feel the need to host this event and why the event is important. Describe the activities planned and anticipated for your event, please include all details. Please inform S.E.A.T if the event is private or open to the public. For public events please describe how you are going to advertise your event to the community to promote inclusiveness and participation. Also include any admission costs to the public for your event and how you will be selling tickets for the event.

EVENT ACCESSIBILITY The Town of Huntsville requires that all events held on Municipal property or within a Municipal building shall meet the requirements set out under the ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT (AODA) S.O. 2005, CHAPTER 11 as amended.

To this end, S.E.A.T requires that all event organizers wishing to hold their event on Town property ensure that their event is as accessible as possible. This can include but is not limited to:

 Prominently displayed signage at events.  Well placed and clearly signed accessible parking space (if possible).  Designated wheelchair accessible entertainment viewing areas.  Providing accessible washrooms near accessible pathways for people with disabilities.  Volunteers trained on accessibility features and disability awareness.

By identifying whether or not your event is accessible, the Town can work with you to help address accessibility concerns. The event checklist is required to be submitted with you application which can be found on the Town’s website at http://www.huntsville.ca/en/townHall/Sales.asp.

For More information please visit review the Guide to Accessible Festivals & Outdoor events at http://www.mcss.gov.on.ca/documents/en/mcss/accessibility/Festivals%20and%20Events%20Guide%20E N.pdf.

EVENT TIMING Please outline the Event start and end date including set up and tear down time. This section is very important to ensure no conflicts are created due to multiple events and will ensure appropriate permits are in place for your event. Please state the name of your event. The Town of Huntsville will add your event to the Events Calendar on the Town’s Website. Under the event description please outline the time the event is actually open to the public with both the start and end time of the event. Please also include on a separate line when the set up will begin and when

6 Page 52 of 210 the tear down will be complete and the location has been returned to its original state. This includes all removal of equipment, garbage, tents, vehicles, etc.

EVENT ATTENDANCE Please include the estimated attendance for your event as this will affect permit fees and allow S.E.A.T to determine the impact of the event on Town Services such as EMS, Fire and OPP. To the best of your ability please estimate the total attendance for the event and the peak attendance for the event with the timing.

EVENT VOLUNTEERS If your event is using volunteers for marshaling, information booths, set up and tear down etc. please indicate how many volunteers you are expecting to have onsite, how they will be identified and how they will be utilized.

EVENT SECURITY Please indicate the type of security your event will have in place. Will they be volunteers or paid private security personal.

EVENT PERFORMERS Please indicate the number and type of performers that will be at your event including buskers, bands, comedians, etc.

EVENT VEHICLES Please indicate the type of vehicles that will be used for your event. Also include how many vehicles will be involved in the event.

EVENT FOOD VENDORS Please include all the food and beverage vendors that will be at your event. Will the food and beverage be complimentary or will if\t be for sale to the event attendees.

EVENT MERCHANDISE VENDORS Please include all merchandise vendors that will be involved in your event and where they will be located.

TYPE OF EVENT Please indicate the type of event you are hosting. Also let us know if you grant the Town of Huntsville permission to give your organizations contact information to the general public. Please indicate if this is a first time event or annual event. Please provide the event history including has the event been hosted in Huntsville previously including venue locations, past dates and names of past organizers. Please indicate if the event has been hosted in another municipality and include the previous venue, dates, locations and previous organizers. Also indicate if this year’s event is expected to be the same as previous events. Include any past emergency incidents, issues or concerns. Was a debriefing help after your previous events to address past emergency incidents, issues or concerns.

LOCATION REQUEST S.E.A.T needs to know:

If your event takes place indoors, outdoors or a combination of both to determine if you need to proceed with S.E.A.T application. Also, certain permits are only applicable to events that take place outdoors and can vary depending on location.

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The proposed location(s) for your event (Town Hall, Park, Road or Outdoor Recreation Facility) to verify availability and to prevent scheduling conflicts with other events / activities / day to day operations. Please include details if your event is also using private property.

S.E.A.T needs to alert other Town departments about potential road closures / parks use in the interest of public health and safety. For example, S.E.A.T requires involving Emergency Medical Services so that ambulances and fire trucks can avoid road closures and respond to emergencies faster.

In some cases, a site visit may be required to provide S.E.A.T with the opportunity to work with you to properly lay out your event and pro-actively address any event problems. If a site visit is required, this will be arranged with you through the Manager of Sales & Customer Service.

All event activity in parks is governed by: TOWN BY-LAW NO. 01-219

ROAD CLOSURES IF YOUR EVENT TAKES PLACE ON A TOWN ROADWAY / ROAD ALLOWANCE ALL road closure requests must be made a minimum of: 6 MONTHS PRIOR TO YOUR EVENT! This is to ensure that we have adequate time to approach Council if additional approvals are needed, to coordinate with emergency services and the Town’s traffic division. All Signage and Barricade requirements will be at the expense and set up by the event organizer.

Note for first time full road closures requests: First time road closures MUST be approved by Town Council. This is done via a report that is written and submitted to Town Council by the Event Organizer. Even if your event with a road closure has taken place before, if there are any changes to the road closure boundaries a new report and approval from Town Council will be require.

By submitting your S.E.A.T application, staff will be made aware that an approval report needs to be written. S.E.A.T will work with the Event Organizer and Public Works to put together the necessary paperwork required to obtain approval from Town Council. The event organizer may be required to attend the council meeting in case of complex events.

If Council approves your road closure, changes cannot be made to your closure/route without notification to the S.E.A.T Chair as a second Council approval must be sought.

We need to know which road you wish to close for your event in order to determine availability and prevent scheduling conflicts with other events / activities. As the use of roadways is for use to ALL residents and visitors, S.E.A.T has an obligation to prioritize public safety when closing down roads to ensure that the rest of the community can safely keep moving and operating even while various events are taking place.

Paid-duty officers Police will also need to be hired by you at your expense for your road closures to ensure that your road is properly closed and safety maintained throughout the duration of the closure. Trained volunteers may be used with OPP approval for some closure locations.

8 Page 54 of 210 Where do you get supplies to close road? The Huntsville Lake of Bays Chamber of Commerce has some equipment that can assist with Road closures. For any additional equipment the event organizer will need to source and rent appropriate equipment that is Book 7 approved for road closures.

S.E.A.T will require a detailed Traffic Control Plan (TCP) indicating how you will close the road.

More information about these requirements will be communicated to you if your event is approved.

If you are requesting a road closure on your S.E.A.T application, a detailed map specifically outlining the requested road closure MUST be submitted in order for your SEAT application to be considered complete. Your application WILL NOT BE CONSIDERED without a map detailing your requested closure. This detailed map will assist the Town in the approval process and will help us work with, Public Works Department, Police, EMS & Fire to facilitate your request. Please refer to the section above HOW DO I SUBMIT A SITE MAP above for information on how to submit a map.

Please indicate the name of the street(s) you are proposing to close including the start and end time of the closure. Please indicate if you are using District or MTO roads.

For District of Muskoka Road closures please visit their website at www.muskoka.on.ca. There is separate application form to be completed. They will also require a map. Deadlines for District of Muskoka Road Closures are 2 months for road closures of 2 hours or more as these must be approved by District Council. For closures less than 2 hours approval can be completed within 1 month. Contact for District of Muskoka Road Closures is:

Manager of Road Maintenance and Construction Mark Misko Telephone: 705-645-6764 or toll free in Ontario only 1-800-281-3483 Email: [email protected]

For Ministry of Transportation (MTO) Road closures please visit their website at www.mto.gov.on.ca/english/engineering/management/corridor/index.shtml . There is a separate application form required for any MTO road closures. An Encroachment Permit is required for any external requests for special events on the Ministry’s right of way. The current fee is $1560.00 (subject to change). The fee might be waived if the event is for charity. Contact for MTO Road Closures is:

Corridor Management Officer Fran Hampel Telephone: 705-789-2392 ext. 238 or 1-800-255-7814 ext. 238 Email: [email protected]

Please note for any sign placements approval is required from the MTO and One Call must provide locates if any staking is required. In addition please note the MTO requires at least 3 months’ notice to approve the permit.

Main Street Traffic lights are also operated by the District of Muskoka. For any requirements to have these lights adjusted or set to flashing please contact:

9 Page 55 of 210 Traffic division Scott Clayton Telephone: 705-645-6764 or toll free in Ontario only 1-800-281-3483 Email: [email protected]

SPECIAL REQUIEMENTS FOR KING STREET (Near River Mill Park) Please note that King Street must remain open to the public at all times. Barricades can be put in place however the location must be staffed with a person who is able to move the barricade for local traffic only. This is the street located in the River Mill parking lot that exits the lot on the north side. It is the main access point for the residents north of the park.

In your S.E.A.T application please include the reason for the closure, how you wish to use the road and will this require a full or partial closure. If you require municipal parking lots please indicate this as well as the duration of the closure and the reason the closure is required.

Please also include what advance notice is proposed to inform the public of the proposed closures and please be specific. Also include if barricades and if off duty police will be required.

RIVERS AND LAKES USE Please indicate which water ways you require for your event and how you intend to use them.

EVENT SITE MAP PLAN An Event site map provides a visual diagram of your event to S.E.A.T. Please include as much information as possible on your site map to show the locations of: vendors, washrooms, performances, tents, parking, information desks, sounds systems, fencing/barricades, ticket locations, Alcohol sale location(s), etc. For more complex events the S.E.A.T team will require a site map.

You can submit a site map the following ways:

By e-mail to – [email protected]

By fax to - 705-789-8943 (ATTN: Greg Pilling, Manager of Sales & Customer Service)

By mail to – 20 Park Drive, Huntsville ON, P1H 1P5 (ATTN: Greg Pilling, Manager of Sales & Customer Service)

Please note the following components on your application and site map plan and provide extra details where possible:  Administration locations, marshaling/staging areas  Emergency command/medical facilities/first aid locations  Structures such as tents, staging, fencing, washrooms and accessible washrooms  Public and accessible parking as well as event vehicle parking  Restricted access areas / Hazardous areas IE generator locations  Emergency exits  Accessible seating and routes/paths

MANAGEMENT PLANS HAZARD INDENTIFICATION, RISK ASSESSMENT, PREVENTION AND RISK REDUCTION 10 Page 56 of 210 Please include hazard identification plans, risk assessment, prevention and risk reduction plans with your application. The following Management plans may be required:  Community communication plan  Security / risk management plan  Severe weather plan  Evacuation, Crowd management, missing person, lost child plans  Traffic Flow management plan / detour route signage plan / truck route plan  Event Medical Emergency plan  AGCO licensed areas (show points of access and controlled areas/fencing plan

FIRE SAFETY AND APPROVALS There are many components to consider when adding cooking, barbequing, generators or having fireworks/pyrotechnics. The S.E.A.T will assist you in obtaining the appropriate approvals from the Huntsville Fire Department. Please note if the Fire Department must go out for an inspection there may be a fee of you to $75 for this service (subject to change).

Please visit the Town of Huntsville’s website at http://huntsville.ca/en/townHall/Sales.asp and click on Fire Approval forms or contact S.E.A.T. to obtain the appropriate form.

The following components of your event will require additional approval from the Fire Department:

Major Outdoor Special Events – Vendor Fire Safety Requirements – Cooking Conditions There is a separate form major events with cooking activities. This deals with Fuel safety such as propane, natural gas, etc.

Major Outdoor Special Events – Vendor Fire Safety Requirements – General Non-Cooking There is a separate form major events to cover tent fire safety and electrical service and installations. As well as generators.

Small Scale Outdoor Special Events – Fire Safety Requirements There is a separate form small scale events that covers cooking activities, fuel safety, use of BBQ’s and fire safety.

Display Fireworks Event Approval There is a separate form for Firework approvals.

Pyrotechnic Fireworks Event Approval Form There is a separate form for Pyrotechnic Firework approvals.

Fire Safety Plan for Tents and Temporary Tent Requirements Forms There is a separate form for Fire safety plan for tents

These forms are to be returned to:

Mike Vadjla Fire Prevention Officer 705-789-5201 ext 3604 [email protected] 11 Page 57 of 210

TENTS, CANOPIES, TEMPORARY STRUCTURES, INFLATABLES AND SIGNAGE

S.E.A.T will require the appropriate approvals for tents greater than 60m2 from the Town of Huntsville Building Department. If you plan to group together multiple tents (3m or less apart) that are smaller than 60m2 you will still require approval if the area the tents cover combined is greater than 60m2. They will also require your event permit prior to granting you approval for a temporary building permit. The event permit will be provided to you by Greg Pilling, Manager of Sales and Customer Service. In addition they will require the professional engineering stamp that you can obtain from your tent rental company. To obtain your temporary building permit please visit Town Hall located at 37 Main Street East or visit the town’s website at http://huntsville.ca/en/townHall/BuildingFormsApplicationsReports.asp to obtain the form. The form can be found at http://huntsville.ca/en/townHall/resources/BuildingSewageApplicationFormRevised20112014print.pdf and there is also a checklist to ensure you have all the details covered at http://huntsville.ca/en/townHall/resources/BuildingPermitChecklistWordDoc-Logo.pdf . There is a $10 permit for per $1000 of construction.

For any questions regarding tent permits please contact:

The Town of Huntsville Building Department Phone: 705-789-1751 ext. 2233 Toll Free: 1-888-696-4255 ext. 2233

Signage approvals must be obtained from S.E.A.T. The Town of Huntsville’s Municipal Bylaw Department must approval all outdoor signage involved with the event. For more information please contact Greg Pilling, Manager of Sales and Customer Service. The Banner for the town swing bridge is managed by the Huntsville/Lake of Bays Chamber of Commerce and can be organized with them by calling 705-789-4771.

Inflatables (IE Bouncy Castle) The Town of Huntsville’s needs to ensure the health and safety of the public if these types of elements are included in your event.

Each service provider requires proof of their license and insurance on hand for inspection at your event. Provide the name of your service provider, if known at this time, on the S.E.A.T application.

EVENT COMPONENTS There are various permits and approvals that must be obtained in order to incorporate specific elements into your event. Based on the information you provide in your S.E.A.T application, S.E.A.T will advise you of any additional paperwork that must be filled in to secure the applicable permits and approvals required for your event to safely take place on Town property.

ELECTRICAL POWER REQUIREMENTS S.E.A.T needs to know if your event has power requirements so that we can confirm that the Town site you wish to book has access to electrical plug-ins.

If you have access to power, we want to ensure that the generators you bring can be safely set up in the site you wish to use for your event. It must be vented to the outside and a fire extinguisher should be readily available in case of fire. Parks department may advise as to the best location for your generator and the Fire Department will require additional approvals, please see Fire Safety section above. 12 Page 58 of 210

NOISE / AMPLIFICATION / SOUND AMPLIFICATION Although your event may be approved by S.E.A.T and you are allowed to have outside amplified live music / speakers you must remain in compliance with the Town of Huntsville “Noise By-law” (By-Law 2015-31). To see the complete By-Law please visit: http://huntsville.ca/en/DocumentUploads/Bylaws/doc_635693758840905270.pdf

For Noise in excess of these limits approval by Town council will be required. The By-law office can assist with determining if you will need to seek Town council approval. They can be contacted at:

Andrew Stiller, Chief By-Law Officer 705-789-1751 ext. 3039 [email protected]

Please indicate on your application if you will be having live music or speakers and indicate the timing for the sound amplification.

ALCOHOL Events with alcohol service will require a Special Occasions Permit through the Alcohol and Gaming Commission of Ontario (AGCO). It may also require approval from the Town Council and/or Executive Management Team for designation of a significantly important event. Please contact Greg Pilling, Manager of Sales and Customer Service for more information. The Special occasions Permit must be obtained through the AGCO. More information can be found at their website at: http://www.agco.on.ca/en/services/permit_special_GPB.aspx Please allow at least 10 days for private events and 30 days for public events for the AGCO to approve and supply your Special Occasions Permit. The fee for the permit is $25 for private events and $75 for public events (subject to change). Approvals must be obtained through the local LCBO. Please contact the Manager of Sales and Customer Service for information regarding the Town of Huntsville’s Municipal Alcohol Policy that was adopted by the Council of the Town of Huntsville on March 17, 1997.

LOTTERY / RAFFLE / 50-50 DRAW / BINGO The Town of Huntsville’s Municipal Bylaw Department must follow provincial regulations that are set out by the Alcohol and Gaming Commission of Ontario (AGCO) when it comes to allowing these activities to take place. Additional permits will be required. For more information call Municipal Bylaw Department:

Andrew Stiller, Chief By-Law Officer 705-789-1751 ext. 3039 [email protected]

The cost for the permit is 3% of the prize value (subject to change).

PARKS Please do not assume that vehicles belonging to your event suppliers, vendors etc. can drive onto the turf. There are limitations on the size/weight of vehicles permitted on the grass within Municipal Parks as certain vehicles may damage the turf Parks staff will make a final determination as to whether or not

13 Page 59 of 210 vehicles are permitted to drive on the grass. Please indicate on your Event application in the description fields, the types of vehicles you wish to use so that we can work together to discuss options.

Municipal Parks are available: Victoria Day weekend to Thanksgiving Weekend. Approval outside this time frame will require approval by the Manager of Parks & Cemeteries. This approval will be included in the SEAT application process and facilitated by the Manager of Sales & Customer Service. You do not need to contact the Manager of Parks and Cemeteries.

Washroom facilities are open May – October. Events that take place outside of this time frame will need to make arrangements to rent port-a-potties (including accessible washrooms) at your own expense, to provide washrooms for event attendees. Also, depending on the size of the event, you may be required to provide adequate washroom facilities (porta-potties) at your expense if the S.E.A.T determines that existing facilities cannot handle the amount of people expected at your event. For River Mill Park there are accessible washroom facilities located in the Chamber of Commerce building. If you require the use of these please contact the Manager of Sales and Customer Service.

In some parks, potable (drinkable) water is not available. Event organizers will need to make arrangements to rent a potable water truck at your own expense to provide water to event attendees.

In some parks, hydro is not available. Event organizers requiring power or power greater than a standard 110V outlet will need to rent a generator at your own expense. S.E.A.T will advise as to where the generator is to be placed.

All Town of Huntsville parks and playgrounds are SMOKE-FREE as per Town BY-LAW 2010-45. You are required to ensure that your event is smoke-free if it is being held in a park or outdoor facility area. You must ensure that vendors and the general public attending your event are aware of and comply with this By-law during your event.

You are expected to leave the park or facility in the same condition in which you found it. Cleaning /Garbage Removal / repair costs will be billed back to your event if the Town of Huntsville Departments determines that condition of the facility or park you used for your event is in need of cleaning and/or repair to return to normal operation. Please be respectful of the space and ensure that you have a clean-up strategy in place. It is the events responsibility to cover the costs for their event garbage removal.

Please note outdoor facilities require locates if heavy equipment is going to be used to ensure no damage to underground infrastructure such as irrigation systems or natural gas lines. Prior to accessing the outdoor facility with heavy equipment 2 contacts for the locates must be made as follows:

Ontario One Call http://www.on1call.com/ 1-800-400-2255 Note you will be required to provide S.E.A.T your locate map from Ontario One Call. Please note Ontario One Call requires 5 business days’ notice in order to provide the map. It is the organizers responsibility to ensure this is completed prior to accessing the outdoor facility. The Event is responsible for any damage they create.

14 Page 60 of 210 For more information contact:

Greg Pilling, Manager of Sales & Customer Service at: 20 Park Drive, Huntsville ON, P1H 1P5 (705)789-6421 ext. 3027 [email protected] Note this is for Park irrigation locates. This requires 30 days’ notice.

FOOD / NON – ALCOHOLIC BEVERAGES Please list all food requirements and services on your S.E.A.T application form. This includes food for sale and give aways to the general public. Approvals may be required by the Simcoe Muskoka District Health unit in most circumstances and will require permits to be present at the event and secured in advance to ensure safe food handling, preparation and storage.

The Simcoe Muskoka District Health unit requires at least 10 business days’ notice prior to the start of the event. The application can be found at http://www.simcoemuskokahealth.org/JFY/Businesses/foodoperators/specialevents.aspx . For any questions please contact them at: 705-721-7520 or 1-877-721-7520 ext. 8811.

Please note at the Canada Summit Centre, Oliver’s Coffee has the exclusive rights of all sales of food and beverages. Please contact the Manager of Sales and Customer Service for more information.

On your S.E.A.T application please indicate all food vendors, type off food they are serving/selling, where the food will be prepared and details of how the food will be prepared.

Additional forms will be required by the Fire Department – please see Fire Safety above.

LIABILITY INSURANCE The organization that is listed on the S.E.A.T application must also be the entity that is listed as the “Named Insured” on any insurance certificates required by the Corporation of the Town of Huntsville.

Event organizers are required to provide proof of general liability insurance naming the Corporation of the Town of Huntsville as an additional insured. The coverage must be for a minimum of 5 million per occurrence, or as determine by the Risk Management Coordinator and coverage shall include bodily injury including death, personal injury, property damage including loss of use thereof, blanket contractual liability, non-owned automobile, contain a cross liability/severability of insure clause and confirm coverage applies to both employees and volunteers. For any higher risk activities such as serving alcohol, the use of amusement rides including an inflatable apparatus, any form of racing motorized or otherwise or a derby the certificate of insurance must confirm that coverage applies to these activities up to the full policy limits. The policy shall be endorsed to provide the Town with 30 days written notice of cancellation.

In this case, you will be required to add the Corporation of the Town of Huntsville to your insurance as an “Additional Insured” if your event on District of Muskoka property involves the use Town services/staff and provide a copy of this insurance to S.E.A.T.

For a fee, the Town of Huntsville offers general liability insurance to eligible events that take place on Municipal facilities and Parks through its Facility User Insurance program. The coverage is $5,000,000 per

15 Page 61 of 210 occurrence. An additional application form is required for this. Please apply a minimum of 90 days prior to your event for the insurance. This can be arranged through the Manager of Sales and Customer Service.

Please note some events are not eligible through the Town’s Facility User Insurance program and will require the event organizer to purpose through an outside provider.

If you are interested in purchasing your liability insurance through the Town’s Insurance program please check the box so that we can book this insurance for you. For more information about the Facility User Insurance program including current rates, please contact the Manager of Sales and Customer Service.

WASTE MANAGEMENT All events within the Town of Huntsville require a waste management plan. Event organizers are responsible to ensure they leave the area they are using as they found it. All garbage must be removed and proper recycling and disposals methods must be used. Huntsville promotes Green events and if you would like additional please contact Manager of Sales and Customer Service. The Town of Huntsville is committed to doing business under a sustainable business model. All events hosted in town parks are required to use a two stream recycling system, paper products and containers. It is the responsibility of the permit holder to ensure this commitment is met. The Chamber of Commerce has recycling bins that can be used by calling 705-789-4771. It is the responsibility of the permit holder to ensure all recycling and garbage is removed from the park at the conclusion on the event or charges may be applied.

FINAL AUTHORIZATIONS Final approval will be communicated to you by the Manager of Sales and Customer Service. During the process additional information may be required and S.E.A.T will work with you to ensure all compliances and approvals are in place. Final proof by the event organizer will be required for all permits and insurance before the event date. S.E.A.T reserves the right to remove approval if proper proof is not provided before the event.

WHAT HAPPENS AFTER I SUBMIT MY S.E.A.T APPLICATION? Step 1 Please ensure you fully complete the application form and have provided as much event detail as you can, failure to do so may result in delays for reviewing and approving your application. You will also want to ensure that you have submitted the required road closure map and / or event site map so that your application can be reviewed.

Once you have submitted your S.E.A.T application and map(s), it will be reviewed by the Manager of Sales & Customer Service that serves on S.E.A.T. If there are any immediate problems / concerns with your application you will be contacted by the Manager of Sales & Customer Service to review / discuss before your event can be considered for approval. If staff do not receive a response from you, S.E.A.T reserves the right to remove your application from consideration until the requested information is submitted. If your event/organization has any outstanding fees owing to the Town of Huntsville, your S.E.A.T application will not be considered until owing amounts are paid in full.

If your event is complex and/or involves road closures or police presence; your application may be reviewed by a small team consisting of representatives from Police, Fire, EMS, Public Works Department and the MTO. The event organizer may be required to attend this meeting. This is to ensure that what you are asking to do is feasible and safe.

16 Page 62 of 210 You will also be asked at this point to provide S.E.A.T with a copy of:  A Traffic Control Plan  A copy of the Road Closure notification letter you will be responsible for distributing to local businesses / residents notifying them of your planned road closure.  A Certificate of Insurance naming the Corporation of the Town of Huntsville as an “additional insured”.

You may also be asked at this point to provide S.E.A.T with a safety and / or staffing plan for your event.

Step 2 Once it is determined that your S.E.A.T application is complete it will then be reviewed by all the members of the Special Events Advisory Team at its next meeting. Based on the information you provided in your S.E.A.T application each Town department represented on S.E.A.T will be asked to review your application and to “approve” the event. Event organizers will be required to attend this meeting.

Step 3 Depending on the outcome of Step 2, you may be required to provide more detail before completing Step 2. Once Step 2 is completed to the satisfaction of the S.E.A.T team you will proceed to Step 3.

Once all S.E.A.T department representatives have “approved” your event, you will receive written notification of your approval via e-mail from the Manager of Sales & Customer Service.

If there are any changes made to your application after it has been approved (i.e. date, time, location etc.), S.E.A.T requires written notice at least 30 days prior to the commencement of your event.

Such changes may affect and/or revoke your approval and could result in your event being unable to take place on Town property. S.E.A.T reserves the right to revoke any event approvals if the event organizer does not fulfill their obligations.

If any S.E.A.T department representatives have concerns with your application, S.E.A.T will review these concerns with you to try and get your event to the point where it can be approved.

Step 4 Read your approval letter and make note of what your responsibilities are DO NOT LEAVE THINGS TO THE LAST MINUTE!

S.E.A.T members will provide you with the necessary instructions and department specific applications you need to fill in and submit back to the S.E.A.T in order to properly secure the various permits and licenses needed to facilitate your event and ensure public health and safety. You will also be advised of any associated costs (i.e. park rental cost, road closure permit fee etc.).

If you are unsure of anything please contact the Manager of Sales & Customer Service and we will assist you with your query and/or direct you those at the Town who can. S.E.A.T representatives will continue to be in contact with you to ensure that the proper paperwork / permits are secured right up until your event gets underway. You may be asked to attend meetings and/or visit your event site if Town staff feel that such meetings are pertinent to the safe operation of your event.

17 Page 63 of 210 WHO IS A PART OF S.E.A.T? The Town divisions represented on S.E.A.T are: Community Service Department Ontario Provincial Police Emergency Medical Services Huntsville Fire Department Municipal Bylaw Law Building Services Parks Public Works (ROADS)

Additional guidance is provided by: Risk Management & Purchasing Coordinator And other departments and agencies as needed such as the MTO, AGCO, District of Muskoka, Simcoe Muskoka District Health Unit, Township of Lake of Bays.

HOW MUCH IS THIS GOING TO COST?

TOWN PERMIT / RENTAL FEES Vary depending on location and event. Please contact the Manager of Sales & Customer Service for rates - or consult the Fees and Charges By-Law 2013-115. This can be viewed online at http://www.huntsville.ca/en/documentuploads/bylaws/doc_635393909099345336.pdf

Road Closure Supplies (i.e. Barricades, Pylons, “Road Closed” signs Traffic Control Plans) Events involving a full road closure are required to hire a third party (non-Town) company to rent the required road closure supplies, signs, hire staff to set up and tear down the actual closure and create the Traffic Control Plan needed to close the road. Prices vary based on the size of the closure and the company used but it can be quite expensive undertaking starting in the neighborhood of $1000+. You will also be required to notify residents and businesses about your closure and are required to provide S.E.A.T with a copy of the notification letter you will be issuing.

Park Rental Fee Rental fees vary based on the type of park you are using and the duration you’re using it for. Most of the popular event parks (Rivermill, Avery, Town Docks) have a daily rate of around $70-140. Rental costs for other parks can be obtained from the Manager of Sales & Customer Service or by using the Fees and Charges By-Law 2013-115.

Based on the size of your event, S.E.A.T may determine that parks staff need to be present onsite to ensure that the event is healthy and safe and that access to certain amenities (i.e. washroom facilities / electrical boxes). Staffing rates are in alignment with user fee by-law and can start anywhere from $51 per hour and up. Other costs that you may need to factor in include bringing in potable water (via a water truck) or ensuring that potable-grade hoses (not green garden hoses) are used to transport water from water sources on-site to vendors and the public. The Town does not cover the cost of renting porta-potties to augment washroom facilities for your event. Please plan accordingly. A representative from Parks is a member of S.E.A.T and will advise accordingly.

18 Page 64 of 210 Insurance Fees For a fee, the Town of Huntsville offers third party liability insurance to eligible events that take place on Town parks through its BFL insurance program. Please note that if your event includes alcohol, fireworks, horse-related activities, inflatables (i.e. bouncy castles) or skateboarding activities you are ineligible for this insurance and you must arrange insurance through another provider. BFL insurance rates vary by the size of your event and range anywhere between $35 - $350 + tax and are subject to a $500 deductible if claimed against.

Paid Duty Police Many events will require Paid Duty Police assistance. Please contact Theresa Hone at the Huntsville OPP detachment for assistance and the Paid Duty request form. You can reach her at: [email protected] 705-789-5551

Please allow at least 60 days’ notice to the OPP when requesting Paid Duty Police assistance. Current rates are $65.13/hour for an Officer and $73.60/hour for a Supervisor. Minimum 4 hour charge (subject to change). A police vehicle has a rate of $25/hour (subject to change). There is also a $60.62 administration fee per contract (subject to change). All rates are plus HST.

Waste Management Waste Management costs vary based on the size of your event. It is your responsibility to ensure removal of all waste from the event. TIP: Utilize volunteers to help pick up waste and place it into appropriate waste receptacles.

Emergency Medical Services (EMS) To ensure health and safety, larger events may be required to secure the medical services of EMS. Overall, it is good event planning practice to have certified first-aid service on site during your event.

Municipal Bylaw There are various permits and fees associated with event activity.

A list of Town of Huntsville By-Laws can be found at: http://huntsville.ca/en/documents/bylaws.aspx

These include but are not limited to: Food Truck Licensing Vendor Fees Raffle / Bingo / 50-50 Draws Signage Tents Special Event

Please don’t hesitate to contact us if you have any questions.

Sincerely,

The Special Event Advisory Team - Town of Huntsville Greg Pilling, Manager of Sales and Customer Service, [email protected], 705-789-6421 ext. 3027

19 Page 65 of 210 Schedule "C"

Event Application Contact Information Organization: *

Contact Person: *

Street Number: *

Street Name: *

City: *

Province: *

Postal Code: *

Phone (office): *

Phone (cell): *

Website:

Email: *

Describe your organization:* o Registered Charity o Incorporated Non-Profit o Incorporated Business Unincorporated Group (with non-profit goals) Registration #: o Other

Alternate Contact:* Please provide an alternative contact who can speak on the event’s behalf if you are not available Phone (office):* Phone (cell):* Email: * Onsite Emergency Contact:* Cell phone number Email:* Event Description Please provide a brief description of your event What are you doing at your event? What is your event about? What do you hope to achieve?

Page 66 of 210 Describe your event Activities (planned and anticipated):

Is this event private or open to the public?

WHY do you feel you need to do this event? Why is it important?

If the event is open to public, HOW are you going to o Social Media advertise your event to the community to promote o Television inclusiveness and participation? o Print media o Radio o Event website o Posters Will you be charging admission to your event o Yes o No If yes, describe cost if applicable (e.g. cost to participants but not cost to spectators) How will you be selling tickets and who will be the ticket provider? Event Accessibility: The Town of Huntsville requires that all events held on Municipal property or within a Municipal building shall meet the requirements set out under the ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT(AODA) S.O. 2005, CHAPTER 11 as amended.

Go to http://www.huntsville.ca/en/living/accessibility.asp?_mid_=18841 to access the Guide to Accessible Festivals & Outdoor Events to download a copy of the checklist found on pages 18-19. Attach the completed checklist to your application.

EVENT TIMING Event Start Date: * MM/DD/YYYY

Event End Date: * MM/DD/YYYY

Name of Event: * S.E.A.T requires the name of your event to promote your event on the Event Calendar www.huntsvile.ca Event Description Event Timeline – This is the time your event is open for the public Event Time Begins: * Time format Event Time Ends: * Time format Setup – When do you want your location reserved to ensure you have time for set-up and tear-down for your event? Set-up Start: * MM/DD/YYYY Set-up Start Time: * HH:MM:AM Set-up End * MM/DD/YYYY Set-up End Time: * HH:MM:AM Please indicate your start and end time for each day of your event as follows: DAY 1: Date and Time Day 1 Date: * MM/DD/YYYY Day 1 Set-up Time:* HH:MM:AM Day 1 Open to Public:* HH:MM:AM Day 1 Closed to Public:* HH:MM:AM Day 1 Tear-down Time:* HH:MM:AM

Page 67 of 210 Day 2 Date and Time (if necessary) Day 2 Date: MM/DD/YYYY Day 2 Start Time: HH:MM:AM Day 2 Open to Public:* HH:MM:AM Day 2 Closed to Public:* HH:MM:AM Day 2 End Time: HH:MM:AM Day 3: Date and Time (if necessary) Day 3 Date: MM/DD/YYYY Day 3 Start Time: HH:MM:AM Day 3 Open to Public:* HH:MM:AM Day 3 Closed to Public:* HH:MM:AM Day 3 End Time: HH:MM:AM Day 4: Date and Time (if necessary) Day 4 Date: MM/DD/YYYY Day 4 Start Time: HH:MM:AM Day 4 Open to Public:* HH:MM:AM Day 4 Closed to Public:* HH:MM:AM Day 4 End Time: HH:MM:AM Day 5: Date and Time (if necessary) Day 5 Date: MM/DD/YYYY Day 5 Start Time: HH:MM:AM Day 5 Open to Public:* HH:MM:AM Day 5 Closed to Public:* HH:MM:AM Day 5 End Time: HH:MM:AM Estimated Attendance Please estimate all that apply Total Attendance Expected (per day): Peak Time Attendance (per day):: Estimated Peak Time (per day):: Duration of Estimated Peak Time: (per day): Volunteers “Marshalls”: If yes, describe the number, how they will be identifiable, how they will be utilized Private Security? If yes, describe the number, how they will be identifiable, how they will be utilized?

Performers (per day): Bands (per day): Vehicles/Floats (per day): Food Vendors (per day): Merchandise Vendors (per day):

Type of Event What type of event is this for* o Parade o Run/race/cycle/walk-a-thon o Festival o Triathlon o Conference o Dance/Party/Wedding

Page 68 of 210 o Other: Do you grant the Town of Huntsville Community Service o Yes Department permission to give your Organizations o No telephone to the general public: *

First Time event or annual o First time o Annual Event History Event in Huntsville Has this event been conducted in Huntsville? o Yes o No If yes, provide venue location(s): If yes, provide past dates(s): MM/DD/YYYY If yes, provide name of past event organizer(s): Event Not Previously in Huntsville If not previously in Huntsville, has this event been o Yes conducted elsewhere? o No If yes, provide previous dates: If yes, provide details: If yes, provide past venue location(s): Name of past event organizer: Expectations Is the proposed event expected to be the same as previous year(s)? S.E.A.T requires this information to better facilitate your needs as this will affect road closure procedure. Do you know of any past emergency incidents, issues o Yes or concerns? o No If yes, provide details: Was a debriefing conducted following the past event o Yes to address and resolve past emergency incident, o No issues or concerns? If yes, provide details Location Request Is the location?* o Indoor o Outdoor o Both Is the location * o Municipal o District o Both Will you be using the Canada Summit Centre? o Yes 20 Park Drive, Huntsville ON, P1H 1P5 o No (including the Active Living Centre) Name of Room(s)to be booked: DROP DOWN LIST Will you be using the Waterloo Summit Centre for the o Yes Environment? o No Name of Room(s)to be booked: DROP DOWN LIST Will you be using the Town Hall/Civic Centre o Yes 37 Main Street E, Huntsville ON, P1H o No

Name of Room(s) to be booked: DROP DOWN LIST Will you be using a Municipal Park? * o Yes

Page 69 of 210 o No Name of Park: DROP DOWN LIST Will you be using Private Property? o Yes o No If yes, provide address Will you be using any Municipal Roads? * o Yes If no, continue to section ….. o No Other locations if not listed above: Road Closures Streets to be closed including Names of Street From To Road 1 Road 2 Road 3 Road 4 Duration of Closure Date of Closure Time Closed Time Open Road 1 Road 2 Road 3 Road 4 Road Closure Map provides a visual of the road being partial closed or closed to traffic. Please include on your road closure map the roads to be closed from/to CLICK HERE TO GO TO MAPS Will you be using a District Roadway? More info…. o Yes o No For District Approval please contact: If yes, date you applied for District Closure Date format Streets to be closed Names of Street From To Road 1 Road 2 Road 3 Road 4 Duration of Closure Date of Closure Time Closed Time Open Road 1 Road 2 Road 3 Road 4

Will you be using a Provincial Highway? More info…. o Yes

Page 70 of 210 o No For Provincial Highway Approval please contact: If yes, date you applied for Provincial Highway Closure Date format Streets to be closed Names of Street From To Road 1 Road 2 Road 3 Road 4 Duration of Closure Date of Closure Time Closed Time Open Road 1 Road 2 Road 3 Road 4 Reason for closure Describe how you wish to use the road Will this be a full, a partial or a rolling Road Closure o Full road closure o Partial road closure o Rolling road closure Will you be using municipal parking lots for event o Yes operations o No If yes, please state: Parking lot (PL) to be closed: Names of Street From To PL 1 PL 2 PL 3 PL 4 Duration of Closure Date of Closure Time Closed Time Open PL 1 PL 2 PL 3 PL 4 Reason for closure Describe how you wish to use the Parking lot Will your event take place on a water way? If yes, please state Water ways (ww) used: Names of water way From To ww 1 ww 2 ww 3 ww 4 Duration of Closure Date of Closure Time Closed Time Open

Page 71 of 210 Ww 1 ww 2 ww 3 ww 4 Describe how you wish to use the Water Way? What advance notice is proposed to inform the public of proposed closures? Be specific (i.e. Inform abutting land owners, advertise, radio, print advertise, social media, etc) Will barricades be required? o Yes Info…. o no Will off Duty Police Officers be required? o Yes Info….. o no The applicant is responsible for the pick-up, set-up and return of barricades. Please contact Huntsville Lake of Bays Chamber of Commerce to book barricades and other equipment. 705-789-4771 or [email protected]. Event Site Map/Plan An Event Site Map provides a visual of your event. Please include as much information as you can on your site map such as; where the vendors, washrooms, accessible washroom locations, designated accessible parking, performances stages and other event programs/components will be set-up.

