Agenda Municipality of Central Huron Committee of the Whole Monday, February 9, 2015 at 1:00 Pm Council Chamber, 23 Albert Street

AGENDA MUNICIPALITY OF CENTRAL HURON COMMITTEE OF THE WHOLE MONDAY, FEBRUARY 9, 2015 AT 1:00 PM COUNCIL CHAMBER, 23 ALBERT STREET

ATTENDANCE: COUNCIL: Mayor Ginn, Deputy Mayor Jewitt Councillors: Anderson, Colquhoun, Lobb, Metzger, Smith And Westerhout STAFF: CAO Peggy Van Mierlo-West, Clerk Brenda MacIsaac, Director Of Finance Terri Rau; Roads Manager Tom Sinclair, Facilities Manager Steve Campbell, Chief Building Official Lesley Adams, Fire Chief Dave Renner, Engineering Coordinator Ian Koetsier REGRETS: Page

1. CALL TO ORDER Deputy Mayor Dave Jewitt 1.1 Additions, deletions or corrections to the agenda.

2. DELEGATIONS 6 2.1 1:00 PM Tricia Robinson & Michael Russo, Clinton & Central Huron BIA

2.2 1:15 PM Monica Walker-Bolton, Planner Re: Huron County Official Plan Amendment Update

3. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF

MONTHLY DEPARTMENTAL REPORTS

4. FINANCE DEPARTMENT Director of Finance Terri Rau 7 - 11 4.1 Formal Report - Monthly Cheque Register for the Month of January 2015

12 - 45 4.2 Formal Report - Year to Date Report and Balance Sheet as of January 31, 2015

46 - 51 4.3 Formal Report - YMCA

52 - 55 4.4 Formal Report - 2015 Annual Repayment Limit

RECOMMENDATION: That the report titled 2015 Annual Repayment Limit be received.

Page 1 of 232

Committee of the Whole February 9, 2015 Municipality of Central Huron Page

56 - 57 4.5 Formal Report - 2015 Budget Deliberations Timetable

RECOMMENDATION: That the Report - 2015 Budget Deliberation Timetable be received, and; That the proposed dates be approved, and; That Staff begins to advertise within the local newspapers, website, digital sign, social media and other forms of advertising as per Bylaw #12-2003.

58 - 59 4.6 Formal Report - Annual Statement of Council Remuneration

That the report titled Annual Statement of Council Remuneration - 2014 be received, and; That the unused Convention funds from the Statement of Council Remuneration be reallocated to those Councillors who experienced overages. 4.7 Monthly Treasury Department Report

5. BUILDING DEPARTMENT Chief Building Official Lesley Adams 60 5.1 Monthly Building Department Report

61 - 63 5.2 Formal Report - Building Permits Issued January, 2015

64 - 66 5.3 Monthly Planning Report

5.4 Joint Health and Safety Committee (Councillor Colquhoun)

6. UTILITIES DEPARTMENT Engineering Coordinator Ian Koetsier 67 - 68 6.1 Monthly Utilities Department Report

BREAK - Approximate Time 2:15 pm

7. FACILITIES/RECREATION DEPARTMENT Facilities Manager Steve Campbell 69 - 70 7.1 Monthly Facilities Department Report

7.2 Auburn Hall Board (Councillor Westerhout)

71 - 117 7.3 Regional Equine & Agricultural Centre of Huron (REACH) (Councillors Metzger and Westerhout)

7.4 Kinburn Hall Board

8. ROADS DEPARTMENT Roads Manager Tom Sinclair 118 8.1 Monthly Road Department Report

119 8.2 Foreman's Manager Meeting - February 3, 2015

Page 2 of 232

Committee of the Whole February 9, 2015 Municipality of Central Huron Page 8.3 Drainage Superintendent Report (Geoff King)

8.4 Ball's Bridge (Councillors Lobb and Westerhout)

9. ENVIRONMENTAL SERVICES 9.1 Mid-Huron Landfill Site Board (Councillor Lobb)

9.2 Blyth-Hullett Landfill Board of Closure (Deputy Mayor Jewitt and Councillor Westerhout)

9.3 Ausable Bayfield Conservation Authority (Councillor Metzger)

120 - 125 9.4 Maitland Valley Conservation Authority (Councillor Lobb)

126 - 133 9.5 Multi-Municipal Wind Turbine Working Group (Councillors Metzger and Westerhout)

9.6 Nuclear Waste Management Organization (Councillors Lobb and Smith)

134 9.7 Nuclear Waste Management Organization Monthly Report

9.8 Bluewater Recycling Association (Councillor Smith)

BREAK - Approximate Time 4:30 pm

10. ADMINISTRATION CAO Peggy Van Mierlo-West, Clerk Brenda MacIsaac 135 - 136 10.1 CAO Monthly Report (CAO Peggy Van Mierlo-West)

137 - 147 10.2 Formal Report - In Camera Investigation Service

148 - 170 10.3 Formal Report - OPP Contract Renewal

RECOMMENDATION: That the report titled OPP Contract Renewal be received, and; That the attached agreement be approved. 171 - 175 10.4 Formal Report - Community Improvement Coordinator

176 - 197 10.5 Formal Report - RFP - Consulting Services

RECOMMENDATION: That the report titled, RFP - Consulting Services be received, and; That the RFP for the Central Huron Downtown Revitalization, Community Improvement and Branding project be approved. 198 10.6 Clerk Monthly Report (Clerk Brenda MacIsaac)

10.7 Clinton and Central Huron Business Improvement Area

10.8 County of Huron (Mayor Ginn and Deputy Mayor Jewitt)

Page 3 of 232

Committee of the Whole February 9, 2015 Municipality of Central Huron Page 199 - 202 10.9 Negotiating/Personnel Committee (Mayor Ginn, Deputy Mayor Jewitt, Councillor Anderson, CAO)

203 - 223 10.10 Formal Report - Human Resource Policy Update

RECOMMENDATION: That the report titled Human Resource Policy Update be received, and; That the Statement of Policy and Procedure: Code of Conduct, Accident Reporting, Alcohol and Drug Usage, Attendance, Benefits & Eligibility, and Bereavement Leave be approved. 224 - 225 10.11 Communities in Bloom (Councillor Anderson)

11. PROTECTIVE SERVICES 226 - 227 11.1 Central Huron Fire Services Monthly Report (Dave Renner, Fire Chief)

228 - 231 11.2 Formal Report - Rescue Replacement

RECOMMENDATION: That the report titled Rescue Replacement be received,and; That the Fire Chief is directed to commence negotiations with Eastway 911. 11.3 North Huron Fire Area - Department Update Report

11.4 Goderich Fire Board (Councillor Smith)

11.5 Bylaw Enforcement Monthly Report (Kepple Creek/Bruce Brockelbank)

232 11.6 Animal Control Monthly Report (Bob Trick) Annual Report to be presented by Bob Trick

11.7 Central Huron Police Services Board (Councillor Anderson)

12. ANNOUNCEMENTS/QUESTIONS PERIOD 12.1 All Meetings held at the Council Chamber unless otherwise specified.

COUNCIL MEETING Tuesday, February 17, 2015 at 6:00 pm Monday, March 2, 2015 at 7:00 pm

COMMITTEE OF THE WHOLE MEETING Monday, March 9, 2015 at 1:00 pm

REACH STRATEGIC PLAN SESSION Thursday, February 12, 2015 7-9 PM - REACH Huron, Clinton

POLICE SERVICES BOARD Tuesday, February 17, 2015 @ 5:00 PM

Page 4 of 232

Committee of the Whole February 9, 2015 Municipality of Central Huron Page

13. ADJOURNMENT

Page 5 of 232 AGENDA ITEM #2.1

CCHBIA & The Municipality of Central Huron Partnership Request

The CCHBIA request that the Community Improvement Coordinator be a 20 hour a week dedicated block of time to the CCHBIA, to expedite and execute with the existing committee heads the following areas. 1. Managing all aspects of public communication such website, Facebook, twitter, newspaper etc 2. Grant finding, writing, and applying on behalf of the BIA - OMAF - OTF - HEDP - RED - RT04 - Minitry of Culture and Tourism Sport - Foodland Ontario - Farm Credit Canada Agri Spirit 3. Networking and attending meetings with government groups or agencies 4. Help organize committee functions and events for example, AGM, Santa Clause Parade, Scarecrow Festival, and the Gala event. 5. Work closely with the BOM

CCHBIA needs the assistance to reflect the positions now in place in neighbouring towns such as Exeter, Goderich, Blyth, and Seaforth. CCHBIA has a good reputation in the County for being progressive and we want to ensure the forward momentum of this dedicated group of businesses.

The CCHBIA would also like council to consider funding the flower baskets, hanging baskets and maintenance which the BIA has sponsored in the past. The cost of this project is approximately $8000 and would be paid annually from the ear marked profits of the sale of Clinton Hy- dro. Peggy VanMierlo West is currently drafting an RFP for the downtown revitalization and community improvement plan which will include branding and mission statements for the CCHBIA downtown. This will help create a clear vision and direction the BIA wants to follow. The BIA has plans for the revenue mentioned above in that we will need new street banners and posters reflecting the new branding, new Christmas lights, we are looking at bringing in WIFI downtown and expanding some of the programs that are already in place.

Therefore request the Municipality of Central Huron to consider our requests and action plans.

23 Albert Street, PO Box 400, Clinton, ON, N0M 1L0 Phone 519 606 1234 Fax 519-482-9183 email: [email protected] http://cchbia.ca/

1:00 PM Tricia Robinson & Michael Russo, Clinton & Central H... Page 6 of 232 AGENDA ITEM #4.1

Municipality of Central Huron Formal Report Finance Department

Date: February 9, 2015

To: Mayor & Council

From: Terri Rau, Director of Finance

Re: Monthly Cheque Register for the Month of January 2015

RECOMMENDATION  None

BACKGROUND Monthly Cheque Register provided to Council for information and control purposes.

DOCUMENTS ATTACHED  Monthly Cheque Register  Emailed detailed copy of AP listing

______Terri Rau, Director of Finance

Formal Report - Monthly Cheque Register for the Month of Jan... Page 7 of 232 AGENDA ITEM #4.1

2014.06.26 8.0 9759 Municipality Of Central Huron 02/04/2015 11:07AM Accounts Payable Bank of Montreal Cheque Register By Date 01/01/2015 thru 01/31/2015

Cheque Cheque Number Date Payee Cheque Amount

033341 01/13/2015 004474 A + T AUTOMOTIVE SERVICE CENTR 96.05 033342 01/13/2015 007346 A.D.S. INDUSTRIES INC. 197.75 033343 01/13/2015 004289 AGO INDUSTRIES INC. 106.80 033344 01/13/2015 006667 AISLE 5 1,893.41 033345 01/13/2015 005787 ALS CANADA LTD. 1,466.01 033346 01/13/2015 007444 AMCTO 418.10 033347 01/13/2015 000013 ANCHORVALE REPAIRS 1,555.22 033348 01/13/2015 000011 ASSOC. OF MUNICIPALITIES ONT 3,540.11 033349 01/13/2015 004294 ASSOC. OF ONT.ROAD SUPERVISORS 169.50 033350 01/13/2015 000038 AVON MAITLAND DIST.SCHOOL BD. 15,539.83 033351 01/13/2015 000630 B. M. ROSS & ASSOC. LTD. 13,842.50 033352 01/13/2015 000059 BELL MOBILITY 562.46 033353 01/13/2015 008395 BICE STEPHEN KENNETH 700.00 033354 01/13/2015 007014 BIN-THERE 667.38 033355 01/13/2015 007186 BLACKBURN RADIO INC. 4,303.04 033356 01/13/2015 007268 BLUEWATER CHAPTER OBOA 50.00 033357 01/13/2015 000072 BLUEWATER RECYCLING 59,738.27 033358 01/13/2015 007957 BLUTRON ELECTRONICS INC 2,454.64 033359 01/13/2015 005794 C. T. ENVIRONMENTAL 700.60 033360 01/13/2015 000126 CARSWELL 517.11 033361 01/13/2015 008243 CHEMTRADE CHEMICALS CANADA LTD 6,433.15 033362 01/13/2015 006930 CINTAS CANADA LIMITED 1,877.12 033363 01/13/2015 000145 CLINTON AUTO PARTS 958.46 033364 01/13/2015 008240 CLINTON FOODLAND 21.56 033365 01/13/2015 000149 CLINTON GLASS & MIRROR 197.75 033366 01/13/2015 008355 COMPASS MINERALS 1,542.45 033367 01/13/2015 005254 CONSEIL SCOLAIRE VIAMONDE 23.56 033368 01/13/2015 007290 CONTINUIT CORP 3,126.71 033369 01/13/2015 000338 COUNTY OF HURON,TREASURER 12,456.28 033370 01/13/2015 008327 COUNTY OF HURON-ONT.WORKS 63.00 033371 01/13/2015 000182 CULLITON BROTHERS LIMITED 2,753.58 033372 01/13/2015 000191 DALE PUMP & FARM SERVICE 1,745.04 033373 01/13/2015 004268 DON'S LOCK & KEY SERVICE 57.63 033374 01/13/2015 004425 DONNELLY & MURPHY 535.62 033375 01/13/2015 000228 EDS ELECTRIC 986.73 033376 01/13/2015 007066 EMPIRE COMMUNICATIONS-CAMBRIDGE 430.50 033377 01/13/2015 007717 ERIE THAMES POWERLINES-EXP 17,815.63 033378 01/13/2015 007259 ERTH HOLDINGS INC 4,744.31 033379 01/13/2015 000239 FAIRHOLME DAIRY 127.81 033380 01/13/2015 008396 FIRST NATIONAL FINANCIAL 12.67 033381 01/13/2015 007440 GEDDES CHRIS 610.20 033382 01/13/2015 000395 GEOFFREY S. D. KING 1,743.48 033383 01/13/2015 006609 GOLD COAST LANDSCAPING INC. 471.78 033384 01/13/2015 000299 HAROLD'S SHELL SERVICE 621.00 033385 01/13/2015 000307 HENSALL DISTRICT CO-OP 4,015.81 033386 01/13/2015 006727 HICKS MORLEY HAMILTON STEWART 181.37 033387 01/13/2015 008394 HOLDALE FARMS 1,000.00 033388 01/13/2015 006571 HOPE CHAPEL 93.84 033389 01/13/2015 000342 HURON PERTH RCSS BD. 3,971.77 033390 01/13/2015 006659 HURON TAXI 59.50 033391 01/13/2015 000337 HURON TIRE & AUTO 2,234.81 033392 01/13/2015 000340 HURON TRACTOR 16.27 033393 01/13/2015 000364 IDEAL SUPPLY CO. LTD. 234.48