Components Included in map(s) Comments plans? If “NO”, please explain Event administration location(s) Marshaling/staging o Yes areas o No Event emergency incident command location(s) o Yes o No Event emergency incident response resource o Yes (people, equipment, facilities) locations o No Critical systems control locations including o Yes Structures (tents, stages, fencing, accessibility) o No Designated public parking areas and designated o Yes accessible parking areas o No Public access points, accessibility and exits o Yes (include queuing locations) o No Designated event vehicle parking/standing areas o Yes o No Restricted access areas o Yes o no Hazardous areas o Yes o No Other? o Yes o no Community Communication Plan o Yes o No Event Security Plan o Yes o no Severe Weather Plan o yes o No Evacuation Plan/Crowd Management Plan o Yes o no Missing Person/Lost Child Plan o Yes

Page 72 of 210 o No Emergency mustering locations o Yes o No Emergency exits o Yes o No Traffic Flow management Plan o Yes o no Detour Route Plan o Yes o No Truck Route Plan o Yes o no Detour signage Plan o yes o No First aid locations o Yes o No Washroom and accessible Washroom Locations o Yes o No Event Medical Emergency Plan o Yes o No AGCO licensed areas (show access points & o Yes Controlled area) o no On-site cooking & fuel storage (indicate type), if yes o yes additional form to complete o No

Fireworks or Pyrotechnics( indicate type) o Yes If Yes Display Fireworks Event Approval Form o no or Pyrotechnics Fireworks Event Approval Form must be attached

Tents used for the assembly of persons (indicate o Yes size) , if yes additional form to complete o No

Use of residential type BBQ’s, if yes additional form o Yes to complete o No

Hazard Identification, Risk Assessment, Prevention and Risk Reduction Attached Comments ? Identify risks and hazards associated with the event o Yes and prevention/risk reduction methods using the o no risk matrix (below) Or attach a separate table/diagram o Yes o no Hazard / Risk Potential Harm or Probability Impact Prevention/Risk Reduction Is Risk Managed? Loss L M H L M H Actions Next Steps

Event Components There are various permits and approvals that must be obtained in order to incorporate specific elements into your event. Based on the information you have provided on the Special Event Application, the S.E.A.T will advise you on

Page 73 of 210 any additional paperwork that must be filled in to secure the applicable permits and approvals required for your event to safely take place on Town property. Do you require access to power?* o Yes …read more o No S.E.A.T needs to know if your event has power requirements so that we can confirm that the site you wish to book has access to electrical plug-ins. Will your event have amplified noise?* o Yes o no Will Noise Exemptions be requested o Yes o No If yes, date you applied for the Town of Huntsville for “Noise Exemption” If your event is outside and amplified by live music / speakers you must remain in compliance with the Town of Huntsville (2008-33) NOISE BYLAW 2015-31: http://huntsville.ca/en/DocumentUploads/Bylaws/doc_635693758840905270.pdf TO request for a Noise Exemption http://www.huntsville.ca/en/townHall/DeputationApplicationForm.asp Describe how sound will be amplified (live music, speakers, guest speaker) If your event will be hosting Live Music, indicated Date Format Date(s) and Time(s) of Shows: Time format

Will Alcohol be served?* more info o Yes o No If yes, include map of fenced off area where alcohol will be served

If you wish to have alcohol at your event you will need to adhere to both provincial and municipal guidelines to ensure that you are legally permitted to serve alcohol. Provincially, all alcohol licensing is handled by the Alcohol and Gaming Commission of Ontario (AGCO)www.agco.on.ca. On the AGCO website you’ll find information related to Special Occasion Permits and Temporary Liquor License extensions. S.E.A.T requires that you read through all of the Alcohol and Gaming Commission of Ontario’s regulations first and develop an understanding of the procedures to avoid confusion and disappointment. You will not be permitted to serve alcohol on Municipal property without applying for and obtaining a license from the AGCO. For more information about AGCO liquor licenses please contact: Alcohol & Gaming Commission of Ontario: Toll-Free: 1-800-522-2876 Fax: 416-326-5555 [email protected] Municipally, the Town of Huntsville has a Municipal Alcohol Policy (MAP) that encourages the safe consumption of alcohol on Town property. INSERT SPECIAL EVENT POLICY WITH DETAILS REGARDING ALOCHOL IN PARKS Fundraising Will you be conducting any Raffles, Bingo, or 50/50 o Yes Draws? more info o No The Town of Huntsville Bylaw department must follow provincial regulations that are set out by the Alcohol and Gaming Commission of Ontario when it comes to allowing these activates to take place.

Page 74 of 210

There are permits and approvals that must be obtained for you to include lottery at your event. By checking this box on your S.E.A.T application you will alert us to your request. Additional paperwork will follow when event has been approved. Lottery Licence Link http://www.huntsville.ca/en/townHall/LotteryLicensing.asp?_mid_=19530 Silent auction (no gaming Licence required) o Yes o No List any other fundraising activities

Merchandise/Craft Vendors …more info o Yes o No There are permits and approvals that must be obtained for you to include vendors (merchandise/craft vendors) at your event. By checking this box on your S.E.A.T application you will alert us to your request. Additional paperwork will follow when event has been approved. Contact By-law Department for specifics. Business name: Owner of Business: Address of Business: Telephone of Business: Name of person(s) who will be on site during the event: Cell phone # of person(s) on site: A Vendors Permit will be issued by the By-Law Department. Signs/Banners * …more info o Yes o No Building Department – sign bylaw 2009-100 http://huntsville.ca/en/DocumentUploads/Bylaws/bylaw_2009_100_signbylaw.pdf Contact Chamber of Commerce for Swing Bridge Banner 705-789-4771 or [email protected].

Tent / Temporary Structures* …more info o Yes o No There are permits and approvals that must be obtained for you to erect tents or temporary structures on your event site. The permits exist to ensure that tents are fireproof, have emergency exists and are spaced in such a way to facilitate calm and orderly evacuation should an emergency arise. By checking this box on your Event application you will alert us to of your request and provide additional paperwork and regulations that are associated with including tents or temporary structures at your event. general info You will be required to fill out the following forms: - Building Permit - Fire Safety Plan For Tents Form - Temporary Tent Requirements Form The Town of Huntsville Municipal Bylaw department needs to ensure the health and safety of the public if these types of elements are including in your event. Inflatables (eg Bouncy Castles)* ..more info o Yes o No Who is the service provider: If the event will be taking place in Downtown Huntsville o Yes or River Mill Park, will Access to Chamber of Commerce o No Washrooms required*

Page 75 of 210

Food / Non-Alcoholic Beverage Service Will there be food and non-alcoholic beverages sold o given and/or given away at your event?* … more info o sold If no, continue to “Insurance Section” At the Canada Summit Centre, Oliver’s Coffee has the exclusivity of all sales of food and beverages. A written authorization is required if you are selling food. Please contact 705-789-6789

At McCulley Robertson Sports Complex A La Carte has the exclusivity of all sales of food and beverages. A written authorization is required if you are selling food. Please contact Heather Hernen

Number of food vendors at your event :

Food vendor locations o Indoor o Outdoor o Inside & outside What kind of food will the Food Vendors be selling and/or o Perishable giving away? (check all that apply) : o Non-Perishable o Food Service Vehicles Food Name of Food Trucks (if known): Will food be prepared o On-site (at your event) o Off-site (at a location other than at your event) o Both on-site and off-site Provide details on how the food will be prepared:

By checking this box on your Event application you will alert us to of your request and provide additional paperwork and regulations that are associated with providing food at your event.

All food vendors, food and methods of food preparation must be approved by the Bylaw department & Simcoe Muskoka Health Unit prior to your event.

If you will be preparing food by method of a Propane BBQ, the Fire Department will be required to approve to ensure safety.

If preparation will take place onsite, the following forms will be required: - Vendor Cooking Conditions Form - Vendor General Non-cooking Form

Use of residential type BBQ’s the following forms will be required: - Outdoor Special Events – Fire Safety Requirements Form

Insurance Do you require to purchase liability insurance through the Town of Huntsville program O Yes …more info O No

S.E.A.T will work the Risk Management Coordinator to determine your Insurance rate. Additional fees will apply and will be included as an extra fee on your rental contract. Will you be providing Certificate of Insurance or purchased through the Town of Huntsville Program o Provided

Page 76 of 210 o Purchased The responsibility for a safe, well-managed facility rental and/or event is the responsibility of the event organizer. The role of the municipality is to support the user in their venture. The policy highlights the following with respect to insurance: • No person or entity shall hold, organize or sponsor any event or activity on Town property or other public facilities unless the municipality has been provided with necessary insurance coverage for such event or activity • Users that do carry insurance must provide a Certificate of Insurance with a five million ($5 million) liability coverage naming the Corporation of The Town of Huntsville as an additional insured. • Users who do not carry insurance coverage can purchase through a program offered by the Town of Huntsville that is available by our Insurance Company as part of the Facility User Rating Guide Prices vary per event. • All renters are responsible for any insurance premiums associated with their event including tax and administration fees. Premiums will vary depending on the event. In the event of any claims the renter shall have the sole responsibility and obligation to pay the insurance deductible Events that include Alcohol require an insurance certificate for: • Five million ($5 million)Commerical General Liability • Naming the Corportation of the Town of Huntsville as Additional Insured • Five million ($5 million) Host Liquor Liability

The Corporation of the Town of Huntsville requires that ALL the following information be included on the “Certificate of Insurance”. Please advise your insurance provider of these requirements as failure to include this info on your Certificate of Insurance will render it invalid for S.E.A.T purposes and can result in delays in your approval and possible cancellation of your event: • Name of Insurer (the insurance company) • Policy number • Term of Policy • Type of Policy: General Liability Policy • Limit of Policy: $ 5,000,000.00 per claim or occurrence basic/ or as determined by the Risk Management Coordinator. • Name of Insured (The "Named Insured on the certificate must be the same as the organization that is listed as the organizer on the S.E.A.T application.) • Add the Corporation of the Town of Huntsville as an "Additional Insured" • Description of event and Activities to be insured (i.e. event/parade/) • Dates and Times of Event (include set-up and strike dates) • Signature of insurance provider or broker Waste Management Event organizers are responsible for ensuring appropriate measures are in place to contain waste and to clean up litter on Town property. Fees may apply for some Town waste management services including cleanup costs. Town of Huntsville takes great pride in keeping Huntsville clean and green Will you be contracting a waste management company to o Yes remove the garbage, organic waste and/or recyclables? o No – we will be responsible for waste management ourselves By checking, you will be responsible for waste management. Fee may be applied if waste is not picked up. Name of waste management company: What recycling program will you have in place (recycling containers, signage, recycling centre, emptying and storage of recyclables)? Who will supply the containers? What waste containers will you use (containers, garbage bags, dumpsters) and how many? Who will supply the containers? How will you control litter (schedule to empty containers, location(s) for waste storage, litter pickers)? Final Authorization

Page 77 of 210 It is vital that as the event organizer that you read and understand both S.E.A.T Guideline and the Event application form. We also need to ensure that the information you are providing is accurate to the best of your ability in order to properly facilitate and support your event. If there are any changes to your Event application, it is imperative that you notify the Community Services Division of these changes at least 30 days in advance. The Town of Huntsville reserves the right to revoke any approvals or permissions based on changes that render the event unsafe. If you have any further questions regarding S.E.A.T Guidelines or Event Application please don't hesitate to contact the Community Services Division at (email) I have read and understood S.E.A.T Guidelines* o Yes o No I have read and understood the S.E.A.T Application* o Yes o No I acknowledge that all the information contained in this o Yes application is, to the best of my ability, accurate* o No Please enter Your Name: *

Page 78 of 210 Town of Huntsville Staff Report Division: Community Services Date Prepared: September-9-15 Meeting Date: September-30-15 To: General Committee Author: Brian Crozier, Property Manager Subject: Capital Asset Management Plan - Facilities - Update

Report# CS-2015-82 Confidential:No

RECOMMENDATION: Requires Action

That committee recommends to council that following changes be made to the capital asset management plan for property;

1. That the septic system repairs for Aspdin Community Hall be postponed until the accessibility requirements for this hall are included in the budget. 2. The septic system repairs for the Stephenson Hall be postponed until the roof project for the hall budgeted for in the 2020 capital asset budget is approved. 3. The furnace replacement for Stephenson Hall in the amount of $7,470.00 included in the 2015 Capital Budget be approved in the actual amount of $14,832.00 + $1,928.16 HST= $16,760.16 4. The roof project actuals ($5,407.0D + $702.91 HST = $6,109.91) of the Aspdin Community Hall for the year 2015 be reflected in the capital asset management plan.

Background

The capital asset management plan was passed by council in early 2015. The plan is meant to provide a guide and estimated funds for the timely replacement of property assets. The plan for 2015 identified the following projects; 1. Replacement of the septic system at the Aspdin Community Hall in the amount of $35,100.00 2. Replacement of the septic system at the Stephenson Community Hall in the amount of $27,200.00 3. Replacement of the two oil fired furnaces at the Stephenson Community Hall in the amount of $7,470.00 4. Replacement of the roof at the Aspdin Community Hall in the amount of $39,000.00

Discussion

RFP's were issued for both the roof project at the Aspdin Hall and the oil furnace replacement at the Stephenson Hall. The Aspdin roof project was for a small roof over the kitchen as opposed to the entire hall. The roof over the hall was replaced in 2009. The project as a result came in well under the budget of $39,000.00. The capital asset plan will be changed to reflect this adjustment. As such the roof over the hall will be placed in the year 2039 for replacement. The oil furnace replacement at Stephenson Hall was intended to replace the two oil furnaces with propane units. As such the oil tanks would also be removed and a larger propane tank installed at the site. The budget for this project was $7,470.00. The lowest bid for the project was $14,832.00. The septic projects for both Aspdin Hall and Stephenson Hall are being suggested to be delayed until future construction takes place at both theses halls when each premise will need to be closed for a period of time to complete the work required.

Financial Implications

Page 79 of 210 Capital: Capital Item? ]:gl Yes D No If yes, is there a Capital Asset Plan? ]:gl Yes D No If no, explain:

Operational:

Current Implications If the furnaces are changed out from oil to propane it is anticipated the overall cost for heating the Stephenson Hall will be reduced in the future as propane as an energy source is currently cheaper than oil.

Future Implications None

Funding Source Capital Asset Management Plan Reserve.

Insurance/ Risk Management Implications None

Human Resources Implications None

SustainabilityImplications

Replacement of furnaces will allow us to reduce use of oil and burn a cleaner alternative in propane. Costs of propane as an energy source are less costly in comparison with oil.

AccessibilityImplications All Town of Huntsville tenders where available through the "Bids & Tenders" page on the Town website and are available in alternate formats upon request. The Aspdin Community Hall requires accessibility upgrades.

Council StrategicDirection (Le. Approved Plans)

Community Master Plan

• 1.5 More Use of Local Facilities

Relevant Policies I Legislation I Resolutions AODA

Public Notice Required D Yes 181 No

Attachments None

Consultations Kari Lambe, Executive Director of Community Services & Economic Development

Page 80 of 210 -·----...... , I Doc';::;a.-+f1ilhr..C:.1h..,,..i!+arl Manager Approval FYPr11tivP Din~ctfii'I / CAO Annroval

SIGNED SIGNED

\ ~ -- )3fiari Crozer, Pr9flert;v ~anager Choose an item. Kal'i ~be,...Execut~ Director ot Community Services & Economic ! L/ / Development

Report Reviewed by:

Human ResourcesImplications (Executive Director of Human Resources & Corporate Information): D Financial Implications(Manager of Finance/Treasurer): f2l Insurance/ Risk Management Implications(Risk Management & Purchasing Coordinator): D SustainabilityImplications (Sustainability Coordinator): f2l

Page 81 of 210 Town of Huntsville Staff Report Division: Choose an item. Date Prepared: September-21-15 Meeting Date: September-30-15 To: General Committee Author: Matt Huddlestone, Theatre Manager Choose an item. Choose an item. Subject: Algonquin Theatre Sign

Report # CS-2015-89 Confidential: No

RECOMMENDATION: Requires Action

Theatre staff work with Huntsville Festival of the Arts to secure and present back a design concept and costing for a new Algonquin Theatre electronic sign located in Civic Square.

Background

The Algonquin Theatre manager was approached by Rob Saunders General Manager of the Huntsville Festival of the Arts looking for better ways to promote the Algonquin Theatre.

Discussion points included:  How to better promote upcoming live events at the Algonquin Theatre  The opportunity to give our local clients and visitors a stopping point outside of the Theatre to review events  An open invite into the front doors of Town Hall/Algonquin Theatre (Civic Centre) to visit our Box Office

Discussion

Staff believe improved signage is required. Additionally there is a need to address civic square in general to improve esthetics.

Financial Implications

Capital:

Capital Item? ☒ Yes ☐ No

If yes, is there a Capital Asset Plan? ☒ Yes ☐ No This item is not currently within the Algonquin Theatre Capital Asset Plan. Funding options would be presented with the design concept.

If no, explain:

Operational:

Current Implications

None

Future Implications

Page 82 of 210

Utility costs would be impacted. These details will follow with the design concept.

Funding Source

Operating Costs – taxation Initial sign purchase – to be presented with design concept

Insurance / Risk Management Implications

None

Human Resources Implications

None

Sustainability Implications

This project will require time from the Algonquin Theatre Manager

Accessibility Implications

Any signage installed will be required to meet accessibility standards.

Council Strategic Direction (i.e. Approved Plans)

Community Master Plan:1.2 Attract More Visitors to Downtown1.5 More Local Use of Facilities 4.0 Improve Customer Service Goal #10: • Arts, Cultural and Heritage: The community will encourage and foster continual growth of arts, culture, and heritage through municipal and community awareness, education and support.

Relevant Policies / Legislation / Resolutions

Click here to enter text, or press the space bar once in this field.

Public Notice Required

☐ Yes ☒ No

Attachments

Click here to enter text, or press the space bar once in this field.

Consultations

Rob Saunders – Huntsville Festival of the Arts, Helena Renwick BIA Huntsville, Deputy Mayor Karin Terziano

Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

SIGNED SIGNED Matt Huddlestone, Theatre Manager Choose an item. Kari Lambe, Executive Director of Community Services & Economic Development

Report Reviewed by:

Page 83 of 210

Human Resources Implications (Executive Director of Human Resources & Corporate Information): ☒ Financial Implications (Manager of Finance/Treasurer): ☒ Insurance / Risk Management Implications (Risk Management & Purchasing Coordinator): ☐ Sustainability Implications (Sustainability Coordinator): ☐

Page 84 of 210 Town of Huntsville Staff Report Division: Community Services Date Prepared: September-10-15 Meeting Date: September-30-15 To: General Committee Author: Teri Souter, Manager of Arts, Culture & Heritage Subject: Tom Thomson, 2017

Report # CS-2015-84 Confidential: No

RECOMMENDATION: Requires Action

It is recommended that the Town of Huntsville waive Partners Hall Art Exhibit Fees to Janine Marson for July and August 2017 in support of the exhibit “Seeing Through Tom’s Eyes – a discovery of truth, light and colour”. It is further recommended that Town of Huntsville staff be directed to explore funding opportunities and partnerships to host a significant community event to mark the 150th anniversary of Canada and the 100th anniversary of the death of Tom Thomson in the summer of 2017.

Background The Town of Huntsville has been a lead partner in a collaborative multi-year branding and events initiative titled “Tom Thomson 100, 2012 – 2017” celebrating the life of Tom Thomson in Huntsville and Algonquin Park. The original founding partners included The Town of Huntsville, The Tom Thomson Gallery in Owen Sound via “The Canadian Spirit Project” and the Huntsville/Lake of Bays Chamber of Commerce. Stakeholder awareness and communication meetings were held starting in 2011. The resulting logo replicates a postage cancellation stamp, and can be added to participants existing materials at no charge. The premise is “impact through collaboration”. The logo has been used by the Town via The Algonquin Theatre and Muskoka Heritage Place, The Huntsville Festival of the Arts, The Group of Seven Outdoor Gallery/Downtown Huntsville BIA, Film North, The Algonquin Park Gallery, and many more. A web address on huntsville.adventures.ca was administered by Chamber staff. With advances in technology, a “crowd source/administrative overseer” web page may be developed, again for collaborative impact.

Discussion The year 2017 marks the 150th anniversary of our country Canada (July 1) and the 100th anniversary of the mysterious, untimely and still-debated death of iconic and seminal Canadian artist Tom Thomson (July 8), the 140th anniversary of Tom’s birthdate in 1877 (August 5) and the 55th anniversary of the death of Winnie Trainor (August 12). All these significant dates in history in 2017 fall on Saturdays. The partners at the Tom Thomson Art Gallery wish to continue with the “Tom Thomson 100” initiative that has been seeded over time through to its culmination in 2017. The ultimate goal is to increase local and regional arts engagement, awareness, quality of life, transformation through arts appreciation, arts attendance, as well as support both culture and adventure tourism. This initiative aligns with Huntsville, provincial and federal strategies.

Local artist Janine Marson, (see “Exhibition Proposal” and “Curriculum Vitae” attached) with the Manager of Arts, Culture & Heritage propose to have a Tom Thomson-inspired exhibit in Partners Hall for the summer of 2017 to act as an anchor for other activities (to be determined in consultation with Council) and as a draw to the Theatre and the Tom Thomson statue in Huntsville’s Civic Square.

Page 85 of 210 Ms. Marson is a recognized, accomplished, local artist who lives in Huntsville. This proposal is supported by the Algonquin Theatre Manager, the Community Development Officer and the Huntsville Festival of the Arts General Manager.

Ms. Marson’s exhibit “Seeing Through Tom’s Eyes – a discovery of truth, light and colour” will consist of 100 birch panels, each 8”x10” inspired by locations previously painted by Tom Thomson. This free exhibit would anchor complimentary community events.

Complementary events/artists’ talks multi-community events are in development and discovery (with Tom Thomson Gallery and others) and will be forwarded for approval when appropriate. Interest has been expressed by Roy MacGregor, Joseph Boyden, Beverley Hawksley/Sara Spring “Remembering Winnie”, The Tom Thomson Gallery “Songs in the Key of Tom” to date. The Huntsville Festival of the Arts and the Algonquin Theatre will be consulted for support regarding dates of activities, in advance, as this is during Festival season.

Financial Implications

Capital:

Capital Item? ☐ Yes ☒ No

If yes, is there a Capital Asset Plan? ☐ Yes ☐ No

If no, explain:

Operational: Current Implications - nil

Future Implications Partners Hall Rental Revenue loss in 2017 value of $1,080 (9 weeks @ $120/week) Marketing support will be requested under existing budget lines in 2017. Marketing of the Marson exhibit will be approved by the artist. Value of rental and marketing will be calculated and may be used as in- kind donation by the Town to leverage funding opportunities by the town. The Town of Huntsville will receive sponsorship recognition by the artist through prominent logo placement as a sponsor of this exhibit. Sales from the exhibit will be subject to 20% commission payable by the artist to the Town of Huntsville to be held in the reserve account created for this purpose “Future Acquisition of Public Art.”

Funding Source 1. Municipal Taxation – exhibit space (loss of $1,080 revenue in 2017 budget) 2. Town staff will endeavour to source grant funding opportunities in collaboration with others to maximize positive impact at lowest possible cost to local ratepayers. No expenditures will be made outside existing budget lines without Council approval in advance. 3. The artist is seeking grant support from non-municipal arts funders to create the body of work.

Insurance / Risk Management Implications n/a

Human Resources Implications Time spent on this this event/initiative will be within status quo allocations for Theatre Manager, Marketing Co-ordinator, Community Development Officer, Manager of Arts, Culture & Heritage, and others as may be assigned via their respective Executive Directors.

Sustainability Implications

Accessibility Implications Partners Hall and Huntsville Civic Square are fully accessible.

Page 86 of 210 Council Strategic Direction (i.e. Approved Plans) Sustainability Unity Plan Goal #6 Social Wellbeing – area is available for public enjoyment Goal #7 Education – area is used for workshops Goal #10 Arts, Culture & Heritage – foster growth through awareness, education, support Community Master Plan, 2011 1.1 Signature Event Tourism 1.3 Local Tourism Initiatives 1.5 More Local Use of Facilities 7.4 Culture & Heritage Cultural Strategy, 2011 1 Mission Statement “The Town of Huntsville ensures the provision of a wide range of arts, culture and heritage opportunities available to residents and visitors alike by working actively in partnership with community organizations and enterprises. These efforts will result in Huntsville being recognized as a leading creative community in Ontario.” 14 Continue to support Group of Seven Outdoor Gallery 22 Create brand for Huntsville as THE Arts and Culture destination in Muskoka 25 Develop Cultural Tourism

Relevant Policies / Legislation / Resolutions 1. CS-09-12, Council Resolution No. 30-12 2. Consolidated Fees and Charges By-Law 2014-117; Amended 2015-34 – Schedule A

Public Notice Required ☐ Yes ☒ No Attachments 1. Exhibition Proposal, Janine Marson 2. OAC Application: CV for Janine Marson 3. Community Services Committee recommendation CS-09-12, February 1, 2012, ratified by Council Resolution 30-12, February 21, 2012 Consultations (to date, more to follow) Janine Marson, Artist Roy MacGregor, Author Joseph Boyden, Author Brenda Wainman Goulet, Sculptor Beverley Hawksley, Artist Virginia Eichhorn, Director & Chief Curator, Tom Thomson Art Gallery, Owen Sound Lisa Spolnik, Marketing Coordinator Matt Huddlestone, Algonquin Theatre Manager Rob Saunders, Huntsville Festival of the Arts General Manager Scott Ovell, Community Development Officer Huntsville / Lake of Bays Chamber of Commerce Cultural Tourism Committee

Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

Teri Souter, Manager of Arts, Choose an item. Kari Lambe, Executive Director of Culture & Heritage Community Services & Economic Development

Report Reviewed by: Human Resources Implications (Executive Director of Human Resources & Corporate Information): ☐ Financial Implications (Manager of Finance/Treasurer): ☐ Insurance / Risk Management Implications (Risk Management & Purchasing Coordinator): ☐ Sustainability Implications (Sustainability Coordinator): ☒

Page 87 of 210 EXHIBITION PROPOSAL Janine Marson

To: Teri Souter, Manager of Arts, Culture and Heritage, The Town of Huntsville.

Teri you have always been at the forefront of innovative projects that highlight the unique artistic merits of this beautiful place we call home. I respect your time, experience and knowledge, and thank you for considering my proposal. I would like to present to you and the Town of Huntsville a proposal to consider that involves showcasing a project I am working on that commemorates the 100 year anniversary in 2017, since the untimely death of Tom Thomson in July of 1917.

CURATORIAL THESIS: I dedicate this body of work to honour Tom by following in the pursuit of truth that he had set for himself. More than ever I feel compelled to paint and document this beautiful place I call home. Nowhere else do I know of where one could find a hundred years later, the same rugged idyllic landscape as it was in the day that Tom and The Group of Seven first set out to paint the Wilderness. My artistic goals are to dig deeper into myself and go out and paint what I see and feel; in short a pursuit of truth and discovery of light, colour and passion. Working on location is the best experience… it’s raw… it’s real. My hope is that my work will inspire others to help protect and preserve it for another 100 years. This project is simply something I need to do. It will be challenging yet rewarding and definitely a labour of love.

My show will be called “Seeing through Tom’s Eyes, a discovery of truth, light and colour.”

MY 2017 TOM PROJECT: To produce 100 - 8x10 oils on birch panels. 100 panels will be completed over the course of 2016 on location and from historical archival references of places where Tom Thomson painted in Algonquin Park. I have researched extensively and spoken with residents of Canoe Lake who have helped me gain a local historical perspective that will guide me to experience first-hand the light and colour that Tom would have experienced.

PROPOSED SHOWSPACE: Partners Hall, The Algonquin Theatre The gallery area of Partners Hall in the Algonquin Theatre is such a good fit for many reasons. It has an intimate setting, is well lit but has comfortable atmosphere for guests to view artwork. I had the privilege of showing my work in Partners Hall with other well-known artists in a show called “Kindred Spirits” during the recent premiere release of the documentary by film director, Bob Hilscher called “Painting the Wilderness of the Oxtongue. One Lake. One River. Tom Thomson and the Group of Seven” We had a wonderful well attended artists’ reception prior to the screening of the film and we received many complements on an organized, beautiful display.

Partners Hall is also a good fit as it is in my hometown, where I graduated from High School, and where I currently maintain an art studio in the historic downtown core where I live and work. I like the fact that people can walk in at street level and it is accessible for all. The beautiful bronze statue of Tom Thomson outside the Algonquin Theatre also makes a great connection to my desire to display my project in Partners Hall. It just all seems so fortuitous. I like the idea of “keepin it local”. Page 88 of 210

SHOW PARTICULARS: I will need about 100 lineal feet as I will have 100 framed 8x10 original oil paintings on birch panels. The slat wall in Partners Hall could accommodate double hanging if needed with pictures staggered one above the other in order to show all 100. I will have all works gallery ready for hanging with professional frames.  Original 8x10 framed artwork will be sold for $300. Each  A Master List of artwork, titles, will be produced prior to the show for security and insurance purposes.  A show guide will be produced by me available to the public and town staff should questions arise. It will also feature supporters with their logos  I am applying for grants to support creating this body of work and credit will be given if I receive.

SUGGESTED SHOW DATES: TBD July, August and perhaps September. July 8th falls on a Saturday in 2017. I would conduct an artists’ talk during an opening reception that could be linked to other related events that could take place in the Algonquin Theatre at the same time or same weekend eg. Roy MacGregor discussing one of his books, public viewing of Films related to Tom Thomson and the Group of Seven such as “Painting the Wilderness of the Oxtongue” and “West Wind” and perhaps even a related performance by local musicians eg. Big East.  I applying to have this body of work shown at The Algonquin Visitors Centre, The Algonquin Art Centre, and the Tom Thomson Gallery in Owen Sound.  I will not know specific dates on these other shows for 2017 for some time, but fully realize the necessary planning it takes and the number of people that need to be involved to make a multimedia event take place in Huntsville.  I would be willing to meet with you to discuss these plans and how they might coordinate with plans you may develop with other events during the same months

ARTIST STATEMENT: I am captivated and search for the truth in light and colour.

I have never lost my childlike sense of awe and wonder of nature. It was a blessing to have grown up on the doorstep to Algonquin Park in the small community of Oxtongue Lake. It was here that a respect and love of the land developed and formed the core of my reason to paint. At age eight, a pivotal meeting of A. J. Casson at my parents resort called Timber Trail on the Oxtongue River, has driven my decision of the heart and pursuit to be an artist. I feel the energy by being out in nature and can certainly relate to Tom Thomson and the Group of Seven as they explored painting the land in fresh new ways. I had always admired the rich tapestry of colour and light woven together in Tom’s Northern River, and felt connected to it in unexplainable ways. While being interviewed by film producer Bob Hilscher for a documentary called “Painting the Wilderness of the Oxtongue. One River. One Lake. Tom Thomson and the Group of Seven” it become clear why I had felt that deep connection. On the same property is the spot where Tom Thomson painted Northern River. Thank you again for your time and consideration of my exhibition proposal. Warm regards, Janine Marson

Page 89 of 210 OAC APPLICATION : CV For Janine Marson Home and studio location: 2-6 West St. N. Huntsville, ON P1H 2B6 Tel: 705.789.6843 janinemarson.blogspot.com ca.linkedin.com/in/janinemarson

EDUCATION

1985 B.A. Fine Art, University of Guelph, in drawing and painting

1981 Design Art-Creative Art Three year diploma, Georgian College of A.A. & tec.

ART EXHIBITIONS

2015 June 27th Kindred Spirits Art Exhibition, Partners Hall, Algonquin Theatre, Huntsville. On the evening premiere release of the documentary, “Painting the Wilderness of the Oxtongue. Tom Thomson and the Group of Seven.” On stage live interview with Be My Guest Host, Peter Jennings.

2014-15 Nov 28/14 to Feb 28/15 “Transition” in group art exhibition at the Eclipse Gallery, Deerhurst Resort.

2014 September 20th Artists’ Day Festival, Oxtongue Lake Community Centre. A selection of work by eight celebrated local artists. Unveiling of the Group of Seven Outdoor Exhibit with guest Margaret Hall, A.J. Casson’s daughter.

2014 The Muskoka Art Collective, group show The Signal North Gallery, Huntsville Train Station, Summer

2014 The Muskoka Art Collective, group show at Bigwin Island Resort, Dining Lounge, Summer - Fall

2014 Guest Artist, BK Gallery in Washago, “Artists of the Land Between”

2013 August Show “Artists of Muskoka” at the artspace in Huntsville.

2013 February 27-April 30 Solo show “Natural Visions” at The Huntsville Public Library

2012 October Solo Show at Muskoka Tourism, Gravenhurst,”Muskoka Colours”

2012 Sept- Group Show at The Algonquin Room, Visitors Centre, Algonquin Park, “Focus, Form and Colour”

2012 Solo Show at Muskoka Arts and Crafts, The Chapel Gallery, Bracebridge, “Reflections of Nature”

2011 Selected to be in The Muskoka Artist Marketplace, Spring One of a Kind Art Show and Sale, Toronto.

2010 Solo Show ‘In the Light” at Renees Café, South River Sept.

2010 Art Shift –Creative Shift, artist selected to partner with Lord and Partners.

1998-12 Exhibited in many art shows through affiliation with The Huntsville Art Society and Muskoka Arts and Crafts.

1998 Exhibited in group shows The Art Guild of Scarborough, at local venues in Toronto. Open Doors – in my Studio.

During my art career I have created, shown and sold my art in solo and group shows, all the while working full time to support myself and my son. Anything worthwhile is worth the hard work. A quote by Winston Churchill has always been my inspiration. “Success is not final, failure is not fatal; it is the courage to continue that counts.”

Page 90 of 210 AWARDS

2012 Best in Show, Peoples’ Choice HAS Spring Show “Spring Ahead” at Hidden Valley, for “Wood Fern Dance”

2010 Best in Show, Peoples’ Choice, The Huntsville Art Society Spring Show, Hidden Valley, for “Spring Light”

2009 Muskoka Heritage Foundation award, Muskoka Arts and Crafts Spring Show April, for “Spring Peeper Heaven”

2008 Members Choice Award, The Huntsville Art Society Spring Members Show For “Two Old Friends”

1998 Best in Show, Pastel, The Art Guild of Scarborough, Arthur Award for “Warm Glow”

OTHER RECOGNITION

2015 Radio interview, Hunters Bay Radio 88.7 “Arts are us” a personal interview about being an artist.

2013 Included in a new book release called “The Artists of Muskoka” Contemporary Artists Wild with Passion by Andrea Hillo. Book signing took place August 22 at The artspace.

2012 Featured artist in Muskoka Life Magazine, July Issue. “A Peaceful Afternoon” Article by Roland Cilliers, All in the Details, pg 24

2007-2013 Selected and commissioned as a mural artist for the Group of Seven Outdoor Gallery in Huntsville, and painted three of my own and assisted with two others including “The Casson Mural” done at The Oxtongue Lake Community Centre in 2012. For more details: www.thegroupofsevenoutdoorgalleries.com

TEACHING EXPERIENCE

2015 June 22-26th Summer Art Instructor, for HSTA at Fleming College in Haliburton, Painting-Colour and Light.

2014 June 22-26th Summer Art Instructor, for HSTA at Fleming College in Haliburton. Painting-Colour and Light.

2013/15 Semi-private art instruction given out of my studio in Huntsville for adults in all drawing and painting media during Fall, Winter and Spring.

2013 Aug 5-9th Summer Art Instructor, for HSTA at Fleming in Haliburton. Watercolour Painting II- Landscapes.

2013 July 22-26th Summer Art Instructor, for HSTA in Huntsville at the Waterloo Summit Centre for the Environment. Taught my course, Painting -Colour and Light.

2013 Summer Workshop Instructor for the Algonquin Art Centre in Algonquin July 9th and Aug 20th

2013 Private Art Instructor in my studio, Drawing and Painting evenings June and July.

2013 Creative Hands, Oxtongue Community Centre. Designed a program for Adults in Drawing, Watercolour and Acrylics Tuesdays 9-11, April, May and June.

Page 91 of 210 2013 January-June. Tuesdays 1-4 Art Instruction for Adults in drawing and painting for Adults at The artspace.

2012 Art Instruction for Adults in drawing and painting at The Huntsville Art Society Gallery, The artspace Tuesdays 1-4 During Sept.Oct.Nov.

2012 Acrylic Workshop full day, in acrylic painting for The Brown Baggers, April 16th

2012 Art Instruction for Adults in painting at All Saints Church, Tuesdays 1-4

2011- 1998 Art Instruction in drawing and painting at various locations throughout the Muskoka region.

2006- 1998 Art Instructor for private groups, art retreats at Limberlost Reserve.

1998-1996 Art Instruction in my own studio in Scarborough for children, adults, seniors.

1996-1992 Designed curriculum and taught art programs for seniors, adults and children in drawing and painting with the Scarborough Bd. Of Ed., Parks and Rec., Cedar Ridge Studio Gallery.

1992- 1990 Art instruction in drawing and painting, Margaret Roseman Gallery, Whitby

1998- 1985 Taught art programs through art stores, Loomis & Toles, Woolfitts Art School, Nautilus Art Supplies, and Praga Industries in Scarborough

1990- 1981 Taught art in several schools, libraries and community centres in Huntsville and Scarborough, at HHS, Irwin P.S., Seneca College, M.L. McConaghy Centre, Richmond Hill, Charles Connor Library, Richmond Hill.

1981 Art Instructor Continuing Education at HHS through Georgian College of A.A.&Tech. During the course of my art career I have designed curriculum, co-ordinated and taught art programs for every level, most recently designing curriculum for credit courses for Fleming College for The Haliburton School of the Arts. I was an art instructor for Seneca College Summer Childrens’ program and was the co-ordinator over the entire program and managed over the 2 other instructors on staff. I have designed and developed art programs for my own studio as well as through the Scarborough Bd. of Ed. and through the Scarborough Parks & Rec. and instructed in local art workshops.

Page 92 of 210

CORPORATION OF THE TOWN OF HUNTSVILLE

Community Service Committee

No. CS-09-12, 2012

Date: Feb. 1, 2012

Moved by: Councillor John Davis

IT IS RECOMMENDED THAT: the Community Service Committee supports, in principle, the celebration and common branding of projects and/or events in support of Tom Thomson’s 100th Anniversary from 2012 to 2017; AND FURTHER THAT: the Town of Huntsville will provide, within existing resources, marketing and awareness support and information communication links between credible partners, which may include but are not limited to:  The Town of Huntsville;  The Huntsville and Lake of Bays Chamber of Commerce;  The Historic Downtown Huntsville BIA;  The Huntsville Festival of the Arts;  Algonquin Park;  Canadian Spirit, Owen Sound;  Tom Thomson Gallery, Owen Sound; and  Other individuals and organizations as they may come forward and be deemed credible and add to the traction of the projects in Huntsville and area;

AND FURTHER THAT: should expenses arise beyond existing resources, approval will first be sought from Committee prior to proceeding;

AND FURTHER THAT: staff be directed to provide the town logo to the credible partners for marketing purposes and to continue to work with the Chamber of Commerce to market this information to the public. ______

CHAIR: Signed by Committee Chair Councillor Tim Withey RATIFIED BY Council Resolution #30-12, February 21, 2012 moved by Councillor Tim Withey, Seconded by Councillor Karin Terziano, signed by Mayor Claude Doughty.

Page 93 of 210 Town of Huntsville Staff Report Division: Community Services Date Prepared: September-15-15 Meeting Date: September-30-15 To: General Committee Author: Kari Lambe, Executive Director of Community Services & Economic Development Choose an item. Choose an item. Subject: Community Halls – summary of use

Report # CS-2015-87 Confidential: No

RECOMMENDATION: Requires Action

It is recommended that staff continue discussions with each Hall Committee and or tenant to formalize an operating model and terms of reference acceptable by all.

Background

The management and operation of Community Halls has been an ongoing discussion since 2006. Recently staff were asked to provide detail of how each hall is currently utilized.

Discussion

It has been discussed at Council that the Hall Committee’s become independent not-for-profit organizations similar to the “Friends of…” concept. The Mayor and various members of Council have met with each Community Hall Committee to discuss this option. It is understood that each Hall Committee supported this idea.

See the attached report.

Financial Implications

Capital:

Capital Item? ☒ Yes ☐ No

If yes, is there a Capital Asset Plan? ☒ Yes ☐ No

If no, explain:

Operational:

Current Implications

Financial information is provided within the attached report.

Future Implications

Page 94 of 210 Funding Source

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Insurance / Risk Management Implications

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Human Resources Implications

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Sustainability Implications

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Accessibility Implications

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Council Strategic Direction (i.e. Approved Plans)

Strategic Objective 2014-2018: - Fiscal Restraint

Community Master Plan: 1.5 More Local Use of Facilities 4.0 Improve Customer Service 4.1 More Communications 4.2 Higher Standards 5.0 Maintain Excellent Low Tax Rate 6.2 Parks and Recreation 7.1 Environment and Sustainability 7.2 Financial Structure & Operating Partnerships 7.5 Recognition

Unity Pan: Goal #4 Transportation Goal #6 Social Well-being Goal #8 Public Health & Health Care Goal #9 Healthy Active Community Goal #10 Arts, Culture & Heritage

Relevant Policies / Legislation / Resolutions

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Public Notice Required

☐ Yes ☒ No

Attachments

Community Halls Summary of Use 2015 Appendix A Brunel Hall Lease Appendix B Terms of Reference for Aspdin, Port Sydney, Utterson/Stephenson and Brunel Hall Committee’s Appendix C 2015 Hall Booking Summary

Page 95 of 210 Consultations

Brian Crozier, Property Manager Hall Committees (obtained usage information from each hall committee) Executive Management Team

Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

SIGNED SIGNED

Kari Lambe, Executive Director of Choose an item. Denise Corry, Chief Administrative Community Services & Economic Officer Development

Report Reviewed by:

Page 96 of 210 Schedule "A"

Community Halls Summary of Use 2015

Presented: September 30, 2015

Author: Kari Lambe, Executive Director of Community Services

Page 97 of 210 Table of Contents

1. Hall Overview Page 3

2. Hall Committee Structure Page 5

3. Summary of Use Page 6

4. Financials Page 7

5. Community Hall Operations & Management Page 8

Appendix A: Muskoka Montessori Lease

Appendix B: Hall Committee Terms of Reference

Appendix C: 2015 Hall Booking Summary

Community Halls Summary of Use 2015 Page 2 of 8

Page 98 of 210 HALL OVERVIEW & OPERATIONAL STRUCTURE

Aspdin Hall - Capacity 53 - Full kitchen facility - Suitable for meetings, dinners, small group activities, community events

Hall Committee manages all bookings, programs, etc.

Property Department manages the physical asset including day to day cleaning.

Rentals rates/fees are not included in the Town of Huntsville Fees & Charges Bylaw. Rates are set by the Hall Committee and charged accordingly. Any special negotiated rates are presented to the Hall Committee for approval.

Port Sydney Hall (607 Muskoka Road 10) - Capacity 221 - Full kitchen facility - Stage - 60 foot deck overlooking Mary Lake - Suitable for meetings, dances, programs, physical activities, classes, community events - Accessible facility

Through the Town of Huntsville, the Hall Committee has hired a part time Customer Service Representative who is responsible for booking the hall. This includes completing contracts, confirming insurance requirements for all bookings, managing payment, etc.

Property Department manages the physical asset including day to day cleaning and weekly water testing.

Customers are responsible for the set-up, tear-down and clean-up after their rental.

Rental Rates/fees are included in schedule D of the Fees & Charges Bylaw. However the Hall Committee will approve special negotiated rates when necessary. The following are the fees listed in the bylaw approved late 2014.

Port Sydney Hall (2015) Weekend Daily 1-3 hours Daily 1-6 hours (Fri 6pm-Sun 1pm) Monday to Thursday $50 $100 Friday to Sunday $100 $200 Full Weekend $600 Commercial $200 $300

Utterson/Stephenson Community Hall (32 Township Road) - Capacity 150 - Full kitchen facility - Air conditioned - Stage

Community Halls Summary of Use 2015 Page 3 of 8

Page 99 of 210 - Suitable for meetings, dances, programs, physical activities, classes, community events - Accessible facility - Utterson Live Wires have space at back (lease with Town of Huntsville)

Property Department manages the physical asset including day to day cleaning and weekly water testing.

Customers are responsible for the set-up, tear-down and clean-up after their rental.

Utterson/Stephenson Hall 2015 All rates include use of kitchen facilities Daily, 1 hour or less $30 Daily, up to 4 hours $100 Daily, up to 8 hours $225 Daily, over 8 hours (Monday to Thursday) $275 Weekend (Friday 6pm top Sunday 8am if available) $350 Weekend (Friday noon to Sunday noon if available) $400 Deposit $100

Brunel Hall (North Mary Lake Road)

The Town of Huntsville has a lease agreement with the Muskoka Montessori School for exclusive use of the facility year round (see appendix A). The lease outlines financial responsibilities of both the landlord and the tenant.

Community Halls Summary of Use 2015 Page 4 of 8

Page 100 of 210 HALL COMMITTEE STRUCTURE

Each hall with the exception of Brunel Hall has a Hall Committee. These committees are Adhoc Committees of Council. Each committee has a Terms of Reference that governs how they operate (see Appendix B). As Brunel Hall has a full-time tenant using the entire facility/site no Hall Committee was established with the new term of council December 1, 2014.

Community Halls Summary of Use 2015 Page 5 of 8

Page 101 of 210 SUMMARY OF USE

The following is a summary of hall use for 2015.

Programming Rental Hall Committee Use Aspdin Hall 104 days 30 days 13 days Port Sydney Hall 83 days 122 days 25 days Utterson/Stephenson Hall 103 days 154 days 12 days See Appendix C for a full detail of hall use for by day in 2015.

Community Halls Summary of Use 2015 Page 6 of 8

Page 102 of 210 FINANCIALS

The following figures include the complete budget per hall for operations (both hall committee and property department).

Aspdin Hall 2014 Budget 2014 Actual 2015 Budget 2015 Forecast* Revenue -$5,940 -$5,214 -$5,940 -$5,940 Operational Expense $24,132 $17,375 $23,798 $24,298 including SWB Capital Expense $0 $0 $74,100 $74,100 Net Levy $17,728 $13,695 $17,448 * based on Q2 forecast Note: Not included above for Aspdin Hall is $100,000 required to bring hall up to accessibility standards.

Port Sydney Hall 2014 Budget 2014 Actual 2015 Budget 2015 Forecast* Revenue -$33,000 -$38,808 -$37,700 -$37,700 Operational Expense $33,000 $54,954 $37,700 $37,700 including SWB Capital Expense $0 $10,672 $11,100 $3,389 Net Levy $24,555 **$28,886 $28,286 * based on Q2 forecast ** includes $4,977 amortization expense

Utterson/ 2014 Budget 2014 Actual 2015 Budget 2015 Forecast* Stephenson Hall Revenue -$8,000 -$33,224 -$10,000 -$19,529 Operational Expense $44,038 $65,243 $46,510 $46,542 including SWB Capital Expense $48,00 $57,878 $45,770 $37,945 Net Levy $26,138 $37,487 $26,413 * based on Q2 forecast

Brunel Hall 2014 Budget 2014 Actual 2015 Budget 2015 Forecast* Revenue -$26,648 -$26,648 -$26,648 -$26,648 Operational Expense $22,051 $28,458 $19,192 $27,291 including SWB Capital Expense $0 $79,905 $18,800 $11,089 Net Levy $14,151 -$48,759 -$74 * based on Q2 forecast

Community Halls Summary of Use 2015 Page 7 of 8

Page 103 of 210 COMMUNITY HALL OPERATIONS AND MANAGEMENT

Recommendation: It is recommended that staff continue discussions with each Hall Committee and or tenant to formalize an operating model and terms of reference acceptable by all.

An approved terms of reference would be established between each of the Friends organizations and the Town of Huntsville defining the partnership. The Town of Huntsville would assume full responsibility for the halls including the day to day operations: - Programming o No ability for current staff to oversee this, would require additional resources - Sales and customer service o Currently Town of Huntsville sales (not including the Algonquin Theatre and Muskoka Heritage Place) are managed out of the Canada Summit Centre through the Manager of Sales and Customer Service. Assuming sales/rentals for the community halls would mean additional resources to manage such things as inquiries, site inspections, contracting, etc. - Day to day management including but not limited to cleaning, maintenance, on-site management of bookings, etc.

At this time it is difficult to establish the costs associated to such an operating model, however there would be additional expenses for the Town of Huntsville as currently many tasks are done by the Hall Committee as volunteers.

Should it be Council’s wish for the Town of Huntsville to assume day to day operations of the halls an operational model and business plan would need to be created based on goals established by Council.

Brunel Hall is different than Aspdin, Port Sydney and Utterson/Stephenson Hall due to the full time lease with Muskoka Montessori School. The lease expires in 2018. At that time the tenant has the right to renew for an additional 5 years taking the term to 2023.

Community Halls Summary of Use 2015 Page 8 of 8

Page 104 of 210 Schedule "A"

THIS AGREEMENTis made ..L_. day of 0 cl 0bctL, 20_13

BETWEEN

THE CORPORATIONOF THE TOWN OF HUNTSVILLE

(the "Landlord")

-and-

THE MUSKOKA MONTESSORISCHOOL

(the "Tenant")

WHEREAS:

a) The Landlord owns and operates the Muskoka Montessori School at 228 Chubb Lake Road, in the Town of Huntsville, in the District Municipality of Muskoka, known as the Brunel Hall (the "Centre"); and

b) The Tenant desires to lease space in the Centre for the purpose of providing an elementary and pre• school service.

NOW THEREFORE this agreement (the "Lease") witnesses that in consideration of the mutual rights and obligations herein expressed and for other good and valuable consideration (the receipt and sufficiency of which are hereby acknowledged) the parties agree as follows:

1. GRANT OF LEASE

The Landlord grants to the Tenant a lease for the Centre, shown cross-hatched on Schedule 'A' attached, for the purpose of providing an elementary and pre-school service, the said space being hereinafter collectively referred to as the "Premises" a) at the Rent set forth in Section 2; b) for the Term set forth in Section 3; and c) subject to the conditions and in accordance with the covenants, obligations and agreements herein.

2. RENT

1) Rent means the amounts payable by the Tenant to the Landlord pursuant to this Section and includes Additional Rent. 2) The Tenant convenants to pay to the Landlord, during the Term of this Lease, a fixed annual rent of $22,248.00 per annum, payable monthly in advance in equal instalments of $1854.00 on the 151 day of each and every month, commencing on the first day of the Term plus all taxes, rates and duties whatsoever, whether or not in existence at the commencement of the Term, imposed or levied by any taxing authority, with respect to the Rent payable by the Tenant to the Landlord, plus applicable Harmonized Sales Tax.

Muskoka Montessori School Lease 2013 Page 1of11

Page 105 of 210 3) All payments to be made by the Tenant pursuant to the Lease shall be delivered to the Landlord at the Landlord's address for service set out in Section 15 or to such other place as the Landlord may from time to time direct in writing. 4) All Rent in arrears and all sums paid by the Landlord for expenses incurred which would have been paid by the Tenant shall bear interest from the date payment was due, or made, or expense incurred at a rate per annum equal to the prime commercial lending rate of the Landlord's bank plus two (2) per cent. 5) The Tenant acknowledges and agrees that the payments of Rent and Additional rent provided for in this Lease shall be made without any deduction for any reason whatsoever unless expressly allowed by the terms of this lease or agreed to by the Landlord in writing; and no partial payment by the Tenant which is accepted by the Landlord shall be considered as other than a partial payment on account of Rent owing and shall not prejudice the Landlord's right to recover any Rent owing.

3. TERM AND POSSESSION

1) The Tenant shall have possession of the Premises for a period of five (5) years, commencing on the 1st day of September, 2013 and ending on the 31st day of August, 2018, (the "Term"). 2) Subject to the Landlord's rights under this Lease, and as long as the Lease is in good standing the Landlord covenants that the Tenant shall have quiet enjoyment of the Premises during the Term of this Lease without any interruption or disturbance from the Landlord or any other person or persons lawfully claiming through the Landlord.

4. ASSIGNMENT,SUBLETIING AND CHANGE OF CONTROL

1) The Tenant shall not permit any assignment of this Lease in whole or in part, or any subletting of all or any part of the Premises, or any mortgage, pledge, hypothecation, charge or other encumbrance of this Lease or of this Lease or of the Premises or any part thereof, or any occupation or, or parting with or sharing possession, in any manner whatsoever, of all or any part of the Premises by any person, including any individual, partnership, firm, company, corporation, or any other entity, (collectively "Transfer") unless it first obtains the consent of the Landlord in writing, which consent shall not be reasonably withheld. Despite any provision of this Lease or any statutory provision or other law to the contrary, including, without limitation, the provisions of Section 23 of the Commercial Tenancies Act, R.S.O. 1990, c. L. 7, as amended, including any further amendments thereto, or any statue which replaces or supercedes that Act, it shall not be unreasonable for the Landlord to refuse to give its consent if, after considering (in addition to any statutory or common law tests in respect of the withholding of consent) all or any of the following criteria, in the Landlord's opinion:

i. the person to whom a Transfer is or is to be made (the "Transferee") does not have a good reputation or a history of successful management and operation or a business substantially the same as that to be operated by the Tenant in the Premises in the manner set out in this Lease; ii. the Transferee does not have a good credit rating and a substantial net worth; iii. the Landlord does not receive sufficient information, material, books or records from the Tenant or the Transferee (or any shareholder of the Tenant of Transferee, in the Landlord's opinion, to make a determination concerning any of the matters set out above.

Muskoka Montessori School Lease 2013 Page 2of11

Page 106 of 210 ! 2) The consent of the Landlord to a Transfer, if granted, shall not operate as a waiver of the necessity for consent to any subsequent Transfer.

3) The prohibition against a Transfer shall be construed to include a prohibition against any Transfer by operation of law.

4) Any consent granted by the Landlord to any assignment by the Landlord shall be conditional upon the assignee, sublessee or occupant executing a written agreement directly with the Landlord agreeing to be bound by all the terms of this Lease as if the assignee, sublessee or occupant had originally executed this Lease as Tenant.

5) Any consent given by the Landlord to any assignment or other disposition of the Tenant's interest in this Lease or in the Premises shall not relieve the Tenant from his obligations under this Lease, including the obligation to pay Rent as provided for herein.

6) If the part originally entering into this Lease as Tenant, or any party who subsequently becomes the Tenant by way of assignment or sublease or otherwise as provided for in this Lease, is a corporation then:

a. The Tenant shall not be entitled to deal with its authorized or issued capital or that of an affiliated company in any way that results in a change I the effective voting control of the Tenant unless the Landlord first consents in writing to the proposed change: b. If any change is made in the control of the Tenant Corporate without the written consent of the Landlord then the Landlord shall be entitled to treat the Tenant as being in default and to exercise the remedies stipulated in paragraph 17 (2) of this Lease and any other remedies available in law; c. The Tenant agrees to make available to the Landlord or its authorized representatives the corporate books and records of the Tenant for inspection at all reasonable times, to ascertain to the extent possible whether there has been a change of control.

5. USE

1) During the Term of this Lease, and any renewal thereof, the Premises shall not be used for any purpose other than as set out in Section 1 of this Lease.

2) The Tenant shall not do or permit to be done as the Premises anything which may:

a. Constitute a nuisance; b. Cause damage to the Premises; c. Cause injury or annoyance to occupants of neighbouring premises; d. Make void or voidable any insurance upon the Premises; e. Constitute a breach of any by-law, statute, order or regulation of any municipal, provincial or other competent authority relating to the Premises.

Muskoka Montessori School Lease 2013 Page 3of11

Page 107 of 210 6. UTILITIES & SERVICES

1) The Landlord shall provide and pay the cost of supplying electricity, gas, water, sanitary sewer, heating and ventilation used or consumed in or with respect to the Premises, but shall not be responsible for any loss or damage of any nature resulting from the interruption or failure of such utilities or services. The Tenant agrees to practise reasonable energy conservation measures in order to minimize the consumption of energy whenever possible. 2) The Landlord shall provide garbage collection, lawn and yard maintenance, and snow removal. 3) The Landlord shall provide appropriate supplies and cleaning services in connection with community events or use of the grounds unrelated to the Tenants activity.

7. PROPERTY TAXES

The Tenant shall be responsible for all property taxes, if any, with respect to the Premises.

8. REPAIR AND MAINTENANCE

1) The Landlord shall be responsible for the repair and maintenance of hard services and matters of capital nature, including repair and maintenance of the furnace and heating system, the well and the septic system, roof, eavestrough, electrical and plumbing, floors, doors, windows, hot water heater, exterior building repairs. 2) The Tenant shall be responsible for repair and maintenance of matters of a non-capital nature resulting from normal wear and tear by the tenant. The Tenant covenants that during the term of this Lease and any renewal thereof the Tenant shall maintain the Premises including all alterations and additions made thereto in a good state of repair. The Tenant shall, with or without notice, promptly make all needed repairs and all necessary replacements as would a prudent owner. 3) The Tenant shall permit the Landlord or a person authorized by the Landlord to enter the Premises to examine the condition thereof and view the state of repair at reasonable times: a. And if upon such examination repairs are found to be necessary, written notice of the repairs required shall be given to the Tenant by or on behalf of the Landlord and the Tenant shall make the necessary repairs within the time specified in the notice; b. And if the Tenant refuses or neglects to keep the Premises in good repair the Landlord may, but shall not be obligated to, make any necessary repairs, and shall be permitted to enter the Premises, by its servants or agents, for the purpose of effecting the repairs without being liable to the tenant for any loss, damage or inconvenience to the Tenant in connection with the Landlord's entry and repairs; and if the Landlord makes repairs the Tenant shall pay the cost of them immediately as Additional Rent. 4) Upon the expiry of the Term or other determination of this Lease the Tenant agrees peaceably to surrender the Premises, including any alterations or additions made thereto, to the Landlord in a state of good repair, reasonable wear and tear expected. 5) The Tenant shall immediately give written notice to the Landlord of any substantial damage that occurs to the Premises from any cause.

9. ALTERATIONS AND ADDITIONS

1) If the Tenant, during the Term of this Lease or any renewal of it, desires to make any alterations or additions to the Premises, including but not limited to; erecting partitions, attaching

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Page 108 of 210 equipment, and installing necessary furnishings or additional equipment of the Tenant's business, the Tenant may do so at his own expense, at any time and from time to time, if the following conditions are met: a. At least thirty (30) days before undertaking any alteration or addition that Tenant shall submit to the Landlord a plan showing the proposed alterations or additions unless the Landlord has approved the plan, and the Landlord shall not unreasonably or arbitrarily withhold its approval; and items included in the plan which are regarded by the Tenant as "Trade Fixtures" shall be designated as such on the plan; b. Any and all alterations or additions to the Premises made by the Tenant must comply with all applicable building code standards and by-laws of the municipality in which the Premises is located. 2) The Tenant shall be responsible for and pay the cost of any alterations, additions, installations or improvements that any governing authority, municipal, provincial or otherwise, may require to be made in, on or to the Premises. 3) No sign, advertisement or notice shall be inscribed, painted or affixed by the Tenant, or any other person on the Tenant's behalf, on any part of the inside or outside of the building in which the Premises are located unless the sign, advertisement or notice has been approved in every aspect by the Landlord, acting reasonably. 4) All alterations and additions to the Premises made by or on behalf of the Tenant other than the Tenant's Trade Fixtures, shall immediately become the property of the Landlord without compensation to the Tenant. 5) The Tenant agrees, at his own expense and by whatever means may be necessary, immediately to obtain the release or discharge of any encumbrance that may be registered against the Landlord's property in connection with any additions or alterations to the Premises made by the Tenant or in connection with any other activity of the Tenant. 6) If the Tenant has complied with his obligations according to the provisions of this Lease, the Tenant may remove his Trade Fixtures at the end of the Term or other termination of this Lease and the Tenant covenants that he will make good and repair or replace as necessary any damage caused to the Premises by the removal of the Tenant's Trade Fixtures. 7) Other than as provided in paragraph 10 (6) above, the Tenant shall not, during the Term of this Lease or any renewal thereof, remove from the Premises any Trade Fixtures or other goods and chattels of the Tenant except in the following circumstances; a. The removal is in the ordinary course of business; b. The Trade Fixture has become unnecessary for the Tenant's business or is being replaced by a new or similar Trade Fixture; or c. The Landlord has consented in writing to the removal; But in any case the Tenant shall make good any damage caused to the Premises by the installation or removal of any Trade Fixtures, equipment, partitions, furnishings and any other objects whatsoever brought onto the Premises by the Tenant. 8) The Tenant shall, at his own expense, if requested by the Landlord, at the end of the lease term remove any or all additions or improvements made by the Tenant to the Premises during the Term and shall repair all damage caused by the installation or the removal of both. 9) The Tenant shall not bring onto the Premises or any part of the Premises any machinery, equipment or any other thing that might in the opinion of the Landlord, by reason or its weight, size or use, damage the Premises or overload the floors of the Premises; and if the Premises are damaged or overloaded the Tenant shall restore the Premises immediately or pay to the Landlord the cost of restoring the Premises.

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Page 109 of 210 10. INDEMNIFICATIONAND INSURANCE

1) The Tenant covenants to keep the Landlord indemnified against all claims and demands whatsoever by any person, whether in respect of damage to person or property, arising out of or occasioned by the maintenance, use or occupancy of the Premises and arising from, relating to or occurring in, upon or at any part of the Centre (other than the Premises) occasioned in whole or in part by any fault, default, negligence, act or omission by the Tenant, or any of its officers, agents, servants, employees, contactors and all other persons over whom the Tenant (I) may reasonably be expected to exercise control, and (II) is in law responsible; and the Tenant agrees that the foregoing indemnity shall survive the termination of this Lease notwithstanding any provisions of this Lease to the contrary. 2) The Tenant shall carry insurance in his own name to provide coverage with respect to the risk of business interruption to an extent sufficient to allow the Tenant to meet its ongoing obligations to the Landlord and to protect the Tenant against loss of revenues. 3) The Tenant shall carry insurance in its own name insuring against the risk of damage to the Tenant's property within the Premises caused by fire or other perils and the policy shall provide for coverage on a replacement cost basis to protect the Tenant's stock-in-trade, equipment, Trade Fixtures, decorations and improvements. 4) The Tenant shall carry comprehensive public liability and property damage insurance with a minimum liability per occurrence of $5,000,000 in which policy the Landlord shall be a named insured and the policy shall include a cross-liability endorsement; and the Tenant shall provide the Landlord with a copy of the policy.

11. DAMAGE TO THE PREMISES

1) If the Premises or the building in which the Premises are located, are damaged or destroyed, in whole or in part, by fire or other peril, then the following provisions shall apply: a. If the damage or destruction renders the Premises unfit for occupancy and impossible to repair or rebuild using reasonable diligence within 120 clear days from the happening of such damage or destructions, then the Term hereby granted shall cease from the date the damage or destruction occurred, and the Tenant shall immediately surrender the remainder of the Term and give possession of the Premises to the Landlord, and the Rent from the time of the surrender shall abate; b. If the Premises can with reasonable diligence be repaired and rendered fit for occupancy within 120 days from the happening of the damage or destruction, but the damage renders the Premises wholly unfit for occupancy, then the rent hereby reserved shall not accrue after the day that such damage occurred, or while the process of repair is going on, and the Landlord shall repair the Premises with all reasonable speed, and the Tenant's obligation to pay Rent shall resume immediately after the necessary repairs have been completed; c. If the leased Premises can be repaired within 120 days as aforesaid, but the damage is such that the leased Premises are capable of being partially used, then until such damage has been repaired, the Tenant shall continue in possession and the Rent shall abate proportionately. 2) Any questions as to the degree of damage or destruction or the period of time required to repair or rebuild shall be determined by an architect retained by the Landlord. 3) Apart from the provisions of Section 12(1) there shall be no abatement from or reduction of the Rent payable by the Tenant, nor shall the Tenant be entitled to claim against the Landlord for

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Page 110 of 210 \ any damages, general or special, caused by fire, water, sprinkler systems, partial or temporary failure or stoppage of services or utilities which the Landlord is obliged to provide according to this Lease, from any cause whatsoever. 4) The Tenant shall be liable for any damage done by reason of water left running from the taps in the premises or from gas permitted to escape therein, except for those times when the premises are in control of the Landlord.

12. ACTS OF DEFAULT AND LANDLORD'SREMEDIES

1) An Act of Default has occurred when: a. The Tenant has failed to pay Rent for a period of 15 consecutive days, regardless of whether demand for payment has been made or not; b. The Tenant has breached his covenants or failed to perform any of his obligations under this Lease; and i. The Landlord has given notice specifying the nature of the default and the steps required to correct it; and ii. The Tenant has failed to correct the default within a reasonable period of time as required by the notice; c. The Tenant has; i. Become bankrupt or insolvent or made an assignment for the benefit of Creditors; ii. Had its property seized or attached in satisfaction of a judgement; iii. Had a receiver appointed; iv. Committed any act or neglected to do anything with the result that a Construction Lien or other encumbrance is registered against the Landlord's property, which the Tenant has failed to remove promptly upon receiving notice of same; v. Without the consent of the Landlord, made or entered into an agreement to make a sale of its assets to which the Bulk Sales Act applies; vi. Take action if the Tenant is a corporation, with a view to winding up, dissolution or liquidation; d. Any insurance policy is cancelled or not renewed by reason of the use or occupation of the Premises, or by reason of non-payment of premiums; e. The Premises; i. Become vacant or remain unoccupied; or ii. Are used by any other person or persons, or for any other purpose than as provided for in this Lease without the written consent of the Landlord. 2) When an Act of Default on the part of the Tenant has occurred: a. The current month's rent together with the next three months' rent shall become due and payable immediately; and b. The Landlord shall have the right to terminate this Lease and to re-enter the Premises and deal with them as he may choose. 3) If, because an Act of Default has occurred, the Landlord exercises his right to terminate this Lease and re-enter the Premises prior to the end of the Term, the Tenant shall nevertheless be liable for payment of Rent and all other amounts payable by the Tenant in accordance with the Provisions of this Lease until the Landlord has re-let the Premises or otherwise dealt with the Premises in such manner that the cessation of payments by the Tenant will not result in loss to the Landlord; and the Tenant agrees to be liable to the Landlord, until the end of the Term of

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Page 111 of 210 this Lease for payment of any difference between the amount of Rent hereby agreed to be paid for the Term hereby granted and the Rent any new Tenant pays to the Landlord. 4) The Tenant covenants that notwithstanding any present or future Act of the Legislature of the Province of Ontario, the personal property of the Tenant during the term of this Lease shall not be exempt from levy by distress for Rent in arrears: a. And the Tenant acknowledges that it is upon the express understanding that there should be no such exemption that this Lease is entered into, and by executing this Lease: i. The Tenant waives the benefit of any such legislative provisions which might otherwise be available to the Tenant in the absence of this agreement; and ii. The Tenant agrees that the Landlord may plead this covenant as an estoppel against the Tenant if an action is brought to test the Landlord's right to levy distress against the Tenant's property. 5) If, when an Act of Default has occurred, the Landlord chooses not to terminate the Lease and re• enter the Premises, the Landlord shall have the right to take any and all necessary steps to rectify any or all Acts of Default of the Tenant and to charge the costs of such rectification to the Tenant and to recover the costs as Rent. 6) If, when an Act of Default has occurred, the Landlord chooses to waive his right to exercise the remedies available to him under this Lease or at law the waiver shall not constitute condonation of the Act of Default, nor shall the waiver be pleaded as an estoppel against the Landlord to prevent his exercising his remedies with respect to a subsequent Act of Default: No covenant, term, or condition of this Lease shall be deemed to have been waived by do Landlord unless the waiver is in writing and signed by the Landlord.

13. TERMINATION AT END OF TERM

1) The Tenant agrees to permit the Landlord during the last three months of the Term of this Lease to show the Premises to prospective new tenants and to permit anyone having written authority of the Landlord to view the Premises at reasonable hours. 2) If the Landlord remains in possession of the Premises after termination of this Lease as aforesaid and if the Landlord then accepts rent for the Premises from the Tenant, it agreed that such overholding by the Tenant and acceptance of Rent by the Landlord shall create a monthly tenancy only but the tenancy shall remain subject to all the forms and conditions of this Lease except those regarding the term.

14. RIGHT OF RENEWAL

1) Provided that the Tenant is not in default hereunder, upon notice in writing given to the Landlord not later than three (3) months prior to the expiration of the initial Term hereof, the Tenant shall have the right to renew this Lease for a further term of five (5) years (the "Renewal Term") upon and same terms and conditions save and except the amount of Rent payable and right of renewal provisions. 2) During the Renewal Term, the annual Rent payable by the Tenant to the Landlord shall be the lesser of: a. The annual Rent payable by the Tenant to the Landlord during the initial Term hereof, plus 8% thereof; or b. The annual Rent payable by the Tenant to the Landlord during the initial Term hereof increased by an amount equal to the percentage increase in the "all items index" of the

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Page 112 of 210 Consumer Price Index published by Statistics Canada for Ontario (the "Index") for the five year period ending with the most recent month for which the Index is available on the first day of the First Renewal Term. If the Index be revised or discontinued, there shall be substituted therefor (and deemed to be the Index) for the purpose of this Section): a. The revised Index, if any, modified by such adjustments as shall be required to produce substantially equivalent results in the comparisons above provided for; or b. If there shall be no such revised Index, a comparable statistic based upon changes of the cost of living or purchasing power of the consumer dollar published by any other government agency, or if not statistic shall exist, then a comparable statistic compiled and published by a responsible Canadian financial periodical; however, if the parties do not agree as to such substitute Index, the dispute shall be resolved by arbitration pursuant to the Arbitration Act of Ontario.

15. NOTICE

1) Any notice required or permitted to be given by one party to the other pursuant to the terms of this Lease may be served by personal delivery to an officer of the party or given prepaid registered mail sent:

To the Landlord addressed to Clerk, Town of Huntsville, 37 Main Street East, Huntsville, ON, PlH lAl.

To the Tenant, addressed to Timo Bijl, Muskoka Montessori School, 228 Chubb Lake Road, Huntsville, Ontario, PlH 1S4.

2) The above addresses may be changed at any time by giving ten (1) days written notice. 3) Any notice given by one party to the other in accordance with provisions of this Lease shall be deemed conclusively to have been received on the date delivered if the notice is served personally or seventy-two (72) hours after mailing if the notice is mailed by prepaid registered mail within Ontario.

16. REGISTRATION

The Tenant shall not at any time register notice of or a copy of this Lease on title to the property of which the premises form part without consent of the Landlord.

17. INTERPRETATION

1) The words importing the singular number only shall include the plural, and vice versa, and words importing the masculine gender shall include the feminine gender, and words importing persons shall include firms and corporations and vice versa. 2) Unless the context otherwise requires, the word "Landlord" and the word "Tenant" wherever used herein shall be construed to include the successors and assigns of the Landlord and Tenant, respectively. 3) When there are two or more Tenants bound by the same covenants herein contained, their obligations shall be joint and several.

Muskoka Montessori School Lease 2013 Page 9of11

Page 113 of 210 In Witness of the foregoing covenants the Landlord and the Tenant have executed this lease.

By: Name: Title:

By: Name: Denise Corry Title: Clerk We have authori to bind the Corporation

MUSKOKA MONTESSORISCHOOL

By: Na~ Tit .

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Page 114 of 210 SCHEDULE A

That part of Lot 11, Concession 13, Township of Brunel, now Town of Huntsville, District Municipality of Muskoka, known municipally as 228 Chubb Lake Road and bearing tax roll number 44-42-060-01 5-09800.

Muskoka Montessori School Lease 2013 Page 11of11

Page 115 of 210 @) Northbridge DATE (MM/DD/YYYY) Insurance CERTIFICATE OF LIABILITY INSURANCE 7/18/2013 INSURANCE IS PROVIDED BY Northbridge General Insurance Corporation (HEREINAFTER Policy CALLED THE INSURER). Number: 0620892 This is to certify to: Polley Elfectlve Date: The Corporation of the Town of Hunstsville (MMIDDIYYYY): 08/18/2013 100 Brunel Road Huntsville, ON Polley Expiry Date: that policy of insurance herein described has been issued to the Insured named below and is in force at this date. (MM/DOIYYYY): 08/18/2014 Name of Insured: MUSKOKA MONTESSORI ELEMENTARY SCHOOL THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATIONONLY AND CONFERS NO RIGHTS Address of Insured: 228 CHUB LAKE ROAD, HUNTSVILLE, ON P1H1S4 UPON THE CERTIFICATE HOLDER. Location and Operations to which this Certificate applies: THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 228 CHUB LAKE ROAD, HUNTSVILLE, ON P1H1S4 ALTER THE COVERAGE AFFORDED BY THE POLICY. THE POLICY OF INSURANCE HAS BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICY DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICY. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ADOITIONAL TYPEOF INSURANCE LIMTS INSURED ~ GENERALLIABILITY EAQ-1 OCCURRENCE $5,000,000 ~ COMMERCIALGENERAL LIABILITY PERSONAL& ADVERTISINGINJURY $5,000,000 ~OCCURRENCE D a.AIMS MADE PROOUCTS -COMA.ETEDCf'ERATIONS AGGREGATE $5,000,000 D GENERALAGGREGATE $5,000,000 GENERALAGGREGATE LIMIT APPLIES PER : MEDICALEXPENSE (ANY ONE PERSON) $25,000 ~POLICY D PROJECT ~LOCATION TENANT'S LEGALLIABILITY {EACH PREMISES) $2,000,000 I&) NON-OWNEDAUTO NON-OWNEDAUTO $5,000,000 EMPLOYER'SLIABILITY D EAQ-1 PERSON I&) BODILYIN JURY D EACH ACCIDENT D AUTOMOBILELIABILITY COMBINED SINGLELIMIT (EACH ACC IDENT) DALL OWNEDAUTOS D SCHEDULEDAUTOS D HIREDAUT OS D NON-0\NNEDAUTOS D LEASEDAUTOS D GARAGELIABILITY 0 AUTO- EACH ACCIDENT 0ANYAUTO D EACH ACCIDENT EXCESS/UMBRELLALIABILITY EACH OCCURRENCE D D OCCURRENCE D CLAIMSMA DE D AGGREGATE OTHER

DESCRIPTIONOF OPERATIONSI LOCATIONSI VEHICLES I EXCLUSIONSADDED BY ENDORSEMENTI SPECIAL PROVISIONS The Corporation of the Town of Hunstsville added with respect to liabilitya rising from insured operations

CANCELLATION SHOULD THE ABOVE DESCRIBED POLICY BE CANCELLED BEFORE THE EXPIRATION DATE, THE INSURER WILL ENDEAVOR TO MAIL _]Q_ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED ABOVE, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZEDREPRESENTATIVE Tammy Kalverda fl CCV Insurance & Financial Services Inc. 32 Queen St. W, Brampton, ON, L6X1A1 ~o.tt;.e~ (905) 459-6066 Certificate-Uability-English-10-201o

Page 116 of 210 Schedule "B"

STEPHENSON COMMUNITY HALL AD HOC COMMITTEE – TERMS OF REFERENCE

Town of Huntsville Ad Hoc Stephenson Community Hall Effective Date: December 22, 2014 Committee: Approved by: Resolution No. XX-14 Expiry Date: November 30, 2018

Background:

Working under the authority of the Procedural By-law approved by Council, the Stephenson Community Hall Ad Hoc Committee is appointed by Council to carry out the following responsibilities:

 To oversee the operation and management of designated Community Centre under the authority of the Council.  To govern the operation of the Centre according to generally recognized democratic principles.  To ensure that proper monthly records of revenues and expenditures are maintained in accordance with established protocol by the Manager of Finance/Treasurer of the Town of Huntsville. These records will be included in the annual consolidated year-end audit.  To assist in setting the annual Community Centre budget as part of the overall Town budgeting process.

To ensure the above responsibilities are properly discharged, Council will appoint “THE STEPHENSON COMMUNITY HALL AD HOC COMMITTEE” whose Terms of Reference are outlined in this document.

Ad Hoc Committee Composition

The Stephenson Community Hall Ad Hoc Committee shall consist of up to 9 members: One being appointed from Council by the Mayor and the remaining shall be appointed by Council on the recommendation of the Mayor from interested permanent or seasonal residents of the Municipality representing the widest cross-section of the community. The Chair and Vice Chair will be appointed by a majority vote of the Stephenson Community Hall Ad Hoc Committee. The Chair will serve for the Term of Council. The members of the Committee shall be appointed for the Term of Council.

Ad Hoc Committee Procedures

The following procedures are in place to provide accountability for the use of public funds and to allow a degree of autonomy in utilizing volunteer participation in the above mentioned Ad Hoc Committee.

Page 117 of 210

1. Copies of Ad Hoc Committee minutes are to be filed with the Executive Director of Public Infrastructure for information purposes and the Manager of Legislative Services for official record on a monthly basis.

2. That Committee shall adhere to the Town’s Procurement By-Law.

3. Capital projects are to be planned in consultation with Public Infrastructure staff and approved by Council during the budget process. Major contracts or improvements are to be administered by the Property Manager and the Public Infrastructure and Protective Services Committee. Sources of financing must be received and approved prior to liabilities being incurred by the Town or Ad Hoc Committee.

The Ad Hoc Committee will continue to retain administration of day to day functions. The Town will continue to support the aforementioned Community Hall by paying for hard service costs of the facilities associated with the Hall operation as agreed to during budget discussions. Said costs to be hydro, oil, gas, propane, sewer, water, water testing, fire systems and insurance. The Town is also committed to timely capital rejuvenation and retrofitting of the aforementioned Halls and has set aside a capital fund to assist the Ad Hoc Committee in fulfilling these projects. The Ad Hoc Committee will submit a list of members so that they may be appointed by the Mayor to serve as a recognized member for the term of Council, and must provide timely updates should the Ad Hoc Committee composition change.

Revenues earned by the Ad Hoc Committee will be retained in a reserve account specifically designated for that Hall. Any expenditures arising outside of the “hard costs” as described above will be drawn from that reserve.

Reporting Relationship

The Stephenson Community Hall Ad Hoc Committee will make recommendations directly to the Corporate Services Committee. They may also refer matters to other divisional Committees for comment or input.

Senior Staff Support

Executive Director of Community Services & Economic Development Community Services Division Office: 705-789-6421 ext. 3021 Responsibilities: Leasing including contracts, renewals, cancellations and terminations

Property Manager Community Services Division Office: 705-789-6421 ext. 3026 Responsibilities: Property services will provide required maintenance and repair service.

Page 118 of 210 Manager of Parks & Cemeteries Community Services Division Office: 705-789-1751 ext. 2360 Responsibilities: All parks operations including regular maintenance, grass mowing, garbage and recycling controls, maintenance of trails, benches, playground inspections, etc.

Manager of Finance/Treasurer Corporate Services Division Office: 705-789-1751 ext. 2251 Responsibilities: Management of financial services, budget coordination.

Capital Asset & Risk Management Coordinator Corporate Services Division Office: 705-789-1751 ext. 2224 Responsibilities: Administration of Insurance claims and Municipal Facility Rental/Property Users Insurance.

Accounts Payable and Receivable Corporate Services Division Office: 705-789-1751 ext. 2260 Responsibilities: Lease Payments, Accounts Payable

Manager of Legislative Services/Deputy Clerk Corporate Services Division Office: 705-789-1751 ext. 2255 Responsibilities: Governance/Meeting Procedure

Human Resources Generalist Organizational Development and Strategy Division Office: 705-789-1751 ext. 2348 Responsibilities: Payroll, Benefits

In case of an emergency please contact the Property Department at 705-783-3436.

Areas of Budget Responsibility

The Council of the Corporation of the Town of Huntsville, in conjunction with the Stephenson Community Hall Ad Hoc Committee, shall approve an annual budget for the operation of the Hall.