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Formal Report - Monthly Cheque Register for the Month of Jan... Page 8 of 232 AGENDA ITEM #4.1

2014.06.26 8.0 9759 Municipality Of Central Huron 02/04/2015 11:07AM Accounts Payable Bank of Montreal Cheque Register By Date 01/01/2015 thru 01/31/2015

Cheque Cheque Number Date Payee Cheque Amount

033394 01/13/2015 007727 IMPERIAL COFFEE AND SERVICES INC 234.09 033395 01/13/2015 007284 INTEQ DISTRIBUTORS 178.54 033396 01/13/2015 007298 KEPPEL CREEK 2,117.82 033398 01/13/2015 004457 LAND IMPROVEMENT CONTRACTORS 282.50 033399 01/13/2015 000411 LANGFORD LUMBER LIMITED 2,392.01 033400 01/13/2015 008301 LIL'S KITCHEN 104.25 033402 01/13/2015 007959 MACDONALD TONY 40.00 033403 01/13/2015 003539 MATHERS LANDSCAPING 90.40 033404 01/13/2015 007983 MAX PRINT & COPY INC 102.27 033405 01/13/2015 005206 MAXXAM ANALYTICS INC. 2,900.16 033406 01/13/2015 008393 MCCABE PROMOTIONAL ADVERTISING INC 3,872.88 033407 01/13/2015 000476 MERNER CONTRACTING LTD. 39,616.15 033408 01/13/2015 000475 MERNER MARY 190.00 033409 01/13/2015 000484 MICROAGE BASICS 76.74 033410 01/13/2015 000486 MID-HURON LANDFILL 6,901.50 033411 01/13/2015 005261 MINISTER OF FINANCE (POLICING) 1,042.08 033412 01/13/2015 005832 MINISTER OF FINANCE (TILE DR) 3,138.55 033413 01/13/2015 006969 MUNICIPAL EMPLOYER PENSION 219.50 033414 01/13/2015 000510 MUNICIPAL FINANCE OFFICERS' 350.30 033415 01/13/2015 004309 MUNICIPALITY OF HURON EAST 865.34 033416 01/13/2015 007067 OLD DUTCH FOODS LTD. 58.03 033417 01/13/2015 007947 OMTRA 224.87 033418 01/13/2015 000548 ONTARIO AGGREGATE RESOURCES 1,752.40 033419 01/13/2015 008185 OWEN SOUND HIGHWAY MAINTENANCE 8,825.30 033420 01/13/2015 007112 PBS BUSINESS SYSTEMS 2,586.57 033421 01/13/2015 007682 PETTY CASH-STEVE CAMPBELL 140.00 033422 01/13/2015 008399 PHILIP CASANDRA 32.15 033423 01/13/2015 000575 PITNEY BOWES GLOBAL CR.SERVICE 1,236.27 033424 01/13/2015 005834 PITNEYWORKS 226.00 033425 01/13/2015 005669 PUBLIC SECTOR DIGEST INC. 8,475.00 033426 01/13/2015 008163 QUALITY UNDERGROUND SOLUTIONS INC 4,378.75 033427 01/13/2015 000599 RADAR AUTO PARTS 1,028.18 033428 01/13/2015 007104 REDLINE TRUCKS INC. 561.06 033429 01/13/2015 000616 RESURFACE CORP. 68.93 033430 01/13/2015 000729 ROBERT TRICK 1,319.91 033431 01/13/2015 007429 ROEST ARNOLD 4,972.00 033432 01/13/2015 007646 SCANTECH INSPECTION SERVICES LTD 616.98 033433 01/13/2015 007986 SCHOOLEY MITCHELL TELECOM CONSULTANTS 1,818.92 033434 01/13/2015 008397 SNAP-ON 44.35 033435 01/13/2015 000676 SOCAN 238.11 033436 01/13/2015 000678 SOUTHWESTERN TREE SERVICE 6,407.10 033437 01/13/2015 000683 SPARLING'S PROPANE CO. LTD. 933.44 033438 01/13/2015 006975 SPECIAL UNDERWRITING GROUP 1 9,841.26 033439 01/13/2015 005207 STAR TAXI 180.01 033440 01/13/2015 007428 SUNMEDIA 840.72 033441 01/13/2015 004331 TECHNICAL STANDARDS & SAFETY 452.00 033442 01/13/2015 007920 THE BACKYARD FLOWER SHOP 4,887.50 033443 01/13/2015 004264 THE CITIZEN 265.55 033444 01/13/2015 005948 TSC STORE 343.72 033445 01/13/2015 000731 TUCKERSMITH COMM. CO-OP LTD. 1,092.17 033446 01/13/2015 000760 VERBEEK'S FARM & GARDEN CENTRE 110.70 033447 01/13/2015 007235 WASTE MANAGEMENT OF CANADA 735.03 033448 01/13/2015 004698 WATER ENVIRONMENT ASSOCIATION 96.05

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2014.06.26 8.0 9759 Municipality Of Central Huron 02/04/2015 11:07AM Accounts Payable Bank of Montreal Cheque Register By Date 01/01/2015 thru 01/31/2015

Cheque Cheque Number Date Payee Cheque Amount

033449 01/13/2015 005597 WILSON'S 2,546.85 033450 01/13/2015 000802 WORKPLACE SAFETY & INS. BOARD 5,139.25 033451 01/13/2015 005205 WORKTECH INC. 6,941.28 033452 01/13/2015 006194 YELLOW PAGES GROUP 522.06 033453 01/21/2015 006667 AISLE 5 945.58 033454 01/21/2015 004290 ALBERT'S GENERATOR SERVICE INC 1,249.26 033455 01/21/2015 000023 ARGYLE MARINE & SMALL ENGINES 193.84 033456 01/21/2015 000630 B. M. ROSS & ASSOC. LTD. 31,507.61 033457 01/21/2015 005794 C. T. ENVIRONMENTAL 437.88 033458 01/21/2015 008251 CANADIAN ASSOC.OF MUNICIPAL ADMINISTRATION 525.45 033459 01/21/2015 004261 CARSON SUPPLIES 1,224.60 033460 01/21/2015 007107 CENTRAL HURON FIREMAN'S ASSOC 2,640.00 033461 01/21/2015 006930 CINTAS CANADA LIMITED 1,057.42 033462 01/21/2015 005210 CITY OF STRATFORD 5,705.12 033463 01/21/2015 008219 COMMUNITIES IN BLOOM 581.95 033464 01/21/2015 008355 COMPASS MINERALS 3,653.06 033465 01/21/2015 000172 CORRIES FOODMASTER LTD 30.00 033466 01/21/2015 000388 D. H. JUTZI LIMITED 250.70 033467 01/21/2015 000330 E. S. HUBBELL & SONS LIMITED 5,149.25 033468 01/21/2015 007717 ERIE THAMES POWERLINES-EXP 332.13 033469 01/21/2015 000239 FAIRHOLME DAIRY 43.38 033470 01/21/2015 000343 HURONIA 218.99 033471 01/21/2015 007727 IMPERIAL COFFEE AND SERVICES INC 250.92 033472 01/21/2015 007470 INGENIOUS SOFTWARE 1,460.24 033473 01/21/2015 000416 LAVIS CONTRACTING CO. LTD. 333.63 033474 01/21/2015 004369 M & L SUPPLY 381.40 033475 01/21/2015 007777 MACON FAB & MILLWRIGHTING LTD 73.45 033476 01/21/2015 007983 MAX PRINT & COPY INC 251.32 033477 01/21/2015 000484 MICROAGE BASICS 107.19 033478 01/21/2015 004436 MUNICIPALITY OF BLUEWATER 800.00 033479 01/21/2015 007067 OLD DUTCH FOODS LTD. 74.07 033480 01/21/2015 007054 ONTARIO ASSOC. OF FIRE CHIEFS 276.85 033481 01/21/2015 007112 PBS 730.88 033482 01/21/2015 000131 PETTY CASH 229.18 033483 01/21/2015 005834 PITNEYWORKS 2,486.00 033484 01/21/2015 005669 PUBLIC SECTOR DIGEST INC. 962.34 033485 01/21/2015 000596 PUROLATOR COURIER 73.80 033486 01/21/2015 008163 QUALITY UNDERGROUND SOLUTIONS INC 635.63 033487 01/21/2015 000100 R. J. BURNSIDE & ASSOC. LTD. 5,569.89 033488 01/21/2015 007766 ROCHESTER MIDLAND LTD 487.18 033489 01/21/2015 007006 SHRED-IT INTERNATIONAL INC. 118.84 033490 01/21/2015 006768 SPECTRUM COMMUNICATIONS 181.66 033491 01/21/2015 004264 THE CITIZEN 273.23 033492 01/21/2015 007654 THE PEPSI BOTTLING GROUP (CANADA) CO 731.82 033493 01/21/2015 000714 TIESMA INDUSTRIAL COVERINGS 67.80 033494 01/21/2015 008400 VANDER GLAS HAROLD 169.50 033495 01/21/2015 006487 VANDRIEL EXCAVATING INC. 3,819.40 033496 01/21/2015 007904 VERTECHS ELEVATORS ONTARIO INC 282.50 033497 01/21/2015 000762 VIKING CIVES LTD. 223.01 033498 01/21/2015 007235 WASTE MANAGEMENT OF CANADA 148.89 033499 01/21/2015 005597 WILSON'S 339.62 Cheque Register Total - 401,622.66

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2014.06.26 8.0 9759 Municipality Of Central Huron 02/04/2015 12:38PM Accounts Payable Direct Debit Bank of Montreal Cheque Register By Date 01/01/2015 thru 01/31/2015

Cheque Cheque Number Date Payee Cheque Amount

001208 01/16/2015 004363 BANK OF MONTREAL 525.00 001209 01/16/2015 000058 BELL CANADA 840.78 001210 01/16/2015 007245 EASTLINK 1,339.16 001211 01/16/2015 000229 EDWARD FUELS 3,306.67 001212 01/16/2015 007927 EQUITABLE LIFE OF CANADA 14,345.79 001213 01/16/2015 007550 ERIE THAMES POWERLINES 621.94 001214 01/16/2015 005249 HYDRO ONE NETWORKS INC. 2,816.46 001215 01/16/2015 006978 PIVOTAL PAYMENTS 35.06 001216 01/16/2015 000734 UNION GAS LIMITED 536.76 001217 01/19/2015 005188 BANK OF MONTREAL-MASTERCARD 4,071.63 001218 01/20/2015 000058 BELL CANADA 90.09 001219 01/20/2015 005249 HYDRO ONE NETWORKS INC. 986.91 001220 01/20/2015 000734 UNION GAS LIMITED 5,546.94 001227 01/31/2015 004363 BANK OF MONTREAL 525.00 001228 01/31/2015 000058 BELL CANADA 98.86 001229 01/31/2015 000229 EDWARD FUELS 6,449.55 001230 01/31/2015 000545 O.M.E.R.S. 40,698.30 Cheque Register Total - 82,834.90

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Formal Report - Monthly Cheque Register for the Month of Jan... Page 11 of 232 AGENDA ITEM #4.2

Municipality of Central Huron Formal Report Finance Department

Date: February 9, 2015

To: Mayor & Council

From: Terri Rau, Director of Finance

Re: Year-to-date Report and Balance Sheet as of January 31, 2015

INFORMATION

 Monthly year-to-date budget report provided to Council for information. This report has the column “2014 Budget to Date” because the 2015 budget has not been adopted. This column calculates the budget allocation up to the current month. For example, the reporting period is for January 2015; therefore, the Budget to Date calculates 1/12th (8.33%) of the 2014 annual budget. Variances in monthly spending are more easily identifiable and are reported on the Manager’s monthly report.

 The totals in the 2014 YTD column represent the revenue and expenses as at January 31, 2014 which provides year over year comparative information at monthly intervals throughout the fiscal year.

 The total to date expenses for all municipal operating services including water and wastewater is $670,546.56. The total to date revenue for all municipal operating services including water and wastewater is $713,188.55. The difference between the revenue and expenses to date is $42,641.99. Please note this does not include capital cash outlay for the 2015 capital purchases, debt payments or reserve transfers, and operating expenses such as amortization or insurance to date.

 Balance Sheet for the Period Ending January 31, 2015.

 Analysis of Capital Work in Progress as at January 31, 2015. This report shows the Capital Work in Progress for projects that have not been completed as yet. Once the projects are completed, they will be cleared out of Capital Work in Progress and will be capitalized and added to the respective Tangible Capital Asset class general ledger balance and amortization will begin as of the in service date.

 Accounts Receivable Summary report to January 31, 2015 to report the status of the general receivables and tax arrears.