Expansion of Mandate:

The mandate of the Ad Hoc Committee is explicitly limited to the responsibilities outlined in this document.

Page 119 of 210 ASPDIN COMMUNITY HALL AD HOC COMMITTEE – TERMS OF REFERENCE

Town of Huntsville Ad Hoc Aspdin Community Hall Effective Date: December 22, 2014 Committee: Approved by: Resolution No. XX-14 Expiry Date: November 30, 2018

Background:

Working under the authority of the Procedural By-law approved by Council, the Aspdin Community Hall Ad Hoc Committee is appointed by Council to carry out the following responsibilities:

To ensure the above responsibilities are properly discharged, Council will appoint “THE ASPDIN COMMUNITY HALL AD HOC COMMITTEE” whose Terms of Reference is outlined in this document.

Ad Hoc Committee Composition

The Aspdin Community Hall Ad Hoc Committee shall consist of up to 7 members: One being appointed from Council by the Mayor and the remaining shall be appointed by Council on the recommendation of the Mayor from interested permanent or seasonal residents of the Municipality representing the widest cross-section of the community. The Chair and Vice Chair will be appointed by a majority vote of the Aspdin Community Hall Ad Hoc Committee. The Chair will serve for the Term of Council. The members of the Ad Hoc Committee shall be appointed for the Term of Council.

Ad Hoc Committee Procedures

Page 120 of 210 1. Copies of Ad Hoc Committee minutes are to be filed with the Executive Director of Public Infrastructure for information purposes and the Manager of Legislative Services for official record on a monthly basis.

2. That Committee shall adhere to the Town’s Procurement By-Law.

The Ad Hoc Committee will continue to retain administration of day to day functions. The Town will continue to support the aforementioned Community Hall by paying for hard service costs of the facilities associated with the Hall operation as agreed to during budget discussions. Said costs to be hydro, oil, gas, propane, sewer, water, water testing, fire systems and insurance. The Town is also committed to timely capital rejuvenation and retrofitting of the aforementioned Hall and has set aside a capital fund to assist the Ad Hoc Committee in fulfilling these projects. The Ad Hoc Committee will submit a list of members so that they may be appointed by the Mayor to serve as a recognized member for the term of Council, and must provide timely updates should the Ad Hoc Committee composition change.

Reporting Relationship

The Aspdin Community Hall Ad Hoc Committee will make recommendations directly to the Corporate Services Committee. They may also refer matters to other divisional Committees for comment or input.

Senior Staff Support

Property Manager Community Services Division Office: 705-789-6421 ext. 3026 Responsibilities: Property services will provide required maintenance and repair service.

Page 121 of 210 Manager of Parks & Cemeteries Community Services Division Office: 705-789-1751 ext. 2360 Responsibilities: All parks operations including regular maintenance, grass mowing, garbage and recycling controls, maintenance of trails, benches, playground inspections, etc.

Manager of Finance/Treasurer Corporate Services Division Office: 705-789-1751 ext. 2251 Responsibilities: Management of financial services, budget coordination.

Accounts Payable and Receivable Corporate Services Division Office: 705-789-1751 ext. 2260 Responsibilities: Lease Payments, Accounts Payable

Manager of Legislative Services/Deputy Clerk Corporate Services Division Office: 705-789-1751 ext. 2255 Responsibilities: Governance/Meeting Procedure

Human Resources Generalist Organizational Development and Strategy Division Office: 705-789-1751 ext. 2348 Responsibilities: Payroll, Benefits

In case of an emergency please contact the Property Department at 705-783-3436.

Areas of Budget Responsibility

The Council of the Corporation of the Town of Huntsville, in conjunction with the Aspdin Community Hall Ad Hoc Committee, shall approve an annual budget for the operation of the Hall.

Expansion of Mandate:

The mandate of the Ad Hoc Committee is explicitly limited to the responsibilities outlined in this document.

Page 122 of 210 PORT SYDNEY COMMUNITY HALL AD HOC COMMITTEE – TERMS OF REFERENCE Town of Huntsville Ad Hoc Port Sydney Community Hall Effective Date: December 22, 2014 Committee: Approved by: Resolution No. XX-14 Expiry Date: November 30, 2018

Background:

Working under the authority of the Procedural By-law approved by Council, the Port Sydney Community Hall Ad Hoc Committee is appointed by Council to carry out the following responsibilities:

To ensure the above responsibilities are properly discharged, Council will appoint “THE PORT SYDNEY COMMUNITY HALL AD HOC COMMITTEE” whose Terms of Reference are outlined in this document.

Ad Hoc Committee Composition

The Port Sydney Community Hall Ad Hoc Committee shall consist of up to 12 members: One being appointed from Council by the Mayor and the remaining shall be appointed by Council on the recommendation of the Mayor from interested permanent or seasonal residents of the Municipality representing the widest cross-section of the community. The Chair and Vice Chair will be appointed by a majority vote of the Port Sydney Community Hall Ad Hoc Committee. The Chair will serve for the Term of Council. The members of the Ad Hoc Committee shall be appointed for the Term of Council.

Ad Hoc Committee Procedures

Page 123 of 210 1. Copies of Ad Hoc Committee minutes are to be filed with the Executive Director of Public Infrastructure for information purposes and the Manager of Legislative Services for official record on a monthly basis.

2. That Committee shall adhere to the Town’s Procurement By-Law.

The Ad Hoc Committee will continue to retain administration of day to day functions. The Town will continue to support the aforementioned Community Hall by paying for hard service costs of the facilities associated with the Hall operation as agreed to during budget discussions. Said costs to be hydro, oil, gas, propane, sewer, water, water testing, fire systems and insurance. The Town is also committed to timely capital rejuvenation and retrofitting of the aforementioned Hall and has set aside a capital fund to assist the Ad Hoc Committee in fulfilling these projects. The Ad Hoc Committee will submit a list of members so that they may be appointed by the Mayor to serve as a recognized member for the term of Council, and must provide timely updates should the Committee composition change.

Reporting Relationship

The Port Sydney Community Hall Ad Hoc Committee will make recommendations directly to the Corporate Services Committee. They may also refer matters to other divisional Committees for comment or input.

Senior Staff Support

Property Manager Community Services Division Office: 705-789-6421 ext. 3026 Responsibilities: Property services will provide required maintenance and repair service.

Page 124 of 210 Manager of Parks & Cemeteries Community Services Division Office: 705-789-1751 ext. 2360 Responsibilities: All parks operations including regular maintenance, grass mowing, garbage and recycling controls, maintenance of trails, benches, playground inspections, etc.

Manager of Finance/Treasurer Corporate Services Division Office: 705-789-1751 ext. 2251 Responsibilities: Management of financial services, budget coordination.

Accounts Payable and Receivable Corporate Services Division Office: 705-789-1751 ext. 2260 Responsibilities: Lease Payments, Accounts Payable

Manager of Legislative Services/Deputy Clerk Corporate Services Division Office: 705-789-1751 ext. 2255 Responsibilities: Governance/Meeting Procedure

Human Resources Generalist Organizational Development and Strategy Division Office: 705-789-1751 ext. 2348 Responsibilities: Payroll, Benefits

In case of an emergency please contact the Property Department at 705-783-3436.

Areas of Budget Responsibility

The Council of the Corporation of the Town of Huntsville, in conjunction with the Port Sydney Community Hall Ad Hoc Committee, shall approve an annual budget for the operation of the Hall.

Expansion of Mandate:

The mandate of the Ad Hoc Committee is explicitly limited to the responsibilities outlined in this document.

Page 125 of 210 BRUNEL COMMUNITY HALL AD HOC COMMITTEE – TERMS OF REFERENCE

Town of Huntsville Ad Hoc Brunel Community Hall Effective Date: January 1, 2013 Committee: Approved by: Motion # CORP79‐13 Expiry Date: November 30, 2014 Ratified by # 271‐13

Background:

Working under the authority of the Procedural By‐law approved by Council, the Brunel Community Hall Ad Hoc Committee is appointed by Council to carry out the following responsibilities:

 To oversee the operation and management of designated Community Centre under the authority of the Council.  To govern the operation of the Centre according to generally recognized democratic principles.  To ensure that proper monthly records of revenues and expenditures are maintained in accordance with established protocol by the Manager of Finance/Treasurer of the Town of Huntsville. These records will be included in the annual consolidated year‐end audit.  To assist in setting the annual Community Centre budget as part of the overall Town budgeting process.

To ensure the above responsibilities are properly discharged, Council will appoint “THE BRUNEL COMMUNITY HALL AD HOC COMMITTEE” whose Terms of Reference are outlined in this document.

Ad Hoc Committee Composition

The Brunel Community Hall Ad Hoc Committee shall consist of up to 5 members: One being appointed from Council by the Mayor and the remaining shall be appointed by Council on the recommendation of the Mayor from interested permanent or seasonal residents of the Municipality representing the widest cross‐section of the community. The Chair and Vice Chair will be appointed by a majority vote of the Brunel Community Hall Ad Hoc Committee. The Chair will serve for the Term of Council. The members of the Ad Hoc Committee shall be appointed for the Term of Council.

Page 126 of 210 Ad Hoc Committee Procedures

2. That Committee shall adhere to the Town’s Procurement By‐Law.

The Ad Hoc Committee will continue to retain administration of day to day functions. The Town will continue to support the aforementioned Community Hall by paying for hard service costs of the facilities associated with the Hall operation as agreed to during budget discussions. Said costs to be hydro, oil, gas, propane, sewer, water, water testing, fire systems and insurance. The Town is also committed to timely capital rejuvenation and retrofitting of the aforementioned Hall and has set aside a capital fund to assist the Ad Hoc Committee in fulfilling these projects. The Ad Hoc Committee will submit a list of members so that they may be appointed by the Mayor to serve as a recognized member for the term of Council, and must provide timely updates should the Committee composition change.

Reporting Relationship

The Brunel Community Hall Ad Hoc Committee will make recommendations directly to the Corporate Services Committee. They may also refer matters to other divisional Committees for comment or input.

Senior Staff Support

Executive Director of Community Services & Economic Development Community Services Division Office: 705‐789‐6421 ext. 3021 Responsibilities: Leasing including contracts, renewals, cancellations and terminations

Page 127 of 210 Property Manager Public Infrastructure Division Office: 705‐789‐6421 ext. 3026 Responsibilities: Property services will provide required maintenance and repair service.

Manager of Parks & Cemeteries Public Infrastructure Division Office: 705‐789‐5684 ext. 3823 Responsibilities: All parks operations including regular maintenance, grass mowing, garbage and recycling controls, maintenance of trails, benches, playground inspections, etc.

Manager of Finance/Treasurer Corporate Services Division Office: 705‐789‐1751 ext. 2251 Responsibilities: Management of financial services, budget coordination.

Capital Asset & Risk Management Coordinator Corporate Services Division Office: 705‐789‐1751 ext. 2224 Responsibilities: Administration of Insurance claims and Municipal Facility Rental/Property Users Insurance.

Accounts Payable and Receivable Corporate Services Division Office: 705‐789‐1751 ext. 2260 Responsibilities: Lease Payments, Accounts Payable

Manager of Legislative Services/Deputy Clerk Corporate Services Division Office: 705‐789‐1751 ext. 2255 Responsibilities: Governance/Meeting Procedure

Human Resources Generalist Organizational Development and Strategy Division Office: 705‐789‐1751 ext. 2348 Responsibilities: Payroll, Benefits

In case of an emergency please contact the Property Department at 705‐783‐3436.

Areas of Budget Responsibility

The Council of the Corporation of the Town of Huntsville, in conjunction with the Brunel Community Hall Ad Hoc Committee, shall approve an annual budget for the operation of the Hall.

Page 128 of 210 Expansion of Mandate:

The mandate of the Ad Hoc Committee is explicitly limited to the responsibilities outlined in this document.

Page 129 of 210 Schedule "C"

Aspdin Port Sydney Stephenson Ongoing Regular uses Ongoing Regular uses Ongoing Regular uses Euchre-every Tuesday evening Yoga - every Tuesday 10 - 11am (Sept to to June) Seniors - every Tuesday 10 - 4pm Community Seniors- Tuesdays 11:30-3:00 –from Sept. to Dec. Badminton - every Tuesday 1 - 3pm (Sept to May) Fitness - every Tuesday 650 - 815pm Quilting-1st & 3rd Wednesday Merry Mary Lakers - every Thursday 9 - 4pm ( Sept to May) Fitness - every Thursday 650 - 815pm Snowmobile rental for meetings-1st Thursday of month Spooning - Thursday 9 -1pm (Oct Nov) Community Centre Meetings-2nd Wednesday evening(Jan.Mar.April, May, June, Aug. Oct.Nov) Community Centre Meetings-2nd Monday evening(year round) Community Centre Meetings-2nd Tuesday evening(year round) Saturday drop-ins for Snowmobile (Jan.-Mar only) Church use of hall Chamber of Commerce Usage Church use of hall May 3-Beef dinner January 24th, Pancake Breakfast 7 Lions Club Dance, Feb 14th Firemans Dance, Dec. 21 Polar Bear Christmas church/community) Feb 15th Winterlude, Feb 21 Hill n Gully, Feb 26 Comedy Night, Feb 27th Pasta Aug.-14-BBQ for Church /Community Dinner, Feb 5th Banagers and Mash, Community Centre Usage Community Centre Usage Community Centre Usage Dec.7 Community Christmas party- July 3rd - Pulled Pork Dinner Live Wires Penny Sale - Fri, Sat (1st week of June) May 10-Snowmobile Dinner July 8th, 15th, 22nd, 29th, Aug 5th, 12th, 19th, 26th (4 - 8pm) - Movie Night Sept. 12-preparation for turkey dinner Aug 1st Regatta Sept. 13-turkey dinner Oct 3rd - Turkey Dinner Oct. 25 Bid Euchre Oct 24th - Port Sydney Arts & Craft Market Rentals Rentals Rentals Mar.4 Family Focus - Wed & Friday 9 -130 pm (Sept to June) Dog Obedience - every Wed 615 - 9pm March - Gospel Meetings (4)Sunday Lions Club - every other Wednesday 7 - 11pm Band - every Monday 415 - 930pm Apr. 26, Feb-28 Church - every other Sunday 9 - 3pm Sep-11 Mar-28 Jan-17 Sept./Oct- Gospel Meetings (4) Sundays Apr-18 Feb-21 Oct.2 Apr-25 Mar-01 Oct-12 May-09 Mar-15 Oct-16 May-24 Mar-21 Oct-18 Jun-06 Apr-25 Nov.1/2 June 12 & 13 Apr-26 Nov. 8/9 Jun-21 May-03 Nov. 22/23 Jul-04 May-10 Dec. 24 Jul-11 May-18 Dec. 27 Jul-12 May-23 July 17 & 18 May-31 Au 8 Jun-15 Aug-15 Jun-20 Aug-22 Jun-21 Aug-29 Aug-09 Sep-05 Aug-16 Sep-12 Aug-22 Sep-26 Aug-23 Oct-17 Sep 5,6,7 Dec-05 Sep-13 Dec-12 Sep-20 Dec-26 Sep-27 Oct-04 Oct-11 Oct-12 Oct-18 Oct-19 Oct-25 Nov 29,30 Nov-28 Dec-06 Dec-07 Dec-26

Page 130 of 210 Programs (Hall driven) Rentals Aspdin Rentals Port Sydney Rentals Stephenson Hall Board Activities/Meetings

Month Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun January 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Aspdin Snow Club Snow drop in Euchre Quilting (Day) Snow drop in Euchre Snow drop in Euchre Quilting (Day) Snow drop in Euchre Snow drop in Port Sydney Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Badminton 1-3 Badminton 1-3 Badminton 1-3 Badminton 1-3 Stephenson Seniors 10-4 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815

February 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Aspdin Euchre Quilting (Day) Snow Club Snow drop in Euchre Snow drop in Euchre Quilting (Day) Snow drop in Euchre Snow drop in Port Sydney Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Badminton 1-3 Badminton 1-3 Badminton 1-3 Badminton 1-3 Stephenson Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815

March 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Aspdin Euchre Quilting (Day) Snow Club Snow drop in Euchre Snow drop in Euchre Quilting (Day) Snow drop in Euchre Snow drop in Euchre

Port Sydney Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Badminton 1-3 Badminton 1-3 Badminton 1-3 Badminton 1-3 Badminton 1-3 Stephenson Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815

Page2015 hall 131 booking summaryof 210 Programs (Hall driven) Rentals Aspdin Rentals Port Sydney Rentals Stephenson Hall Board Activities/Meetings

Month Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun April 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Aspdin Quilting (Day) Snow Club Euchre Euchre Quilting (Day) Euchre Euchre Quilting (Day) Port Sydney Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Badminton 1-3 Badminton 1-3 Badminton 1-3 Badminton 1-3 Stephenson Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815

May 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Aspdin Euchre Snow Club Euchre Quilting (Day) Euchre Euchre Quilting (Day) Port Sydney Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Badminton 1-3 Badminton 1-3 Badminton 1-3 Badminton 1-3 Stephenson Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Seniors 10-4 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815

June 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Aspdin Euchre Snow Club Euchre Quilting (Day) Euchre Euchre Quilting (Day) Euchre

Port Sydney Yoga 10-11 Yoga 10-11 Yoga 10-11 Yoga 10-11 Yoga 10-11

Stephenson Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815

Page 132 of 210 Programs (Hall driven) Rentals Aspdin Rentals Port Sydney Rentals Stephenson Hall Board Activities/Meetings

Month Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun July 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Aspdin Snow Club Euchre Quilting (Day) Euchre Euchre Quilting (Day) Euchre Port Sydney

Stephenson Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815

August 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Aspdin Euchre Quilting (Day) Snow Club Euchre Euchre Quilting (Day) Euchre

Port Sydney

Stephenson Seniors 10-4 Seniors 10-4 Seniors 10-4 Seniors 10-4 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815

September 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Aspdin Euchre Quilting (Day) Snow Club Euchre Euchre Quilting (Day) Euchre Euchre Quilting (Day) Seniors 12 -3pm Seniors 12 -3pm Seniors 12 -3pm Seniors 12 -3pm Port Sydney Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Badminton 1-3 Badminton 1-3 Badminton 1-3 Badminton 1-3 Stephenson Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815

Page 133 of 210 Programs (Hall driven) Rentals Aspdin Rentals Port Sydney Rentals Stephenson Hall Board Activities/Meetings

Month Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun

October 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Aspdin Snow Club Euchre Quilting (Day) Euchre Euchre Quilting (Day) Euchre Seniors 12 -3pm Seniors 12 -3pm Seniors 12 -3pm Seniors 12 -3pm Port Sydney Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Badminton 1-3 Badminton 1-3 Badminton 1-3 Badminton 1-3 Stephenson Spooning 9-1 Seniors 10-4 Spooning 9-1 Seniors 10-4 Spooning 9-1 Seniors 10-4 Spooning 9-1 Seniors 10-4 Spooning 9-1 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815

November 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Aspdin Euchre Quilting (Day) Snow Club Euchre Euchre Quilting (Day) Euchre Seniors 12 -3pm Seniors 12 -3pm Seniors 12 -3pm Seniors 12 -3pm Port Sydney Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Badminton 1-3 Badminton 1-3 Badminton 1-3 Badminton 1-3 Stephenson Seniors 10-4 Spooning 9-1 Seniors 10-4 Spooning 9-1 Seniors 10-4 Spooning 9-1 Seniors 10-4 Spooning 9-1 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815

December 2015 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Aspdin Euchre Quilting (Day) Snow Club Euchre Euchre Quilting (Day) Euchre Euchre Quilting (Day) Seniors 12 -3pm Seniors 12 -3pm Seniors 12 -3pm Seniors 12 -3pm Seniors 12 -3pm Port Sydney Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Yoga 10-11 Seniors 9-4 Badminton 1-3 Badminton 1-3 Badminton 1-3 Badminton 1-3 Badminton 1-3 Stephenson Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Seniors 10-4 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815 Fitness 7-815

Page 134 of 210 Town of Huntsville Staff Report Division: Development Services Date Prepared: September-2-15 Meeting Date: September-30-15 To: General Committee Author: Rebecca Francis, Sustainability Coordinator Subject: Criteria for Private Solar Developments

Report # DEV-2015-128 Confidential: No

RECOMMENDATION: Requires Action

That an application and checklist be developed to help review IESO applications in order to give applicants a clear understanding of what will be recommended to committee for approval.

That staff report back to General Committee with the proposed checklist.

That the Fee & Charges By-law (2014-117) be amended as reflected in this report.

That the Provision of Notice Policy (By-law 2011-18) be amended as reflected in this report.

Background

With the recent announcement of the FIT4 program by the IESO, the Town of Huntsville has been receiving a dramatic increase in the number of applications for municipal support for solar developments on behalf of solar developers. These applications take considerable staff time to process and make a recommendation in order to ensure the proposed solar developments are not being considered on lands where valuable and sensitive habitats and wildlife occur (e.g. forests, wetlands, species at risk, etc.) or are in locations that are aesthetically unpleasing. The purpose of this report is to recommend a more efficient way of processing these applications.

Discussion

Huntsville is an area whose economy depends on the natural environment. It is contradictory then to approve solar developments on lands that would clear trees or infringe on habitat in detrimental ways without careful consideration. At the June 18, 2015 Special Planning Committee meeting, committee declined to approve many greenfield solar development proposals that entailed the clearing of land or would have an impact on an environmentally sensitive area and instead favoured applications from proponents that proposed solar developments on rooftops or sites that had been previously developed or had minor ecological value.

In order for Planning staff to have a consistent method of evaluating proposals for solar development, it is recommend that Council direct staff to develop a more detailed application checklist. The checklist will be filled out by applicants in order to provide a detailed description of the project for staff. It will serve applicants by providing a clear understanding of the criteria by which a project will be recommended to committee for approval.

Planning staff have been using the guidelines below to evaluate applications in the past and this checklist will be expanded upon to finalize a more detailed checklist that will be presented back to General Committee. New criteria may be added, including (for example) a check for use of farmland and grassland sites.

Page 135 of 210

 Is it a brownfield site or a greenfield (undisturbed) site?  What is the type and extent (acres) of vegetation that must be cleared?  Will the solar array and perimeter maintenance driveways be visible from neighbouring properties and how large is the proposed solar array?  Are there any watercourses in the vicinity? At what proximity? Is there Class 1 Fish Habitat?  What is the visual impact in the wider viewshed (e.g. clearing trees on ridgelines and high points)  Does the site constitute part of a woodland constituting Forest Habitat (>40 hectares)? Is the forest habitat uninterrupted and significant (i.e. >100 hectares)?

By-law 2014-117 - Fees & Charges By-law currently has two different charges for a “Request for Municipal Support resolution in respect to the OPA FIT or similar programs”. The charges are based on the size of the solar development (kilowatts). Staff recommends that the by-law be amended so that the charge for the work required by the Development Services Department and the municipal support resolution be $510.00 no matter the size of the solar development.

By-law 2011-18 – Provision of Notice Policy currently requires notice to be issued via the local newspaper at least 2 weeks in advance of the Planning Committee meeting for renewable energy projects of 0.5MW or greater. This is currently done at the expense of the Town. Staff recommends that this be changed to: “In instances where a request for a municipal support resolution is received regarding a renewable energy project of greater than 10kW, the Planning Department is directed to require the applicant to give notice by mail, at least two weeks in advance of the meeting at which the Planning Committee will consider the request, to property owners within 120 metres of the property boundary of the proposed renewable energy development” (Class #1).

Financial Implications Capital: Capital Item? ☐ Yes ☒ No If yes, is there a Capital Asset Plan? ☐ Yes ☒ No If no, explain: N/A

Amend By-law 2014-117 to charge $510 for a “Request for Municipal Support resolution in respect to the OPA FIT or similar program” for all sizes of solar developments.

There was no budgeted amount for these applications in 2015. Actual revenue was roughly $17,000 from approximately 35 applications.

Fees collected for applications are used to fund the staff time to evaluate and make recommendations of applications.

Operational:

Current Implications Presently when Planning staff receives applications for solar development, a considerable amount of time is spent researching the suitability of the site. By standardizing the fee and changing the provision of notice for renewable energy projects requesting municipal support resolutions will render the process more efficient while keeping the public informed.

Future Implications If criteria are set out in advance as to which type of solar developments Council will accept, staff will be better equipped to discourage applications for solar developments on greenfield sites.

Funding Source N/A

Page 136 of 210

Insurance / Risk Management Implications N/A

Human Resources Implications Planners’ time will be better used processing solar development applications with Council’s criteria in mind.

Sustainability Implications  Better use of staff time  Clearing trees for solar developments or building them on sensitive habitat is contradictory to the values and natural capital on which our economy depends  With large solar development proposals being new to the municipality, developing criteria to guide Council’s approval process for support resolutions allows the Town the opportunity to support renewable energy development on private lands in a responsible manner.

Accessibility Implications Amended by-laws are available in accessible formats upon request.

Council Strategic Direction (i.e. Approved Plans) 2014-2018 Council – Strategic Objectives  Communication  Sustainability  Fiscal Restraint

Community Master Plan  7.1 Environment & Sustainability

Unity Plan: Huntsville’s Guide to a Sustainable Future Goal #3: Energy Conservation  Explore alternatives to generating power  Take advantage of provincial incentives to encourage local micro-power generation

Relevant Policies / Legislation / Resolutions Green Energy Act User Fee By-law Provision of Notice Policy

Public Notice Required ☒ Yes ☐ No

Attachments None

Consultations Mike Gooch, Executive Director of Development Services Chris Marshall, Manager of Policy Planning and Sustainability Kirstin Maxwell, Manager of Development Process

Respectfully Submitted, Manager Approval Executive Director / CAO Approval

SIGNED SIGNED

Rebecca Francis, Sustainability Chris Marshall, Director of Planning Mike Gooch, Executive Director of Coordinator & Sustainability Development Services / CBO

Page 137 of 210

Report Reviewed by:

Page 138 of 210 2015 Approved Budget $ 11,812,032 2015 Operating Budget $ 9,803,377 2015 Capital Budget $ 2,008,655 Year Budget Amount Tax Impact On-Going Authority Department Description Funding 2015 Capital $ 9,500 Y CG54-15 Cemetery Design Operations Hutcheson Reserve - Cemetery 2015 Capital $ 26,000 Y CG52-15/114-15 Parks Hunters Bay Trail EA Grant - PanAm Legacy Funding 2015 Capital -$ 20,000 Y 120-15 Fire Sale of Land - Uponor Reserve - Fire 2015 Capital $ 20,000 N Council 113-15 Transportation Installation of Taper (Beer Store) Development Charges - Roads 2015 Capital Not yet approved Parks Conroy Lights (Soccer Club Donation) 2015 Capital Y GC67-15 Parks Rivermill Bandshell - Principal Only 2015 Operating Council 1-15 Transportation Public Works Union Grievance Property Tax 2015 Operating $ 5,000 Y Council 33-15 CSC Facility smallFIT program Reserve - Development Services 2015 Operating $ 70,000 $ 70,000 N IronMan Estimated Overage Property Tax 2015 Operating $ 2,000 Y 121-15 Finance Purchase of Land (estimated legal) Property Tax - Legal Budget 2015 Operating $ 10,000 Y GC91-15 Transportation Traffic study - Centre/Hanes Development Charges - Roads 2015 Operating N GC71-15 Theatre Change in Fees/Unknown impact Property Tax 2015 Operating $ 105,000 $ 105,000 N Transportation Parking Lot Snow Removal Property Tax 2015 Operating $ 47,776 $ 47,776 N CAO Legal Expense Property Tax 2015 Operating $ 65,000 $ 65,000 Facility Hydro Billings Increased Property Tax 2015 Operating $ 30,000 $ 30,000 Fire Fire Calls Higher Call volume than usual Property Tax 2015 Operating $ 5,000 Solar Repair cost due to damage from panels (PS) Reserves 2015 Operating $ 3,000 Y GC103-15 ACH Dara Howell Display Golf Tournament Revenues 2015 Operating $ 3,740 Y Council 156-15 Transportation Customer Service Representative Property Tax 2015 Capital $ 20,027 N GC119-15 Facility Increased cost of hot water heaters (broilers) Reserve - Facility 2015 Capital -$ 31,000 N GC119-15 Facility Reduced cost of Disinfection and resurfacer Reserve - Facility Total $ 317,776

S:\Budget\Budget 2016\2016 Budget Changes 24/09/2015 Page 139 of 210 Year Budget Amount Tax Impact On-Going Authority Department Description Funding 2016 Capital $ 3,950 $ 3,950 Y GC87-15 Fire Capital Plans Property Tax 2016 Capital $ 35,000 $ 35,000 Y GC11-15 Fleet Capital Plans Property Tax 2016 Capital $ 1,350 $ 1,350 Y GC10-15 Theatre Capital Plans Property Tax 2016 Capital $ 450 $ 450 Y GC9-15 MPH Capital Plans Property Tax 2016 Capital $ - $ - Y Council 344-12 Information Technology Capital Plans Property Tax 2016 Capital $ 52,500 $ 52,500 Y GC6-15 Parks Capital Plans Property Tax 2016 Capital $ 10,000 $ 10,000 Y GC7-15 Cemetery Capital Plans Property Tax 2016 Capital $ 34,038 $ 34,038 Y GC8-15 Facility Capital Plans Property Tax 2016 Capital Y Council 470-13 Bridges Capital Plans Property Tax 2016 Capital Y Council 470-13 Roads Capital Plans Property Tax 2016 Capital $ 150,000 $ 150,000 Y Strategic Initiative 2012 Transportation Dedidate 1.5% tax increase towards investment in Property Tax capital - To be reviewed 2016 Capital Estimated All Manadatory Legislative Changes Property Tax 2016 Capital $ 108,000 $ 108,000 Projects TBD All To meet budget guidelines Property Tax 2016 Capital Council 354-14 Transportation Stephenson Road 1 Bridge Unknown 2016 Capital $ 37,550 $ 37,550 Y CS-2015-72 Parks Trans Canada Trail Property Tax 2016 Capital $ 9,000 $ 9,000 Y CS-2015-72 Parks Trans Canada Trail - Annual Contribution to Capital Property Tax 2016 Operating -$ 257,196 -$ 257,196 Y Strategic Initiative 2012 Finance Transition Payback (ended) Property Tax 2016 Operating $ 437,500 $ 437,500 Y District Agreement Finance Landfill Payment Property Tax 2016 Operating IronMan Any overages from the Iron Man event Property Tax 2016 Operating -$ 135,000 -$ 135,000 Y 2015 Budget Finance Landfill Reserve Payment Property Tax 2016 Operating $ 62,000 $ 62,000 Y Council 57-07 All Step Increase (est) Property Tax 2016 Operating $ 26,756 $ 26,756 Estimated All WSIB Increases (est) Property Tax 2016 Operating $ 12,167 $ 12,167 Estimated All Gasoline & Diesel Increase (est) Property Tax 2016 Operating $ 26,609 $ 26,609 Estimated All Hydro Increase (est 5%) Property Tax 2016 Operating $ 8,836 $ 8,836 Estimated All Natural Gas Increase (est 5%) Property Tax 2016 Operating Estimated All Mandatory Legislative Changes Property Tax 2016 Operating $ 90,471 $ 90,471 CIP CPI increase on Contracted Service & Materials & Property Tax All Supplies (2%) 2016 Operating $ 20,000 $ 20,000 Y Legislated All Minimum Wage Increase (Assume 2%) Property Tax 2016 Operating $ 106,000 $ 106,000 Y Bylaw 2010-03, 2013-65 All COLA (est 1.8%) Property Tax 2016 Operating $ 7,500 $ 7,500 Y Council 142-14. 140-14 Council Remuneration Increase Property Tax 2016 Operating $ 20,236 $ 20,236 Y 102-15 Insurance Annual Premium (2015-2016) Property Tax 2016 Operating $ 29,026 $ 29,026 Y Estimated Insurance Annual Premium (2016-2017) Property Tax 2016 Operating $ 1,200 N 120-15 Fire Lease Revenue - Due to sale of land Property Tax 2016 Operating $ 7,480 $ 7,480 Y Council 156-15 Transportation Customer Service Representative Property Tax 2016 Operating $ 6,000 $ 6,000 Y CS-2015-72 Parks Trans Canada Trail - Operating Property Tax Total $ 910,222

S:\Budget\Budget 2016\2016 Budget Changes 24/09/2015 Page 140 of 210 Town of Huntsville Staff Report Division: Treasury Date Prepared: August-13-15 Meeting Date: September-30-15 To: General Committee Author: Julia Finch, Manager of Finance / Treasurer

Subject: Capital and Operating Budget Reporting Policies

Report # TREA-2015-19 Confidential: No

RECOMMENDATION: Requires Action

It is recommended that report reference No. TREA-2015-19 dated September 30, 2015 prepared by Julia Finch Manager of Finance/Treasurer regarding the “Capital and Operating Budget Reporting Policies” be received;

And Further that: the Operating Budget Reporting Policy and the Capital Budget Reporting Policy as outlined in the Report be hereby adopted.

And Further that: Budget Reporting Policy adopted April 4, 2009 be rescinded.

Background

The existing Budget Reporting Policy was implemented in 2009. Since that time there have been changes to the departmental structures, budget reporting software and general reporting needs. Staff felt it was prudent to divide the existing policy between both Operating and Capital Budgets as each have some slight differences in needs.

Discussion

The purpose of these policies is: to establish a policy for the reporting and monitoring of Capital and Operating Budgets

Financial Implications

Capital:

Capital Item? ☐ Yes ☒ No

If yes, is there a Capital Asset Plan? ☐ Yes ☐ No

If no, explain:

Operational:

Current Implications

None

Future Implications

Page 141 of 210

None

Funding Source

N/A

Insurance / Risk Management Implications

Nil

Human Resources Implications

Nil

Sustainability Implications

Nil

Accessibility Implications

Nil

Council Strategic Direction (i.e. Approved Plans)

Councils Strategic Objectives 2014-2018 - Fiscal Restraint Community Master Plan – #4.1 More Communication Community Master Plan #5.0 – Maintain Excellent Low Tax Rate

Relevant Policies / Legislation / Resolutions

Municipal Act, 2001, S.O. 2001, as amended c.25 S. 286. (1) Treasurer Municipal Act, 2001, S.O. 2001, as amended, c.25 S. 290. (1) Yearly Budget, Local Municipalities Accountability and Transparency Policy, By-law 2007-120 Budget Reporting Policy

Public Notice Required

☐ Yes ☒ No

Attachments

Appendix “A” – Corporate Policy – Operating Budget Reporting Policy Appendix “B” – Corporate Policy – Capital Budget Reporting Policy

Consultations

Executive Management Team, Town of Huntsville Linda Gibson, Deputy Treasurer

Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

SIGNED SIGNED

Julia Finch, Manager of Finance / Choose an item. Denise Corry, Chief Administrative Treasurer Officer

Page 142 of 210

Report Reviewed by:

Page 143 of 210 Appendix “A” – Policy - Operating Budget Reporting CORPORATE POLICY BUDGET REPORTING - OPERATING POLICY

SECTION: (Given by the Clerk’s Dept) EFFECTIVE DATE: (Date to be ratified by Council)

SUBJECT: BUDGET REPORTING - OPERATING POLICY NUMBER: (Given by the Clerk’s Dept)

Policy: The Town of Huntsville will follow a prescribed procedure regarding the reporting of operational deviations/variances to its Approved Annual Budget.

Objective: To establish a policy for reporting on operational deviations/variances to the approved Town budget.

Scope: This Policy applies to all budget areas of the Town of Huntsville.

Definitions: Insignificant: Less than a budget variance. Budget Variance: Variances that exceed the greater of $1,000 and 0.5% of the Budge Area’s total Revenue or Expenditures Budget Deviation: Variances that exceed both $5,000 and 1% of the Department total Revenue or Expenditures Budget Area: Individual “budget area” as outlined in the approved Operating Budget. The total of each budget area in a department will total the “departmental budget”. Generally, the “budget area” is defined by the individual facility, function or management responsibility.

Procedures/Guidelines: Budget Deviations

Executive Directors or their designate are responsible for reporting and explaining any variances from their approved budgets. When an operational budget deviation is expected to occur, this must be formally documented in a report to the finance committee or council and approved prior to the event taking place. Operational budget deviations refer to both the variance between the net cost to tax payer (bottom line) budgeted vs. actual, as well as individual line item variances. If it is not possible to report the deviation in advance of the event occurring, the same procedures will be followed as soon as possible after the event.

Budget deviations also occur when the original intent of the services provided has been materially altered from the approved budget, even when there is no financial impact.

Budget deviations that are expected to occur or which have occurred will be presented at the next meeting of the Finance Committee or council.

Page 144 of 210 The Executive Director’s (or their designates) first priority will be to protect the original intent of the individual budget area. If an event occurs that changes the intent of the budget, the Executive Director (or their designate) will then use their professional judgment to determine within their department’s budgets a proposed budget deviation within which best preserves the original intent of the budgets affected.

If the operational budget deviation/variance results in another department having a budget deviation or variance, this will be approved by the appropriate Executive Directors (or their designate) and reported by the Executive Director (or their designate) to the Finance Committee or Council.

Budget Reporting

Financial Period 1 (January – March) – No formal report required (excluding deviations)

Financial Period 2 (January – June) – Formal report prepared through the Town’s budget software for each budget area which includes a forecast by each Executive Director (or their designate) of the years operations.

Financial Period 3 (January – September) – Formal report prepared through the Town’s budget software for each budget area which includes a year-end forecast by each Executive Director (or their designate) of the years operations.

Financial Period 4 (January – December) – Formal report prepared by the Treasurer in consultation with each Executive Director (or their designate) in or around February of the following year to provide an overall financial forecast of the projected annual operations.

Responsibilities: RESPONSIBILITIES

Executive directors:

- Responsible for ensuring all operational budget deviations/variances are reported in the Budget Software in a timely manner.

- If an operational budget deviation/variance has an impact on a budget outside of their department, the Executive Director is responsible for ensuring all other affected Executive Directors approve the deviation/variance.

- Responsible for reporting any operational budget deviation/variances that have an impact on other departments within the Corporation to the Finance Committee or Council in a timely manner.

Managers:

- Responsible for reporting any operational Budget Deviations/Variances to their Executive Director and recording these in the Town’s budget software as they are known.

Treasurer:

- Accountable for the recommendation of funding decision to Departments and Council outside of the annual budget cycle

Page 145 of 210 - Accountable for reporting to the Finance Committee or Council significant budget deviation/variances by consolidating departmental information into a corporate document.

Appendices: Table “A” Sample Thresholds

Table “A” – Sample Thresholds – based on 2015 approved operating budget

0.50% 1.00% Budget Area Total Revenue Total Expense Revenue Limit Expense Limit Upper Limit => $ 1,000 Revenue Limit Expense Limit Upper Limit$ => 5,000 Office of the CAO $ - $ 288,147 $ - $ 1,441 $ 1,441 $ 1,441 $ - $ 2,881 $ 2,881 $ 5,000 Legislative Services $ 18,000 $ 193,797 $ 90 $ 969 $ 969 $ 1,000 $ 180 $ 1,938 $ 1,938 $ 5,000 Transit $ 136,350 $ 256,945 $ 682 $ 1,285 $ 1,285 $ 1,285 $ 1,364 $ 2,569 $ 2,569 $ 5,000 Winter Control $ 2,000 $ 934,745 $ 10 $ 4,674 $ 4,674 $ 4,674 $ 20 $ 9,347 $ 9,347 $ 9,347 Roads $ 74,600 $ 1,540,171 $ 373 $ 7,701 $ 7,701 $ 7,701 $ 746 $ 15,402 $ 15,402 $ 15,402 Aspdin Hall $ 5,940 $ 23,886 $ 30 $ 119 $ 119 $ 1,000 $ 59 $ 239 $ 239 $ 5,000 Theatre $ 252,556 $ 277,125 $ 1,263 $ 1,386 $ 1,386 $ 1,386 $ 2,526 $ 2,771 $ 2,771 $ 5,000 Facilities $ 38,221 $ 1,798,423 $ 191 $ 8,992 $ 8,992 $ 8,992 $ 382 $ 17,984 $ 17,984 $ 17,984 Parks & Cemetery $ 133,417 $ 927,114 $ 667 $ 4,636 $ 4,636 $ 4,636 $ 1,334 $ 9,271 $ 9,271 $ 9,271 Sales & Customer Service$ 794,367 $ 648,641 $ 3,972 $ 3,243 $ 3,972 $ 3,972 $ 7,944 $ 6,486 $ 7,944 $ 7,944 Rec & Leisure $ 567,668 $ 667,431 $ 2,838 $ 3,337 $ 3,337 $ 3,337 $ 5,677 $ 6,674 $ 6,674 $ 6,674 Fire $ 281,374 $ 1,058,348 $ 1,407 $ 5,292 $ 5,292 $ 5,292 $ 2,814 $ 10,583 $ 10,583 $ 10,583 Building $ 564,500 $ 299,429 $ 2,823 $ 1,497 $ 2,823 $ 2,823 $ 5,645 $ 2,994 $ 5,645 $ 5,645 Human Resources $ - $ 378,245 $ - $ 1,891 $ 1,891 $ 1,891 $ - $ 3,782 $ 3,782 $ 5,000 IT $ 379,651 $ - $ 1,898 $ 1,898 $ 1,898 $ - $ 3,797 $ 3,797 $ 5,000

Page 146 of 210 Appendix “B” – Policy – Capital Budget Reporting CORPORATE POLICY BUDGET REPORTING – CAPITAL POLICY

SECTION: (Given by the Clerk’s Dept) EFFECTIVE DATE: (Date to be ratified by Council)

SUBJECT: BUDGET REPORTING - CAPITAL POLICY NUMBER: (Given by the Clerk’s Dept)

Policy: The Town of Huntsville will follow a prescribed procedure regarding the monitoring of capital projects and reporting of deviations/variances to its Approved Annual Budget.

Objective: To establish a policy for reporting and monitoring of capital projects.

Scope: This Policy applies to all capital projects of the Town of Huntsville.

Definitions:

Insignificant: Less than a budget variance. Budget Variance: Variances that exceed both $1,000 and 1% of the total budget for the project. Budget Deviation: Variances that exceed both $5,000 and 5% of the total budget for the project. Project: Individual standalone projects as outlined in the approved Capital Budget. Each capital project will be given a unique project number. Projects may also be “pooled” assets as per By-Law-2008-133 Section 5.6. Total Budget: As outlined in the most recent approved budget where the project has been approved.

Procedures/Guidelines: Budget Overruns

Staff shall not commit to expenditures exceeding individual approved budget allocations for the project which will result in a budget deviation without the approval from the appropriate Executive Director and the Treasurer to identify the source of funding for the excess.

In the event of an emergency repair, the budget change will be reported to the Finance Committee or Council with the source of funds identified in conjunction with the Treasurer.

Executive Director has the authorized to make changes within their approved capital budget provides these changes do not change the original intent of the approved plan, or can be proven to provide efficiencies or will not have an overall negative affect in future years and will not decrease the level of services.

Page 147 of 210 Levels of Service

Any projects that expect to significantly change the level of service from the budget should be presented to the Finance Committee or Council prior to committing to any expenditure.

Budget Savings

When projects are completed under budget, excess funds and commitments shall be credited back to the original funding source (i.e. specific reserve, reserve fund, operating budget, etc.) as contained in the approved budget.

Project Closure and Re-budgeting Criteria for Approved Capital Projects

The status of individual capital projects will be assessed and project closeout procedures will be implemented at least three times a year. The assessment and closure of projects will occur at the presentation to the Finance Committee or Council for the periods ending June 30th, September 30th and December 31st.

Capital Projects will be closed out if any one of the following criteria is met:

 The project is completed.

 The project has been approved by Council to be deleted in order to finance a new project and/or to release funding commitments from funding sources to finance budget overruns in other capital projects.

 The following year’s capital budget and forecast preparation has begun, the capital project has remained dormant and there are no immediate plans or formal commitments to initiate the project within the following six (6) months.

Budget Reporting

The formal report will be presented to the Finance Committee or Council will provide an update on the status of the Town’s capital projects as at:

- June 30th - September 30th - December 31st. The reports will be presented in or around 45 days following the period end.

The purpose of these reports is to highlight budget variances, to recommend funding options to address those budget variances, to identify projects for closure and to provide the Finance Committee and Council with the information as to the implications of the recommendations and of the projected budget variances on the financial position of the Corporation.

Responsibilities: RESPONSIBILITIES

Executive Directors or their Designate:

Page 148 of 210 Provide information on an ongoing basis, information as it relates to their department’s capital program to the Treasurer and the Finance Committee or council regarding:

 Any unanticipated revenue  Any reduced expenditure requirements  Any revenue shortfalls  Any forecasted expenditure overruns, and  Any other issues which may impact on the viability of the project to achieve, desired goals or may have ramification on the Town’s future capital expenditure requirements. Managers:

Responsible for reporting any capital Budget Deviations/Variances to their Executive Director and recording these in the Town’s budget software as they are known.

Treasurer:

Prepare capital project status reports for Finance Committee or Council. This will include project progress information supplied by the Executive Directors or their designate responsible for the projects.

Page 149 of 210 Town of Huntsville Staff Report Division: Treasury Date Prepared: August-12-15 Meeting Date: September-30-15 To: General Committee Author: Julia Finch, Manager of Finance / Treasurer

Subject: Insurance Requirements (Vendors and Lessee)

Report # TREA-2015-20 Confidential: No

RECOMMENDATION: Requires Action

The Insurance Requirements Policy (“Policy) and the minimum requirements contained within be hereby adopted.

Background

At the May 27, 2015 General Committee meeting staff was “directed to bring back a Report regarding the option of exploring a graduated Town Insurance Liability Payment System.”

Discussion

In 2010 the Town adopted the Town of Huntsville’s – Health and Safety Program (effective 15/05/10) which included the Contractor Hiring Health and Safety Procedure. In that procedure a requirement for a minimum amount of insurance was identified and approved, this being $5,000,000 public and property, per occurrence. The requirement for Insurance has been removed from this policy and is to be addressed separately through this report.

When a vendor is hired to perform a service for us, it is in our best interest to ensure that that vendor has protected themselves in the event of a loss. This will ensure that if they perform work that triggers a 3rd party injury or loss, their insurance policy will be held liable (rather than ours) and that they can continue to operate and fulfill their contractual obligations with us.

Staff developed a listing of typical vendors that work for the Town and have identified the minimum amounts of insurance that should be required and the specific types of insurance, dependent on the type of risk associated with the work being done. Also included in appendix “A” is the authority for the Town to request coverage above what is in the tables if there is a significant risk to the Municipality. Also, delegates the authority for the Risk Management Coordinator to determine the appropriate level and type of insurance required in matters not specifically included in the policy schedule.

This listing should provide guidance to staff when determining the appropriate amount and type of insurance to be provided for each specific matter.

Financial Implications

Capital:

Capital Item? ☐ Yes ☒ No

Page 150 of 210

If yes, is there a Capital Asset Plan? ☐ Yes ☐ No

If no, explain:

Operational:

Current Implications

The Town’s insurance budget is comprised of both the Insurance Annual premium as well as deductibles paid out. Effectively managing our risk with regards to hiring of vendors and leasing our property will have a positive impact on premiums and deductibles paid out.

Future Implications

Premiums are based on the overall risk exposure of the Town and the rate applicable to these exposures as well as current and past claims experienced, it is not known what the future implications, if any this policy will have on future premiums.

Funding Source

Insurance / Risk Management Implications

Currently all vendors are treated the same for insurance coverage purposes as per the Contractor Hiring Health and Safety Procedure included in the Town of Huntsville – Health and Safety Program (effective 15/05/10). Considering the types of risks associated with each type of vendor will ensure that the appropriate coverage is being asked for to protect the Town in the event of injury or loss.

Human Resources Implications

Sustainability Implications

Accessibility Implications

Council Strategic Direction (i.e. Approved Plans)

Councils Strategic Objectives 2014-2018 - Fiscal Restraint Community Master Plan – #4.1 More Communication Community Master Plan #5.0 – Maintain Excellent Low Tax Rate

Relevant Policies / Legislation / Resolutions

Town of Huntsville’s – Health and Safety Program (effective 15/05/10) Accountability and Transparency Policy, By-law 2007-120 General Committee Meeting – May 27, 2015 – Motion GC-109-15

Public Notice Required

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Page 151 of 210

☐ Yes ☒ No

Attachments

Appendix “A” – Insurance Coverage – Vendors and Lessee Policy

Consultations

Executive Management Team, Town of Huntsville Karen Schamehorn, Risk Management & Purchasing Coordinator Leadership Team, Town of Huntsville Robin McCleave, Vice-President, Insurance & Risk Management, Public Sector BFL Canada

Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

SIGNED SIGNED

Julia Finch, Manager of Finance / Choose an item. Denise Corry, Chief Administrative Treasurer Officer

Report Reviewed by:

Human Resources Implications (Executive Director of Human Resources & Corporate Information): ☐ Financial Implications (Manager of Finance/Treasurer): ☐ Insurance / Risk Management Implications (Risk Management & Purchasing Coordinator): ☒ Sustainability Implications (Sustainability Coordinator): ☐

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Page 152 of 210 Appendix “A” CORPORATE POLICY Insurance Coverage (external) Policy

SECTION: (Given by the Clerk’s Dept) EFFECTIVE DATE: (Date to be ratified by Council)

SUBJECT: Insurance Coverage (external) policy POLICY NUMBER: (Given by the Clerk’s Dept)

Policy Statement The Town of Huntsville will endeavor to develop a reasonable balance between risk and return when assessing risk and how it is managed.

Purpose This Policy provides guidance for the management of the Town’s insurance risk while hiring vendors and leasing facilities or property.

Scope The Policy applies to all employees, volunteers, departments, boards, committees, and Elected Officials of the Town.

Policy Requirements Amounts listed below in the tables are the minimum requirements. Vendors or lessee’ may exceed these coverage requirements.

The Town reserves the right to increase insurance coverage should the activity be considered a higher risk than normal.

Recommendation

Artists (painting, dancing, Required only if there is significant financial risk to the performers, sculpting, etc.) Municipality Building Construction Builders Risk Insurance (“All Risk Property Insurance”) - Cost of the Project for the full replacement of the project including applicable soft costs Construction Contracts -Road Work General Liability - $5M per occurrence

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Page 153 of 210 - Coverage to include but not limited to Bodily Injury including Death, Property Damage, Contractual Liability, Products and Completed Operations and Non-Owned Automobile - Shall contain a cross liability, severability of insured clause - Town named as an additional insured Standard OAP1 Owned Automobile Liability - $5M inclusive per accident for bodily injury, death and damage to property and shall provide coverage for any licenced vehicle owned, leased or operated by the insured. Environmental Impairment Liability - $5M per claim, deductible must not be in excess of $25,000 - Coverage shall include coverage for but not limited to, bodily injury including death, property damage and remediation costs which are reasonable and necessary to investigate, neutralize, remove, remediate (including associated monitoring) or dispose of soil, surface water, groundwater or other contamination. - Shall remain in force for twelve (12) months following completion of work. - Town named as an additional insured. Professional Liability (applicable if project includes the services of a professional eg. Engineer, architect, professional consultant) - $ 2M per claim - Includes coverage for all errors and omissions made by the professional in the rendering of, or failure to render, professional services in connection with the Contract. - Policy shall remain in force during the contract and for twelve (12) months following completion of the work

Consultants General Liability and/or Professional Liability - $2M per occurrence and/or per claim - Coverage to include but not limited to Bodily Injury including Death, Personal Injury, Property Damage, Contractual Liability, Products and Completed Operations and Non-Owned Automobile - Includes coverage for all errors and omissions made by the professional in the rendering of, or failure to render, professional services in connection with the Contract resulting in a loss - Town named as an additional insured as it pertains to general liability

Cranes - Projects requiring the use General Liability of a crane - $5M per occurrence - Coverage to include but not limited to Bodily Injury

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Page 154 of 210 including Death, Property Damage, Contractual Liability, Products and Completed Operations and Non-Owned Automobile - Shall contain a cross liability, severability of insured clause - Town named as an additional insured Standard OAP1 Owned Automobile Liability - $5M inclusive per accident for bodily injury, death and damage to property and shall provide coverage for any licenced vehicle owned, leased or operated by the insured. Hook Liability Insurance - Full replacement cost of the property while “on the hook” at any one time in the performance of the work being done Elevator Maintenance General Liability - $2M per occurrence - Coverage to include but not limited to Bodily Injury including Death, Property Damage, Contractual Liability, Products and Completed Operations and Non-Owned Automobile - Shall contain a cross liability, severability of insured clause - Town named as an additional insured Fuel Storage Tanks General Liability - $5M per occurrence - Coverage to include but not limited to Bodily Injury including Death, Property Damage, Contractual Liability, Products and Completed Operations and Non-Owned Automobile - Shall contain a cross liability, severability of insured clause - Town named as an additional insured Environmental Impairment Liability or Environmental Cleanup and Liability Insurance for Storage Tanks - $5M per claim, deductible must not be in excess of $25,000 - Coverage shall include coverage for but not limited to, bodily injury including death, property damage and remediation costs which are reasonable and necessary to investigate, neutralize, remove, remediate (including associated monitoring) or dispose of soil, surface water, groundwater or other contamination. - Shall remain in force for twelve (12) months following completion of work. - Town named as an additional insured.

General Services & Works including General Liability grass cutting (does not fall under a - $2M per occurrence category provided in this list and - Coverage to include but not limited to Bodily Injury 6 | P a g e

Page 155 of 210 does not require the services of a including Death, Property Damage, Contractual Liability, professional eg. Plumber or Products and Completed Operations and Non-Owned Electrician please also see “Lawyer, Automobile Accountants, Paralegals”) - Shall contain a cross liability, severability of insured clause - Town named as an additional insured If it is determined by the Executive Director or CAO that there is minimal risk to the Municipality, they may at their discretion not require insurance coverage.

Ground Maintenance/Snow General Liability Removal/Street Cleaning/Roadside - $5M per occurrence Mowing/Road Maintenance - Coverage to include but not limited to Bodily Injury including Death, Property Damage, Contractual Liability, Products and Completed Operations and Non-Owned Automobile - Policy endorsed to include Sudden and Accidental Pollution coverage 120 reporting - Shall contain a cross liability, severability of insured clause - Town named as an additional insured Standard OAP1 Owned Automobile Liability - $5M inclusive per accident for bodily injury, death and damage to property and shall provide coverage for any licenced vehicle owned, leased or operated by the insured. - Coverage must also apply in the event the operations of the insured resulted in a pollution condition including remediation costs. Instructor (i.e. tennis, dance, Required only if there is significant financial risk to the fencing, yoga, etc) Municipality

IT Information Technology Professional Liability - $ 2M per claim - Includes coverage for all errors and omissions made by the professional in the rendering of, or failure to render, professional services in connection with the Contract. - Policy shall remain in force during the contract and for twelve (12) months following completion of the work

Janitorial Services General Liability - $2M per occurrence - Coverage to include but not limited to Bodily Injury including Death, Property Damage, Contractual Liability, Products and Completed Operations and Non-Owned Automobile - Shall contain a cross liability, severability of insured clause Crime – Required only if there is a significant financial risk to the Municipality

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Page 156 of 210 - $25,000 per claim - Coverage shall be for theft/mysterious disappearance of municipal property by staff employed by company providing janitorial services Lawyers, Accountants, Paralegals Professional Liability - $ 2M per claim - Includes coverage for all errors and omissions made by the professional in the rendering of, or failure to render, professional services in connection with the Contract. - Policy shall remain in force during the contract and for twelve (12) months following completion of the work Leases – Long Term (one year or General Liability greater) - $2M per occurrence - Coverage to include but not limited to bodily injury including death, personal injury, property damage including loss of use thereof, contractual liability, tenants’ legal liability, non-owned automobile liability and owner’s contractors’ protective insurance coverage with respect to the Premise and the business operations conducted by the Tenant and any other person on the Premise for whom the Tenant is responsibility for in law - Shall contain a cross liability, severability of insured clause. - Town named as an additional insured All Risk Property Insurance - Full Replacement Cost for all property in the care, custody and control of the Tenant including Tenant improvements and betterments - Business interruption in the form of Rents for a minimum of 12 months - The Policy shall contain a waiver of subrogation in favour of the Town Leases – Short Term/Seasonal Term General Liability (less than one year) - $2M per occurrence - Shall include but not limited to bodily injury including death, personal injury, property damage including loss of use thereof, contractual liability, tenants’ legal liability, non-owned automobile liability and owner’s contractors’ protective insurance coverage with respect to the Premise and the business operations conducted by the Tenant and any other person on the Premise for whom the Tenant is responsibility for in law - Shall contain a cross liability, severability of insured clause. - Town named as an additional insured All Risk Property Insurance - Full Replacement Cost for all property in the care, custody and control of the Tenant including Tenant improvements and betterments - The Policy shall contain a waiver of subrogation in favour

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Page 157 of 210 of the Town Licence of Occupation General Liability Agreement/Private Dock Lease/ - $2M per occurrence Unassumed Road Allowance - Shall include but not limited to bodily injury including Improvement Agreement death, personal injury, property damage including loss of use thereof, contractual liability, tenants’ legal liability, non-owned automobile liability and owner’s contractors’ protective insurance coverage with respect to the Premise and the business operations conducted by the Tenant and any other person on the Premise for whom the Tenant is responsibility for in law - Shall contain a cross liability, severability of insured clause. - Town named as an additional insured Other matters not specifically As determined by the Executive Director in consultation with addressed in this Schedule the Risk Management Coordinator. Photographers (still and video) Required only if there is significant financial risk to the Municipality - $2M per occurrence - Coverage to include but not limited to Bodily Injury including Death, Personal Injury, Property Damage, Contractual Liability, Products and Completed Operations and Non-Owned Automobile - Shall contain a cross liability, severability of insured clause - Town named as an additional insured Professional services – Electrician, General Liability and/or Professional Liability Plumber, Mechanical - $2M per occurrence and/or per claim - Coverage to include but not limited to Bodily Injury including Death, Property Damage, Contractual Liability, Products and Completed Operations and Non-Owned Automobile - Includes coverage for all errors and omissions made by the professional in the rendering of, or failure to render, professional services in connection with the Contract resulting in a loss - Town named as an additional insured as it pertains to general liability Special Events involving alcohol, General Liability amusement rides eg. Inflatable - $5M per occurrence apparatus (bouncy castle) or - Coverage to include but not limited to Bodily Injury fireworks (not a Town run event) including Death, Property Damage, Contractual Liability, Products and Completed Operations and Non-Owned Automobile - Where applicable confirmation that the General Liability includes liquor liability, and/or amusement rides and/or an inflatable apparatus(s) - Shall contain a cross liability, severability of insured clause. - Town named as an additional insured

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Page 158 of 210

Street light Maintenance General Liability - $5M per occurrence - Coverage to include but not limited to Bodily Injury including Death, Property Damage, Contractual Liability, Products and Completed Operations and Non-Owned Automobile - Shall contain a cross liability, severability of insured clause. - Town named as an additional insured Standard OAP1 Owned Automobile Liability - $5M inclusive per accident for bodily injury, death and damage to property and shall provide coverage for any licenced vehicle owned, leased or operated by the insured. Towing Companies Standard OAP1 Owned Automobile Liability - $5M inclusive per accident for bodily injury, death and damage to property and shall provide coverage for any licenced vehicle owned, leased or operated by the insured. Coverage shall include, if applicable any standard OPCF endorsements required for the operation of a tow truck. - On Hook/Hoist Liability Insurance; $100,000 per vehicle. Garage Automobile Insurance Standard OAP 4 - $2M per occurrence - $100,000 Collision or upset to a customer’s vehicle (Section6.1) - $100,000 Specified perils (Section 6.4) Coverage shall include O.E.F. 77 Liability for Comprehensive Damage to a customer’s automobile endorsement (including open lot theft) - Town named as an additional insured

Waste Haulers/Waste Collection General Liability Services - $5M per occurrence - Coverage to include but not limited to Bodily Injury including Death, Property Damage, Contractual Liability, Products and Completed Operations and Non-Owned Automobile - Shall contain a cross liability, severability of insured clause. - Town named as an additional insured Standard OAP1 Owned Automobile Liability - $5M inclusive per accident for bodily injury, death and damage to property and shall provide coverage for any licenced vehicle owned, leased or operated by the insured. - Coverage must also apply in the event the operations of the insured resulted in a pollution condition including remediation costs.

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Page 159 of 210 Responsibilities Hiring Managers - Prior to commencing work, vendors shall submit to the Hiring Manager the required insurance documentation. This documentation will be provided prior to any work commencing to the Risk Management Coordinator.

Risk Management Coordinator – is responsible for the following: 1. To follow up with the relevant direct supervisor on any non-compliance of hiring managers within this policy. 2. To keep a listing of current vendors and date of expiration of their insurance documentation which is readily available to staff.

Definitions: Vendor – may include, but not limited to: artist, contractors, sub-contractor, consultants, instructor and professionals.

Lessee – an individual, company or organization to whom a lease is granted, or a tenant under a lease. The lease is established by a written agreement entered into by the Mayor and Clerk, Executive Director or Designate.

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Page 160 of 210 Town of Huntsville Staff Report Division: Treasury Date Prepared: August-13-15 Meeting Date: September-30-15 To: General Committee Author: Julia Finch, Manager of Finance / Treasurer Subject: Reserve Level Policy

Report # TREA-2015-21 Confidential: No

RECOMMENDATION: Requires Action

It is recommended that report reference No. TREA-2015-21 dated September 30, 2015 prepared by Julia Finch Manager of Finance/Treasurer regarding the “Reserve Level Policy” be received;

And Further that: Council Resolution 128-08 is rescinded.

And Further that: the Policy as outlined in the Report by hereby adopted.

Background

In 2011 Council approved the Reserve & Reserve Fund Policy which outlined how reserves are to be established, reported on and documented.

The proposed policy outlined in this report provides guidance as to how to maintain an adequate level of financial resources to protect against reducing service levels or raising taxes and fees because of temporary revenue shortfalls or unpredicted one-time expenditures.

On March 10, 2008, council passed resolution 128-08 identifying that reserves must be replenished over time to a point where they are approximately 75% of the total levy.

Discussion The proposed policy outlines how funds can be removed from reserve accounts and what levels should be maintained in certain accounts. At the present, it must be recognized that that the working capital reserve fund is in a negative balance and that adopting this policy will result in the Town not meeting the minimum balances as outlined in the report. There is however, a plan in place over the next 10 years which will bring the working capital balances onside with this report (Appendix C).

Financial Implications

Capital:

Capital Item? ☐ Yes ☒ No

If yes, is there a Capital Asset Plan? ☐ Yes ☐ No The proposed policy will help move us toward being financially sustainable with the Town’s Capital Infrastructure Plans. If no, explain:

Page 161 of 210 Operational:

Current Implications

Future Implications

Funding Source

Insurance / Risk Management Implications

Nil

Human Resources Implications

Nil

Sustainability Implications

Nil

Accessibility Implications

Nil

Council Strategic Direction (i.e. Approved Plans)

Councils Strategic Objectives 2014-2018 - Fiscal Restraint Community Master Plan – #4.1 More Communication Community Master Plan #5.0 – Maintain Excellent Low Tax Rate

Relevant Policies / Legislation / Resolutions

Municipal Act, 2001, S.O. 2001, c.25 as amended Reserve and Reserve Fund Policy

Public Notice Required

☐ Yes ☒ No

Attachments

Appendix “A” – Corporate Policy – Reserve Level Policy

Consultations

Executive Management Team, Town of Huntsville

Page 162 of 210 Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

SIGNED SIGNED

Julia Finch, Manager of Finance / Choose an item. Denise Corry, Chief Administrative Treasurer Officer

Report Reviewed by:

Page 163 of 210 Appendix “A” – Reserve Balance Level Policy CORPORATE POLICY Reserve Level Policy

SECTION: (Given by the Clerk’s Dept) EFFECTIVE DATE: (Date to be ratified by Council)

SUBJECT: Reserve Level POLICY NUMBER: (Given by the Clerk’s Dept)

Policy To maintain an adequate level of financial resources to protest against reducing service levels or raising taxes and fees because of temporary revenue shortfalls or unpredicted one-time expenditures

Objective This Policy provides guidance to maintain adequate levels of reserve fund balance to mitigate current and future risks.

Scope This Policy applies to all discretionary reserves held as Working Funds, Capital Asset Funds held by the Town of Huntsville.

Policy Requirements

Fund balances Council shall maintain reserve fund balances as follows:

1. Working Capital Fund: no less than 5% and more than 20% of budgeted operating expenditures 2. Capital Fund: in accordance with capital asset management plans

At the time of the adoption of the policy it is recognized that that the working capital reserve fund is in a negative balance and that adopting this policy the Town will not be meeting the minimum balances as outlined in the report. There is however a plan over the next 10 years which will bring the working capital balances onside with this report (Table A).

Withdrawing Reserve Funds Fund balances may be used at Council’s discretion for emergencies (i.e. natural disasters, public safety or security, protection of the health, safety and well-being of workers, etc.), unanticipated economic downturns, and one-time opportunities with expiry dates that fall within the current approved budget cycle. Minimum fund balances shall be restored in the following year and a maximum of five years of use.

Any use of reserve funds must be approved by Council explicitly, either by approval of the annual budget or by council motion.

Page 164 of 210 Responsibilities a) Authority

The Town Treasurer shall have the authority to transfer any budget surplus to the Working Capital Reserve at the end of the year based on audited financial results; any budget deficit at the end of the year will be transferred from Working Capital Reserve based on audited financial results.

b) Reporting

The Treasurer or designate will advise Council of any short falls or deficit arising at the end of each year and the amount to be transferred to or from the Working Capital Reserve as a result.

Table A – Working Capital Reserve Funding Plan 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 Working Capital -2,237,834 -2,048,020 -1,829,732 -1,581,337 -1,301,251 -988,354 -617,098 -212,009 227,867 792,309

Additions Dividends (Assume 5% increase) 198,446 208,368 218,786 229,726 241,212 253,273 265,936 279,233 293,195 307,855 Unfinanced Capital - Payback Council 171-15 1,131 2,356 3,482 4,769 5,956 7,134 8,328 9,522 130,638 315,736 2010 Debenture RSRV Payback 171-15 -11,779 5,547 24,109 43,572 63,709 108,828 128,803 149,097 138,586

Ending Balance -2,048,020 -1,829,732 -1,581,337 -1,301,251 -988,354 -617,098 -212,009 227,867 792,309 1,417,925

Minimum Balance (5% operation expense) 803,705 835,853 869,287 904,059 940,221 977,830 1,016,943 1,057,621 1,099,926 1,143,923 Maximum Balance (20% operating expense) 3,214,821 3,343,413 3,477,150 3,616,236 3,760,885 3,911,321 4,067,774 4,230,485 4,399,704 4,575,692

Max/Min Balance Met FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE FALSE TRUE

Page 165 of 210 Town of Huntsville Staff Report Division: Treasury Date Prepared: September-21-15 Meeting Date: September-30-15 To: General Committee Author: Julia Finch, Manager of Finance / Treasurer

Subject: Approved Capital Asset Plans – Annual Update

Report # TREA-2015-22 Confidential: No

RECOMMENDATION: For Information Only

It is recommended that report reference No. TREA-2015-22 dated September 30th, 2015 prepared by Julia Finch Manager of Finance/Treasurer regarding the “Approved Capital Asset Plans – Annual Update be received for information only.

Background

As per the Ontario Ministry of Infrastructure: Building Together, Guide for Municipal Asset Management Plans (2012) any municipality seeking provincial capital funding must have a detailed asset management plan showing how the proposed project fits within it. Municipalities will need to demonstrate how they are assisting financially with the proposed project, including engaging with Infrastructure Ontario.

Discussion

At the January 28th, 2015 General Committee meeting staff brought forward the initial capital plans for the following: Algonquin Theatre, Cemetery, Parks & Trails, Fleet, Facilities and Muskoka Heritage Place.

Fire Services and the Information Technology Capital approved plans were also reviewed and updated for the 2015 budget.

Any approved plan should be reviewed annually to adjust for changes in cost estimates, account for items that have been completed and adjust any changes to year of expected replacement. This will ensure that we are reviewing the amounts needed each year and over a period of time as well as account for any significant fluctuations in cash flow needs for the Corporation.

Page 166 of 210 Financial Implications

Capital:

Capital Item? ☐ Yes ☐ No

If yes, is there a Capital Asset Plan? ☐ Yes ☐ No

If no, explain:

Operational:

Current Implications

In the 2016 budget it is anticipated that the increase in the levy from the capital plans being presented is as follows: Fire ($3,950), Algonquin Theatre ($1,350), Muskoka Heritage Place ($350), Parks ($52,500), Cemetery ($10,000) and Facilities ($34,038), Information Technology ($0). Although changes have been made in each of the capital plans (pricing, timing, etc.) no changes have been made from the planned increased contribution from the prior year.

Future Implications Currently the reserve funds and the amounts being levied each year for the replacement of the capital assets are lower than the amounts that are expected to be spent in the future. Increasing the contributions to reserves each year on a gradual basis will help smooth the impact of fully funding the plans over time.

Funding Source The capital asset plans presented are generally funded through the tax levy with some funding to come from Development Charges. Any opportunity to fund a project through grant programs will be explored on an on-going basis.

Insurance / Risk Management Implications

Ensuring that capital assets are being replaced at the end of their useful lives and funding that replacement reduces the risk of failure of our capital assets and losses because of failure.

Human Resources Implications

Sustainability Implications

Asset Management Plans are a key component of financial sustainability. By planning for future maintenance and renewal investments these plans also help ensure that environmental and social aspects of our assets are addressed.

Accessibility Implications

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Page 167 of 210 Council Strategic Direction (i.e. Approved Plans)

Councils Strategic Objectives 2014-2018 - Fiscal Restraint Community Master Plan – #4.1 More Communication Community Master Plan #5.0 – Maintain Excellent Low Tax Rate

Relevant Policies / Legislation / Resolutions

Municipal Funding Agreement (MFA) Federal Gas Tax Revenues, 26 May 2014 Building Together: Guide for Municipal Asset Management Plans Government of Ontario Accountability and Transparency Policy, By-law 2007-120 2016 Town of Huntsville Budget Guidelines (Report TREA-2015-17)

Public Notice Required

☐ Yes ☒ No

Attachments

Appendix “A” – 2016 Capital Asset Plan – Information Technology Appendix “B” – 2016 Capital Asset Plan – Algonquin Theatre Appendix “C” – 2016 Capital Asset Plan – Facilities Appendix “D” – 2016 Capital Asset Plan – Muskoka Heritage Place Appendix “E” – 2016 Capital Asset Plan – Fire Appendix “F” – 2016 Capital Asset Plan – Cemetery Appendix “G” – 2016 Capital Asset Plan – Parks

Consultations

Executive Management Team, Town of Huntsville Colleen MacDonald, Manager of Parks and Cemeteries Brian Crozier, Manager of Facilities Greg Pilling, Manager of Sales and Customer Service Ed Ross, Manager of Information Technology Matt Huddlestone, Theatre Manager

Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

SIGNED SIGNED

Julia Finch, Manager of Finance / Choose an item. Denise Corry, Chief Administrative Treasurer Officer

Report Reviewed by:

Human Resources Implications (Executive Director of Human Resources & Corporate Information): ☐ Financial Implications (Manager of Finance/Treasurer): ☒ Insurance / Risk Management Implications (Risk Management & Purchasing Coordinator): ☒ Sustainability Implications (Sustainability Coordinator): ☒

3 | P a g e

Page 168 of 210 Appendix "A" Appendix A - 2016 Capital Asset Plan - Information Technology IT Capital Replacement Plan - 2016 Review

Asset / Project 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025

Tablet 350 397 0 3,743 350 397 0 3,743 350 397 9,726 Audiovisual 1,629 800 492 00001,629 800 492 5,841 Battery Backup 3,771 284 342 0 0 3,771 284 342 0 0 8,794 Notebook 5,292 3,158 8,241 12,789 9,802 5,292 3,158 8,241 12,789 9,802 78,565 Desktop 3,700 1,317 1,230 4,883 0 3,700 1,317 1,230 4,883 0 22,261 Communications - Telephone 0000035,000 0 0 0 0 35,000 Computer Hardware 3,255 4,050 1,678 1,116 2,534 1,255 3,403 1,874 3,255 4,050 26,470 Networking 16,380 2,455 0 2,946 169 3,612 16,380 2,455 0 2,946 47,342 Plotter 0 0 20,595 0 0 0 0 0 0 0 20,595 Printer/Copier/Scanner 8,536 9,839 7,687 3,430 2,186 723 7,800 8,778 8,536 7,539 65,055 Server 4,421 4,519 4,518 0 0 4,421 4,519 4,518 0 0 26,916 Storage 23,200 000023,200 0 0 0 0 46,400 Surveillance & Security 2,745 0 0 0 16,953 0 497 0 0 0 20,195 System Software 1,773 22,372 6,607 5,319 0 0 18,500 4,508 3,220 0 62,299 Thin Computing 1,224 370 1,343 1,872 2,793 442 1,224 370 1,343 1,872 12,852 Total Capital Expenditures 76,276 49,560 52,733 36,099 34,787 81,812 57,081 37,689 35,176 27,097 488,312

Transfer to Reserves 45000 45000 45000 45000 45000 45000 45000 45000 45000 45000 Opening Reserve 93,905 62,629 58,069 50,336 59,236 69,449 32,637 20,556 27,867 37,691 Total Capital Expenditures 76,276 49,560 52,733 36,099 34,787 81,812 57,081 37,689 35,176 27,097 Closing Balance - Reserves 17,629 13,069 5,336 14,236 24,449 -12,363 -24,444 -17,133 -7,309 10,593

2014 Closing Reserve 44605 As per Report #CORP‐2013‐30, the results of the annual IT Capital Replacement Plan 2015 Reserve Transfer 43000 review are presented above . Replacement pricing, changes in technology, user needs 2015 CapEx Forecast 38700 2016 Reserve Transfer 45000 and useful life predictions were re‐evaluated and adjustments applied. 2016 Opening Reserve 93905

Page 169 of 210 Total Cost over 20 Years 974,236$ Average Cost Per Year 48,712$ Annual Transfer (Yr 1) 27,000$ Annual Transfer Increase/yr 5% Levy 11,812,032$

Row Labels Sum of 2016 Sum of 2017 Sum of 2018 Sum of 2019 Sum of 2020 Sum of 2021 Sum of 2022 Sum of 2023 Sum of 2024 Sum of 2025 Audiovisual 14,600$ 600$ 4,125$ 1,200$ 1,800$ 4,600$ 1,200$ 2,000$ 5,100$ Furniture 5,200$ 300$ 8,695$ 300$ 10,380$ 1,900$ 73,400$ Interior Finishes 22,000$ 9,800$ Kitchen 3,800$ 4,500$ 1,500$ Lighting 9,720$ 10,860$ 1,600$ Musical Instruments Sound 53,160$ 43,032$ 200$ 64,936$ 15,126$ 45,417$ 1,944$ 1,810$ 77,468$ (blank) Grand Total 76,760$ 57,852$ 1,500$ 4,625$ 107,691$ 17,226$ 51,617$ 13,524$ 15,510$ 155,968$

Opening Reserve Balance 111,365 62,955 15,963 (10,634) 20,685 50,520 (20,989) (223) (11,949) 16,413 Transfers In 28,350 29,768 31,256 32,819 34,460 36,183 37,992 39,891 41,886 43,980 Transfers Out (76,760) (57,852) (1,500) (4,625) (107,691) (17,226) (51,617) (13,524) (15,510) (155,968) Ending Reserve Balance 62,955 15,963 (10,634) 20,685 50,520 (20,989) (223) (11,949) 16,413 44,883

Impact on the levy 0.01% 0.01% 0.01% 0.01% 0.01% 0.01% 0.02% 0.02% 0.02% 0.02%

S:\Budget\Capital Asset Management Plans\2016 Capital Plans\2016 Capital Asset Plan ‐ Theatre 22/09/2015 Page 170 of 210 Annual Reserve Contribution Expected Based on Yr Estimated Currrent Replaceme Projected Asset Type Description Purchased Original Cost Life Cost nt Year Replacement 2016 Audiovisual JBL Control 25 speaker - Partners Hall 2005$ 1,200 4 1,200$ 2009 $ 300 $ 1,200 Furniture Bar Tables Round 2007$ 300 3$ 300 2010 $ 100 $ 300 Audiovisual DVD/VHS Player 2005$ 350 5 350$ 2010 $ 70 $ 350 Audiovisual Portable DVD Player 2007$ 150 5 150$ 2012 $ 30 $ 150 Furniture Foyer Furntiure? 2012 2012 Furniture Kramer Presentation Switcher/Scaler 2005$ 1,600 8 1,600$ 2013 $ 200 $ 1,600 Sound CD Player/Recorder - Yamaha CDR-HD 1500 2008$ 1,200 6 1,200$ 2014 $ 200 $ 1,200 Sound Apex 126 Microphone 1 2006$ 70 8 70$ 2014 9$ $ 70 Sound Apex 126 Microphone 2 2006$ 70 8 70$ 2014 9$ $ 70 Sound Apex 126 Microphone 3 2006$ 70 8 70$ 2014 9$ $ 70 Sound Apex 190 Microphone 1 2006$ 80 8 80$ 2014 $ 10 $ 80 Sound Apex 190 Microphone 2 2006$ 80 8 80$ 2014 $ 10 $ 80 Sound Apex 190 Microphone 3 2006$ 80 8 80$ 2014 $ 10 $ 80 Sound Apex 435 Microphone 1 2006$ 80 8 80$ 2014 $ 10 $ 80 Sound Apex 435 Microphone 2 2006$ 80 8 80$ 2014 $ 10 $ 80 Yamaha M&CL48 - Front of House Audio Mixing Console 2009$ 22,000 6 Sound (Purchased used - new in 2007) $ 35,000 2015 $ 5,833 $ 35,000 Kitchen Kitchen Appliances 2005$ 2,600 10 2,600$ 2015 $ 260 $ 2,600 Audio Matrix 8X8 Digital Signal Processor (speaker 2005$ 7,000 10 Sound management system) $ 7,000 2015 $ 700 $ 7,000