Formal Report - Year to Date Report and Balance Sheet as of ... Page 12 of 232 AGENDA ITEM #4.2

DOCUMENTS ATTACHED

 Year-To-Date Spending Report

 Balance Sheet

 Analysis of Capital Work in Progress

 Accounts Receivable Summary

______Terri Rau, Director of Finance

Formal Report - Year to Date Report and Balance Sheet as of ... Page 13 of 232 Formal Report - Year to Date and Balance Sheet as of ...

2014.06.26 8.0 9759 01/31/2015 2:33PM Municipality Of Central Huron Income Statement Summary Type - 2015 GENERAL OPERATING STATEMENT Account Number Account Description 2014 YTD 2015 YTD 2014 Budget to Date 2014 Budget

0900 County Taxation Revenue 0900-41xx County Tax Revenue 0.00 0.00 375,288.27 4,503,461.00 0900-42xx County Taxation Supplemental 0.00 0.00 0.00 0.00 0900-43xx County Taxation Write-offs 0.00 0.00 0.00 0.00 0900-44xx County Taxation Capping 0.00 0.00 0.00 0.00 0900-45xx County Taxation PILS 0.00 0.00 7,680.88 92,171.00 Revenue 0.00 0.00 382,969.15 4,595,632.00

Expense 0900-66xx Transfer County Taxes 0.00 0.00 (382,969.37) (4,595,632.00) Expense 0.00 0.00 (382,969.37) (4,595,632.00)

0900 County Taxation 0.00 0.00 (0.22) 0.00

0910 Education Taxation Revenue 09x0-41xx Education Taxation 0.00 0.00 190,505.10 2,286,059.00 09x0-42xx Education Taxation Supplemental 0.00 0.00 0.00 0.00 09x0-43xx Education Taxation Write-offs 0.00 0.00 0.00 0.00 09x0-45xx Education Taxation PILS 0.00 0.00 984.86 11,817.00 Revenue 0.00 0.00 191,489.96 2,297,876.00

Expense 09x0-66xx Transfer Educational Taxes 0.00 0.00 (191,489.74) (2,297,876.00) Expense 0.00 0.00 (191,489.74) (2,297,876.00)

0910 Education Taxation 0.00 0.00 0.22 0.00

Page 14 of 232 0999 Prior Yr Surplus/Deficit Revenue Prior Yr Prior Year Surplus/(Deficit) 0.00 0.00 24,742.25 296,907.00 Revenue 0.00 0.00 24,742.25 296,907.00 AGENDA ITEM #4.2 0999 Prior Yr Surplus/Deficit 0.00 0.00 24,742.25 296,907.00

1000 Taxation Revenue

Page 1 Formal Report - Year to Date and Balance Sheet as of ...

Revenue 1000-41xx Lower Tier Taxation 0.00 0.00 437,654.88 5,251,859.00 1000-42xx Lower Tier Taxation Supplemental 0.00 0.00 12,090.38 145,085.00 1000-43xx Lower Tier Taxation Write-offs 0.00 0.00 (3,666.63) (44,000.00) 1000-45xx Lower Tier Taxation PILS 0.00 0.00 12,700.25 152,403.00 Revenue 0.00 0.00 458,778.88 5,505,347.00

1000 Taxation Revenue 0.00 0.00 458,778.88 5,505,347.00

1100 General Government - Council Expense 1100-61xx Council Wages (6,986.15) (9,222.39) (11,780.51) (141,367.00) 1100-63xx Conventions, Training & Expenses (3,734.29) (382.64) (2,925.88) (35,111.00) Expense (10,720.44) (9,605.03) (14,706.39) (176,478.00)

1100 General Government - Council (10,720.44) (9,605.03) (14,706.39) (176,478.00)

1200 General Government Revenue 1200-50xx Grants - Provincial 500,075.00 460,075.00 166,691.63 2,000,300.00 1200-53xx Misc Fess - Certificates/Affidavits 1,260.00 580.00 966.74 11,600.00 1200-54xx License Fees 520.00 120.00 749.89 9,000.00 1200-55xx Other Revenue 12,079.61 11,721.51 14,083.37 169,000.00 1200-56XX Sale of Municipal Property/Assets 0.00 0.00 0.00 0.00 Revenue 513,934.61 472,496.51 182,491.63 2,189,900.00

Expense 1200-61xx Wages & Benefits (43,779.62) (47,594.96) (60,310.38) (723,725.00) 1200-6202 Interest - Long Term Debt 0.00 0.00 0.00 0.00 Page 15 of 232 1200-6317 General Insurance 0.00 (9,841.26) (2,109.50) (25,314.00) 1200-6318 Insurance Claims 0.00 0.00 0.00 0.00 1200-63xx Operating Supplies & Expenses (25,061.07) (25,334.84) (20,241.27) (242,897.00) 1200-6404 Consulting Services 0.00 0.00 0.00 0.00 AGENDA ITEM #4.2 1200-6406 Contracted Services 0.00 0.00 (1,625.00) (19,500.00) 1200-6408 Engineering Services 0.00 0.00 0.00 0.00 1200-6412 Legal Services 0.00 0.00 (1,666.63) (20,000.00) 1200-65xx Rents and Financial Expenses (538.68) (538.37) (729.13) (8,750.00)

Page 2 Formal Report - Year to Date and Balance Sheet as of ...

1200-6602 BIA Transfer 0.00 0.00 (2,250.00) (27,000.00) 1200-70xx Depreciation (2,676.58) 0.00 (1,832.00) (21,984.00) 1200-7xxx Capital Disposal & Write downs 0.00 0.00 0.00 0.00 Expense (72,055.95) (83,309.43) (90,763.91) (1,089,170.00)

1200 General Government 441,878.66 389,187.08 91,727.72 1,100,730.00

1250 Health and Safety Expense 1250-61xx Wages and Benefits (141.00) 0.00 (273.62) (3,283.00) 1250-6383 Equipment Usage 0.00 0.00 (16.63) (200.00) 1250-63xx Operating Supplies & Expenses (10.95) 0.00 (450.00) (5,400.00) Expense (151.95) 0.00 (740.25) (8,883.00)

1250 Health and Safety (151.95) 0.00 (740.25) (8,883.00)

2100 Fire Revenue 2100-50xx Grants - Provincial 0.00 0.00 0.00 0.00 2100-51xx Grants - Federal 0.00 0.00 0.00 0.00 2100-52xx Grants/Other Revenue - Other Municipalities 0.00 0.00 0.00 0.00 2100-53XX Fire Calls & Services 0.00 7,085.13 2,937.64 35,253.00 2100-54XX Fire Department Rental Revenue 0.00 0.00 37.50 450.00 2100-5527 Donations - Fire 0.00 0.00 0.00 0.00 2100-56xx Proceeds from Sale of Assets 0.00 0.00 0.00 0.00 Revenue 0.00 7,085.13 2,975.14 35,703.00

Expense

Page 16 of 232 2100-61xx Wages and Benefits (5,341.26) (4,233.84) (11,498.87) (137,986.00) 2100-6317 General Insurance (6,606.36) 0.00 (1,549.25) (18,591.00) 2100-636x Building & Bldg Equip Maintence (76.32) 0.00 (1,320.76) (15,850.00) 2100-638X Fleet/Equipmemt (132.95) (13.20) (587.50) (7,050.00) 2100-63xx Operating Supplies & Expenses (8,231.67) (8,824.11) (6,928.85) (83,144.00) AGENDA ITEM #4.2 2100-6406 Contracted Services (644.14) 0.00 (1,073.50) (12,882.00) 2100-6412 Legal Services 0.00 0.00 (83.37) (1,000.00) 2100-65xx Rents and Financial Charges 0.00 0.00 (8.37) (100.00)

Page 3 Formal Report - Year to Date and Balance Sheet as of ...

2100-66xx External Transfers for Services (8,648.98) (25,177.40) (20,002.75) (240,033.00) 2100-70xx Depreciation (5,942.16) 0.00 (5,830.62) (69,967.00) 2100-72xx Capital Disposals & Write-Downs 0.00 0.00 0.00 0.00 Expense (35,623.84) (38,248.55) (48,883.84) (586,603.00)

2100 Fire (35,623.84) (31,163.42) (45,908.70) (550,900.00)

2200 Police Revenue 2200-5529 Prior Year Rebate - Policing Credit 0.00 0.00 12,379.00 148,548.00 2200-5530 Police Checks and Other Policing Revenue 0.00 175.00 1,536.63 18,440.00 Revenue 0.00 175.00 13,915.63 166,988.00

Expense 2200-61xx Wages and Benefits (3,034.01) (3,431.96) (4,440.13) (53,282.00) 2200-63xx Operating Supplies & Expenses (154.99) 0.00 (200.00) (2,400.00) 2200-64xx Contracted Services (118,786.00) (126,369.00) (118,159.63) (1,417,916.00) Expense (121,975.00) (129,800.96) (122,799.76) (1,473,598.00)

2200 Police (121,975.00) (129,625.96) (108,884.13) (1,306,610.00)

2300 Conservation Authorities Expense 2300-6604/5 Ausable Bayfield Conservation Auth. 0.00 0.00 (3,603.50) (43,242.00) 2300-6606 Maitland Valley Conservation Auth. 0.00 0.00 (10,364.62) (124,375.00) 2300-6644 Lake Huron Centre for Coastal Conservation 0.00 0.00 0.00 0.00 Expense 0.00 0.00 (13,968.12) (167,617.00)

2300 Conservation Authorities 0.00 0.00 (13,968.12) (167,617.00) Page 17 of 232 2400 Building Department Revenue 2400-54xx Permit & Licence Fees 687.70 580.00 6,250.00 75,000.00

2400-55xx Other Revenue 0.00 0.00 41.63 500.00 AGENDA ITEM #4.2 Revenue 687.70 580.00 6,291.63 75,500.00

Expense 2400-61xx Wages and Benefits (7,063.30) (7,449.34) (7,984.99) (95,819.00)

Page 4 Formal Report - Year to Date and Balance Sheet as of ...

2400-6317 General Insurance 0.00 0.00 (90.63) (1,088.00) 2400-63xx Operating Supplies & Expenses (530.18) (2,689.08) (1,037.50) (12,450.00) 2400-6404 Contracted Services 0.00 0.00 (291.74) (3,500.00) 2400-6412 Legal Services 0.00 0.00 (625.00) (7,500.00) 2400-65xx Rents & Financial Expenses 0.00 0.00 (1.25) (15.00) 2400-66xx Donations 0.00 0.00 0.00 0.00 Expense (7,593.48) (10,138.42) (10,031.11) (120,372.00)

2400 Building Department (6,905.78) (9,558.42) (3,739.48) (44,872.00)

2410 By-Law Enforcement Revenue 2410-5314 Property Standards Fees 0.00 0.00 250.00 3,000.00 2410-55xx Fines & Tickets 284.00 0.00 83.37 1,000.00 Revenue 284.00 0.00 333.37 4,000.00

Expense 2410-63xx Operating Supplies & Expenses 0.00 0.00 (41.63) (500.00) 2410-6402 By-Law Enforcement (1,776.53) (1,765.41) (2,120.00) (25,440.00) Expense (1,776.53) (1,765.41) (2,161.63) (25,940.00)

2410 By-Law Enforcement (1,492.53) (1,765.41) (1,828.26) (21,940.00)

2420 Animal Control Revenue 2420-54xx Permit & Licence Fees 18,980.00 18,410.00 2,066.74 24,800.00 Revenue 18,980.00 18,410.00 2,066.74 24,800.00

Expense Page 18 of 232 2420-63xx Operating Material & Supplies (600.00) 0.00 (566.74) (6,800.00) 2420-64xx Contracted Services (835.17) 0.00 (1,374.62) (16,495.00) Expense (1,435.17) 0.00 (1,941.36) (23,295.00)

2420 Animal Control 17,544.83 18,410.00 125.38 1,505.00 AGENDA ITEM #4.2

2430 Fenceviewers & Livestock Evaluators

Page 5 Formal Report - Year to Date and Balance Sheet as of ...

Revenue 2430-5316 OMAFRA Valuator Recoveries 1,000.50 0.00 666.63 8,000.00 Revenue 1,000.50 0.00 666.63 8,000.00

Expense 2430-6411 Livestock Evaluator (4,440.48) 0.00 (666.63) (8,000.00) Expense (4,440.48) 0.00 (666.63) (8,000.00)

2430 Fenceviewers & Livestock Evaluators (3,439.98) 0.00 0.00 0.00

2500 Emergency Measures Expense 2500-61xx Wages and Benefits 0.00 0.00 (164.88) (1,979.00) 2500-63xx Operating Supplies & Expenses 0.00 0.00 (250.00) (3,000.00) 2500-64xx Contracted Services 0.00 0.00 0.00 0.00 Expense 0.00 0.00 (414.88) (4,979.00)

2500 Emergency Measures 0.00 0.00 (414.88) (4,979.00)

3100 Roadways Revenue 3100-50xx Grants - Provincial 0.00 0.00 0.00 0.00 3100-51xx Grants - Federal 0.00 0.00 18,316.75 219,801.00 3100-5202 Grants/Other Revenue - Other Municipalities 0.00 0.00 0.00 0.00 3100-5250 Grants - Private Partnership 0.00 0.00 0.00 0.00 3100-53xx Service Fees/Recoveries 8,609.40 0.00 2,541.63 30,500.00 3100-55xx Aggregate Licence/ Levy Revenue 0.00 0.00 2,500.00 30,000.00 3100-56xx Proceeds from Sale of Assets 0.00 0.00 0.00 0.00 Revenue 8,609.40 0.00 23,358.38 280,301.00 Page 19 of 232

Expense 3100-61xx Wages and Benefits (14,289.67) (14,701.93) (36,543.38) (438,521.00) 3100-6317 General Insurance 0.00 0.00 (3,932.75) (47,193.00)

3100-6383 Equipment Usage (3,259.53) (5,027.69) (28,693.37) (344,320.00) AGENDA ITEM #4.2 3100-63xx Operating Supplies & Expenses (2,685.15) (895.33) (11,500.88) (138,011.00) 3100-6406 Contracted Services (6,744.51) 0.00 (35,104.87) (421,258.00) 3100-6408 Engineering Services 0.00 0.00 0.00 0.00

Page 6 Formal Report - Year to Date and Balance Sheet as of ...

3100-6412 Legal Services 0.00 0.00 0.00 0.00 3100-65xx Rents and Financial Charges 0.00 0.00 (213.87) (2,566.00) 3100-70xx Depreciation (106,749.77) 0.00 (104,737.12) (1,256,845.00) 3100-72xx Capital Disposals & Write-offs 0.00 0.00 0.00 0.00 Expense (133,728.63) (20,624.95) (220,726.24) (2,648,714.00)

3100 Roadways (125,119.23) (20,624.95) (197,367.86) (2,368,413.00)

3200 Winter Control Expense 3200-61xx Wages and Benefits (51,811.33) (43,503.87) (16,028.37) (192,340.00) 3200-6383 Equipment Usage (96,379.37) (81,906.38) (21,575.00) (258,900.00) 3200-63xx Operating Supplies & Expenses (14,620.78) (6,120.87) (4,750.00) (57,000.00) 3200-64xx Contracted Services (16,931.98) (4,965.89) (5,525.00) (66,300.00) Expense (179,743.46) (136,497.01) (47,878.37) (574,540.00)

3200 Winter Control (179,743.46) (136,497.01) (47,878.37) (574,540.00)

33xx Roads Sheds and Yards Expense 33xx-61xx Wages and Benefits (2,056.14) (3,535.76) (1,500.00) (18,000.00) 33xx-6317 General Insurance 0.00 0.00 (358.00) (4,296.00) 33xx-6364 Utilities (2,158.58) (67.44) (2,064.62) (24,775.00) 33xx-636x Maintenance (60.07) (137.94) (200.87) (2,410.00) 33xx-6383 Equipment Usage (422.40) (488.11) (308.37) (3,700.00) 33xx-63xx Operating Supplies & Expenses (215.29) (207.39) (284.62) (3,415.00) 33xx-64xx Contracted Services 0.00 0.00 (395.87) (4,750.00) 33xx-70xx Depreciation (2,378.15) 0.00 (2,333.25) (27,999.00) Page 20 of 232 33xx-72xx Capital Disposals & Write-offs 0.00 0.00 0.00 0.00 Expense (7,290.63) (4,436.64) (7,445.60) (89,345.00)

33xx Roads Sheds and Yards (7,290.63) (4,436.64) (7,445.60) (89,345.00) AGENDA ITEM #4.2 3700 Crossing Guards Expense 3700-61xx Wages and Benefits (4,012.97) (3,812.16) (4,408.38) (52,901.00)

Page 7 Formal Report - Year to Date and Balance Sheet as of ...

3700-63xx Operating Supplies & Expenses (207.59) 0.00 (41.63) (500.00) Expense (4,220.56) (3,812.16) (4,450.01) (53,401.00)

3700 Crossing Guards (4,220.56) (3,812.16) (4,450.01) (53,401.00)

3800 Street Lights Revenue 3800-55xx Street Light Revenue 0.00 0.00 11,783.63 141,404.00 Revenue 0.00 0.00 11,783.63 141,404.00

Expense 3800-61XX Wages and Benefits 0.00 0.00 (43.87) (526.00) 3800-63xx Street Light Expense (230.69) 0.00 (10,411.11) (124,932.00) 3800-70xx Depreciation (1,233.89) 0.00 (1,210.25) (14,523.00) 3800-72xx Capital Disposals & Write-offs 0.00 0.00 0.00 0.00 Expense (1,464.58) 0.00 (11,665.23) (139,981.00)

3800 Street Lights (1,464.58) 0.00 118.40 1,423.00

4400 - 4500 Solid Waste Collection/Disposal Revenue 4400-5334 Waste Collection Revenue 0.00 0.00 15,937.12 191,245.00 45xx-52xx Grants/Other Revenue - Other Municipalities 0.00 0.00 2,647.00 31,764.00 45xx-53xx Landfill Revenue 0.00 0.00 333.37 4,000.00 Revenue 0.00 0.00 18,917.49 227,009.00

Expense 4400-6418 Solid Waste Collection/Disposal (10,644.11) (11,430.43) (15,937.12) (191,245.00) 4510-6317 General Insurance 0.00 0.00 (60.50) (726.00)

Page 21 of 232 45xx-61xx Wages and Benefits 0.00 0.00 0.00 0.00 45xx-6364 Utilities 0.00 0.00 0.00 0.00 45xx-6368 Property Taxes 0.00 0.00 (125.00) (1,500.00) 45xx-6383 Equipment Usage 0.00 0.00 0.00 0.00

45xx-63xx Operating Supplies & Expenses 0.00 0.00 (20.87) (250.00) AGENDA ITEM #4.2 45xx-6404 Consulting Services 0.00 0.00 (5,235.00) (62,820.00) 45xx-6408 Engineering Services 0.00 0.00 0.00 0.00 45xx-6412 Legal Services 0.00 0.00 0.00 0.00

Page 8 Formal Report - Year to Date and Balance Sheet as of ...

45xx-6418 Solid Waste Collection/Disposal 0.00 0.00 0.00 0.00 45xx-64xx Contracted Services 0.00 0.00 0.00 0.00 45xx-65xx Rents and Financial Charges 0.00 0.00 0.00 0.00 45xx-6640 External Transfers 0.00 0.00 0.00 0.00 45xx-70xx Depreciation 0.00 0.00 0.00 0.00 45xx-72xx Capital Disposals & Write-offs 0.00 0.00 0.00 0.00 Expense (10,644.11) (11,430.43) (21,378.49) (256,541.00)

4400 - 4500 Solid Waste Collection/Disposal (10,644.11) (11,430.43) (2,461.00) (29,532.00)

4600 Recycling Revenue 4600-53xx Recycling Sales 13.29 8.86 58.37 700.00 4600-55xx Recycling Rebates 0.00 0.00 0.00 0.00 Revenue 13.29 8.86 58.37 700.00

Expense 4600-63xx Operating Supplies & Expenses 0.00 0.00 0.00 0.00 4600-64xx Recycling (59,356.11) (59,738.27) (19,785.38) (237,425.00) Expense (59,356.11) (59,738.27) (19,785.38) (237,425.00)

4600 Recycling (59,342.82) (59,729.41) (19,727.01) (236,725.00)

54xx Cemeteries Revenue 54xx-53xx Cemetery Revenue 150.00 2,900.00 3,485.25 41,823.00 54xx-5520 Investment Income 0.00 0.00 83.37 1,000.00 54xx-5527 Donations Revenue 0.00 0.00 0.00 0.00

Page 22 of 232 Revenue 150.00 2,900.00 3,568.62 42,823.00

Expense 54xx-61xx Wages and Benefits (37.10) (1,485.70) (4,735.24) (56,822.00) 54xx-6317 General Insurance 0.00 0.00 (92.12) (1,105.00)

54xx-636x Maintenance 0.00 0.00 (382.49) (4,589.00) AGENDA ITEM #4.2 54xx-6383 Equipment Usage (12.50) (680.50) (2,358.37) (28,300.00) 54xx-63xx Operating Supplies & Expenses (59.99) 0.00 (319.39) (3,834.00) 54xx-64xx Contracted Services (175.71) 0.00 (416.63) (5,000.00)

Page 9 Formal Report - Year to Date and Balance Sheet as of ...

54xx-65xx Rents and Financial Charges 0.00 0.00 0.00 0.00 54xx-6626 Donations Expense 0.00 0.00 (125.00) (1,500.00) 54xx-70xx Depreciation (48.80) 0.00 (47.75) (573.00) 54xx-72xx Capital Disposals & Write-offs 0.00 0.00 0.00 0.00 Expense (334.10) (2,166.20) (8,476.99) (101,723.00)

54xx Cemeteries (184.10) 733.80 (4,908.37) (58,900.00)

61xx Parks Revenue 61xx-53xx Program Registration & Admission Revenue 0.00 0.00 1,150.00 13,800.00 61xx-54xx Facility Rental 0.00 0.00 0.00 0.00 61xx-56xx Proceeds from Sale of Assets 0.00 0.00 0.00 0.00 61XX-59XX Contributions from Reserves 0.00 0.00 0.00 0.00 Revenue 0.00 0.00 1,150.00 13,800.00

Expense 61xx-61xx Wages and Benefits (456.44) (709.15) (4,119.37) (49,432.00) 61xx-6317 General Insurance 0.00 0.00 (980.00) (11,760.00) 61xx-6364 Utilities 0.00 0.00 (513.86) (6,165.00) 61xx-636x Maintenance (841.25) (82.10) (879.62) (10,555.00) 61xx-6383 Equipment Usage (79.20) (171.60) (1,995.12) (23,941.00) 61xx-63xx Operating Supplies & Expenses (17.60) 0.00 (1,513.37) (18,160.00) 61xx-64xx Contracted Services 0.00 (661.92) (3,535.38) (42,425.00) 61xx-65xx Rents and Financial Charges 0.00 0.00 0.00 0.00 61XX-66XX External Transfers 0.00 0.00 0.00 0.00 61xx-70xx Depreciation (1,260.85) 0.00 (1,273.00) (15,276.00) 61xx-72xx Capital Disposals & Write-offs 0.00 0.00 0.00 0.00 Page 23 of 232 Expense (2,655.34) (1,624.77) (14,809.72) (177,714.00)

61xx Parks (2,655.34) (1,624.77) (13,659.72) (163,914.00)

630x General Facilities AGENDA ITEM #4.2 Revenue 630x-50xx Grants - Provincial 0.00 0.00 0.00 0.00 630x-51xx Grants - Federal 0.00 0.00 0.00 0.00

Page 10 Formal Report - Year to Date and Balance Sheet as of ...

630x-53xx General Facility Revenue 0.00 0.00 0.00 0.00 630x-54xx Municipal Building Rental Income 0.00 0.00 83.37 1,000.00 630x-55xx Energy Rebates 5.25 53.00 83.37 1,000.00 Revenue 5.25 53.00 166.74 2,000.00

Expense 630x-61xx Wages and Benefits (7,484.64) (8,496.46) (8,742.25) (104,907.00) 630x-6202 Interest on Long Term Debt 0.00 0.00 0.00 0.00 630x-6317 General Insurance 0.00 0.00 (385.12) (4,621.00) 630X-6364 Utilities 0.00 (131.50) (1,670.00) (20,040.00) 630x-6383 Equipment Usage (224.40) (382.80) (208.26) (2,500.00) 630x-63xx Operating Supplies & Expenses (758.13) (685.65) (2,192.38) (26,309.00) 630x-6404 Consulting Services 0.00 0.00 0.00 0.00 630X-6406 Contracted Services (550.61) (818.10) (2,752.62) (33,031.00) 630x-65xx Rents and Financial Charges 0.00 0.00 (2.50) (30.00) 630x-662x Donations 0.00 0.00 0.00 0.00 630x-70xx Depreciation 0.00 0.00 0.00 0.00 630x-72xx Capital Disposals & Write-offs 0.00 0.00 0.00 0.00 Expense (9,017.78) (10,514.51) (15,953.13) (191,438.00)

630x General Facilities (9,012.53) (10,461.51) (15,786.39) (189,438.00)

6335 Community Complex Revenue 6335-50xx Province of Ontario Grant Revenue 0.00 0.00 0.00 0.00 6335-51xx Federal Grant Revenue 0.00 0.00 0.00 0.00 6335-53XX Program Revenue 23.00 0.00 166.63 2,000.00 6335-5490 Solar Panel Revenue 0.00 0.00 0.00 0.00 Page 24 of 232 6335-54XX Rental Revenue 760.00 1,480.00 10,458.26 125,500.00 6335-5539 YMCA Reconciliation - Surplus 0.00 0.00 4,166.63 50,000.00 6335-55XX Booth,Skate Sharpening, Fundraising 3,064.15 6,221.97 10,175.00 122,100.00 Revenue 3,847.15 7,701.97 24,966.52 299,600.00 AGENDA ITEM #4.2

Expense 6335-61XX Wages and Benefits (15,430.18) (14,552.49) (12,767.88) (153,215.00) 6335-62XX Interest on Long Term Debt 0.00 0.00 (3,683.12) (44,197.00)

Page 11 Formal Report - Year to Date and Balance Sheet as of ...

6335-6317 General Insurance 0.00 0.00 (1,614.13) (19,370.00) 6335-636X Building Expenses (68.11) (787.17) (9,355.63) (112,268.00) 6335-63XX Operating Expenses (8,643.73) (9,499.00) (8,742.25) (104,907.00) 6335-6412 Legal Services 0.00 0.00 0.00 0.00 6335-64XX Contracted Services (10,787.00) (2,571.85) (9,318.75) (111,825.00) 6335-65XX Rents & Financial Services 0.00 0.00 (396.25) (4,755.00) 6335-66XX Donations 0.00 0.00 0.00 0.00 6335-70XX Depreciation (18,008.33) 0.00 (17,669.99) (212,039.00) Expense (52,937.35) (27,410.51) (63,548.00) (762,576.00)

6335 Community Complex (49,090.20) (19,708.54) (38,581.48) (462,976.00)

6350 Solar Panels - CHCC Revenue 6350-5339 Other Revenue 0.00 0.00 0.00 0.00 6350-5490 Solar Panel Revenue 0.00 0.00 18,763.50 225,162.00 Revenue 0.00 0.00 18,763.50 225,162.00

Expense 6350-61xx Wages and Benefits 0.00 0.00 0.00 0.00 6350-6317 General Insurance 0.00 0.00 0.00 0.00 6350-63xx/65 Operating Expenses 0.00 0.00 (1,186.75) (14,241.00) 6350-64xx Contracted Services 0.00 0.00 (806.38) (9,677.00) 6350-7xxx Depreciation 0.00 0.00 (3,694.50) (44,334.00) Expense 0.00 0.00 (5,687.63) (68,252.00)

6350 Solar Panels - CHCC 0.00 0.00 13,075.87 156,910.00

Page 25 of 232 6352 Solar Panels - REACH Revenue 6352-5339 Other Revenue 0.00 0.00 0.00 0.00 6352-5490 Solar Panel Revenue 0.00 0.00 19,749.62 236,995.00 Revenue 0.00 0.00 19,749.62 236,995.00 AGENDA ITEM #4.2

Expense 6352-61xx Wages and Benefits 0.00 0.00 0.00 0.00 6352-6317 General Insurance 0.00 0.00 0.00 0.00

Page 12 Formal Report - Year to Date and Balance Sheet as of ...