Sound Audio Matrix Breakout12 (speaker management system) 2005$ 4,000 10 $ 4,000 2015 $ 400 $ 4,000 Power Distribution/Conditioner - Furman PM- Pro Series 2005$ 425 10 425$ $ 425 Sound Power 1 2015 $ 43 Power Distribution/Conditioner - Furman PM- Pro Series 2005$ 425 10 425$ $ 425 Sound Power 2 2015 $ 43 Sound Production Intercom, Clear-Com headset x 4 2005$ 1,120 10 1,120$ 2015 $ 112 $ 1,120 Audiovisual Theatre Projector - Sharp Multimedia projector 2005$ 10,000 10$ 10,000 2015 $ 1,000 $ 10,000 Audiovisual Projector - NEC LT265 2005$ 1,600 10 1,600$ 2015 $ 160 $ 1,600 Audiovisual Projector Screen Wall Mount, Partners Hall 2005$ 800 10 800$ 2015 $ 80 $ 800 Furniture 7 tub chairs 2005$ 1,400 10 1,400$ 2015 $ 140 $ 1,400 Kitchen Fridge 2005$ 800 10$ 800 2015 $ 80 $ 800 Kitchen Freezer 2005$ 400 10$ 400 2015 $ 40 $ 400 Furniture 4 ‐ Bar Carts 2005$ 400 10$ 400 2015 $ 40 $ 400 Sound DVD Player 2 - Denon DN-V310 2 2011$ 600 5 600$ 2016 $ 120 $ 600 Sound Sony Blu-Ray Disc/DVD Player 1 2011$ 250 5 250$ 2016 $ 50 $ 250 Sound Sony Blu-Ray Disc/DVD Player 2 2011$ 250 5 250$ 2016 $ 50 $ 250 Sound Dual CD Player - American Audio 2010$ 1,300 6 1,300$ 2016 $ 217 $ 1,300 Sound DVD Player 1 - Denon DN-V310 1 2010$ 600 6 600$ 2016 $ 100 $ 600 Sound Apex 125 Microphone 1 2006$ 100 10 100$ 2016 $ 10 $ 100 2 Sennheiser ME2 omni directional Lavalier microphones - 2006$ 280 10 280$ $ 280 Sound black #1 2016 $ 28 Audiovisual AKG wireless Mic and Receiver 2006$ 500 10 500$ 2016 $ 50 $ 500 Furniture Linens 12 clothes & 3 skirts 2006$ 1,500 10 1,500$ 2016 $ 150 $ 1,500 Kitchen commercial dishwasher - Kitchen 2007$ 4,000 10 4,000$ 2017 $ 400 Soundcraft Spirit II - Monitor Audio Mixing Console 2007$ 6,000 10 Sound (Purchased used) $ 25,000 2017 $ 2,500 4 - Sennheiser ME2 omni directional Lavalier microphones 2007$ 560 10 560$ Sound - black #3 2017 $ 56 Lighting 4 - Power Supply 8 unit PSU-08, CLM-SCUNACL 2007$ 2,000 10 2,000$ 2017 $ 200 Lighting DMX Iris for Source Four, City Theatrical, DMXIRIS - 1 2007$ 640 10 640$ 2017 $ 64 Lighting DMX Iris for Source Four, City Theatrical, DMXIRIS -2 2007$ 640 10 640$ 2017 $ 64 Lighting DMX Iris for Source Four, City Theatrical, DMXIRIS -3 2007$ 640 10 640$ 2017 $ 64 Lighting DMX Iris for Source Four, City Theatrical, DMXIRIS -4 2007$ 640 10 640$ 2017 $ 64 Lighting I-Cue Intelligent Mirror Rosco, ROS-C-ICUCINTEL - 1 2007$ 645 10 645$ 2017 $ 65 Lighting I-Cue Intelligent Mirror Rosco, ROS-C-ICUCINTEL - 2 2007$ 645 10 645$ 2017 $ 65 Lighting I-Cue Intelligent Mirror Rosco, ROS-C-ICUCINTEL - 3 2007$ 645 10 645$ 2017 $ 65 Lighting I-Cue Intelligent Mirror Rosco, ROS-C-ICUCINTEL - 4 2007$ 645 10 645$ 2017 $ 65 Lighting I-Cue Intelligent Mirror Rosco, ROS-C-ICUCINTEL - 5 2007$ 645 10 645$ 2017 $ 65 Lighting I-Cue Intelligent Mirror Rosco, ROS-C-ICUCINTEL - 6 2007$ 645 10 645$ 2017 $ 65 Lighting I-Cue Intelligent Mirror Rosco, ROS-C-ICUCINTEL - 7 2007$ 645 10 645$ 2017 $ 65 Lighting I-Cue Intelligent Mirror Rosco, ROS-C-ICUCINTEL - 8 2007$ 645 10 645$ 2017 $ 65 Audiovisual Yamaha Powered Mixer EMX Series - Partners Hall 2007$ 600 10 600$ 2017 $ 60 Kitchen Dish Washer 2007 $500 10 $500 2017 $ 50 Crown Amplifier CTs 1200 - Centre Fill - Main PA 2005$ 1,675 12 1,675$ Sound Orchestra Level (L/R) 2017 $ 140 Crown Amplifier CTs 3000 - Subs - Main PA Orchestra 2005$ 2,784 12 2,784$ Sound Level (L/R) 2017 $ 232 Crown Amplifier CTs 1200 - (H/M Freq) - Balcony Level 2005$ 1,675 12 1,675$ Sound (L/R) 2017 $ 140

Sound Crown Amplifier CTs 2000 - (L Freq) - Balcony Level (L/R) 2005$ 2,038 12 2,038$ 2017 $ 170 Sound Crown Amplifier CTs 1200 - Balcony Centre 2005$ 1,675 12 1,675$ 2017 $ 140 Sound Crown Amplifier CTs 1200 - Monitor 1/2 2005$ 1,675 12 1,675$ 2017 $ 140 Sound Crown Amplifier CTs 1200 - Monitor 3/4 2005$ 1,675 12 1,675$ 2017 $ 140 Sound Crown Amplifier CTs 1200 - Monitor 5/6 2005$ 1,675 12 1,675$ 2017 $ 140 Sound QSC Amplifier - Back-up/Monitor 7/8 2005$ 2,100 12 2,100$ 2017 $ 175 Sound Dual Cassette Player - Denon DN-780R 2005$ 500 12 500$ 2017 $ 42 Kitchen Washer 2008 $1,000 10 $1,000 2018 $ 100 Kitchen Dryer 2008 $500 10 $500 2018 $ 50 Projector - Eiki LC-XB43 4500 lumens XGA projector(4:3 2011$ 2,800 8 2,800$ Audiovisual format) 2019 $ 350 Power Distribution/Conditioner - Art Pro Audio SP 4 X 4 2009$ 200 10 200$ Sound Pro LED, Metered PDS 1 2019 $ 20 Audiovisual Radiance Hazer 2009$ 1,325 10 1,325$ 2019 $ 133

Lighting Elation Design Spot 250 Pro - intelligent moving head 1 2012$ 1,915 8 1,915$ 2020 $ 239

S:\Budget\Capital Asset Management Plans\2016 Capital Plans\2016 Capital Asset Plan ‐ Theatre 22/09/2015 Page 171 of 210 Annual Reserve Contribution Expected Based on Yr Estimated Currrent Replaceme Projected Asset Type Description Purchased Original Cost Life Cost nt Year Replacement 2016

Lighting Elation Design Spot 250 Pro - intelligent moving head 2 2012$ 1,915 8 1,915$ 2020 $ 239

Lighting Elation Design Spot 250 Pro - intelligent moving head 3 2012$ 1,915 8 1,915$ 2020 $ 239

Lighting Elation Design Spot 250 Pro - intelligent moving head 4 2012$ 1,915 8 1,915$ 2020 $ 239 Power Distribution/Conditioner - Art Pro Audio SP 4 X 4 2010$ 200 10 200$ Sound Pro LED, Metered PDS 2 2020 $ 20 6 - Sennheiser MKE 2-ew Gold omni directional Lavalier 2010$ 2,400 10 2,400$ Sound microphones - beige #1 2020 $ 240 6 DPA 4066 Omnidirectional Headband (headset) w/ 2010$ 3,786 10 3,786$ Sound adaptor - beige #1 2020 $ 379 Sound Lighting Control Console - ETC Ion 2010$ 6,450 10 6,450$ 2020 $ 645 Sound Lighting Control Fader Wing - ETC Ion 2010$ 1,950 10 1,950$ 2020 $ 195 Sound 22" Touch Screen for ETC Ion 2010$ 1,200 10 1,200$ 2020 $ 120 Sound 22" LCD Screen ETC Ion 2010$ 275 10 275$ 2020 $ 28 Sound ECT NET3 Radio Remote Focus Unit ETC Ion 2010$ 2,200 10 2,200$ 2020 $ 220 Interior Finishes stage floor 2005 22,000$ 15$ 22,000 2020 $ 1,467 Furniture Office furniture 2005$ 6,500 15 6,500$ 2020 $ 433 Sound Centre Fill Speaker (Orchestra Level) Left 2005$ 1,340 15 1,340$ 2020 $ 89 Sound Centre Fill Speaker (Orchestra Level) Right 2005$ 1,340 15 1,340$ 2020 $ 89 Sound Subwoofers JBL (Orchestra Level) Left 2005$ 2,880 15 2,880$ 2020 $ 192 Sound Subwoofers JBL (Orchestra Level) Right 2005$ 2,880 15 2,880$ 2020 $ 192 Sound Main Speaker (Balcony) Left 2005$ 4,350 15 4,350$ 2020 $ 290 Sound Main Speaker (Balcony) Right 2005$ 4,350 15 4,350$ 2020 $ 290 Sound Centre Speaker (Balcony) Centre 2005$ 1,340 15 1,340$ 2020 $ 89 Sound Stag Lip Fill Speakers (Removed now in inventory) 2005$ 1,000 15 1,000$ 2020 $ 67 Sound Turbosound TXD-12M - Stage Monitor 1 2005$ 892 15 892$ 2020 $ 59 Sound Turbosound TXD-12M - Stage Monitor 2 2005$ 892 15 892$ 2020 $ 59 Sound JBL MS28 - Stage Monitor 9 2005$ 906 15 906$ 2020 $ 60 Sound JBL MS28 - Stage Monitor 10 2005$ 906 15 906$ 2020 $ 60 Sound dbx 2231 EQ Equalizer 1 2005$ 813 15 813$ 2020 $ 54 Sound dbx 2231 EQ Equalizer 2 2005$ 813 15 813$ 2020 $ 54 Sound dbx 1066 Compressor/Limiter 1 2005$ 688 15 688$ 2020 $ 46 Sound dbx 1066 Compressor/Limiter 2 2005$ 688 15 688$ 2020 $ 46 Sound dbx 1066 Compressor/Limiter 3 2005$ 688 15 688$ 2020 $ 46 Sound dbx 1066 Compressor/Limiter 4 2005$ 688 15 688$ 2020 $ 46 Sound dbx 1074 Quad Gate 2005$ 838 15 838$ 2020 $ 56 Sound dbx AFS224 Feedback Suppressor 2005$ 488 15 488$ 2020 $ 33 Sound Yamaha SPX2000 - Digital Delay/Reverb 2005$ 1,400 15 1,400$ 2020 $ 93 Sound Yamaha Rev100 - Reverb 2005$ 365 15 365$ 2020 $ 24 Sound Shure SM57 Microphone 1 2005$ 122 15 122$ 2020 8$ Sound Shure SM57 Microphone 2 2005$ 122 15 122$ 2020 8$ Sound Shure SM57 Microphone 3 2005$ 122 15 122$ 2020 8$ Sound Shure SM 58 Microphone 1 2005$ 135 15 135$ 2020 9$ Sound Shure SM 58 Microphone 2 2005$ 135 15 135$ 2020 9$ Sound Shure SM 58 Microphone 3 2005$ 135 15 135$ 2020 9$ Sound Shure SM 58 Microphone 4 2005$ 135 15 135$ 2020 9$ Sound Shure SM 58 Microphone 5 2005$ 135 15 135$ 2020 9$ Sound Shure SM 58 Microphone 6 2005$ 135 15 135$ 2020 9$ Sound Shure SM 81 Microphone 1 2005$ 450 15 450$ 2020 $ 30 Sound Shure SM 81 Microphone 2 2005$ 450 15 450$ 2020 $ 30 Sound Shure Beta 52 Microphone 1 2005$ 200 15 200$ 2020 $ 13 Sound Shure MX202 BP/C Microphone 1 2005$ 242 15 242$ 2020 $ 16 Sound Shure MX202 BP/C Microphone 2 2005$ 242 15 242$ 2020 $ 16 Sound Crown PCC160 Microphone 1 2005$ 300 15 300$ 2020 $ 20 Sound Crown PCC160 Microphone 2 2005$ 300 15 300$ 2020 $ 20 Sound Crown PCC160 Microphone 3 2005$ 300 15 300$ 2020 $ 20 Sound Crown PZM 30 Microphone 1 2005$ 330 15 330$ 2020 $ 22 Sound DI - 100 Behringer DI=Direct Input 2005$ 100 15 100$ 2020 7$ Sound DI - 120 Behringer 2005$ 150 15 150$ 2020 $ 10 Sound Yamaha CL5 Soundboard (main) 2015$ 45,595 10$ 45,595 2025 $ 4,560 Sound DI - Active Apex - APD2 2005$ 100 15 100$ 2020 7$ Sound 2 - DI - Rapco Box - db101-SL 2005$ 100 15 100$ 2020 7$ Sound Music Stand Lights x12 2005$ 540 15 540$ 2020 $ 36 Sound 1 - Production Intercom MS-200 main station 2005$ 890 15 890$ 2020 $ 59 Sound 6 - Production Intercom LS-3 wall station 2005$ 2,508 15 2,508$ 2020 $ 167 Sound Production Intercom BP-2 belt pack x 4 2005$ 1,772 15 1,772$ 2020 $ 118 1 - Listen LT-800-072 FM transmitter with Antenna, 1 - 2005$ 900 15 900$ Sound Listen LA-326 rack mount kit 2020 $ 60 Sound 15 - Listen LR-300 FM receivers 2005$ 1,560 15 1,560$ 2020 $ 104 Sound 1 - Listen LA-311 charger 2005$ 593 15 593$ 2020 $ 40 1 - Peavey UMA1502 amplifier with 1 - Peavey PEQM EQ 2005$ 930 15 930$ Sound card, 2 - TOA PM-660 paging microphone 2020 $ 62 Sound 17 - Enforcer E8PCX802T 10RA speaker/transformer 2005$ 1,139 15 1,139$ 2020 $ 76 Sound 17 - Enforcer EBB8RF7D backbox 2005$ 238 15 238$ 2020 $ 16 6 - Enforcer EAM35W volume control with 2 - Custom 2005$ 420 15 420$ Sound page mic plate 2020 $ 28 8 - Spectra Q-3 Scrollers w/16 frame gel string, S4 2005$ 3,200 15 3,200$ Lighting mounting plates 2020 $ 213 Mounting Roller Rack with storage drawer, Rack Mount 2005$ 700 15 700$ Furniture Fans, DVD/VHS Player 2020 $ 47 Furniture 1 - Listen LT-800-072 FM transmitter 2005$ 800 15 800$ 2020 $ 53 6 - Listen LR-300 FM receivers, 1 - Listen LA-326 rack 2005$ 695 15 695$ Furniture mount kit 2020 $ 46

S:\Budget\Capital Asset Management Plans\2016 Capital Plans\2016 Capital Asset Plan ‐ Theatre 22/09/2015 Page 172 of 210 Annual Reserve Contribution Expected Based on Yr Estimated Currrent Replaceme Projected Asset Type Description Purchased Original Cost Life Cost nt Year Replacement 2016 Projector Screen - 7.5' X 10' FRONT SURFACE DT with 2011$ 1,300 10 1,300$ Audiovisual stand alone frame kit. 2021 $ 130 Turbosound Milan 15 powered speaker, speaker cover 2011$ 1,071 10 1,071$ Sound and speaker stand #1 2021 $ 107 Turbosound Milan 15 powered speaker, speaker cover 2011$ 1,071 10 1,071$ Sound and speaker stand #2 2021 $ 107 Sennheiser EW100-G-3 wireless hand held 935 mic kit 2011$ 794 10 794$ Sound (Transmitter and Receiver) with Sennheiser GA-3 rack kit 2021 $ 79 Sennheiser EW100-G-3 wireless lav mic kits (Transmitter 2011$ 722 10 722$ Sound and Receiver) 2021 $ 72 Sound Turbosound TXD-12M - Stage Monitor 3 2006$ 892 15 892$ 2021 $ 59 Sound Turbosound TXD-12M - Stage Monitor 4 2006$ 892 15 892$ 2021 $ 59 Sound Turbosound TXD-12M - Stage Monitor 5 2006$ 892 15 892$ 2021 $ 59 Sound Turbosound TXD-12M - Stage Monitor 6 2006$ 892 15 892$ 2021 $ 59 Sound Shure Beta58 Microphone 1 2006$ 250 15 250$ 2021 $ 17 Sound Shure Beta58 Microphone 2 2006$ 250 15 250$ 2021 $ 17 Sound Shure Beta58 Microphone 3 2006$ 250 15 250$ 2021 $ 17 Sound Shure Beta58 Microphone 4 2006$ 250 15 250$ 2021 $ 17 6 - Wireless Receivers - Sennheiser EM100 G2 True 2006$ 2,700 15 2,700$ Sound Diversity (700MHz range) 2021 $ 180 2 - Wireless Body Pack Transmitters - Sennheiser SK100 2006$ 560 15 560$ Sound G2 (700MHz Range) #1 2021 $ 37 6 -Wireless Hand Held Mic - Sennheiser SKM100 G2, 935 2006$ 1,980 15 1,980$ Sound capsule (700MHz) #1 2021 $ 132 Sound 2 - Production Intercom Handset HS-6 2006$ 560 15 560$ 2021 $ 37 Theatre Projector Screen - Draper Rollermatic 162" x 216 2012$ 4,600 10 4,600$ Audiovisual " matte white 24" Black drop 2022 $ 460 Sound Turbosound TXD-12M - Stage Monitor 7 2007$ 893 15 893$ 2022 $ 60 Sound dbx 2231 EQ Equalizer 3 2007$ 813 15 813$ 2022 $ 54 Sound dbx 2231 EQ Equalizer 4 2007$ 813 15 813$ 2022 $ 54 Sound dbx 2231 EQ Equalizer 5 2007$ 813 15 813$ 2022 $ 54 Sound Shure SM57 Microphone 4 2007$ 122 15 122$ 2022 8$ Sound Shure SM57 Microphone 5 2007$ 122 15 122$ 2022 8$ Sound Shure SM57 Microphone 6 2007$ 122 15 122$ 2022 8$ Sound Shure SM 58 Microphone 7 2007$ 135 15 135$ 2022 9$ Sound Shure PG 56 Microphone 1 2007$ 80 15 80$ 2022 5$ Sound Shure PG 56 Microphone 2 2007$ 80 15 80$ 2022 5$ Sound Sennheiser e914 Microphone 1 2007$ 368 15 368$ 2022 $ 25 Sound Sennheiser e914 Microphone 2 2007$ 368 15 368$ 2022 $ 25 Sound Sennheiser e914 Microphone 3 2007$ 368 15 368$ 2022 $ 25 Sound Sennheiser e904 Microphone 1 2007$ 200 15 200$ 2022 $ 13 Sound Sennheiser e904 Microphone 2 2007$ 200 15 200$ 2022 $ 13 Sound Sennheiser e904 Microphone 3 2007$ 200 15 200$ 2022 $ 13 Sound Sennheiser e904 Microphone 4 2007$ 200 15 200$ 2022 $ 13 Sound Sennheiser e902 Microphone 1 2007$ 300 15 300$ 2022 $ 20 4 - Wireless Body Pack Transmitters - Sennheiser SK100 2007$ 1,120 15 1,120$ Sound G2 (700MHz Range) 2022 $ 75 4 - Spectra Q-3 Scrollers w/16 frame gel string, S4 2007$ 1,600 15 1,600$ Lighting mounting plates 2022 $ 107 Furniture 72 black mesh function chairs, no wheels, stacking 2013$ 6,480 10 6,480$ 2023 $ 648 Furniture 10 - black mesh function chairs, wheels, stacking 2013$ 1,000 10 1,000$ 2023 $ 100 Furniture 10 MityLite rectangular tables 2013$ 2,900 10 2,900$ 2023 $ 290 Sound Turbosound TXD-12M - Stage Monitor 8 2008$ 894 15 894$ 2023 $ 60 Sound Turbosound TXD115 - Sub Stage Monitor 2008$ 800 15 800$ 2023 $ 53 Sound 5 - DI - Rapco Box - db101-SL 2008$ 250 15 250$ 2023 $ 17 Projector Screen - 9'x12' rear projection with frame and 2014$ 2,000 10 2,000$ Audiovisual lower skirting 2024 $ 200 Interior Finishes Carpet 2014$ 9,800 10 9,800$ 2024 $ 980 Crown Amplifier CTs 3000 (L Freq) - Main PA Orchestra Level (L/R) 2012$ 1,200 12 1,200$ Sound (Purchased Used) 2024 $ 100 Sound Shure Beta 91 Microphone 1 2010$ 265 15 265$ 2025 $ 18 6 - Wireless Receivers - Sennheiser EM100 G3 True 2010$ 2,700 15 2,700$ Sound Diversity (500MHz range) 2025 $ 180 6 - Wireless Body Pack Transmitters - Sennheiser SK100 2010$ 1,680 15 1,680$ Sound G3 (500MHz Range) #7 2025 $ 112 3- Sennheiser ASA1 active antenna splitters w/ Power 2010$ 1,854 15 1,854$ Sound Supply 2025 $ 124 4 - Sennheiser A1031-U passive omni-directional antennas 2010$ 580 15 580$ Sound #1 2025 $ 39

Sound Wireless Supplies Rack w/mounting hardware and cables 2010$ 1,301 15 1,301$ 2025 $ 87 Sound DI - Radial Pro48 2010$ 150 15 150$ 2025 $ 10 Sound DI - Radial Pro 2010$ 100 15 100$ 2025 7$ Sound DI - Radial Pro AV2 2010$ 200 15 200$ 2025 $ 13 Sound DI - Radial JPC 2010$ 250 15 250$ 2025 $ 17 Audiovisual 1/2 Ton Chain Motor #1 2010$ 2,300 15 2,300$ 2025 $ 153 Audiovisual 1/2 Ton Chain Motor #2 2010$ 2,300 15 2,300$ 2025 $ 153 Furniture Theatre seats 408 2005$ 73,400 20$ 73,400 2025 $ 3,670 Sound music stands x 12 2005$ 1,380 20 1,380$ 2025 $ 69 1 - ACD PPA1 intercom Jackfield with 10 - Custom 2005$ 1,238 20 1,238$ Sound intercom plates 2025 $ 62 Custom loudspeaker patch panel with Speakon jacks, 8 - 2005$ 770 20 770$ Sound Digiflex L5-2-14-N4 speakon patch cable 2025 $ 39 ETC Sensor+ SR48+Rack, 800A, 120/240VAC, 3 Phase 2005$ 15,000 20$ 15,000 Sound and ETC CEM+ Control Electronics Module 2025 $ 750 Sound Shure SM27 Microphone 1 2011$ 327 15 327$ 2026 $ 22 Sound Dual dbx 31 band EQ (1231) 2011$ 475 15 475$ 2026 $ 32

S:\Budget\Capital Asset Management Plans\2016 Capital Plans\2016 Capital Asset Plan ‐ Theatre 22/09/2015 Page 173 of 210 Annual Reserve Contribution Expected Based on Yr Estimated Currrent Replaceme Projected Asset Type Description Purchased Original Cost Life Cost nt Year Replacement 2016 14 Rack Space Case, Furman PL8C power conditioner, 2011$ 582 15 582$ Sound LTO AMX-140 2026 $ 39 Crown Amplifier CTs 2000 (H/M Freq) - Main PA Orchestra Level (L/R) 2012$ 800 15 800$ Sound (Purchased Used) 2027 $ 53 Sound Main Speaker (Orchestra Level) - Left 2013$ 3,500 15 3,500$ 2028 $ 233 Sound Main Speaker (Orchestra Level) - Right 2013$ 3,500 15 3,500$ 2028 $ 233 Interior Finishes mid stage draw curtain with track 2005$ 5,405 25 5,405$ 2030 $ 216 Interior Finishes Main draw curtain 2005$ 3,900 25 3,900$ 2030 $ 156 Upstage Traveller 2005$ 3,250 25 3,250$ 2030 $ 130 Interior Finishes Tracks for Drapery 1 2005$ 1,300 25 1,300$ 2030 $ 52 Interior Finishes Tracks for Drapery 2 2005$ 1,300 25 1,300$ 2030 $ 52 Interior Finishes Tracks for Drapery 3 2005$ 1,300 25 1,300$ 2030 $ 52 Interior Finishes Stage Boarder Drapes 1 2005$ 1,300 25$ 1,300 2030 $ 52 Interior Finishes Stage Boarder Drapes 2 2005$ 1,300 25$ 1,300 2030 $ 52 Interior Finishes Stage Boarder Drapes 3 2005$ 1,300 25$ 1,300 2030 $ 52 Interior Finishes Acoustic drapes pair - Orchestra left 2005$ 2,080 25 2,080$ 2030 $ 83 Interior Finishes Acoustic drapes pair - Orchestra right 2005$ 2,080 25 2,080$ 2030 $ 83 Interior Finishes Roto drapes (stage legs) - 1 2005$ 1,800 25 1,800$ 2030 $ 72 Interior Finishes Roto drapes (stage legs) - 2 2005$ 1,800 25 1,800$ 2030 $ 72 Interior Finishes Roto drapes (stage legs) - 3 2005$ 1,800 25 1,800$ 2030 $ 72 Interior Finishes Roto drapes (stage legs) - 4 2005$ 1,800 25 1,800$ 2030 $ 72 Interior Finishes Roto drapes (stage legs) - 5 2005$ 1,800 25 1,800$ 2030 $ 72 Interior Finishes Roto drapes (stage legs) - 6 2005$ 1,800 25 1,800$ 2030 $ 72 Interior Finishes Cyclorama - white drape curtain 2005$ 5,590 25 5,590$ 2030 $ 224 Furniture Piano Bench 2005$ 1,200 25$ 1,200 2030 $ 48 Lighting ETC D15A dual 1.8k Dimmer Module 2005$ 11,050 25$ 11,050 2030 $ 442 Lighting ETC D20A dual 2.4k Dimmer Module 2005$ 7,150 25 7,150$ 2030 $ 286

Lighting ETC DNODE-2F DMX Node - 2 port Female- NET2 - 1 2005$ 950 25 950$ 2030 $ 38

Lighting ETC DNODE-2F DMX Node - 2 port Female- NET2 - 2 2005$ 950 25 950$ 2030 $ 38 Lighting ETC DNODE-2M DMX Node - 2 port Male - NET2 - 3 2005$ 950 25 950$ 2030 $ 38 Lighting 10 - ETC Source Four 36 degree ellipsoidal 2005$ 7,500 25 7,500$ 2030 $ 300 Lighting 10 - ETC Source Four 26 degree ellipsoidal 2005$ 7,500 25 7,500$ 2030 $ 300 Lighting ETC Source Four ZOOM 25-50 degree ellipsoidal 2005$ 2,550 25 2,550$ 2030 $ 102 Lighting ETC Source Four PAR 2005$ 4,560 25 4,560$ 2030 $ 182 Lighting Leviton Colortran 6" Theatre Fresnel 2005$ 4,200 25 4,200$ 2030 $ 168 Lighting Selecon Aurora 3 Cell Cyc Light 2005$ 4,800 25 4,800$ 2030 $ 192 Lighting ETC D20A dual 2.4k Dimmer Module 2006$ 650 25 650$ 2031 $ 26 Lighting ETC D15A dual 1.8k Dimmer Module 2007$ 3,250 25 3,250$ 2032 $ 130 Lighting 2 - ETC Source Four 36 degree ellipsoidal 2007$ 1,500 25 1,500$ 2032 $ 60 Lighting ETC D20A dual 2.4k Dimmer Module 2008$ 650 25 650$ 2033 $ 26 Lighting ETC Source Four 36 degree ellipsoidal 2010$ 750 25 750$ 2035 $ 30 Lighting 2- ETC Source Four 26 degree ellipsoidal 2010$ 1,500 25 1,500$ 2035 $ 60 Lighting ETC Source Four PAR 2010$ 1,520 25 1,520$ 2035 $ 61 FOLLOWSPOT-LYCIAN-1212 Midget II Quartz Lycian 2010$ 1,350 25 1,350$ Lighting 1212 2035 $ 54 Sound Middle Atlantic PTRK-21 effects rack 2005$ 675 30 675$ 2035 $ 23 Sound Custom effects rack wiring harness 2005$ 805 30 805$ 2035 $ 27 Sound Middle Atlantic PTRK-14 source rack 2005$ 609 30 609$ 2035 $ 20 Sound Custom source rack wiring harness 2005$ 119 30 119$ 2035 4$ Lighting ETC D20A dual 2.4k Dimmer Module 2011$ 2,600 25 2,600$ 2036 $ 104 Lighting ETC Source Four JR 50 degree ellipsoidal 2011$ 750 25 750$ 2036 $ 30 Lighting ETC Source Four ZOOM 25-50 degree ellipsoidal 2011$ 1,275 25 1,275$ 2036 $ 51 Lighting ETC Source Four ZOOM JR 25-50 degree ellipsoidal 2011$ 425 25 425$ 2036 $ 17

Lighting ETC 7083A1085 Relay Module, Dual 20A DIMMER-ETC 2012$ 375 25 375$ 2037 $ 15 Lighting Elation DLED Par Zoom lighting fixture 1 2012$ 985 25 985$ 2037 $ 39 Lighting Elation DLED Par Zoom lighting fixture 2 2012$ 985 25 985$ 2037 $ 39 Lighting Elation DLED Par Zoom lighting fixture 3 2012$ 985 25 985$ 2037 $ 39 Lighting Elation DLED Par Zoom lighting fixture 4 2012$ 985 25 985$ 2037 $ 39 Lighting Elation DLED Par Zoom lighting fixture 5 2012$ 985 25 985$ 2037 $ 39 Lighting Elation DLED Par Zoom lighting fixture 6 2012$ 985 25 985$ 2037 $ 39 Lighting Elation DLED Par Zoom lighting fixture 7 2012$ 985 25 985$ 2037 $ 39 Lighting Elation DLED Par Zoom lighting fixture 8 2012$ 985 25 985$ 2037 $ 39 Lighting Elation DLED Par Zoom lighting fixture 9 2012$ 985 25 985$ 2037 $ 39 Lighting Elation DLED Par Zoom lighting fixture 10 2012$ 985 25 985$ 2037 $ 39 Audiovisual 12" Box Truss, 8' lengths x 5 2010$ 2,625 30 2,625$ 2040 $ 88 Musical Instruments Seiler Grand Piano 2005$ 45,000 50$ 45,000 2055 $ 900 $631,885$ 76,760.00

S:\Budget\Capital Asset Management Plans\2016 Capital Plans\2016 Capital Asset Plan ‐ Theatre 22/09/2015 Page 174 of 210 Total Cost over 40 Years 15,767,493$ Facilities ‐ Capital Asset Plan Average Cost Per Year 394,187$ Status Quo Transfer (2014) 136,150$ Annual Transfer Increase/yr 25% To Year 2021 then remain at $430,000 Levy 11,812,032$ Row Labels Sum of 2016 Sum of 2017 Sum of 2018 Sum of 2019 Sum of 2020 Sum of 2021 Sum of 2022 Sum of 2023 Sum of 2024 Sum of 2025 Aspdin 60,100$ 18,800$ Brunel 7,700$ 18,750$ 4,300$ Civic $ 11,200 25,300$ 172,500$ 79,200$ Port Sydney 40,650$ 18,750$ 10,900$ Stephenson 6,250$ 7,700$ 145,450$ 18,750$ 4,440$ Summit 1,050$ 10,500$ 287,372$ 4,260,680$ 42,950$ 28,000$ 57,600$ 1,061,506$ Train Station 17,250$ 12,100$ 8,050$ 12,600$ University 12,051$ 5,029$ 12,051$ 80,120$ 6,838$ 12,051$ 80,330$ Grand Total 80,901$ 27,950$ 23,829$ 37,001$ 590,992$ 4,286,268$ 265,001$ 36,050$ 70,200$ 1,240,676$

Opening Reserve Balance 505,548 594,835 726,669 964,637 1,273,207 1,651,704 1,490,712 (2,365,556) (2,200,557) (1,806,607) Transfers In 170,188 212,735 265,919 332,398 415,498 430,000 430,000 430,000 430,000 430,000 Transfers Out (80,901) (27,950) (23,829) (37,001) (590,992) (4,286,268) (265,001) (36,050) (70,200) (1,240,676) Ending Reserve Balance 594,835 726,669 964,637 1,273,207 1,651,704 1,490,712 (2,365,556) (2,200,557) (1,806,607) (1,446,807)

Impact on the levy 0.29% 0.36% 0.45% 0.56% 0.70% 0.12% 0.00% 0.00% 0.00% 0.00%

S:\Budget\Capital Asset Management Plans\2016 Capital Plans\2016 Capital Plan ‐ Facilities 22/09/2015 Page 175 of 210 Building Description Yr Purchased Original Cost Estimated Life Currrent Cost 2016 Aspdin Commercial range (propane) 1990$ 5,000 25$ 6,250 $ 6,250 Aspdin Furnace Propane 2011$ 5,500 20$ 6,600 Aspdin Roof ‐ Main Hall (steel)) 2009$ 30,000 30$ 39,000 Aspdin Roof ‐ Kitchen 2015$ 5,500 30$ 5,500 Aspdin Septic System 1960?$ 27,000 30$ 35,100 $ 35,100 Aspdin Suppresion system (range) 1990$ 15,000 25$ 18,750 $ 18,750 Aspdin UV Water Disinfection System 2008$ 10,000 10$ 11,100 Aspdin Well Pump/tank 2008$ 7,000 10$ 7,700 Brunel Fire Alarm Panel 2001$ 5,000 20 $ 18,750 Brunel Furnace Propane 2008$ 5,500 20$ 6,600 Brunel Roof ‐ Main Hall (shingle) 2014$ 17,000 25$ 21,250 Brunel Septic System 2014$ 27,000 30$ 35,100 Brunel UV Water Disinfection System 2015$ 3,700 10$ 3,700 Brunel Well Pump/tank 2001$ 7,000 10$ 7,700 $ 7,700 Civic Advance Floor Scrubber 2005 5,000$ 12$ 5,600 Civic BAS (Johnson) CC 2015$ 22,000 10$ 22,000 Civic Carpet clenaner 2005$ 5,000 12$ 5,600 Civic Furnace #1 twin CC 2005$ 5,500 15 $ 6,325 Civic Furnace #2 twin CC 2005$ 5,500 15$ 6,325 Civic Furnace #3 twin CC 2005$ 5,500 15$ 6,325 Civic Furnace #4 twin CC 2005$ 5,500 15$ 6,325 Civic HVAC #1 2005$ 20,000 20$ 24,000 Civic HVAC #2 2005$ 6,000 20$ 7,200 Civic HVAC #3 2005$ 6,000 20$ 7,200 Civic HVAC #4 2005$ 6,000 20$ 7,200 Civic HVAC #7 2005$ 6,000 20 $ 7,200 Civic Roof ‐ Town Hall 2007$ 150,000 15$ 172,500 Port Sydney Commercial Dishwasher 2005$ 5,000 15$ 5,750 Port Sydney Commercial Range 2013$ 5,000 25$ 6,250 Port Sydney Commercial Range Hood 2002$ 15,000 25$ 18,750 Port Sydney Fire Alarm Panel 2002$ 5,000 20$ 18,750 Port Sydney Furnace Gas PS 2012$ 5,500 20$ 6,600 Port Sydney Roof ‐ Main Hall (steel) 1996$ 60,000 30$ 84,500 Port Sydney Septic System 1990$ 20,000 30$ 27,200 Port Sydney UV Water Disinfection System 2015$ 3,700 10 $ 3,700 Port Sydney Well Pump/tank 2010$ 7,000 10$ 7,700 Stephenson Commercial Dishwasher 2005$ 5,000 15$ 5,750 Stephenson Commercial Range 1990$ 5,000 25$ 6,250 Stephenson Commercial Range Hood 2002$ 15,000 25$ 18,750 Stephenson Fire Alarm Panel 2002$ 5,000 20$ 18,750 Stephenson Furnace #1 (Oil) Steph 2015$ 7,200 20$ 7,200 Stephenson Furnace #2 (Oil) Steph 2015$ 7,200 20$ 7,200 Stephenson Oil tanks( two) Steph 2000$ 5,000 20$ 6,000 Stephenson Roof ‐ Main Hall (steel) 1990$ 50,000 30$ 100,000 Stephenson Roof ‐ Seniors (steel) 1990$ 5,000 30$ 6,500 Stephenson Septic System unknown (1978)$ 20,000 30$ 27,200 Stephenson UV Water Disinfection System 2015$ 3,700 10$ 3,700 Stephenson Well Pump/tank 2009$ 7,000 10$ 7,700 Summit Dish Washer 2011$ 7,000 15$ 8,050 Summit Double Door Refridgerator 2011$ 2,500 15$ 2,875 Summit AC #1 SC 2010$ 10,000 20$ 12,000 Summit AC #10 SC 2010$ 10,000 20$ 12,000 Summit AC #2 SC 2010$ 10,000 20$ 12,000 Summit AC #3 SC 2010$ 10,000 20$ 12,000 Summit AC #4 SC 2010$ 10,000 20$ 12,000 Summit AC #5 SC 2010$ 10,000 20$ 12,000 Summit AC #6 SC 2010$ 10,000 20$ 12,000 Summit AC #7 SC 2010$ 10,000 20$ 12,000 Summit AC #8 SC 2010$ 10,000 20$ 12,000 Summit AC #9 SC 2010$ 10,000 20$ 12,000 Summit AC Unit (Family Heath) SC 2012$ 6,500 10$ 7,150 Summit AC Unit (Olivers #1) SC 2012$ 6,500 10$ 7,150 Summit AC Unit (Olivers #2) SC 2012$ 6,500 10$ 7,150 Summit AC#11 SC 2010$ 20,000 20$ 24,000 Summit ALC 2011$ 150,000 10$ 165,000 Summit AO Smith Hot water heater (500A)( 4) 2014$ 48,000 10$ 48,000 Summit Domestic hot Water Boiler 2015$ 53,000 20$ 53,000 Summit Automatic Pool Controllers (2) 2010$ 4,600 10$ 5,060 Summit Banquet Chairs 300 @109 2011$ 32,700 15$ 37,605 Summit Banquet Chairs 400 @22 2000$ 8,800 20$ 10,560 Summit Banquet Tables (40) @ 250 2011$ 10,000 12$ 11,200 Summit Boliers (2)@ 20000 SC 2010$ 40,000 20$ 44,000 Summit Carrier BAS Unit SC 2010$ 20,000 10$ 22,000 Summit Chemical Feeders (3) 2010$ 1,800 15$ 2,070 Summit Clarke Floor Scrubber 2015 8,820$ 5$ 8,820 Summit Condensor 2012$ 150,000 25$ 187,500 Summit Dectron SC SC 2010$ 35,000 20$ 42,000 S:\Budget\Capital Asset Management Plans\2016 Capital Plans\2016 Capital Plan ‐ Facilities 22/09/2015 Page 176 of 210 Building Description Yr Purchased Original Cost Estimated Life Currrent Cost 2016 Summit Desicant SC 2010$ 40,000 20$ 48,000 Summit Desks ‐ U Shape 10 @1400 2003$ 14,000 20$ 16,800 Summit Don Lough Boards& Glass 2010$ 250,000 35$ 337,500 Summit Don Lough Floor 2010$ 530,000 35$ 715,500 Summit Double Door bar Refrigerator 2011$ 2,500 15$ 2,875 Summit Engin "A" Air Handling Unit SC 2010$ 42,000 20$ 50,400 Summit Exhaust Roof Top (12) @ 3000 SC 2010$ 36,000 10$ 39,600 Summit F #2 SC 2010$ 5,000 20$ 6,000 Summit F‐#1 SC 2010$ 5,000 20$ 6,000 Summit Floor Buffer 2015$ 2,200 5$ 2,200 Summit Generator 2010$ 150,000 25$ 187,500 Summit Glycol Pumps (15)@ 1500 SC 2010$ 7,500 10$ 8,250 Summit Heat Fan SC 2010$ 6,000 20$ 7,200 Summit Hot Tub Automatic Controller 2011$ 2,300 10$ 2,530 Summit Hot Tub Filter pump 2011$ 1,500 10$ 1,650 Summit Hot Tub high speed sand filter 2011$ 5,500 15$ 6,325 Summit Hot Tub Skimmer pump 2011$ 1,500 10$ 1,650 Summit Hot Tub UV lamp 2011 3,500$ 10$ 3,850 Summit Hot Water Circulating Pumps (15)@1500 2010$ 7,500 10$ 8,250 Summit Hydraulic Lift 2012$ 10,000 10$ 11,000 Summit Ice Hockey Nets 8 @ 700 2005$ 5,600 20$ 6,720 Summit Jack Bionda 2000$ 300,000 30$ 390,000 Summit Jack Bionda Boards & Glass 2000$ 350,000 35$ 472,500 Summit Jack Bionda Floor 2000$ 500,000 35$ 675,000 Summit Lap Pool Chlorine Pump .5hp 2010$ 500 5$ 525 $ 525 Summit Lap Pool Filter Pump 15hp 2010$ 3,500 15$ 4,025 Summit Lap PoolSkimmer Pump 2010$ 2,500 15$ 2,875 Summit Minuteman Floor Scrubber 2012$ 10,000 5$ 10,500 Summit NSS Floor Scrubber 2015 5,700$ 5$ 5,700 Summit Olympia Millenium Ice Resurfacer 2010$ 84,000 10$ 92,400 Summit Olympia St‐2000 Ice Resurfacer 2015$ 68,000 10$ 68,000 Summit Pool Tank and tile 1986$ 3,000,000 35$ 4,050,000 Summit Reciprocating Plant Jack 2000$ 150,000 25$ 187,500 Summit Reciprocationg Plant ‐ Don 2010$ 200,000 25 $ 250,000 Summit Resurfice Ice Edger Machine 2015$ 1,150 15$ 1,150 Summit Roof ‐ Main (Don) 2010$ 1,000,000 30$ 1,300,000 Summit Roof ‐ Upper (flat) 2010$ 500,000 15$ 575,000 Summit Score Board ‐ Jack 2000$ 10,000 20$ 12,000 Summit Scoreboard (4 sided) ‐ Don 2010$ 25,000 20$ 30,000 Summit Seating ‐ Jack (900) 2000$ 135,000 25$ 168,750 Summit Seating‐ Don (1400) 2010$ 210,000 25$ 262,500 Summit Sewage Pump (2) 2010$ 7,000 15$ 8,550 Summit Single Door Freezer 2011$ 1,000 15$ 1,150 Summit Small Pool Chlorine Pump .5h 2010$ 500 5$ 525 $ 525 Summit Small Pool Rapid DE Filters (2) 2010$ 14,000 20$ 16,800 Summit Small Pool Skimmer Pump 2010$ 2,500 15$ 2,875 Summit UV lamps ( lap pool) 2010$ 7,600 10$ 8,360 Summit UV lamps (small pool) 2010$ 3,500 10$ 3,850 Summit York #1 SC 2011$ 10,000 20$ 12,000 Summit York #2 SC 2011$ 10,000 20$ 12,000 Summit York #3 SC 2011$ 10,000 20$ 12,000 Train Station Eavestrough 2008$ 7,000 15 $ 8,050 Train Station Furnace Natural Gas (CNR building) 2004$ 5,500 20$ 6,600 Train Station Furnace Natural Gas (Freight Shed) 2004$ 5,000 20$ 6,000 Train Station Maseration pump #1(CNR) 2010$ 5,500 10$ 6,050 Train Station Maseration pump #2 (freight shed) 2010$ 5,500 10$ 6,050 Train Station Roof ‐ CNR building (Shingled) 2006 30,000$ 20$ 39,000 Train Station Roof ‐ Freight shed (Elastomeric) 2004$ 15,000 15$ 17,250 University 2 Refrigerators 2011$ 1,300 7$ 1,391 University 4 microwaves 2011$ 1,000 7$ 1,070 University 46 Matresses 2011$ 6,216 10$ 6,838 University 5 Stoves 2011$ 2,400 7$ 2,568 University AC Unit (IT room) UW 2010$ 4,500 10$ 4,950 University AHU #1 UW 2010$ 20,000 20$ 24,000 University AHU #2 UW 2010$ 12,000 20$ 14,400 University AHU #3 UW 2010$ 12,000 20$ 14,400 University AHU #4 UW 2010$ 12,000 20$ 14,400 University AHU #5 UW 2010$ 12,000 20$ 14,400 University AHU #6 UW 2010$ 12,000 20$ 14,400 University AO Smith Hot water heater (500A) 1 2010$ 12,000 10$ 13,020 University BAS (Johnson) UW 2010$ 20,000 10$ 22,000 University Boiler #1 UW 2010$ 20,000 20$ 24,000 University Boiler #2 UW 2010$ 20,000 20$ 24,000 University Generator natural gas 2010$ 40,000 25$ 50,000 University Heat Exchanger #1 2010$ 5,500 10$ 6,050 University Heat Exchanger #2 2010$ 5,500 10$ 6,050 University Heat Pump #1 2010$ 15,000 15$ 17,250 S:\Budget\Capital Asset Management Plans\2016 Capital Plans\2016 Capital Plan ‐ Facilities 22/09/2015 Page 177 of 210 Building Description Yr Purchased Original Cost Estimated Life Currrent Cost 2016 University Heat Pump #2 2010$ 15,000 15$ 17,250 University Heat Pump #3 2010$ 15,000 15$ 17,250 University Hydronics System (17 pumps) 2010$ 25,500 10$ 28,050 University Living Control Unit 2013$ 5,200 3$ 5,356 $ 5,356 University Living Wall pumps 2013$ 6,500 3 $ 6,695 $ 6,695 University Roof ‐ Main (steel shingles) 2010$ 200,000 30$ 260,000 University Roof ‐ Upper (flat) 2010$ 10,000 15$ 11,500 Total $ 80,901