6352-63xx/65 Operating Expenses 0.00 0.00 (1,140.25) (13,683.00) 6352-64xx Contracted Services 0.00 0.00 (788.38) (9,461.00) 6352-7xxx Depreciation 0.00 0.00 (3,548.00) (42,576.00) Expense 0.00 0.00 (5,476.63) (65,720.00)

6352 Solar Panels - REACH 0.00 0.00 14,272.99 171,275.00

63xx Recreational Facilities & Halls Revenue 63xx-50xx Grants - Provincial 0.00 0.00 191.63 2,300.00 63xx-51xx Grants - Federal 0.00 0.00 125.00 1,500.00 63xx-5202 Grants/Other Revenue - Other Municipalities 0.00 0.00 233.37 2,800.00 63xx-53xx General Revenue 0.00 0.00 1,516.88 18,203.00 63xx-54xx Facility Rental Revenue 611.60 498.41 1,433.37 17,200.00 63xx-55xx Donations and Misc Revenue 0.00 0.00 0.00 0.00 63xx-56xx Proceeds from TCA's 0.00 0.00 0.00 0.00 Revenue 611.60 498.41 3,500.25 42,003.00

Expense 63xx-61xx Wages and Benefits (1,238.76) (1,782.41) (6,128.71) (73,541.00) 63xx-6317 General Insurance 0.00 0.00 (366.13) (4,394.00) 63xx-6364 Utilities 0.00 0.00 (2,519.75) (30,237.00) 63xx-636x Maintenance (5.98) (38.00) (572.50) (6,870.00) 63xx-6383 Equipment Usage (231.00) (303.60) (470.88) (5,651.00) 63xx-63xx Operating Supplies & Expenses (241.01) (261.80) (1,066.14) (12,795.00) 63xx-6406 Contracted Services 0.00 (160.00) (1,508.12) (18,097.00) 63xx-6408 Engineering Services 0.00 0.00 0.00 0.00 63xx-6412 Legal Services 0.00 0.00 0.00 0.00 Page 26 of 232 63xx-6432 Water Charges 0.00 0.00 (41.63) (500.00) 63xx-64x4 Consulting Services 0.00 0.00 0.00 0.00 63xx-65xx Rents and Financial Charges 0.00 0.00 0.00 0.00 63xx-66XX Donations Expense 0.00 0.00 (166.63) (2,000.00) AGENDA ITEM #4.2 63xx-70xx Depreciation (5,720.43) 0.00 (5,576.88) (66,923.00) 63xx-72xx Capital Disposals & Write-offs 0.00 0.00 0.00 0.00

Page 13 Formal Report - Year to Date and Balance Sheet as of ...

Expense (7,437.18) (2,545.81) (18,417.37) (221,008.00)

63xx Recreational Facilities & Halls (6,825.58) (2,047.40) (14,917.12) (179,005.00)

6400 Libraries Revenue 6400-52xx Grants/Other Revenue - Other Municipalities 1,250.00 1,250.00 1,250.00 15,000.00 Revenue 1,250.00 1,250.00 1,250.00 15,000.00

Expense 6400-61xx Wages and Benefits (487.79) (484.95) (632.37) (7,588.00) 6400-6317 General Insurance 0.00 0.00 (189.75) (2,277.00) 6400-6364 Utilities 0.00 (67.03) (758.75) (9,105.00) 6400-636x Maintenance 0.00 0.00 (62.50) (750.00) 6400-6383 Equipment Usage (13.20) (26.40) (41.63) (500.00) 6400-63xx Operating Supplies & Expenses 0.00 0.00 0.00 0.00 6400-6406 Contracted Services (68.24) (66.90) (166.63) (2,000.00) 6400-70xx Depreciation 0.00 0.00 0.00 0.00 6400-72xx Capital Disposals & Write-offs 0.00 0.00 0.00 0.00 Expense (569.23) (645.28) (1,851.63) (22,220.00)

6400 Libraries 680.77 604.72 (601.63) (7,220.00)

6510 REACH Revenue 6510-50xx Grants - Provincial 0.00 0.00 0.00 0.00 6510-520x Grants/Other Revenue - Other Municipalities 0.00 0.00 0.00 0.00 6510-525x Grants - Private Partnerships 0.00 0.00 6,250.00 75,000.00

Page 27 of 232 6510-53xx Program & Admissions Revenue 0.00 0.00 0.00 0.00 6510-5490 Solar Panel Revenue 0.00 0.00 0.00 0.00 6510-54xx Rental Revenue 0.00 4,166.67 4,166.63 50,000.00 6510-5520 Investment Income 0.00 0.00 0.00 0.00 6510-5527 Donation Revenue 0.00 0.00 0.00 0.00 AGENDA ITEM #4.2 6510-5528 Fundrasing Revenue 0.00 0.00 0.00 0.00 6510-56xx Proceeds from Sale of Assets 0.00 0.00 0.00 0.00 Revenue 0.00 4,166.67 10,416.63 125,000.00

Page 14 Formal Report - Year to Date and Balance Sheet as of ...

Expense 6510-61xx Wages and Benefits (37.10) 0.00 (223.88) (2,687.00) 6510-6202 Interest - Long Term Debt 0.00 0.00 (13,371.62) (160,459.00) 6510-6317 General Insurance 0.00 0.00 (905.38) (10,865.00) 6510-6364 Utilities 0.00 0.00 0.00 0.00 6510-636x Maintenance 0.00 0.00 0.00 0.00 6510-6383 Equipment Usage (13.20) 0.00 (345.87) (4,150.00) 6510-63xx Operating Supplies & Expenses (315.57) (254.40) 0.00 0.00 6510-64xx Contracted Services (4,400.10) (1,000.00) (2,375.00) (28,500.00) 6510-65xx Rents and Financial Charges 0.00 0.00 0.00 0.00 6510-66xx Donations Expense 0.00 0.00 0.00 0.00 6510-70xx Depreciation (15,389.18) 0.00 (15,099.49) (181,193.00) 6510-72xx Capital Disposals & Write-offs 0.00 0.00 0.00 0.00 Expense (20,155.15) (1,254.40) (32,321.24) (387,854.00)

6510 REACH (20,155.15) 2,912.27 (21,904.61) (262,854.00)

7100 Planning & Zoning Revenue 7100-5339 Recoveries 0.00 0.00 0.00 0.00 7100-53xx Zoning and Severance Revenues 385.00 280.00 1,191.63 14,300.00 7100-55xx Misc Planning & Zoning Revenues 0.00 0.00 0.00 0.00 Revenue 385.00 280.00 1,191.63 14,300.00

Expense 7100-61xx Wages and Benefits (2,834.02) (2,855.31) (3,788.37) (45,460.00) 7100-6317 General Insurance 0.00 0.00 (90.63) (1,088.00) 7100-63xx Operating Supplies & Expenses (46.88) (115.88) (547.62) (6,571.00) Page 28 of 232 7100-6404 Consulting Services 0.00 0.00 (1,666.63) (20,000.00) 7100-6406 Contracted Services 0.00 0.00 0.00 0.00 7100-6408 Engineering 0.00 0.00 0.00 0.00 7100-6412 Legal Services 0.00 0.00 (2,500.00) (30,000.00)

7100-65xx Rents & Financial Expenses 0.00 0.00 (1.25) (15.00) AGENDA ITEM #4.2

Page 15 Formal Report - Year to Date and Balance Sheet as of ...

Expense (2,880.90) (2,971.19) (8,594.50) (103,134.00)

7100 Planning & Zoning (2,495.90) (2,691.19) (7,402.87) (88,834.00)

72xx, 74xx, 76xx Economic Development Revenue 7600-50xx Grants - Provincial 0.00 0.00 6,325.00 75,900.00 7600-54xx Digital Sign Revenue 0.00 0.00 2,083.37 25,000.00 7600-5522 Gaming & Casino Revenue 0.00 0.00 54,166.63 650,000.00 7600-55xx Donations & Misc. Revenue 2,000.00 0.00 166.63 2,000.00 Revenue 2,000.00 0.00 62,741.63 752,900.00

Expense 7400-66xx Agricultrual Societies and Donations 0.00 0.00 0.00 0.00 7600-61xx Wages and Benefits 0.00 (416.75) (545.13) (6,542.00) 7600-6383 Equipment Usage 0.00 0.00 0.00 0.00 7600-63xx Operating Supplies & Expenses (152.64) (524.06) (1,291.63) (15,500.00) 7600-6404 Consulting Services (2,473.66) (7,988.16) (9,821.63) (117,860.00) 7600-6406 Contracted Services (3,131.12) 0.00 0.00 0.00 7600-6408 Engineering Services 0.00 0.00 0.00 0.00 7600-6412 Legal Services 0.00 0.00 0.00 0.00 7600-6626 Donations Expense 0.00 0.00 (5,416.63) (65,000.00) 7600-66xx Charitable & Cultural Organization Donations 0.00 (16,122.60) (17,123.13) (205,478.00) 7600-7XXX Depreciation 0.00 0.00 (794.13) (9,530.00) 7x00-6624 Facade Program 0.00 0.00 (3,333.37) (40,000.00) Expense (5,757.42) (25,051.57) (38,325.65) (459,910.00)

72xx, 74xx, 76xx Economic Development (3,757.42) (25,051.57) 24,415.98 292,990.00 Page 29 of 232 7450 - 7500 Drainage Revenue 7450-50xx Grants - Provincial 0.00 0.00 541.63 6,500.00 7450-55xx Municipal Drain Billings 0.00 0.00 0.00 0.00 AGENDA ITEM #4.2 7500-55xx Tile Drain Revenue 0.00 0.00 3,483.88 41,807.00 Revenue 0.00 0.00 4,025.51 48,307.00

Page 16 Formal Report - Year to Date and Balance Sheet as of ...

Expense 7450-63xx Operating Supplies & Expenses (132.29) (381.84) (265.76) (3,190.00) 7450-64xx Contracted Services 0.00 (1,440.00) (3,416.74) (41,000.00) 7500-6331 Tile Drain Inspection Expenses 0.00 0.00 0.00 0.00 7500-63xx Tile Drain Operating Supplies & Expenses (3,138.55) (3,138.55) (3,483.88) (41,807.00) Expense (3,270.84) (4,960.39) (7,166.38) (85,997.00)

7450 - 7500 Drainage (3,270.84) (4,960.39) (3,140.87) (37,690.00)

8100 Equipment Revenue 8100-5523 Internal Equipment Revenue 112,013.94 100,420.32 59,757.63 717,092.00 8100-5524 External Equipment Revenue 0.00 0.00 0.00 0.00 8100-56xx Proceeds from Sale of Assets 0.00 0.00 375.00 4,500.00 Revenue 112,013.94 100,420.32 60,132.63 721,592.00

Expense 8100-61xx Wages & Benefits (10,344.45) (9,926.34) (7,778.50) (93,342.00) 8100-6202 Interest - Long Term Debt (348.53) 0.00 (396.13) (4,754.00) 8100-6317 General Insurance 0.00 0.00 (1,252.62) (15,031.00) 8100-6381 Fuel (28,791.36) (2,388.81) (15,416.63) (185,000.00) 8100-638x Equipment Maintenance (18,409.91) (11,491.83) (16,666.63) (200,000.00) 8100-64xx Contracted Services (3,745.26) (203.42) 0.00 0.00 8100-65xx Lease & Rental Expense 0.00 0.00 0.00 0.00 8100-70xx Depreciation (18,978.33) 0.00 (18,622.12) (223,465.00) 8100-72xx Capital Disposals & Write-offs 0.00 0.00 0.00 0.00 Expense (80,617.84) (24,010.40) (60,132.63) (721,592.00)

Page 30 of 232 8100 Equipment 31,396.10 76,409.92 0.00 0.00

9999 Other Cash Requirements Revenue Debenture Pr Debenture Proceeds - General 0.00 0.00 0.00 0.00 AGENDA ITEM #4.2 Temp Debt Pr Temporary Debt Proceeds - General 0.00 0.00 0.00 0.00 Tsf Reserves Transfer from Reserves - General 0.00 0.00 9,948.62 119,383.00 Revenue 0.00 0.00 9,948.62 119,383.00

Page 17 Formal Report - Year to Date and Balance Sheet as of ...

Expense Amortization Amortization Expense 0.00 0.00 182,268.88 2,187,227.00 Capital - Ge Capital Cash Requirements - General 0.00 0.00 (120,733.50) (1,448,802.00) Long Term De Long Term Debt Principal Payments 0.00 0.00 (28,453.87) (341,446.00) Temporary De Temporary Debt Payments 0.00 0.00 (57,879.50) (694,554.00) Tsf Reserves Transfers to Reserves-General 0.00 0.00 (21,985.75) (263,829.00) Expense 0.00 0.00 (46,783.74) (561,404.00)

9999 Other Cash Requirements 0.00 0.00 (36,835.12) (442,021.00)

(174,081.61) 3,463.58 (0.77) 0.00 Page 31 of 232 AGENDA ITEM #4.2

Page 18 Formal Report - Year to Date and Balance Sheet as of ...

2014.06.26 8.0 9759 01/31/2015 2:35PM Municipality Of Central Huron Income Statement Summary Type - 2015 UTILITIES OPERATING STATEMENT Account Number Account Description 2014 YTD 2015 YTD 2014 Budget to Date 2014 Budget

4100 Sanitary Sewer Revenue 4100-50xx Grants - Provincial 0.00 0.00 112,775.00 1,353,300.00 4100-51xx Grants - Federal 0.00 0.00 0.00 0.00 4100-53xx Sewer Revenue (6,932.11) 16,298.94 64,206.63 770,480.00 4100-55xx Other Revenue 203.98 290.09 275.00 3,300.00 4100-56xx Proceeds from Sale of Assets 0.00 0.00 0.00 0.00 4100-59XX Contributions from Other Funds 0.00 0.00 0.00 0.00 Revenue (6,728.13) 16,589.03 177,256.63 2,127,080.00

Expense 4100-61xx Wages and Benefits (17,840.01) (14,660.20) (22,185.75) (266,229.00) 4100-6317 General Insurance 0.00 0.00 (657.62) (7,891.00) 4100-6364 Utilities 0.00 (419.63) (8,778.00) (105,336.00) 4100-6368 Property Taxes 0.00 0.00 (1,023.13) (12,278.00) 4100-636x Maintenance 0.00 0.00 (1,010.12) (12,121.00) 4100-6383 Equipment Usage (2,341.37) (2,932.26) (3,290.88) (39,491.00) 4100-63xx Operating Supplies & Expenses (1,226.03) (1,711.99) (7,117.37) (85,408.00) 4100-6404 Consulting Services 0.00 0.00 (1,530.00) (18,360.00) 4100-6406 Contracted Services (3,010.08) (3,020.92) (10,656.13) (127,874.00) 4100-6408 Engineering Services 0.00 0.00 (416.63) (5,000.00) 4100-6412 Legal Services 0.00 0.00 0.00 0.00 4100-65xx Rents and Financial Charges 0.00 0.00 0.00 0.00 4100-70xx Depreciation (13,351.55) 0.00 (13,100.38) (157,205.00) 4100-72xx Capital Disposals & Write-offs 0.00 0.00 0.00 0.00 Expense (37,769.04) (22,745.00) (69,766.01) (837,193.00)

Page 32 of 232 4100 Sanitary Sewer (44,497.17) (6,155.97) 107,490.62 1,289,887.00

43xx Waterworks Revenue 43xx-50xx Grants - Provincial 0.00 0.00 2,930.00 35,160.00 43xx-51xx Grants - Federal 0.00 0.00 0.00 0.00 AGENDA ITEM #4.2 43xx-53xx Water Revenue 9,472.60 25,893.27 102,425.00 1,229,100.00 43xx-54xx Licences, Permits, Rents (117.81) 216.79 1,312.50 15,750.00 43xx-55xx Other Revenue 313.84 2,963.59 1,079.24 12,950.00

Page 1 Formal Report - Year to Date and Balance Sheet as of ...

43xx-56xx Proceeds from Sale of Assets 0.00 0.00 0.00 0.00 Revenue 9,668.63 29,073.65 107,746.74 1,292,960.00

Expense 43xx-61xx Wages and Benefits (35,557.75) (26,163.51) (36,979.62) (443,755.00) 43xx-6202 Interest - Long Term Debt 0.00 0.00 0.00 0.00 43xx-6317 General Insurance 0.00 0.00 (1,543.59) (18,520.00) 43xx-6364 Utilities 0.00 0.00 (8,492.86) (101,913.00) 43xx-6368 Property Taxes 0.00 0.00 (843.14) (10,119.00) 43xx-636x Maintenance 0.00 0.00 (1,591.13) (19,094.00) 43xx-6383 Equipment Usage (5,121.52) (4,736.51) (5,831.38) (69,977.00) 43xx-63xx Operating Supplies & Expenses (5,444.81) (3,805.85) (11,392.87) (136,714.00) 43xx-6404 Consulting Services 0.00 0.00 (3,252.36) (39,027.00) 43xx-6406 Contracted Services (1,719.74) (533.40) (13,484.39) (161,814.00) 43xx-6408 Engineering Services 0.00 0.00 (1,041.63) (12,500.00) 43xx-6412 Legal Services 0.00 0.00 0.00 0.00 43xx-65xx Rents and Financial Charges 0.00 0.00 (4.25) (51.00) 43xx-70xx Depreciation (15,215.21) 0.00 (14,927.62) (179,131.00) 43xx-72xx Capital Disposals & Write-offs 0.00 0.00 0.00 0.00 43XX-73XX TCA Write downs 0.00 0.00 0.00 0.00 Expense (63,059.03) (35,239.27) (99,384.84) (1,192,615.00)

43xx Waterworks (53,390.40) (6,165.62) 8,361.90 100,345.00

9999 Other Cash Requirements Revenue Tsf from Res Transfer from Reserves - Utilities 0.00 0.00 139,396.62 1,672,759.00 Revenue 0.00 0.00 139,396.62 1,672,759.00 Page 33 of 232

Expense Amortization Amortization Expense 0.00 0.00 28,028.00 336,336.00 Capital - Ut Capital Cash Requirements - Utilities 0.00 0.00 (137,775.00) (1,653,300.00)

Tsf Reserves Transfer to Reserves-Utilities 0.00 0.00 (145,502.25) (1,746,027.00) AGENDA ITEM #4.2 Expense 0.00 0.00 (255,249.25) (3,062,991.00)

9999 Other Cash Requirements 0.00 0.00 (115,852.63) (1,390,232.00)

Page 2 Formal Report - Year to Date and Balance Sheet as of ...

(97,887.57) (12,321.59) (0.11) 0.00 Page 34 of 232 AGENDA ITEM #4.2

Page 3 AGENDA ITEM #4.2

2014.06.26 8.0 9759 Municipality Of Central Huron 02/04/2015 2:35PM General Ledger Balance Sheet for Period Ending 01/31/2015

Account Description Balance

10 Operating Fund

10-0000-1000 Bank Account 2,678,410.50 10-0000-1010 Petty Cash 250.00 10-0000-1020 Cash on Hand (front counter) 500.00 10-0000-1030 Cash on Hand (recreation) 30.00 10-0000-1032 Petty Cash - CNR Sloman School Car 25.00 10-0000-1050 Petty Cash - Fire Department 100.00 10-0000-1204 A/R Harmonized Tax - Fed Portion 5% 5,043.95 10-0000-1206 A/R Harmonized Tax - PO Portion 6,294.76 10-0000-1208 A/R Harmonized Tax - ITC 1,052.27 10-0000-1209 A/R GST/HST Claims Reconciliation 77,175.98 10-0000-1302 A/R Accounts Receivable 335,072.69 10-0000-1305 A/R Erie Thames Powerlines 34,244.80 10-0000-1306 A/R Water Revenue 31,490.03 10-0000-1307 A/R Sewer Revenue 10,607.55 10-0000-1308 A/R Misc (Not in AR Program) 8,241.19 10-0000-1313 A/R Animal Control 13,114.10 10-0000-1314 A/R Municipal Drains Maintenance 100.00 10-0000-1316 A/R Municipal Drains Capital 369,070.31 10-0000-1321 A/R Planning 7,398.24 10-0000-1322 A/R Facilities 544.77 10-0000-1327 A/R Sloman School Car (429.78) 10-0000-1334 A/R Due from Cemetery Trust 4,687.44 10-0000-1337 A/R Due from Woon Trust 7,203.00 10-0000-1342 A/R Due from CHCC Fundraising 1,500.00 10-0000-1352 A/R Due from Erth Corp Put Option Reserve Fund 17,477.81 10-0000-1450 Taxes Receivable 820,353.23 10-0000-1480 Tax Penalty & Interest Receivable 69,242.76 10-0000-1490 A/R Water/Sewer Billings 180,247.88 10-0000-1498 A/R Water/Sewer Penalty & Interest 6.12 10-0000-1520 Short Term Investments 400,000.00 10-0000-1602 LT Debt Recoverable-Tile Drain due from Landowners 126,240.47 10-0000-1800 Land 1,224,828.03 10-0000-1810 Land Improvements 1,004,026.98 10-0000-1812 Accum Amort - Land Improvements (384,018.20) 10-0000-1820 Building & Building Improvements 17,664,925.20 10-0000-1822 Accum Amort - Bldgs & Bldgs Improvements (3,881,364.88) 10-0000-1830 Machinery & Equipment 15,511,390.53 10-0000-1832 Accum Amort - Machinery & Equipment (7,985,428.37) 10-0000-1840 Technology & Communications 248,006.35 10-0000-1842 Accum Amort - Technology & Communications (125,103.92) 10-0000-1860 Furniture & Fixtures 65,744.11 10-0000-1862 Accum Amort - Furniture & Fixtures (37,376.08) 10-0000-1870 Linear - Roads System 68,663,829.31 10-0000-1871 Capital WIP - Linear - Road System 12,465.60 10-0000-1872 Accum Amort - Linear Roads System (27,728,133.40) 10-0000-1880 Linear - Water/Sewer System 12,322,165.48 10-0000-1881 Capital WIP - Linear - Water/Sewer System 84,674.34 10-0000-1882 Accum Amort - Linear Water/Sewer System (4,840,989.68) 10-0000-1940 Inventory - Street Lights materials 6,768.39 10-0000-1950 Inventory - Bulk Fuel Tank 33,336.30 10-0000-1962 Prepaid Expenses (1,082.73) 10-9110-1000 Wastewater Reserve Fund Bank Account 846,451.31 10-9110-1520 Wastewater Reserve Fund Short Term Investments 100,000.00 10-9120-1000 Water Reserve Fund Bank Account 350,235.25 10-9120-1520 Water Reserve Fund Short Term Investments 350,000.00 10-9130-1000 Ball's Bridge Reserve Fund Bank Account 3,945.31 10-9130-1520 Ball's Bridge Reserve Fund Short Term Investments 168,000.00 10-9140-1000 Blyth Landfill Reserve Bank Account 3,996.20

Page 1

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2014.06.26 8.0 9759 Municipality Of Central Huron 02/04/2015 2:35PM General Ledger Balance Sheet for Period Ending 01/31/2015

Account Description Balance

10-9140-1520 Blyth Landfill Reserve Short Term Investments 131,700.00 10-9160-1000 Recreation Reserve Fund Bank Account 200.98 10-9160-1520 Recreation Reserve Fund Short Term Investments 6,600.00 10-9166-1000 Kinburn Hall Reserve Fund Bank Account 4,621.48 10-9167-1000 School on Wheels Reserve Fund Bank Account 6,367.98 10-9168-1520 Erth Corp Put Option Reserve Fund Short Term Inves 904,008.00 10-9180-1000 Physician Recruitment Reserve Fund Bank Account 10,063.77 10-9320-1000 Gas Tax Obligatory Reserve Fund Bank Account 58.17 10-9330-1000 Ward 2 Pit Rehabilitation Oblig Reserve Bank Accou 12,655.46 10-9370-1000 Parkland Obligatory Reserve Bank Account 2,108.45 10-9370-1520 Parkland Obligatory Reserve Short Term Investments 31,000.00 10-9372-1000 CHCC Fundraising Bank Account 2,457.12 10-9374-1000 Auburn Playground Bank Account 215.52 TOTAL ASSETS 79,998,643.43

10-0000-2032 Temporary Loans - OIPC 1,694,000.00 10-0000-2204 A/P Harmonized Tax Payable 3,990.92 10-0000-2216 A/P Trade Accounts Payable 308,155.62 10-0000-2226 A/P Canada Saving Bonds 525.00 10-0000-2240 Salary Payroll Clearing 0.02 10-0000-2242 Payroll Benefits Clearing (23,895.85) 10-0000-2244 Banked Salary Clearing (4,535.46) 10-0000-2250 A/P General Miscellaneous 26,187.48 10-0000-2252 A/P Contractor Holdback 80,167.60 10-0000-2260 A/P Refundable Deposits 51,000.00 10-0000-2262 A/P Municipal Drain Credits Payable 4,921.59 10-0000-2264 A/P MunProp Protect Performance Security deposit 88,080.00 10-0000-2265 A/P Planning Refundable Deposits 57,095.28 10-0000-2267 A/P Water/Sewer Deposit 19,609.65 10-0000-2270 A/P Due to Cemetery Trust 500.00 10-0000-2472 Deferred Grant Revenue 10,289.13 10-0000-2476 Deferred Revenue - Other 62,838.43 10-0000-2478 Deferred Revenue - Waste Collection Fees 20,780.13 10-0000-2602 Long Term Debt - Tile Drain Debentures 126,240.47 10-0000-2606 Long Term Debt - Community Complex 1,297,545.63 10-0000-2610 Long Term Debt - Vehicles/Equipment 82,031.62 10-0000-2618 Long Term Debt - REACH 3,551,189.62 10-0000-3302 Reserve for Working Funds 1,050,000.00 10-0000-3304 Reserve for Tax Stabilization 808,949.78 10-0000-3306 Reserve for Elections 9,432.34 10-0000-3308 Reserve for Insurance Deductible 29,888.91 10-0000-3312 Reserve for WSIB Central Huron 76,227.63 10-0000-3314 Reserve for Office Equipment 35,657.32 10-0000-3316 Reserve for Equiment 255,966.17 10-0000-3322 Reserve for Central Huron Fire 185,672.12 10-0000-3350 Reserve for Roads & Bridges Projects 10,666.67 10-0000-3364 Reserve for Library 269,088.48 10-0000-3368 Reserve for Facilities 268,639.45 10-0000-3372 Reserve for Clinton Streetlights 17,599.07 10-0000-3374 Reserve for Auburn Streetlights 1,305.34 10-0000-3376 Reserve for Holmesville Streetlights 1,373.52 10-0000-3378 Reserve for Londesborough Streetlights 2,573.69 10-0000-3380 Reserve for Mid-Huron Landfill Succession 94,729.42 10-0000-3390 Reserve for Ward 2 Capital 30,000.00 10-9110-3200 Reserve Fund - Wastewater 329,934.39 10-9120-3200 Reserve Fund - Water 476,713.64 10-9130-3200 Reserve Fund - Ball's Bridge 171,945.31 10-9140-3200 Reserve Fund - Blyth Landfill 135,696.20 10-9160-3200 Reserve Fund - Recreation 6,800.98 10-9166-3200 Reserve Fund - Kinburn Hall 4,621.48