S:\Budget\Capital Asset Management Plans\2016 Capital Plans\2016 Capital Plan ‐ Facilities 22/09/2015 Page 178 of 210 Total Cost over 20 Years 236,200$ Average Cost Per Year 11,810$ Current Reserves 23,899$ MHP Capital (NB: Includes amount for fleet) Annual Transfer (Yr 1) 5,000$ Annual Transfer Increase/yr 9% Levy 11,812,032$

Row Labels Sum of 2016 Sum of 2017 Sum of 2018 Sum of 2019 Sum of 2020 Sum of 2021 Sum of 2022 Sum of 2023 Sum of 2024 Sum of 2025 MHP Property 10,000$ 3,200$ 3,500$ Muskoka Museum/Collection/Offices 4,000$ 4,000$ 4,500$ Rail ‐ Equipment ‐ Rolling 11,000$ 81,500$ Rail ‐ Pursers' Cabin 7,000$ Rail ‐ Rotary Rail ‐ Shed Village ‐ Buildings 9,500$ 6,500$ 9,000$ 1,200$ 3,500$ Village ‐ Equip 3,100$ 800$ Grand Total 9,500$ 10,500$ 12,100$ 21,000$ 81,500$ 5,200$ 7,800$ 11,200$ 3,500$

Opening Reserve Balance 23,899 19,849 16,289 12,264 7,222 (6,085) (79,199) (70,059) (65,296) (62,237) Transfers In 5,450 5,941 6,475 7,058 7,693 8,386 9,140 9,963 10,859 11,837 Transfers Out (9,500) (10,500) (12,100) (21,000) (81,500) ‐ (5,200) (7,800) (11,200) (3,500) Ending Reserve Balance 19,849 16,289 12,264 7,222 (6,085) (79,199) (70,059) (65,296) (62,237) (61,600)

S:\Budget\Capital Asset Management Plans\2016 Capital Plans\2016 Capital Asset Plan ‐ Muskoka Heritage Place 22/09/2015 Page 179 of 210 AB CDEFGHIJ 1 Building Type Description Yr Created Original Cost Estimated Lifeected Replacement Currrent Cost ted Replacement 2016 Village ‐ Buildings Roof Hill House Upper Roof (cedar to Enviroshake) 2016 15,000$ 50 2016 15,000$ 300$ 9,500$ 2 3 Muskoka Museum/Collection/Offices Flooring Hall/washroom & gift shop (floor tiles) 1992 1,500$ 25 2017 2,500$ 100$ Village ‐ Buildings Roof Loyal Orange Lodge Roof (Cedar Shingles) 1985 2,000$ 30 2017 6,000$ 200$ 4 5 Village ‐ Equip Equipment Bar Refrigerator 1998 850$ 20 2018 800$ 40$ 6 Village ‐ Equip Equipment Refrigerator 1998 1,600$ 20 2018 2,000$ 100$ Village ‐ Buildings Roof Boles Barn Roof (cedar to metal sheeting) 1970 unknown 60 2018 8,500$ 142$ 7 8 MHP Property Fence Village ‐ north east perimeter fence NI non‐existant $ ‐ 50 2019 9,000$ 180$ 9 Rail ‐ Equipment ‐ Rolling Rail Railway track re‐aligned / levelled 1998 10,000 20 2019 10,000$ 500$ 10 Rail ‐ Equipment ‐ Rolling Equipment Snow Blower 2010 1,100$ 10 2020 1,300$ 130$ 11 Muskoka Museum/Collection/Offices Ceiling Museum Ceiling 1992 2,500$ 30 2022 3,500$ 117$ 12 Village ‐ Buildings Equipment First Nations tent, fly and poles 2012 1,300$ 10 2022 1,200$ 120$ 13 Village ‐ Equip Equipment Snow Blower 2013 620$ 10 2023 700$ 70$ 14 Rail ‐ Pursers' Cabin Roof Roof ‐ heritage shingles ‐ TBD 1998 5,000 25 2023 7,000$ 280$ 15 Muskoka Museum/Collection/Offices Technology Museum Sound System 2004 2,600$ 20 2024 3,800$ 190$ 16 MHP Property Village Road Road treatment 2014 2,800$ 10 2024 2,800$ 280$ Village ‐ Buildings Roof Trappers Cabin Roof (Old Cedar Shingles) 2014 500$ 10 2024 3,000$ 300$ 17 18 MHP Property Station Road Road treatment 2015 2,800$ 10 2025 3,500$ 350$ 19 Village ‐ Equip Equipment Laundry Washer 2006 600$ 20 2026 800$ 40$ 20 Village ‐ Equip Equipment Laundry Dryer 2006 600$ 20 2026 800$ 40$ 21 Rail ‐ Rotary Roof Roof (asphalt to metal sheeting) 1998 unknown 60 2028 8,000$ 133$ 22 Rail ‐ Rotary HVAC Furnace H / Vac System 1998 unknown 30 2028 5,000$ 167$ 23 Muskoka Museum/Collection/Offices Technology Security Camera System 2014 3,100$ 15 2029 3,100$ 207$ 24 Rail ‐ Equipment ‐ Rolling Rail Locomotive #1 ‐ Painting 2014 10,000$ 15 2029 10,000$ 667$ 25 Rail ‐ Equipment ‐ Rolling Rail Locomotive #2 ‐ Painting 2014 10,000$ 15 2029 10,000$ 667$ 26 Village ‐ Buildings Fence Paddock fence 2015 1,000$ 15 2030 1,200$ 80$ 27 Village ‐ Buildings Technology Security Camera System 2016 5,000$ 15 2031 5,000$ 333$ 28 Village ‐ Equip Equipment Lawn Tractor 2011 2,800$ 20 2031 3,200$ 160$ 29 MHP Property Fence Main entrance fence 2015 3000 20 2035 4,000$ 200$ 30 Village ‐ Buildings Roof Darling Roof (Cedar Shingles) 2006 9,000$ 30 2036 10,000$ 333$ 31 Village ‐ Buildings Roof Bray House Roof (Cedar Shingles) 2007 6,000$ 30 2037 7,300$ 243$ 32 Village ‐ Buildings Roof Wood Shop Roof (Cedar Shingles) 2008 4,000$ 30 2038 4,500$ 150$ 33 Village ‐ Buildings Roof Spence Inn Porch Roof (Cedar Shingles) 2008 6,000$ 30 2038 6,200$ 207$ 34 Village ‐ Buildings Roof Hare House Roof (Cedar Shingles) 2008 10,700$ 30 2038 11,500$ 383$ 35 Muskoka Museum/Collection/Offices Roof Roof (Asphalt Shingles) 2009 10,394$ 30 2039 12,000$ 400$ 36 Muskoka Museum/Collection/Offices HVAC Furnace H / Vac 2010 5,700$ 30 2040 7,000$ 233$ Blacksmith Shop Roof (cedar to tar paper / Village ‐ Buildings Roof 2016 1,200$ 25 2041 1,200$ 48$ 37 slat) 38 Muskoka Museum/Collection/Offices Equipment Alarm System 2013 3,000$ 30 2043 3,200$ 107$ Village ‐ Buildings Roof Maw House Roof (cedar to tar paper / slat) 2013 7,300$ 30 2043 7,300$ 243$ 39 Village ‐ Buildings Roof General Store Upper Roof (cedar Shingles) 2014 6,000$ 30 2044 6,000$ 200$ 40 41 Village ‐ Buildings Roof Wesley Church Roof (Cedar Shingles) 2015 13,000$ 30 2045 13,000$ 433$ 42 Village ‐ Buildings Roof Livery Roof (metal sheeting) 1987 1,200$ 60 2047 2,000$ 33$ 43 Muskoka Museum/Collection/Offices Hardwood Floors Museum & Offices (Hardwood Floors) 2000 12,000$ 50 2050 12,500$ 250$ 44 Rail ‐ Shed Roof Roof (metal sheeting, red roof) 1998 20,000 60 2058 20,000$ 333$ 45 Village ‐ Buildings Roof School Roof (cedar to Enviroshake) 2012 15,000$ 50 2062 16,000$ 320$ Spence Inn Upper Roof (cedar to Enviroshake 46 Village ‐ Buildings Roof 2015 7,200$ 50 2065 9,000$ 180$ material) Spence Inn Upper Roof (cedar to Enviroshake Village ‐ Buildings Roof 2015 4,750$ 50 2065 6,000$ 120$ 47 ‐ labour) General Store Lower Roof (cedar to metal Village ‐ Buildings Roof 2014 1,700$ 60 2074 1,700$ 28$ 48 sheeting) Hill House Summer Kitchen Roof (metal Village ‐ Buildings Roof 2014 2,600$ 60 2074 2,700$ 45$ 49 sheet) 50 Rail ‐ Equipment ‐ Rolling Rail Locomotive #1, 1926 (broken boiler) 1926 25,000$ 150 2076 75,000$ 500$ 51 Village ‐ Equip Equipment Ford Farm Tractor N9 2002 1,800$ 100 2102 6,000$ 60$ 52 Rail ‐ Equipment ‐ Rolling Rail Locomotive #3 ‐ diesel electric 2002 18,000$ 100 2102 100,000$ 1,000$ 53 Rail ‐ Equipment ‐ Rolling Rail Iroquios Coach ‐ 1894 2002 10,000$ 100 2102 50,000$ 500$ 54 Rail ‐ Equipment ‐ Rolling Rail Algonquin Coach ‐ 1894 2002 10,000$ 100 2102 40,000$ 400$ 55 Rail ‐ Equipment ‐ Rolling Rail Locomotive #4 Brookville 2002 4,000$ 100 2102 20,000$ 200$ 56 Rail ‐ Equipment ‐ Rolling Rail Locomotive #2 (Boiler, riveted) 2002 20,000$ 125 2127 60,000$ 480$ 57 Rail ‐ Equipment ‐ Rolling Rail Locomotive #2, 1926 ‐ (working boiler) 2002 25,000$ 150 2152 75,000$ 500$ 58 Rail ‐ Equipment ‐ Rolling Rail Locomotive #1 ‐ (Boiler ‐ welded) 2020 80,000$ 150 2170 80,000$ 533$ Sugar Shack (reproduction, future plans Village ‐ Buildings 1974 4,000$ unknown 5,000$ 59 undecided) 60 Total 14,556$

S:\Budget\Capital Asset Management Plans\2016 Capital Plans\2016 Capital Asset Plan ‐ Muskoka Heritage Place 22/09/2015 Page 180 of 210 2016 Fire Capital Plan Appendix "E"

Department Fire Depart Truck Life eExpected Life 2010 dolar value 2015 2016 2017 2018 2019 2020 2021 2022 2023 2024 2025 ASSET/PROJECT Emergency Vehicles 2010 X 2% inflation per/year Rescue 1 2003/125 15 20 6,500 130,000 152,000 Pumper 2 1989/285 oOldest truck in fleet Rescue 3 1997/250 15 20 15,000 300,000 Pumper 4 2005/285 15 20 15,000 300,000 366,000 Pumper 5 2001/285 15 20 15,000 300,000 375,000 Pumper 6 2010/285 15 20 15,000 300,000 404,000 Ladder 7 2007/1000 20 20 50,000 1,000,000 New Pumper (Grwth) 400,000

Administration Vehicles #10 9 10 3,500 35,000 37,000 44,000 #11 9 10 3,500 35,000 45,000 #12 9 10 3,500 35,000 46,000 # 13 9 10 3,500 35,000 39,000 47,000 Routine Capital Items Hose/Forestry Equipment 15 333 5,000 5,520 5,631 5,743 5,858 5,975 6,095 6,217 6,341 6,468 6,597 6,729 Clothing and Safety Equipment 10 1,200 12,000 13,249 13,514 13,784 14,060 14,341 14,628 14,920 15,219 15,523 15,834 16,150 Radio and Pagers (capital lease) 13,200 14,008 14,288 14,574 14,865 15,163 15,466 15,775 16,091 16,413 16,741 17,076 Small tools and Equipment 10 2,500 25,000 27,602 28,154 28,717 29,291 29,877 30,475 31,084 31,706 32,340 32,987 33,647 Other Equipment Repeater Tower 34,000 38,000 SCBA 5 26,174 130,872 ‐ 250,000 94,000 Routine Items within budget Buildings St #1 40 75,338 3,013,500 St #3 40 30,000 1,200,000 Training Facility/Building (done in phases) ‐ 15,000 70,000 70,000 70,000 TOTAL CAPITAL EXPENDITURES 266,045 6,869,572 97,379 490,587 166,819 216,075 65,357 752,664 67,997 551,357 185,744 118,159 618,602

Reserves Opening Balance 449,890 617,855 396,561 503,065 564,421 780,687 313,921 536,182 479,531 593,030 778,741 Budget Additions: Sustainability Plan 2% 197,477 201,427 205,455 209,564 213,755 218,031 222,391 226,839 231,376 236,003 240,723 Air Pack Reserve 12,000 12,000 12,000 12,000 12,000 12,000 12,000 12,000 12,000 12,000 12,000 Municipal Partner Contributions Grants Routine Replacement: Forest Fire 5,001 5,001 5,001 5,001 5,001 5,001 5,001 5,001 5,001 5,001 5,001 clothing & safety 12,216 12,216 12,216 12,216 12,216 12,216 12,216 12,216 12,216 12,216 12,216 Radios & Pagers 13,200 13,200 13,200 13,200 13,200 13,200 13,200 13,200 13,200 13,200 13,200 Small Tools & Equipment 25,450 25,450 25,450 25,450 25,450 25,450 25,450 25,450 25,450 25,450 25,450 Total Contribution to Reserves Annually 265,344 269,294 273,322 277,431 281,622 285,898 290,258 294,706 299,243 303,870 308,590 Sale of Equipment Development Charges 200,000 Other Funding ‐ ‐ ‐ ‐ ‐ ‐ ‐ 200,000 ‐ ‐ ‐ Total Additions 265,344 269,294 273,322 277,431 281,622 285,898 290,258 494,706 299,243 303,870 308,590

Capital Spending: 97,379 490,587 166,819 216,075 65,357 752,664 67,997 551,357 185,744 118,159 618,602

Reserves Ending Balance 617,855 396,561 503,065 564,421 780,687 313,921 536,182 479,531 593,030 778,741 468,730

Page 181 of 210 Appendix "F" 2016 Capital Asset Plan - Cemetery

Total Cost over 20 Years 496,000$ Average Cost Per Year 24,800$ Cemetery Reserve 263,640$ Status Quo Transfer (2014) $ ‐ Annual Transfer (Yr 2) 10,000$ Annual Transfer Increase/yr 20%

Row Labels Sum of 2016 Sum of 2017 Sum of 2018 Sum of 2019 Sum of 2020 Sum of 2021 Sum of 2022 Sum of 2023 Sum of 2024 Sum of 2025 Hutcheson 360,000$ 15,000$ Illfracombe 5,000$ 2,000$ 11,000$ Locks $ 12,000 12,000$ Madill Stephenson 10,000$ 10,000$ Grand Total 372,000$ 10,000$ 5,000$ 2,000$ 26,000$ 12,000$ 10,000$

Opening Reserve Balance 263,640 (98,360) (458,360) (453,960) (441,680) (422,944) (424,061) (394,201) (364,201) (334,201) Transfers In 10,000 12,000$ 14,400$ 17,280$ 20,736$ 24,883$ 29,860$ 30,000$ 30,000$ 30,000$ Transfers Out‐$ 372,000 ‐$ 10,000 ‐$ 5,000 ‐$ 2,000 ‐$ 26,000 $ ‐ $ ‐ $ ‐ ‐$ 12,000 ‐$ 10,000 Ending Reserve Balance (98,360) (458,360) (453,960) (441,680) (422,944) (424,061) (394,201) (364,201) (334,201) (316,201)

S:\Budget\Capital Asset Management Plans\2016 Capital Plans\2016 Captial Asset Plan ‐ Cemetery Page 182 of 210 Appendix "F" 2016 Capital Asset Plan - Cemetery

SQ/NI Cemetery Item year purchased cost life span replacement cost replacement year 2016 SQ Hutcheson water supply/standpipes 1991 24 $6,000 2015 6,000$ SQ Hutcheson chapel 1938 40 $200,000 2015 200,000$ SQ Hutcheson signage 20 $4,000 2015 4,000$ SQ Locks roads 8 $12,000 2016 12,000$ SQ Hutcheson garage 1991 $6,015 40 $150,000 2016 150,000$ SQ Stephenson roads 8 $10,000 2017 SQ Illfracombe roads 10 $5,000 2018 SQ Illfracombe signage 1990 20 $2,000 2019 SQ Hutcheson roads 8 $15,000 2020 SQ Illfracombe fencing 1980 40 $9,000 2020 SQ Illfracombe shed 1980 40 $2,000 2020 SQ Stephenson garage 1980 $8,000 50 $16,000 2030 SQ Locks signage 2014 20 $1,000 2034 SQ Madill fencing 1998 $8,926 40 $13,500 2038 SQ Hutcheson fencing 1998 $21,300 40 $48,000 2038 SQ Locks fencing 1998 40 $20,000 2038 SQ Stephenson fencing 1998 $28,642 40 $30,000 2038 SQ Stephenson archway 1998 40 $10,000 2038 SQ Stephenson signage 1998 20 2038 SQ Hutcheson columbarium 2000 $29,714 n/a NI Hutcheson 2nd columbarium2009 $65,000 n/a SQ Madill signage 20 Total 372,000$

Cemeteries Capital Asset Plan Page 183 of 210 Parks Capital Plan 2016

Average Cost Per Year 427,203$ 20 Years Parks Reserve 330,667$ Status Quo Transfer (2014) 79,354$ Annual Transfer (Yr 1) 150,000$ Annual Transfer Increase/yr 35% Until 2019 Tax Levy 2015 11,812,032$

Row Labels Sum of 2016 Sum of 2017 Sum of 2018 Sum of 2019 Sum of 2020 Sum of 2021 Sum of 2022 Sum of 2023 Sum of 2024 Sum of 2025 Beaches & Parks 339,500$ 109,200$ 8,000$ 40,400$ 105,000$ 3,000$ 73,000$ 25,000$ 40,400$ Furniture 1,500$ 7,000$ 14,000$ 2,000$ 1,800$ Gardens Horticulture 22,000$ 4,000$ 10,000$ 12,000$ McCulley 22,500$ 60,000$ Trails 100,000$ 12,000$ 4,000$ 35,000$ 1,800$ Park 164,500$ 436,000$ 29,000$ 8,000$ 625,000$ 598,000$ 1,236,000$ 50,000$ 101,000$ 24,000$ Grand Total 604,000$ 545,200$ 30,500$ 57,000$ 687,900$ 703,000$ 1,257,000$ 129,000$ 171,000$ 140,000$

Opening Reserve Balance 118,863 (282,637) (613,262) (789,406) (369,906) 23,094 (214,806) (467,806) (1,274,806) (953,806) Transfers In 202,500 273,375 369,056 450,000 450,000 450,000 450,000 450,000 450,000 450,000 Transfers Out (604,000) (545,200) (30,500) (57,000) (687,900) (703,000) (1,257,000) (129,000) (171,000) (140,000) Ending Reserve Balance (282,637) (613,262) (789,406) (369,906) 23,094 (214,806) (467,806) (1,274,806) (953,806) (674,806)

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replacement Asset Type Unit SQ/NI Location Item year installed cost life span replacement y cost 2016 Beaches & Parks 1 SQ Port Sydney Beach septic 1970$ 5,000 30 2000$ 30,000 Beaches & Parks 1 SQ Indian Landing paving 1971 30 2001$ 15,000 $ 15,000 Beaches & Parks 1 SQ Utterson backstop‐ end of life? 1977$ 7,300 30 2003$ 15,000 Park 1 SQ McCulley‐Diamond A backstop 1986 20 2006$ 98,000 Park 1 SQ McCulley‐Diamond B backstop 1986$ 16,055 20 2006$ 98,000 Beaches & Parks 1 SQ Brunel Locks retaining walls downstream 1984 25 2009$ 250,000 $ 250,000 Beaches & Parks 1 SQ Brunel Locks retaining walls upstream 1984 25 2009$ 45,000 $ 45,000 Park 1 SQ McCulley‐Diamond C backstop 1990$ 17,866 20 2010$ 98,000 Beaches & Parks 1 SQ Port Sydney Beach well pump 2002$ 5,000 10 2012$ 5,500 $ 5,500 Beaches & Parks 1 SQ Meadow Park tennis courts/fence 2015$ 108,807 40 2012$ 105,000 Trails 1 SQ Fairy Vista Trail paving 1994$ 200,000 20 2014$ 100,000 $ 100,000 Beaches & Parks 1 SQ Brunel Locks flag pole 1984$ 2,000 30 2014$ 4,000 $ 4,000 Beaches & Parks 1 SQ Centennial Park flag pole 1984$ 2,000 30 2014$ 4,000 $ 4,000 Beaches & Parks 1 SQ Brunel Locks beams 2015$ 12,000 5 2015$ 13,200 Park 1 SQ McCulley‐Quonset A furnace 2000$ 2,500 15 2015$ 3,000 $ 3,000 Beaches & Parks 1 SQ Meadow Park path 2015$ 26,881 20 2015$ 10,000 Park 1 SQ River Mill parking lot B (draining & repave) 20 2015$ 50,000 $ 50,000 Beaches & Parks 1 SQ Port Sydney Beach surface of dock 2015 $ 10,176 20 2015$ 10,000 Park 1 SQ McCulley‐Diamond B cross arms 2015$ 2,000 25 2015$ 8,500 Park 1 SQ McCulley‐Diamond B fixtures & bulbs 2015$ 5,420 25 2015$ 7,250 Park 1 SQ McCulley‐Diamond C cross arms 2015$ 2,000 25 2015$ 8,500 Beaches & Parks 1 SQ Hutcheson Beach parking lot 2015$ 3,968 30 2015$ 4,000 Beaches & Parks 1 SQ Port Sydney Hall flag pole at CC operational 2015$ 4,000 $ 4,000 Park 1 SQ McCulley‐Diamond A cross arms 2015$ 2,000 2015$ 8,500 Park 1 SQ McCulley‐Diamond A fixtures & bulbs 2015$ 5,420 2015$ 7,250 Park 1 SQ McCulley‐Diamond C fixtures & bulbs 2015$ 5,420 2015$ 7,250 Park 1 SQ McCulley‐Diamond F cross arms 2015$ 2,000 2015$ 8,500 Park 1 SQ McCulley‐Diamond F fixtures & bulbs 2015$ 5,420 2015$ 7,250 Beaches & Parks 1 SQ Hoods Road stairs‐ 100‐ demo 2015 $ 3,508 2015$ 4,000 Beaches & Parks 1 SQ Indian Landing roof 2015 $ 2,756 2015$ 2,500 Park 1 NI Pitmans Bay pavilion 2015$ 20,000 $ 20,000 Park 1 Conroy‐lining track every 5 years 2011 5 2016$ 15,000 Park 1 SQ McCulley‐Diamond F backstop 1996 $ 19,895 20 2016$ 98,000 Park 1 SQ Lions Lookout parking lots 20 2016$ 17,500 $ 17,500 Park 1 Lions Lookout road repave 20 2016$ 45,000 $ 45,000 Park 1 SQ Lions Lookout flag pole 2016$ 4,000 $ 4,000 Park 1 SQ Lions Lookout raised planters 2016$ 6,000 $ 8,000 Beaches & Parks 1 SQ Utterson fencing 2016$ 12,000 $ 12,000 Park 1 SQ Conroy‐tennis courts surface 2010 7 2016$ 12,000 $ 17,000 Park 1 SQ McCulley‐Quonset A grow lights 1994 8 2017 5,000$ Park 1 SQ McCulleyDiamond A bleachers ‐ 2 1987 30 2017$ 16,000 Park 1 SQ McCulley‐Diamond B bleachers ‐ 1 1987 30 2017$ 8,000 Beaches & Parks 1 SQ Clarke Cres tennis courts/fencing 1977$ 35,593 40 2017$ 105,000 Beaches & Parks 1 SQ Ilfracombe fencing/gates 2017$ 4,200 Furniture 30 SQ Parks garbage barrels 5 2018$ 1,500 Park 1 SQ River Mill Playground safety surface 2008$ 20,000 10 2018$ 20,000 Park 1 SQ River Mill Town Dock ‐ landscape 2008$ 85,000 reno every 5 2018$ 9,000 Beaches & Parks 1 SQ Port Sydney Hall safety surface $ 5,000 5 2019$ 5,000 Horticulture 90 SQ Horticulture hanging baskets 2009$ 10,800 10 2019$ 12,000 Horticulture 22 SQ Horticulture cosmo cubes 2009$ 9,240 10 2019$ 10,000 Furniture 5 SQ Parks bear proof bins 2009 10 2019$ 5,000 Furniture 1 SQ Parks lighthouse 2009 10 2019$ 2,000 Trails 1 SQ River Trail granular surface 2004$ 10,000 15 2019$ 10,000 Trails 1 SQ River Trail stairs 2004$ 1,200 15 2019$ 2,000 Beaches & Parks 1 SQ Kent Park irrigation 1999$ 2,900 20 2019$ 3,000 Beaches & Parks 1 SQ Camp Kitchen ‐ MEMORIAguard posts 2000$ 1,000 20 2020$ 1,400 Park 1 SQ McCulley‐North Soccer irrigation 2000$ 40,000 20 2020$ 45,000 McCulley 1 SQ McCulley‐concession/ball consession mechanicals 1995$ 15,000 25 2020$ 22,500 Park 1 SQ McCulley‐Diamond B light poles 1986$ 52,102 30 2020$ 180,000 Park 1 SQ McCulley‐Diamond C bleachers ‐1 1990 30 2020$ 8,000 Park 1 SQ McCulley‐Diamond C light poles 1990$ 52,102 30 2020$ 180,000 Beaches & Parks 1 SQ Riverside fencing 1990 30 2020$ 4,000 Beaches & Parks 1 SQ Lake Waseosa crib 1980$ 2,500 40 2020$ 5,000 Park 1 SQ Pitmans Bay washroom building 1980 $20,000.00 40 2020$ 40,000 Park 1 SQ McCulley‐Diamond A light poles 1986$ 52,102 2020$ 180,000

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replacement Asset Type Unit SQ/NI Location Item year installed cost life span replacement y cost 2016 Park 1 SQ McCulley‐Diamond B sun shade 2011 10 2021$ 10,000 Park 1 SQ McCulley‐South 1 booster pump 2011$ 5,000 10 2021$ 8,000 Beaches & Parks 1 SQ Indian Landing pavilion 1971$ 2,436 50 2021$ 25,000 Beaches & Parks 1 SQ Port Sydney Beach launch‐ concrete 1971 50 2021$ 40,000 Beaches & Parks 1 SQ Port Sydney Beach pavilion 1971$ 4,061 50 2021$ 40,000 Park 1 SQ McCulley‐Diamond F light poles 1996$ 95,500 2021$ 180,000 Horticulture 60 SQ Horticulture half barrels 2012$ 3,600 10 2022$ 4,000 Park 1 SQ Pitmans Bay hot water heater 2012$ 1,000 10 2022$ 1,000 Trails 1 SQ Hunters Bay Trail bridge 2012$ 3,000 10 2022$ 4,000 Furniture 46 SQ Parks picnic tables 10 2022$ 14,000 Park 1 SQ Pitmans Bay water treatment 2012$ 5,000 10 2022$ 10,000 Park 1 SQ Pitmans Bay well/water pump 2012$ 5,000 10 2022$ 6,000 Park 1 SQ Conroy Park Artificial Turf 2010$ 1,000,000 12 2022$ 1,200,000 Park 1 SQ McCulley‐skateboard parksignage 2007$ 3,000 15 2022$ 4,000 Beaches & Parks 1 SQ Longs Lake change room 1992 30 2022$ 3,000 Park 1 SQ Rivermill irrigation 2008$ 25,000 15 2023$ 33,000 Beaches & Parks 1 SQ Port Sydney Hall basketball at CC 1988$ 43,000 25 2023$ 65,000 Beaches & Parks 1 SQ Longs Lake crib 1973 50 2023 8,000$ Park 1 SQ McCulley‐Diamond F raised mound 2014$ 5,000 10 2024$ 6,000 Horticulture 40 SQ Horticulture flower pots 2014$ 8,800 10 2024$ 10,000 Trails 1 SQ Hunters Bay Trail paving 2009$ 17,820 15 2024$ 30,000 Beaches & Parks 1 SQ Brunel Locks lock mechanicals 2010 rebuild$ 9,394 25 2024$ 20,000 Trails 1 SQ Fairy Vista Trail culverts 1994$ 4,000 30 2024$ 5,000 Park 1 SQ River Mill floating pods 1994$ 76,399 30 2024$ 90,000 Beaches & Parks 1 NI Port Sydney water treatment 2015 $ 6,566 10 2025$ 11,000 Beaches & Parks 1 SQ Brunel Locks irrigation 2010$ 8,243 15 2025$ 9,000 Horticulture 5 SQ Horticulture raised planters wood 2009$ 10,000 15 2025$ 12,000 Furniture 6 SQ Parks K9 stations 2005 20 2025$ 1,800 Beaches & Parks 1 SQ Avery volleyball court 2000 donated 25 2025$ 10,000 Beaches & Parks 1 SQ Brunel Locks gates ‐ 1 2000$ 1,200 25 2025$ 1,800 Beaches & Parks 1 SQ Camp Kitchen ‐ MEMORIAgates (2) 2000$ 2,400 25 2025$ 3,600 Trails 1 SQ Fairy Vista Trail gates ‐ 1 2000$ 1,200 25 2025$ 1,800 Park 1 SQ McCulley‐North Soccer bleachers 2000 25 2025$ 4,000 Park 1 SQ McCulley‐Quonset B fencing 2000 25 2025$ 20,000 McCulley 1 SQ McCulley‐concession/ball septic 1995 30 2025 30,000$ McCulley 1 SQ McCulleyconcession/ball roof 1995 30 2025$ 30,000 Park 1 SQ McCulley freedom‐signage 2011$ 1,000 15 2026$ 1,300 Beaches & Parks 1 SQ Port Sydney Beach roof 2010$ 10,000 15 2026$ 13,000 Trails 1 SQ Hunters Bay Trail floating trail 2001$ 285,000 25 2026$ 300,000 Park 1 SQ McCulley‐Diamond F bleachers ‐ 2 1996 30 2026$ 16,000 Beaches & Parks 1 SQ Irene St. Park playground 2007$ 25,000 20 2027$ 35,000 Park 1 SQ Lookout Field storage building 2015$ 24,033 40 2027$ 12,000 Beaches & Parks 1 SQ Irene St. Park safety surface 2027$ 5,000 Beaches & Parks 1 SQ Hutcheson Beach fencing/gates 2008$ 8,000 20 2028$ 11,200 Park 1 SQ River Mill parking lot A 2008 20 2028$ 40,000 Park 1 SQ River Mill Playground+swayfun 2008$ 120,000 20 2028$ 150,000 Beaches & Parks 1 SQ Port Sydney Beach floater 2008 20 2028$ 9,000 Beaches & Parks 1 SQ Cheese Dock 2003$ 9,500 25 2028$ 12,000 Beaches & Parks 1 SQ Lake Waseosa dock 2013$ 2,500 25 2028$ 5,000 Beaches & Parks 1 SQ Avery flag pole 1998 donated 30 2028$ 5,000 Park 1 SQ McCulley ‐soccer building septic 1988$ 12,000 30 2028$ 20,000 Park 1 SQ McCulley ‐soccer building roof 1988 30 2028$ 10,000 Park 1 SQ McCulley‐soccer building structure 1988 33,400$ 40 2028$ 61,000 Park 1 SQ McCulley‐soccer building septic 1988$ 12,000 40 2028$ 20,000 Park 1 SQ McCulley‐soccer building roof‐ steel 1998 40 2028$ 10,000 Park 1 SQ River Mill irrigation 2008 15 2029$ 12,000 Beaches & Parks 1 SQ Brunel Locks paving lot 2009$ 8,625 20 2029$ 10,000 Furniture 8 SQ Parks garbage receptacle‐s 2009 20 2029$ 6,000 Furniture 22 SQ Parks garbage receptacle‐d 2009 20 2029$ 33,000 Beaches & Parks 1 SQ Port Sydney Beach floater‐lions 2009 20 2029$ 9,000 Beaches & Parks 1 SQ Avery pavilion, rotary 1999 30 2029$ 45,000 Beaches & Parks 1 SQ Brunel Locks lockmaster cabin 2010$ 5,200 20 2030$ 6,000 Beaches & Parks 1 SQ Brunel Locks historic signage 2010$ 4,000 20 2030$ 5,600 Beaches & Parks 1 SQ Creekside Park guard posts 2010$ 2,000 20 2030$ 2,400 Park 1 SQ McCulley freedom‐fencing 2010$ 25,000 20 2030$ 35,000