Page 2

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2014.06.26 8.0 9759 Municipality Of Central Huron 02/04/2015 2:35PM General Ledger Balance Sheet for Period Ending 01/31/2015

Account Description Balance

10-9167-3200 Reserve Fund - School on Wheels 6,367.98 10-9168-2280 Erth Corp Put Option due to Revenue Fund 17,477.81 10-9168-3200 Reserve Fund - Erth Corp Put Option 886,530.19 10-9180-3200 Reserve Fund - Physician Recruitment 10,063.77 10-9320-2450 Obligatory Deferred Rev-Gas Tax Fund 58.17 10-9330-2450 Obligatory Deferred Rev-Ward 2 Pit Rehabilitation 12,655.46 10-9370-2450 Obligatory Deferred Rev-Parkland Reserve 33,608.45 10-9372-2280 CHCC Fundraising due to Revenue Fun 1,500.00 10-9372-2450 Obligatory Deferred Revenue-Comm Complex Fundraisi 957.12 10-9374-2450 Obligatory Deferred Revenue-Auburn Playground 215.52 TOTAL LIABILITIES 12,699,633.26

10-0000-3900 Accum Surplus(Deficit) 67,256,368.18

Excess Revenue over (under) Expenditures 42,641.99

Total Fund Balance 67,299,010.17

Total Liabilities and Fund Balance 79,998,643.43

Page 3

Formal Report - Year to Date Report and Balance Sheet as of ... Page 37 of 232 AGENDA ITEM #4.2

2014.06.26 8.0 9759 Municipality Of Central Huron 02/04/2015 2:35PM General Ledger Balance Sheet for Period Ending 01/31/2015

Account Description Balance

50 Clinton Cemetery Trust Fund

50-9550-1000 Clinton Cemetery Trust Bank Account 3,339.58 50-9550-1520 Clinton Cemetery Trust Short Term Investments 244,150.00 TOTAL ASSETS 247,489.58

50-9550-2280 Clinton Cemetery Trust due to Revenue Fund 4,687.44 TOTAL LIABILITIES 4,687.44

50-9550-3500 Clinton Cemetery Trust Equity 242,802.14

Excess Revenue over (under) Expenditures 0.00

Total Fund Balance 242,802.14

Total Liabilities and Fund Balance 247,489.58

Page 4

Formal Report - Year to Date Report and Balance Sheet as of ... Page 38 of 232 AGENDA ITEM #4.2

2014.06.26 8.0 9759 Municipality Of Central Huron 02/04/2015 2:35PM General Ledger Balance Sheet for Period Ending 01/31/2015

Account Description Balance

52 Hope Chapel Cemetery Trust Fund

52-9552-1000 Hope Chapel Cemetery Trust Fund Bank Account 250.00 52-9552-1520 Hope Chapel Cemetery Trust Short Term Investments 6,200.00 TOTAL ASSETS 6,450.00

TOTAL LIABILITIES 0.00

52-9552-3500 Hope Chapel Cemetery Trust Equity 6,450.00

Excess Revenue over (under) Expenditures 0.00

Total Fund Balance 6,450.00

Total Liabilities and Fund Balance 6,450.00

Page 5

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2014.06.26 8.0 9759 Municipality Of Central Huron 02/04/2015 2:35PM General Ledger Balance Sheet for Period Ending 01/31/2015

Account Description Balance

54 Hullett Cemetery Trust Fund

54-9554-1520 Hullett Cemetery Trust Short Term Investments 2,300.00 TOTAL ASSETS 2,300.00

TOTAL LIABILITIES 0.00

54-9554-3500 Hullett Cemetery Trust Equity 2,300.00

Excess Revenue over (under) Expenditures 0.00

Total Fund Balance 2,300.00

Total Liabilities and Fund Balance 2,300.00

Page 6

Formal Report - Year to Date Report and Balance Sheet as of ... Page 40 of 232 AGENDA ITEM #4.2

2014.06.26 8.0 9759 Municipality Of Central Huron 02/04/2015 2:35PM General Ledger Balance Sheet for Period Ending 01/31/2015

Account Description Balance

60 Radar Trust Fund

60-9560-1000 Radar Trust Bank Account 63.39 60-9560-1520 Radar Trust Short Term Investments 3,350.00 TOTAL ASSETS 3,413.39

TOTAL LIABILITIES 0.00

60-9560-3500 Radar Trust Equity 3,413.39

Excess Revenue over (under) Expenditures 0.00

Total Fund Balance 3,413.39

Total Liabilities and Fund Balance 3,413.39

Page 7

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2014.06.26 8.0 9759 Municipality Of Central Huron 02/04/2015 2:35PM General Ledger Balance Sheet for Period Ending 01/31/2015

Account Description Balance

62 Woon Trust Fund

62-9562-1000 Woon Trust Bank Account 407.98 62-9562-1520 Woon Trust Short Term Investments 12,000.00 TOTAL ASSETS 12,407.98

62-9562-2280 Woon Fund due to Revenue Fund 7,203.00 TOTAL LIABILITIES 7,203.00

62-9562-3500 Woon Trust Equity 5,204.98

Excess Revenue over (under) Expenditures 0.00

Total Fund Balance 5,204.98

Total Liabilities and Fund Balance 12,407.98

Page 8

Formal Report - Year to Date Report and Balance Sheet as of ... Page 42 of 232 Formal Report - Year to Date and Balance Sheet as of ...

Analysis of Capital Work in Progress for 2015 FINANCING Account #10-0000-1871 Capital WIP - Linear - Road System $ 12,465.60 Reserves/Reserve Grants/User Work in Progress - CAPITAL PROJECT YEAR IN PROGRESS ANNUAL BALANCE CUMMULATIVE BALANCE PROJECT ANNUAL BUDGET Taxation/Amortization Debt Funds/Trust Funds Fees January 31, 2015 Burns Line Bridge 2014 $ 12,465.60 $ 12,465.60 $ 300,000.00 $ 12,465.60 $ - $ 12,465.60

2015 purchases $ - $ 12,465.60 $ 300,000.00 $ 12,465.60 $ - $ - $ - $ 12,465.60 Account #10-0000-1881 Capital WIP - Linear - Water/Sewer System $ 84,674.34 Reserves/Reserve Grants/User Work in Progress - CAPITAL PROJECT YEAR IN PROGRESS ANNUAL BALANCE CUMMULATIVE BALANCE PROJECT ANNUAL BUDGET Taxation/Amortization Debt Funds/Trust Funds Fees January 31, 2015

Clinton Sewage Plant - Generator 2013 $ 1,455.89 $ 1,455.89 $ 1,455.89 2014 $ 6,931.57 $ 8,387.46 $ 50,000.00 $ 6,931.57 $ 8,387.46

Clinton Sewage Plant Rehabilitation 2014 $ 64,292.78 $ 64,292.78 $ 1,238,300.00 $ 64,292.78 $ 64,292.78

Water Meter Replacement (2nd year of 4 yrs) 2015 $ 11,994.10 $ 11,994.10 $ 42,000.00 $ 11,994.10 $ 11,994.10

2015 purchases $ 11,994.10 $ 84,674.34 $ - $ - $ 84,674.34 $ - $ 84,674.34

2015 total capital purchases$ 11,994.10 $ 97,139.94 Proof $ 12,465.60 $ - $ 84,674.34 $ - $ 97,139.94 Page 43 of 232 AGENDA ITEM #4.2

M:\FINANCE\Committee of the Whole and Council\2015\February\Analysis of Capital WIP 2015 for COW AGENDA ITEM #4.2

Accounts Receivable as at January 31, 2015

Accounts Receivable Current 31-60 Days 61-90 Days Over 90 Days Balance General Receivables $16,676 $189,323 $64,668 $22,766 $293,433 CHCC Fundraising $51,500 $0 $0 $0 $51,500 Facilities Receivable -$4,120 $1,556 $1 $3,108 $545 Tile Drain Loans $0 $0 $0 $0 $0 Utility Receivables $140,316 $25,989 $11,021 $32,683 $210,010

Total $204,372 $216,868 $75,690 $58,556 $555,487 36.8% 39.0% 13.6% 10.5% 100.0%

Tax Arrears Current Yr Last Year Previous Prior Balance Taxes -$174,278 $593,094 $268,668 $108,325 $795,809 Penalty -$16 $23,666 $27,852 $15,591 $67,094

Total -$174,294 $616,761 $296,520 $123,916 $862,903 -20.2% 71.5% 34.4% 14.4% 100.0%

Monthly Property Tax Arrears Status – as of February, 2015 = 6.99% of the total property taxes billed for current year and prior 4 years plus penalty were outstanding. The historical average for Central Huron was 6.08% as at February 4, 2014.

Sale of Land by Public Tender for two (2) properties to take place on March 5, 2015. A copy of the advertisement is attached for information.

Formal Report - Year to Date Report and Balance Sheet as of ... Page 44 of 232 AGENDA ITEM #4.2

Formal Report - Year to Date Report and Balance Sheet as of ... Page 45 of 232 AGENDA ITEM #4.3

Municipality of Central Huron Formal Report Finance Department

Date: February 9, 2015

To: Mayor & Council

From: Terri Rau, Director of Finance

Re: Monthly Reports – YMCAs Across Southwestern Ontario (F00-2015)

INFORMATION  Information Item

BACKGROUND  The Reports from the YMCAs Across Southwestern Ontario are Financial Reports to update Council on the YMCA program on a monthly/year-to- date basis.  The reports are for the months of November and December 2014.  The 4th quarter surplus cheque in the amount of $5,587.44 will be received in the first couple of weeks of February.  Net Municipal program deficit for 2014 is ($16,208.39).  The YMCA’s audit was the first week in February.

BUDGET IMPACT  The reports state the current period and year-to-date net Surplus (Deficit) for the Municipality.

DOCUMENTS ATTACHED  YMCA – Consolidated Statement of Operations  YMCA – Deferred Revenue Reconciliation

______Terri Rau, Director of Finance

Reviewed by

______Peggy Van Mierlo-West, CAO

Formal Report - YMCA Page 46 of 232 Formal Report - YMCA

YMCAs across Southwestern Ontario, Central Huron Branch Financial Report to the Municipality of Central Huron Dec 31, 2014 Information only, do not pay - Invoices will be issued as required

1-00-0000-7012 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14 Oct-14 Nov-14 Dec-14 Total

Deferred Revenue Reconciliation: Balance forward (7,878.70) (15,230.85) (13,158.36) (19,296.36) (5,829.44) (7,098.43) (9,920.72) (5,194.56) (4,802.38) (8,540.09) (4,221.37) (6,932.45) (7,878.70) Contributions by Central Huron - Paid by YMCA to Central Huron 7,878.70 19,296.36 9,920.72 8,540.09 45,635.87 Applied to deficit / (surplus) (7,352.15) (5,806.21) (6,138.00) (5,829.44) (1,268.99) (2,822.29) (5,194.56) 392.18 (3,737.71) (4,221.37) (2,711.08) 1,345.01 (43,344.61) Owed to/(from) YMCA (15,230.85) (13,158.36) (19,296.36) (5,829.44) (7,098.43) (9,920.72) (5,194.56) (4,802.38) (8,540.09) (4,221.37) (6,932.45) (5,587.44) (5,587.44)

Request for funds from Municipality ------Invoice # Invoice Date

To be invoiced separately: Association Services 4,750.00 4,750.00 4,750.00 4,750.00 4,750.00 4,750.00 4,750.00 4,750.00 4,750.00 4,750.00 7,083.36 5,041.64 59,625.00 - 4,750.00 4,750.00 4,750.00 4,750.00 4,750.00 4,750.00 4,750.00 4,750.00 4,750.00 4,750.00 7,083.36 5,041.64 59,625.00 888765, Cust 11096004 Invoice # 820493 829408 837449 844138 853394 856442 861652 867323 874559 882132 889150 894291 Invoice Date 2014-01-07 2014-02-03 2014-03-06 2014-04-02 2014-05-21 2014-06-04 2014-07-02 2014-08-01 2014-09-02 2014-10-03 2014-11-04 2014-12-02 Page 47 of 232 AGENDA ITEM #4.3