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replacement Asset Type Unit SQ/NI Location Item year installed cost life span replacement y cost 2016 Furniture 53 SQ Parks muskoks chairs 2010 20 2030$ 17,000 Furniture 9 SQ Parks bike racks 2010 20 2030 4,500$ Park 1 SQ McCulley‐South 1 field 2010 20 2030 240,000$ Park 1 SQ McCulley‐South 2 field 2010 20 2030 240,000$ Park 1 SQ McCulley‐ Soccer field 2000 160,000$ 30 2030$ 240,000 Park 1 SQ Pitmans Bay shade structure 1990 2,000$ 40 2030$ 3,000 Beaches & Parks 1 SQ Port Sydney Beach dock pre 1971 50 2030$ 250,000 Beaches & Parks 1 SQ Glenwood Park playground 2011$ 33,658 20 2031$ 47,600 Beaches & Parks 1 SQ Meadow Park playground 2011$ 57,803 20 2031$ 65,000 Furniture 12 SQ Parks benches 2011 20 2031$ 6,600 Park 1 SQ McCulley‐South 1 irrigation 2011$ 13,500 20 2031$ 15,000 Park 1 SQ McCulley‐South 2 irrigation 2011$ 13,500 20 2031$ 15,000 Beaches & Parks 1 SQ Port Sydney Beach washroom building reno 2010$ 240,000 50 2031$ 360,000 Park 1 SQ Conroy Park roof 2012 20 2032$ 5,000 Trails 1 SQ Hunters Bay Trail crib approaches 2012$ 44,875 20 2032$ 50,000 Park 1 SQ Pitmans Bay road upgrade 2012 20 2032$ 45,000 Beaches & Parks 1 SQ Avery parking lot paved 2013$ 18,807 20 2033$ 25,000 Beaches & Parks 1 SQ Hutcheson Beach playground 2013$ 24,000 20 2033$ 32,000 Beaches & Parks 1 SQ Avery launch east 2008$ 15,000 25 2033$ 20,000 Beaches & Parks 1 SQ Avery floater launch east 2008$ 8,000 25 2033$ 10,000 Beaches & Parks 1 SQ Goodwin Park floater 2008$ 2,500 25 2033$ 3,750 Park 1 SQ River Mill pod decking 2009$ 15,000 15 2034$ 17,000 Beaches & Parks 1 SQ Irene St. Park swings 2014$ 14,000 20 2034$ 19,000 Beaches & Parks 1 SQ Kent Park paved lot 2014$ 8,000 20 2034$ 9,000 Park 1 SQ River Mill power post at dock 2014$ 4,500 20 2034$ 5,000 Beaches & Parks 1 SQ Utterson playground 2014$ 55,000 20 2034$ 77,000 Beaches & Parks 1 SQ Port Sydney Hall playground 2009$ 25,000 25 2034$ 37,500 Beaches & Parks 1 SQ Brunel Locks structure 1984 50 2034$ 500,000 Park 1 SQ River Mill Dock (decking) 2014$ 985,000 100 2034$ 280,000 Park 1 SQ McCulley‐Quanset A structure 2000 33,500$ 35 2035$ 40,000 Park 1 SQ McCulley‐Quonset B structure 2000 33,500$ 35 2035$ 40,000 Park 1 SQ Lions Lookout pavilion 1968$ 2,000 70 2035$ 50,000 Beaches & Parks 1 SQ Longs Lake dock 2011$ 4,495 25 2036$ 9,000 Beaches & Parks 1 SQ Riverlea floater 2011$ 4,000 25 2036$ 8,000 Beaches & Parks 1 SQ South Portage floater 2009$ 8,000 25 2036$ 9,000 Park 1 SQ River Mill Stage Surface ‐ 10 per square 2011$ 13,500 25 2036$ 15,000 Beaches & Parks 1 SQ Avery launch west 2012$ 70,000 25 2037$ 70,000 Beaches & Parks 1 SQ Canada Summit Centre dock 2012$ 42,000 25 2037$ 42,000 Beaches & Parks 1 SQ River view estates floater 2012$ 4,000 25 2037$ 8,000 Beaches & Parks 1 SQ Roe Road floater 2012$ 5,000 25 2037$ 7,500 Park 1 SQ Pitmans Bay roof 2012$ 6,000 25 2037$ 9,000 Park 1 SQ River Mill landscape 2008$ 85,000 30 2038$ 15,000 Park 1 SQ McCulley ‐soccer building structure 1988 33,400$ 50 2038$ 200,000 Trails 1 SQ Hunters Bay Trail gates (6) 2000$ 7,200 25 2039$ 8,000 Park 1 SQ Pitmans Bay gate, fencing 2009$ 3,000 30 2039$ 5,000 Park 1 SQ McCulley frizbee‐goals 1999$ 7,000 40 2039$ 12,000 Park 1 SQ Conroy Park Fencing 2010 30 2040$ 60,000 Beaches & Parks 1 SQ Flag Park flag poles 2010$ 40,000 30 2040$ 64,000 Park 1 SQ Conroy‐tennis courts bounce wall 2010$ 14,500 30 2040$ 23,200 Park 1 SQ Conroy‐track surface‐resuresurface every 10 2011$ 400,000 10 2041$ 1,736,000 Beaches & Parks 1 SQ South Portage crib 2001$ 2,000 40 2041$ 2,500 Park 1 SQ Pitmans Bay septic 2012$ 35,000 30 2042$ 56,000 Gardens 1 SQ Memorial Park flag pole 2013$ 3,000 30 2043$ 4,800 Park 1 SQ Conroy Park caging 2014 1,975$ 30 2044$ 4,500 Park 1 SQ River Mill floating fingers 2014$ 40,000 30 2044$ 64,000 Trails 1 SQ Hunters Bay Trail Retaining Wall (Centre Street 2015$ 82,244 30 2045$ 75,000 Park 1 SQ McCulley‐concession/ball structure 1995 111,000$ 50 2045$ 300,000 Park 1 SQ McCulley‐skateboard parkstructure 2006 450,000$ 40 2046$ 700,000 Beaches & Parks 1 SQ Goodwin Park launch 2008$ 2,500 40 2048$ 4,200 Park 1 SQ Conroy tennis courts 2010$ 150,000 40 2050$ 270,000 Beaches & Parks 1 SQ Riverlea crib 2011$ 1,500 40 2051$ 3,000 Beaches & Parks 1 SQ River view estates crib 2012$ 1,500 40 2052$ 3,000 Beaches & Parks 1 SQ Roe Road crib 2012$ 6,000 40 2052$ 12,000 Gardens 1 SQ Civic Centre hardscape 2005$ 3,000 50 2055$ 6,000 Gardens 1 SQ King William hardscape 2008$ 125,000 50 2058$ 250,000

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replacement Asset Type Unit SQ/NI Location Item year installed cost life span replacement y cost 2016 Gardens 1 SQ Main St. W hardscape 2008$ 30,000 50 2058$ 60,000 Park 1 SQ River Mill pergola 2009$ 43,000 50 2059$ 96,000 Beaches & Parks 1 SQ Flag Park interlock 2010$ 90,000 50 2060$ 180,000 Gardens 1 SQ John St. Rotary hardscape 2010$ 30,000 50 2060$ 60,000 Gardens 1 SQ Summit Centre hardscape 2010$ 65,000 50 2060$ 130,000 Gardens 1 SQ University hardscape 2010$ 20,000 50 2060$ 40,000 Gardens 1 SQ Blackburns Island structure 2012$ 15,000 50 2062$ 30,000 Park 1 SQ River Mill flag pole 2012$ 2,000 50 2062$ 4,000 Park 1 SQ Pitmans Bay lodge 2012$ 135,000 50 2062$ 270,000 Gardens 1 SQ Memorial Park granite uprights 2012$ 35,000 50 2062$ 70,000 Gardens 1 SQ Memorial Park hardscape 2012$ 30,000 50 2062$ 60,000 Beaches & Parks 1 SQ Hutcheson Beach pavilion 2013$ 20,000 50 2063$ 40,000 Beaches & Parks 1 SQ Riverside electrical post 2013$ 4,500 50 2063$ 9,000 Park 1 SQ River Mill King Street ‐ Archway 2014$ 46,000 50 2064$ 50,000 Park 1 SQ River Mill lamp posts‐ dock (streetlight 2008 20 Park 1 SQ Conroy ‐ building structure 2012$ 85,000 50$ 153,000 Beaches & Parks 1 SQ Avery leased slips ‐ TBD Trails 1 SQ River Trail retaining wall ‐ expected repl 1930 Total $ 604,000

S:\Budget\Capital Asset Management Plans\2016 Capital Plans\2016 Captial Asset Plan ‐ Parks 22/09/2015 Page 188 of 210 Town of Huntsville Staff Report Division: Treasury Date Prepared: September-18-15 Meeting Date: September-30-15 To: General Committee Author: Julia Finch, Manager of Finance / Treasurer Subject: Tax Collection Policy

Report # TREA-2015-23 Confidential: No

RECOMMENDATION: Requires Action

It is recommended that report reference No. TREA-2015-23 dated September 30, 2015 prepared by Julia Finch Manager of Finance/Treasurer regarding the “Tax Collection Policy” be received;

And Further that: the Policy as outlined in the Report by hereby adopted.

Background

Certain current practices utilized by the Town of Huntsville’s Finance department have not been formalized in a council approved policy.

Discussion The policy attached to this report provides written direction to staff on the processes to follow when collecting taxes, applying penalties and interest and making changes to amounts owing. The policy also outlines certain dollar thresholds to be used by the Town of Huntsville (i.e. writing off minimum balances, minimum amount of a tax bill) as well as when certain fees will apply.

Financial Implications

Capital:

Capital Item? ☐ Yes ☒ No

If yes, is there a Capital Asset Plan? ☐ Yes ☐ No

If no, explain:

Operational:

Current Implications

Future Implications

Funding Source

Page 189 of 210

Insurance / Risk Management Implications

Nil

Human Resources Implications

Nil

Sustainability Implications

Nil

Accessibility Implications

Nil

Council Strategic Direction (i.e. Approved Plans) Community Master Plan – #4.1 More Communication Community Master Plan #5.0 – Maintain Excellent Low Tax Rate 2014-2018 Council Strategic Objectives – Communication, Fiscal Restraint

Relevant Policies / Legislation / Resolutions

Municipal Act, 2001, S.O. 2001, c.25 as amended Assessment Act, R.S.O 1990, Chapter A.31

Public Notice Required

☐ Yes ☒ No

Attachments

Appendix “A” – Corporate Policy – Tax Collection Policy

Consultations

Colleen Mitchell, Tax Collector

Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

SIGNED SIGNED Julia Finch, Manager of Finance / Choose an item. Denise Corry, Chief Administrative Treasurer Officer

Report Reviewed by:

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CORPORATE POLICY Property Tax Billing and Collection

SECTION: (Given by the Clerk’s Dept) EFFECTIVE DATE: (Date to be ratified by Council)

SUBJECT: Property Tax Billing and Collection POLICY NUMBER: (Given by the Clerk’s Dept)

1 POLICY STATEMENT ...... 3

2 PURPOSE ...... 3 3 SCOPE ...... 3 4 LEGISLATIVE AUTHORITY ...... 3 5 DEFINITIONS ...... 3 6 ADMINISTRATION ...... 4 7 ACCOUNTABILITY ...... 4 8 DUE DATES ...... 4 9 BILLING ...... 5 9.1 Minimum Bills ...... 5 9.2 Settlement of Accounts ...... 5 10 DELIVERY OF TAX BILLS ...... 6 11 LATE PAYMENT CHARGES/COLLECTION COSTS ...... 7 12 APPLICATION OF PAYMENTS ...... 7 13 REFUNDS ...... 7 13.1 How to submit an application: ...... 8 13.2 Administration of Refunds ...... 8 13.3 Ownership Changes ...... 8 14 TAX ARREARS COLLECTION ...... 8 15 COLLECTION STEPS ...... 9 15.1 Year End Statement of Taxes ...... 9 15.2 Overdue Notices ...... 9 15.3 Payment Arrangements ...... 9 15.4 Authorization ...... 9 15.5 Notice to Interested Parties ...... 9 15.6 Final Notice-Prior to Tax Arrears Certificate ...... 10 1 | Page Page 191 of 210

15.7 Farm Debt Notice...... 10 15.8 Tax Arrears Certificate Registration ...... 10 16 CANCELLATIONS & WRITE-OFFS ...... 10 16.1 Cancellation of Late Payment Charge ...... 10 17 MISCELLANEOUS ...... 11 18 Contaminated Property ...... 11 19 Discretion ...... 11 20 Reporting ...... 11

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1 POLICY STATEMENT

The Town of Huntsville collects taxes on behalf of the Town, the District of Muskoka, the school boards, and the local Business Improvement Areas and is responsible to ensure all overdue Property Taxes are collected.

2 PURPOSE The purpose of this policy is to establish fair and equitable processes for the collection of overdue municipal Property Taxes, and to outline how such payments will be applied.

3 SCOPE This policy covers all aspects of the collection of overdue Property Taxes, up to the initiation of Municipal Tax Sale proceedings. All procedures related to a Municipal Tax Sale are carried out in accordance with Regulation 181/03 and are not detailed in this policy.

This policy excludes collection of payments-in-lieu of taxes.

4 LEGISLATIVE AUTHORITY

This policy is written in compliance with the Municipal Act, 2001,(the Act), related Ontario Regulations made under the Act and applicable Town by-laws, as amended from time to time.

5 DEFINITIONS For the purposes of this policy: “Bailiff” means a duly appointed agent under contract with the Town to recover outstanding Property Taxes.

“Cancellation Price” means an amount owing equal to all Tax Arrears, together with all current taxes owing, Late Payment Charges and costs incurred by the Town after the registration of a Tax Arrears Certificate under section 373 of the Act.

“Collection Costs” means all costs incurred by the Town to obtain information for collection purposes and/or collect Tax Arrears including, but not limited to, title search fees, corporate search fees, registered or certified mail, administrative charges, legal costs and tax sale scale of costs.

“Extension Agreement” means a contract between the Town and the owner, spouse of the owner, a mortgagee or a tenant in occupation to extend the period of time in which the Cancellation Price is to be paid. The contract is entered into after the registration of a Tax Arrears Certificate and before the expiry of the one-year period following the registration date.

“Late Payment Charges” means penalties and interest applied by the Town to unpaid Property Tax

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accounts, in accordance with section 345 of the Act and applicable Town by-laws.

“Municipal Tax Sale” means the sale of land for Tax Arrears according to proceedings prescribed by the Act and Ontario Regulation 181/03.

“Property Taxes” means the total amount of taxes for municipal and school purposes levied on a property and includes other amounts added to the tax roll as may be permitted by applicable Provincial legislation, including but not limited to outstanding fines under the Provincial Offences Act; charges pursuant to the Property Standards By-law 654-98 with authority provided by the Building Code Act; and fees and charges related to false alarms and/or grow-operations.

“Tax Arrears” means any portion of Property Taxes that remain unpaid after the date on which they are due.

“Tax Arrears Certificate” means a document that is registered on title, indicating the described property will be sold by public sale if all Property Taxes are not paid to the municipality within one year of the registration of the certificate.

6 ADMINISTRATION This policy is administered by the Finance Department

7 ACCOUNTABILITY The Treasurer, is responsible to ensure that outstanding Property Tax collection processes are performed in accordance with this policy and all applicable legislation. The Tax Collector, is responsible to: • ensure this policy remains consistent with current legislation; • ensure applicable staff are aware of and trained on this policy; • communicate any policy revisions to applicable staff; and • assess overdue Property Tax accounts to ensure tax collection processes are performed in accordance with this policy.

8 DUE DATES Due dates for the payment of taxes shall be dependent, in the case of the Final Bill, on the final approval of the annual budget by Council and the subsequent passing of the levy by-law. Notwithstanding that there may be fluctuations as a result of budget approval, tax billings will normally be as follows: • Interim Bill – the last business day in March • Final Bill – the last business day in August

The specific due dates will be identified in both the Interim and Final Levy By-laws for the Town.

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9 BILLING

A levying by-law passed by Council is required in advance of either an Interim or Final tax billing.

Interim tax billings shall be produced in January based on 50% of the annualized taxes of the property for the previous calendar year. The tax billing may include local improvement charges, area charges, business improvement area charges and any special charges levied by the municipality or provincial government. Outstanding charges authorized by legislation may be added to the interim billing at one hundred percent.

The tax billing will clearly identify the municipality, property and owner, state the demand date, the annualized taxes for the prior calendar year, the percentage used to calculate the interim taxes up to a maximum of 50%, and calculated taxes levied and any arrears owing against the property.

Final tax billings are produced subsequent to the passing of the annual municipal budget and are based on tax rates established by by-law from the budget requirements of the Municipality, District Municipality of Muskoka and the Ministry of Finance, in relation to the education tax rate. The tax billing will be calculated to produce a tax billing equal to the current market value and the appropriate tax rate, all local improvement charges, area charges, business improvement area charges, any special charges levied by the municipality or provincial government. The tax bill will fully comply with the Standardized Tax Bill format as defined by legislation.

The Municipal Act requires tax billings be post marked and mailed no later than twenty one calendar days from the date of the first installment due date. The Municipality will endeavor to post mark and mail the tax billing no less than twenty-eight calendar days prior to the first installment due date wherever possible.

Billing messages may be used on the face or reverse of the tax billing.

9.1 Minimum Bills

In accordance with the provisions permitted in the Municipal Act, section 355 (1), the Town will have a minimum tax bill. The amount levied in excess of the assessment times the tax rate becomes part of the general funds of the municipality. The rationale behind this provision is to ensure the issuance of tax bills is cost effective for the municipality.

9.2 Settlement of Accounts

Payment will be in the form of cash, cheques, debit, money orders, bank drafts, preauthorized payment plans, internet and telephone banking made payable to the Town of Huntsville. Cheques which are post- dated to the tax due date will be accepted and held by the Finance department. Payment of taxes will be accepted at the Town of Huntsville Civic Centre, at all bank locations or via mail to:

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Town of Huntsville Tax Collector 37 Main Street East, Huntsville, ON P1H 1A1

“Third party” cheques will not be accepted. A cheque payable to the property owner and the Town of Huntsville is not considered to be a third party cheque and is to be accepted as payment.

Change will not be returned for cheques accepted in excess of the amount due on the tax account. Should a credit appear on the tax account as a result of the payment, it will be applied to subsequent installments not yet due in the current year. However, at the written request of the taxpayer, a refund cheque will be requisitioned, after allowing sufficient time (15 business days) for the taxpayer’s cheque to clear their financial institution. A refund of overpayment fee will apply.

If two cheques are returned N.S.F. on a taxpayers account, personal cheques from that taxpayer, for any financial transaction within the municipality, may no longer be accepted unless they are certified. This restriction will be placed on the individual for a period of one year on the first restriction, and if there is a reoccurrence of two more NSF payments, cheques will no longer be accepted.

Should payment of a tax account be tendered in U.S. funds, it will be accepted at the exchange rate established by the financial institution holding the accounts of the municipality on that day.

Post-dated cheques for tax installment due dates are currently maintained by the Finance Department. Identifying the actual location of the batch, which contains the cheque to be pulled, is a labour intensive process. Additionally, post-dated cheque deposits are prepared in advance of their deposit date ensuring they can be deposited on the actual tax installment due date, making rebalancing of batches necessary if cheques are removed from the batches.

Where post-dated cheques are submitted to the municipality for future payment any date change or removal is subject to a fee.

10 DELIVERY OF TAX BILLS Property Tax bills and notices are mailed to the address of the property as shown on the tax roll unless the taxpayer advises the Town, in writing, of an alternate mailing address. Use of the alternate mailing address continues until it is revoked in writing or ownership of the property changes.

Any bill or notice sent by standard letter mail is considered delivered to and received by the addressee unless the notice is returned by Canada Post and an error in the mailing address is evident. Taxpayers are responsible to notify the Town in writing of any changes to a mailing address(es). Failure to notify the Town of an address change in writing is not an error on behalf of the Town.

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11 LATE PAYMENT CHARGES/COLLECTION COSTS

All Tax Arrears are subject to Late Payment Charges. A penalty at a rate established by by-law is added to the unpaid amount of a tax instalment on the first day of the month after the instalment due date. In addition, as long as the Property Taxes remain unpaid, interest at a rate established by by-law is added on the first day of each month thereafter. Penalty and interest charges cannot be waived.

All Collection Costs incurred by the Town to obtain information for collection purposes and/or collect Tax Arrears are payable by the property owner and are added to the tax account, with the exception of Bailiff fees, which are charged and collected by the Bailiff directly.

12 APPLICATION OF PAYMENTS Property Tax payments are applied as follows:

1. The payment is first applied against any Late Payment Charges according to the length of time the charges have been outstanding, with the charges that have been outstanding the longest being discharged first;

2. The payment is then applied in the same manner against the Property Taxes owing, with the Property Taxes that have been outstanding the longest being discharged first.

Note: Partial payment is not accepted where a Tax Arrears Certificate has been registered against a property, except where the Town has entered into an Extension Agreement. If a partial payment is received, it will be returned or refunded, as appropriate.

13 REFUNDS

In accordance with section 357 of the Municipal Act, 2001, the Town of Huntsville may cancel, reduce or refund all or part of the property taxes levied in the year in respect of which an application is made for any of the following reasons:

(a) Changed tax class as a result of a change event as defined in the legislation: (b) Land has become vacant land or excess land; (c) Land has become exempt from taxation; (d) A building on the land: (i) was razed by fire, demolition or otherwise; or (ii) was damaged by fire, demolition or otherwise to render it substantially unusable for the purposes for which it was used immediately prior to the damage; (d.1) The applicant is unable to pay taxes because of sickness or extreme poverty; (e) A mobile unit on the land was removed; (f) Taxes were overcharged due to a gross or manifest error that is clerical or factual in nature;

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(g) Repairs or renovations prevented the normal use of the land for at least 3 months during the year and the property is not eligible for a vacancy rebate.

13.1 How to submit an application: An application request form or request in writing on or before the required deadline must be received by letter mail, facsimile or email by the Finance Department.

The following information must be provided with application request: • Your name, telephone number, municipal address, roll number of the property. • The reason for your request (see above-noted (a) to (g)). • The effective date relating to the reason for your request. • Copies of documents that will substantiate your application, for example, for a demolished building: a demolition permit and letter from the demolition contractor showing the starting and ending dates of the demolition and other relevant evidence like photographs showing damages

13.2 Administration of Refunds Refunds will be issued by cheque or EFT payable to the owner of the property within 30 days of approval of the refund application.

13.3 Ownership Changes If the name of the individual requesting the refund is not the same as the owner of the property, a written direction must be provided to the finance department by the current owner of the property before payment will be issued.

14 TAX ARREARS COLLECTION

Realty taxes are a secured special lien on land in priority to any other claim, except a claim by the Crown. Taxes may be recovered with costs as a debt due to the Town from the original owner and/or any subsequent owner of the property.

The Town may use the following methods to collect Tax Arrears: • verbal communication; • send the taxpayer a form or personalized letter(s); • issue Year End Statements of Taxes, Overdue Notices and Final Notices; • arrange terms of payment; • issue Notices to Interested Parties; • Bailiff services; • legal action; and • Municipal Tax Sale

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15 COLLECTION STEPS

15.1 Year End Statement of Taxes In January of each year, an interim tax bill is sent out to all tax payers indicating any amounts owing from the previous tax year. The amount owing will include any current interest.

15.2 Overdue Notices Overdue Notices will be sent to all taxpayers with an overdue amount greater than twenty ($20.00) dollars. Notices will be issued in April, October and December. A notice fee will apply as per the Fees and Charges By-law.

15.3 Payment Arrangements Staff may enter into payment arrangements at any time prior to the registration of a Tax Arrears Certificate. Payment arrangements must include all Tax Arrears, current taxes, accruing estimates of future taxes and Late Payment Charges and be sufficient to ensure payment in full is realized within a reasonable period of time. Late Payment Charges will continue to accrue during all such payment arrangements until full payment on the account has been made.

15.4 Authorization Authorization for extending payment terms is as follows:

MAXIMUM NEGOTIABLE PAYMENT STAFF LEVEL ARRANGEMENT TERM

Treasurer > 60 months Tax Collector < 60 months Other Designated Staff 18 months

Notwithstanding any such arrangements, no third party payments will be refused for payment on account (e.g. payment from a mortgagee).

If acceptable payment arrangements are negotiated, the account is monitored for compliance. Follow-up with the taxpayer is done by telephone or in writing, as required.

Once a payment arrangement has been established, if there are two consecutive returned payments or two payments are returned within six months, the payment arrangement is deemed void and the taxpayer is advised that payment in full, by certified funds or money order, is required or the next collection step will be taken.

15.5 Notice to Interested Parties The Town may perform a property title search in order to identify all parties with a financial interest in the property. The identified parties are then notified of the Tax Arrears. The Notice to Interested Parties advises that the Town intends to proceed with a Municipal Tax Sale and provides interested parties with an opportunity to pay the arrears in order to protect their interest in the property.

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15.6 Final Notice-Prior to Tax Arrears Certificate

Final Notices prior to tax sale are mailed to those property owners approaching or currently three (3) years in arrears. The Notice advises that they have 30 days to pay the taxes or enter into a firm, suitable payment arrangement with the Town.

15.7 Farm Debt Notice A Notice of Intent to Realize on Security that asks if the taxpayer is currently engaged in farming for commercial purposes, and as required by the Farm Debt Mediation Act, is sent prior to Tax Arrears Certificate Registration.

15.8 Tax Arrears Certificate Registration Municipal Tax Sale proceedings can begin once taxes have been in arrears for at least three years. Once all other collection efforts are exhausted and the Town has been unable to secure payment of the Tax Arrears or a firm, suitable repayment plan, the Town commences Municipal Tax Sale proceedings by registering a Tax Arrears Certificate against the property. The Town sends a Notice of Registration of Tax Arrears Certificate (Form 1) to the property owner and all interested parties.

If full payment is not received within 280 days of registration of the Tax Arrears Certificate, the Town issues a Final Notice (Form to the property owner and all interested parties within 30 days after the expiry of the 280-day period. Form 3 specifies the date on which the property will be advertised for public sale if the Tax Arrears are not paid or unless Council has approved an Extension Agreement. If the Town does not receive a response, the account may be sent to a Bailiff to perform a site visit and advise the property owner, mortgage company, lawyer or interested parties of the pending sale of the property and attempt collection. Once a Tax Arrears Certificate has been registered, only full payment of the Cancellation Price will be accepted unless Council has approved an Extension Agreement. Full payment will be accepted up to the date of transfer of the property following a sale. In the event of non-payment, the Town will proceed with a Municipal Tax Sale.

16 CANCELLATIONS & WRITE-OFFS

16.1 Cancellation of Late Payment Charge

Late Payment Charges are cancelled only in the following circumstances: • taxes are adjusted under section 334, 354, 357, or 358 of the Municipal Act, 2001; • taxes are adjusted following a change in assessment under the Assessment Act; • penalty and/or interest were charged as a result of the Town’s error or omission.

The amount of Late Payment Charges cancelled is limited to the amount related to the tax reduction associated with a tax adjustment, change in assessment or Town error or omission.

Minimum Balance Write-off A balance owing of less than $1.00 on an account after payment is

10 | Page Page 200 of 210

received will automatically be written off as at December 31st each year, as it is not economical for the Town to pursue collection of these amounts.

Treasurer’s Write-offs in accordance with section 354 of the Act, uncollectible taxes may be approved for write-off by Council on the recommendation of the Treasurer.

17 MISCELLANEOUS Bankruptcy: When a property owner files for bankruptcy, the Town is a secured creditor, as the tax debt is a charge against the real property. The Town ranks in preference and priority to any other claims, except those of the Provincial and Federal government. A letter is forwarded to the Trustee advising them of the Town’s claim and that it is assumed Property Taxes will be paid once the property is sold.

18 Contaminated Property Council shall approve any tax sale proceedings where it is suspected that a property is environmentally contaminated.

19 Discretion In order to ensure that all taxpayers are treated fairly and equitably, the Treasurer, or their designate, has the authority to exercise discretion in the application of this policy where unusual circumstances are apparent, provided such discretion is in accordance with all applicable legislation.

20 Reporting The Tax Collector will maintain the following reports and provide them to the Treasurer on an annual basis:

REPORT DESCRIPTION Lists all properties against which Tax Arrears Certificates Tax Arrears Certificates have been registered, identifying the amount of arrears Registered and redemption date of each and details of any Extension Agreements in place Summarizes taxes billed and collected in the current year and Tax Collection outstanding Property Taxes from previous years, identifying Summary the year to which the outstanding taxes pertain Comparison Of Compares Property Taxes billed and collected in the current Tax Collections year and previous five years Property Assessed Lists properties where Tax Arrears are greater than 30% of Value Versus Taxes the current year’s assessed value of the property Overdue Tax Accounts With Lists properties where Tax Arrears are greater than $50,000 Arrears Greater and identifies collection steps taken Than $50,000

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Bailiff Performance Reports Bailiff success rate in collecting Tax Arrears (if applicable)

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Town of Huntsville Staff Report Division: Human Resources & Corporate Information Date Prepared: September-16-15 Meeting Date: September-30-15 To: General Committee Author: Lisa Smith, Executive Director of Human Resources & Corporate Information Subject: Contractor Hiring Health & Safety Procedure

Report # HR/CI-2015-14 Confidential: No

RECOMMENDATION: Requires Action

That the Contractor Hiring Health and Safety Procedure be amended to remove reference to Insurance requirements as they fall under the Insurance Coverage (External) Policy and removal of WSIB requirements as they fall under the Procurement Policy and applicable legislation.

Background

Currently the Town of Huntsville has a Contractor Hiring Health and Safety Procedure which outlines their requirements with respect to Insurance and WSIB.

Discussion

In order to streamline our approach and reduce confusion in duplicating content the Contractor Hiring Health and Safety Procedure has been amended to remove the Insurance requirements as they fall under the Insurance Coverage (External) Policy and removal of WSIB requirements as they fall under the Procurement Policy and applicable legislation.

Financial Implications

Capital:

Capital Item? ☐ Yes ☒ No

If yes, is there a Capital Asset Plan? ☐ Yes ☐ No

If no, explain:

Operational:

Current Implications n/a

Future Implications

Funding Source n/a

Page 203 of 210 Insurance / Risk Management Implications

The requirement for insurance coverage has been included in the Insurance Coverage (External) Policy.

Human Resources Implications

n/a

Sustainability Implications

Goal #6 Social Well Being

Accessibility Implications

Requests for accessible format or communication support will be accommodated. Documents will be produced in such a way as to reduce barriers in the original document.

Council Strategic Direction (i.e. Approved Plans)

Health and Safety Program Community Master Plan – 4.1 (More Communication) 2014-2018 Council Strategic Objectives - Communication

Relevant Policies / Legislation / Resolutions

Contractor Hiring Health and Safety Procedure Occupational Health and Safety Act Procurement Policy

Public Notice Required

☐ Yes ☒ No

Attachments

Contractor Hiring Health and Safety Procedure - Amended

Consultations

Denise Corry, Chief Administrative Officer/Clerk Executive Management Team Julia Finch, Manager of Finance/Treasurer

Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

SIGNED SIGNED

Lisa Smith, Executive Director of Choose an item. Denise Corry, Chief Administrative Human Resources & Corporate Officer Information Report Reviewed by:

Human Resources Implications (Executive Director of Human Resources & Corporate Information): ☒ Financial Implications (Manager of Finance/Treasurer): ☐ Insurance / Risk Management Implications (Risk Management & Purchasing Coordinator): ☒ Sustainability Implications (Sustainability Coordinator): ☒

Page 204 of 210 Schedule "A"

SECTION OF MANUAL EFFECTIVE DATE DD/MM/YY Health & Safety 15/05/10 Amended Date: SUBJECT INDEX DRAFT Contractor Hiring Health and Safety Procedure HR HS OBJECTIVE To ensure that the Town of Huntsville and it’s employees are duly diligent in fulfilling all legislation and company safety rules, regulations and procedures with respect to the actions of contractors and/or subcontractors.

POLICY Contractor Hiring Health and Safety Procedure

DEFINITIONS “contractor or subcontractor” means a person who performs work or supplies services to the Town of Huntsville.

PROCEDURES / GUIDELINES

SCOPE: The Town of Huntsville is vitally interested in the ongoing protection of the health and safety of our staff, visitors, and clients while on our premises. To ensure that safe work practices are consistently employed, all contractors must be hired according to the guidelines as set out within this procedure.

1. Prior to the hiring of any contractor, the Town of Huntsville staff is directed to receive prior approval from Directors for any work to be done.

2. As part of our due diligence, the Town of Huntsville requires that the Contractor provide proof of appropriate insurance, and that this insurance is maintained during any time in which the Contractor is providing services to the Town of Huntsville. The Town of Huntsville also requires that the Contractor take out and keep in full force and effect property damage and public liability insurance in which the limits of public liability and property liability shall not be less than five million ($5 million) dollars per occurrence, at the Contractors sole expense. All policies shall be written with insurance companies qualified to do business in the Province of Ontario and shall name the Town of Huntsville as an additional insured. A certificate acknowledging the same must be provided to the Town of Huntsville

3. Proof of Employee Injury Insurance (WSIB Clearance Certificate) 2. The contractor/sub-contractor agrees to abide by the rules and regulations of the Occupational Health and Safety Act of the Province of Ontario and associated regulations and the rules and regulations of the Workplace Safety and Insurance Board and its regulations. 3. The contractor/sub-contractor agree to abide by the Town of Huntsville Health and Safety Policy and Procedure manual and its rules and guidelines and will ensure that the employees under control of the contractor/sub-contractor will abide by these rules and guidelines.

4. The Town of Huntsville shall ensure that all approved Contractors sign a Health and Safety Responsibility Agreement prior to the start of any work to be performed. TRAINING PLAN None POLICIES/LEGISLATION OHSA and Regulation 851 APPENDICES Contractor Health and Safety Responsibility Agreement

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CONTRACTOR HEALTH AND SAFETY RESPONSIBILITY AGREEMENT

While at the Town of Huntsville facilities all contractors and their employees shall comply with site specific and the Town of Huntsville corporate policies and procedures, as well as the laws and regulations of this jurisdiction. Contractor/subcontractors are responsible for ensuring that their personnel are fully qualified and aware of their responsibilities while at the Town of Huntsville facilities.

Contractor/subcontractor employees shall always use proper equipment and safety devices, including personal protective equipment and shall operate according to safe working practices in order to prevent accidents and/or negative environmental impacts.

Prior to commencing work, contractors shall submit to the Hiring Manager a copy of their Provincial Certificate of Clearance or proof of Employee Injury Insurance (WSIB Clearance Certificate), as applicable and proof of Liability Insurance of $5,000,000 naming the Town of Huntsville as an additional insured. Where applicable, contractors/subcontractors shall also provide a copy of any pertinent Certificates of Approval and/or other specialized licenses and certificates.

Contractors/subcontractors shall submit a current Material Safety Data Sheet for any substance intended for use at the facility, and must further notify of the intent to use a hazardous substance prior to bringing the material on site.

Contractors/subcontractor shall be responsible for the use, care and removal of all materials, equipment or other items brought on site. Any wastes created are to be removed from the site in accordance with applicable legislation.

Contractors shall prevent spills, emissions or discharges, and shall be responsible for fully mitigating the impacts of any actual occurrences.

I ______of(Company Name)______have read and fully understand my responsibilities as part of the Town of Huntsville Contractor Activities and Control System.

______Signature of Contractor Date

Page 206 of 210 Town of Huntsville Staff Report Division: CAO's Office Date Prepared: September-16-15 Meeting Date: September-30-15 To: General Committee Author: Denise Corry, Chief Administrative Officer Subject: 2015 Legal Fees Budget – Summary

Report # CAO-2015-09 Confidential: No

RECOMMENDATION: For Information Only

The Report be received for Information Only

Background

As noted during 2nd Quarter Reporting, the CAO was to provide a breakdown of the legal costs incurred to date for 2015.

Discussion

The Chief Administrative Officer is responsible for overseeing/approving all expenses that are charged to the Corporate Legal Fees Budget. The total budget for 2015 is $60,000.

Below is a summary of the legal expenses incurred to date for 2015:

Department Description Expense Funding Source Human Resources  Harassment Investigations $76,861 Corporate Legal Budget (Public Works Department)  Third Party Investigators (Public Works Department)  Ministry of Labour – Application regarding Poisoned Work Environment (Public Works Department)  Union Negotiation and Memorandum of Agreement  Complex employee relations (constructive dismissal, human rights, accommodations, termination) Planning  Zoning, subdivisions and other $31,144 Development Services zoning application review Reserves Building  Zoning By-law prosecutions $ 1,203 Corporate Legal Budget General Legal  Legal Document Review $ 9,288 Corporate Legal Budget (including Green Bug Agreement, Leases, Procurement, MFIPPA Legislation) Fire Services  Fire service prosecutions $1,455 Corporate Legal Budget By-law  By-law prosecutions and $1,320 Corporate Legal Budget revisions Hunter-Rutland  Original Claim and Appeal $12,256 Corporate Legal Budget

Page 207 of 210 Perjury Claim  As per Indemnification By-law $5,393 Corporate Legal Budget or Insurance(dependant on outcome of verdict) TOTAL $107,776 As of date of Report (amount excludes expenses covered through reserves)

Financial Implications

Capital:

Capital Item? ☐ Yes ☒ No

If yes, is there a Capital Asset Plan? ☐ Yes ☐ No

If no, explain:

Operational:

Current Implications

As reported during 2nd Quarter reports, it was anticipated that the legal budget would be over approximately $35,000; however, as we approach the end of the 3rd Quarter, the legal budget will be over approximately $47,776 by the end of the quarter. The deficit will have to be funded through corporate wide savings or from reserves (depending on the financial position of the municipality at year end).

Future Implications

It is unknown at this time if current legal matters will be finalized in 2015 or if they will extend to 2016. As noted above, any overages will be funded through corporate wide savings, from reserves or recouped through our insurance provider where applicable (if approved). Any 2016 expenses incurred will be funded from the 2016 Corporate Legal Budget

Funding Source

As noted above

Insurance / Risk Management Implications

With respect to the Perjury Charge, confirmation has been received from our Insurance Provided that, should the charges be dismissed, a claim from the municipality, up to $100,000, will be considered.

Human Resources Implications

This year has been exceptionally challenging from a labour relations perspective. There were many complex human resource issues that were managed which required legal expertise in order to minimize the liability to the municipality.

Sustainability Implications

N/A

Accessibility Implications

N/A

Page 208 of 210 Council Strategic Direction (i.e. Approved Plans)

Community Master Plan – 4.1 Communication 2014-2018 Council Strategic Objectives – Communication

Relevant Policies / Legislation / Resolutions

Indemnification By-law 2008-125

Public Notice Required

☐ Yes ☒ No

Attachments

Nil

Consultations

Julia Finch, Manager of Finance/Treasurer Lisa Smith, Executive Director of Human Resources/Corporate Information

Respectfully Submitted, Manager Approval (If Required) Executive Director / CAO Approval

SIGNED

Denise Corry,Chief Administrative Choose an item. Choose an item. Officer / Clerk

Report Reviewed by:

Human Resources Implications (Executive Director of Human Resources & Corporate Information): ☐ Financial Implications (Manager of Finance/Treasurer): ☒ Insurance / Risk Management Implications (Risk Management & Purchasing Coordinator): ☒ Sustainability Implications (Sustainability Coordinator): ☐

Page 209 of 210

CORPORATION OF THE TOWN OF HUNTSVILLE

General Committee

Date: September 30, 2015 No. ______

Moved by: ______

WHEREAS: Safety concerns have been identified at the Brunel Road Boat Launch;

IT IS RECOMMENDED THAT: Staff be directed to meet with the District of Muskoka to discuss solutions and report back to General Committee;

AND FURTHER THAT: Staff be directed to investigate options for safer road side parking and report back to General Committee.

RECORDED VOTE DECLARATION OF PECUNIARY INTEREST MEMBERS OF MEMBERS OF YEA NAY PERSONAL BUSINESS EMPLOYMENT OTHER COMMITTEE COMMITTEE Councillor Alcock Councillor Alcock Councillor Armour Councillor Armour Councillor FitzGerald Councillor FitzGerald Councillor Schumacher Councillor Schumacher Councillor Stone Councillor Stone Councillor Terziano Councillor Terziano Councillor Thompson Councillor Thompson

Councillor Wiebe Councillor Wiebe Mayor Aitchison Mayor Aitchison

TOTAL:

Carried: ______

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