2014 Central Huron Financial Report.xlsx; Request 2015-02-01 Page 1 of 1 AGENDA ITEM #4.3

YMCAs across Southwestern Ontario Kathi Lomas-McGee Central Huron YMCA 1-48 Consolidated Statement of Operations For the Period from 2014-11-01 to 2014-11-30 0 Current Period Year-to-Date Annual Actual Budget Fav/(Unfav) Prior Year Actual Budget Fav/(Unfav) Prior Year Budget 50 250 -200 60 Contributions 1,935 3,300 -1,365 3,677 3,550 - - 0 - Fund Raising Events - - 0 - - - - 0 - Legacies, Bequests & Endowments - - 0 - - (820) 696 -1,516 644 Other Fees 5,441 8,089 -2,648 7,292 8,814 - - 0 - Federated Allocations - - 0 - - - - 0 - Non-Government Purchase of Service - - 0 - - - - 0 - Revenue from Governments 1,550 - 1,550 - - 12,985 14,199 -1,214 12,896 Membership Dues 149,690 165,593 -15,903 154,990 180,496 - - 0 - Program Fees 7,363 2,300 5,063 1,609 2,875 - - 0 - Supplies and Services - - 0 - - - - 0 - Investment Income - - 0 - - - - 0 - Rental and Other Revenue - - 0 - - (697) (714) 17 (760) Discounts/Allowances (9,804) (8,956) -848 (7,623) (9,676) - - 0 - Intra-Y Revenue - - 0 - - 11,518 14,431 -2,913 12,840 Total Revenue 156,175 170,326 -14,151 159,945 186,059

3,231 3,290 59 2,262 Salaries & Wages - Full Time 40,151 37,142 -3,009 30,568 42,435 3,264 3,824 560 3,968 Salaries & Wages - Part Time 42,305 46,742 4,437 46,858 52,895 936 1,023 87 669 Benefits 10,787 11,931 1,144 8,140 13,577 7,431 8,137 706 6,899 Total Salaries & Benefits 93,243 95,815 2,572 85,566 108,907

- - 0 - Purchased Services 1,384 - -1,384 - - 527 366 -161 (115) Supplies 7,065 8,100 1,035 4,264 8,571 57 64 7 55 Communications 575 714 139 570 780 - - 0 131 Postage and Courier - - 0 164 - 234 370 136 35 Occupancy 2,663 4,118 1,455 4,138 4,500 - 125 125 - Expendable Equipment 89 1,375 1,286 - 1,500 - 206 206 234 Printing and Promotion 2,229 2,288 59 2,159 2,500 18 74 56 - Employee Expenses and Travel 659 824 165 793 900 - - 0 44 Staff & Volunteer Development 560 700 140 44 700 - - 0 - Travel - - 0 - - 142 218 76 111 Membership & Association Dues 1,566 2,398 832 1,217 2,614 - - 0 - Awards and Grants - - 0 - - 148 92 -56 150 Finance Costs 1,947 1,012 -935 1,015 1,104 80 75 -5 66 Liability Insurance 879 825 -54 726 900 170 125 -45 165 Miscellaneous Expenses 1,559 1,375 -184 1,305 1,500 - - - - Internal Allocations (2,936) (2,936) 0 1 (2,936) 1,376 1,715 339 876 Total Other Expense 18,239 20,793 2,554 16,396 22,633 8,807 9,852 1,045 7,775 Total Expense 111,482 116,608 5,126 101,962 131,540

2,711 4,579 -1,868 5,065 Net before Municipal Grant 44,693 53,718 -9,025 57,983 54,519

(2,711) (4,579) 1,868 (5,066) Municipal Grant (44,690) (53,718) 9,028 (57,984) (54,519)

- - - (1) Net after Municipal Grant 3 - 3 (1) -

4,750 4,750 0 4,750 Association Services Allocation 52,250 52,250 0 52,250 57,000 (2,039) (171) -1,868 315 Net Surplus/(Deficit) for Municipality (7,557) 1,468 -9,025 5,733 (2,481)

1.550 1.774 (0.224) 1.861 Productivity 1.675 1.778 (0.103) 1.869 1.708 23.5% 31.7% -8.2% 0.394 Return on Revenue before Central Huron Grant 28.6% 31.5% -2.9% 36.3% 29.3%

isconsolidation.xls; Central Huron 2014-12-15

Formal Report - YMCA Page 48 of 232 AGENDA ITEM #4.3

YMCAs across Southwestern Ontario Toni Gale Central Huron YMCA Satellite YMCA 1-48-6600 Statement of Operations 1-48-6600_HFCH_SAT For the Period from 2014-11-01 to 2014-11-30

Current Period Year-to-Date Annual Actual Budget Fav/(Unfav) Prior Year Object Description Actual Budget Fav/(Unfav) Prior Year Budget 50 250 -200 60 0130 Sustaining Contributions 1,935 3,300 (1,365) 3,677 3,550 0 0 0 0 0710 Administration Fees 0 0 0 0 0 -820 696 -1,516 644 0716 HST Revenue 5,441 8,089 (2,648) 7,292 8,814 0 0 0 0 1021 Federal Grant 0 0 0 0 0 0 0 0 0 1024 Municipal Grant 1,550 0 1,550 0 0 -2,711 -4,579 1,868 -5,066 1034 Municipal Management Fees -44,690 -53,718 9,028 -57,984 -54,519 460 380 80 310 1105 Join Fee 3,875 6,323 (2,448) 5,117 6,827 6,319 7,110 -791 5,988 1110 Adult Membership 68,928 79,093 (10,165) 69,383 86,417 1,330 1,116 214 1,060 1140 Student Membership 19,037 14,560 4,477 15,510 15,780 163 133 30 131 1150 Child Membership 1,162 1,414 (252) 1,004 1,552 2,872 3,808 -936 3,444 1160 Family Membership 35,095 43,614 (8,519) 44,337 47,567 1,636 1,427 209 1,775 1166 Assisted Membership (full fee) 19,277 17,914 1,363 17,149 19,353 205 225 -20 188 1200 Activity Pass 2,317 2,675 (358) 2,490 3,000 0 0 0 0 1320 Adult Physical Education Courses 0 0 0 0 0 0 0 0 0 1330 Child Physical Education Courses 0 0 0 0 0 0 0 0 0 1359 Personal Training 220 0 220 0 0 0 0 0 0 1391 Regular Day Camp Fees 7,143 2,300 4,843 1,609 2,875 -697 -714 17 -760 1712 Subsidies provided by YMCA -8,254 -8,956 702 -7,623 -9,676 0 0 0 0 1713 Subsidies reimbursed by others -1,550 0 (1,550) 0 0 0 0 8,808 9,852 -1,044 7,774 Total Revenue 111,485 116,608 (5,123) 101,961 131,540

3,231 3,290 59 2,262 2000 Salaries + Wages Full Time 40,151 37,142 (3,009) 30,568 42,435 3,264 3,824 560 3,968 2100 Salaries + Wages Part Time 42,305 46,742 4,437 46,858 52,895 608 620 12 304 2210 Benefits Full Time 6,322 6,999 677 4,003 7,996 328 403 75 365 2240 Benefits Part Time 4,465 4,932 467 4,137 5,581 0 0 7,430 8,137 707 6,899 Total Salaries & Benefits 93,243 95,815 2,572 85,567 108,907

0 0 0 0 2410 Professional Fees 1,384 0 (1,384) 0 0 0 0 0 0 2420 Other Purchased Services 0 0 0 0 0 0 148 148 86 2510 Office Supplies 99 1,647 1,548 1,426 1,800 277 218 -59 -201 2540 Program Supplies 6,798 6,453 (345) 2,670 6,771 251 0 -251 0 2564 Uniforms 168 0 (168) 168 0 57 64 7 55 2610 Telephone 575 714 139 570 780 0 0 0 131 2700 Postage + Courier 0 0 0 164 0 234 370 136 35 2820 Contract Maintenance + Repairs 2,663 4,118 1,455 4,138 4,500 0 125 125 0 2930 Equipment Maintenance + Repair 89 1,375 1,286 0 1,500 0 206 206 234 3100 Printing + Promotion 2,229 2,288 59 2,159 2,500 18 74 56 0 3200 Employee Expenses + Travel 659 824 165 793 900 0 0 0 44 3310 Staff Development 560 700 140 44 700 142 218 76 111 3511 YMCA Canada + RDC Allocation 1,566 2,398 832 1,217 2,614 148 92 -56 150 3711 Bank Service Charges 1,947 1,012 (935) 1,015 1,104 80 75 -5 66 3810 Liability Insurance 879 825 (54) 726 900 170 125 -45 165 3990 Bad Debt + Write Offs 1,559 1,375 (184) 1,305 1,500 0 0 0 0 4822 Salaried Allocation -2,936 -2,936 0 0 -2,936 0 0 1,377 1,715 338 875 Total Other Expense 18,242 20,793 2,551 16,395 22,633 8,808 9,852 1,044 7,774 Total Expense 111,485 116,608 5,123 101,961 131,540

0 0 0 0 Contribution 0 0 0 0 0

1.185 1.211 (0.025) 1.127 Productivity 1.196 1.217 (0.021) 1.192 1.208 0.0% 0.0% 0.0% 0.0% Return on Income 0.0% 0.0% 0.0% 0.0% 0.0%

2014-12-10

Formal Report - YMCA Page 49 of 232 AGENDA ITEM #4.3

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Formal Report - YMCA Page 50 of 232 AGENDA ITEM #4.3

YMCAs across Southwestern Ontario Toni Gale Central Huron YMCA Satellite YMCA 1-48-6600 Statement of Operations 1-48-6600_HFCH_SAT For the Period from 2014-12-01 to 2014-12-31 Preliminary Current Period Year-to-Date Annual Actual Budget Fav/(Unfav) Prior Year Object Description Actual Budget Fav/(Unfav) Prior Year Budget 500 250 250 42 0130 Sustaining Contributions 2,435 3,550 (1,115) 3,719 3,550 0 0 0 0 0710 Administration Fees 0 0 0 0 0 1,737 725 1,012 215 0716 HST Revenue 7,178 8,814 (1,636) 7,507 8,814 0 0 0 0 1021 Federal Grant 0 0 0 0 0 0 0 0 0 1024 Municipal Grant 1,550 0 1,550 0 0 1,345 -801 2,146 2,119 1034 Municipal Management Fees -43,345 -54,519 11,174 -55,864 -54,519 355 504 -149 200 1105 Join Fee 4,230 6,827 (2,597) 5,317 6,827 6,576 7,324 -748 6,309 1110 Adult Membership 75,504 86,417 (10,913) 75,692 86,417 1,514 1,220 294 1,206 1140 Student Membership 20,552 15,780 4,772 16,715 15,780 151 138 13 113 1150 Child Membership 1,313 1,552 (239) 1,116 1,552 3,052 3,953 -901 3,466 1160 Family Membership 38,147 47,567 (9,420) 47,803 47,567 1,760 1,439 321 1,600 1166 Assisted Membership (full fee) 21,037 19,353 1,684 18,749 19,353 446 325 121 264 1200 Activity Pass 2,763 3,000 (237) 2,754 3,000 0 0 0 0 1320 Adult Physical Education Courses 0 0 0 0 0 0 0 0 0 1330 Child Physical Education Courses 0 0 0 0 0 0 0 0 0 1359 Personal Training 220 0 220 0 0 211 575 -364 0 1391 Regular Day Camp Fees 7,354 2,875 4,479 1,609 2,875 -757 -720 -37 -697 1712 Subsidies provided by YMCA -9,012 -9,676 664 -8,321 -9,676 0 0 0 0 1713 Subsidies reimbursed by others -1,550 0 (1,550) 0 0 0 0 16,892 14,932 1,960 14,836 Total Revenue 128,377 131,540 (3,163) 116,798 131,540

6,134 5,293 -841 6,166 2000 Salaries + Wages Full Time 46,285 42,435 (3,850) 36,734 42,435 5,335 6,153 818 5,794 2100 Salaries + Wages Part Time 47,640 52,895 5,255 52,652 52,895 1,015 997 -18 597 2210 Benefits Full Time 7,337 7,996 659 4,600 7,996 481 649 168 653 2240 Benefits Part Time 4,946 5,581 635 4,790 5,581 0 0 12,965 13,092 127 13,209 Total Salaries & Benefits 106,207 108,907 2,700 98,776 108,907

0 0 0 0 2410 Professional Fees 1,384 0 (1,384) 0 0 0 0 0 0 2420 Other Purchased Services 0 0 0 0 0 0 153 153 25 2510 Office Supplies 99 1,800 1,701 1,451 1,800 2,752 318 -2,434 180 2540 Program Supplies 9,550 6,771 (2,779) 2,850 6,771 0 0 0 0 2564 Uniforms 168 0 (168) 168 0 57 66 9 114 2610 Telephone 633 780 147 684 780 0 0 0 0 2700 Postage + Courier 0 0 0 164 0 337 382 45 426 2820 Contract Maintenance + Repairs 3,001 4,500 1,499 4,564 4,500 -89 125 214 0 2930 Equipment Maintenance + Repair 0 1,500 1,500 0 1,500 76 212 136 514 3100 Printing + Promotion 2,304 2,500 196 2,673 2,500 275 76 -199 148 3200 Employee Expenses + Travel 934 900 (34) 941 900 0 0 0 0 3310 Staff Development 560 700 140 44 700 142 216 74 111 3511 YMCA Canada + RDC Allocation 1,709 2,614 905 1,328 2,614 128 92 -36 150 3711 Bank Service Charges 2,075 1,104 (971) 1,165 1,104 80 75 -5 155 3810 Liability Insurance 959 900 (59) 881 900 170 125 -45 -194 3990 Bad Debt + Write Offs 1,729 1,500 (229) 1,111 1,500 0 0 0 0 4822 Salaried Allocation -2,936 -2,936 0 0 -2,936 0 0 3,927 1,840 -2,087 1,628 Total Other Expense 22,170 22,633 463 18,022 22,633 16,892 14,932 -1,960 14,836 Total Expense 128,377 131,540 3,163 116,798 131,540

0 0 0 0 Contribution 0 0 0 0 0

1.303 1.141 0.162 1.123 Productivity 1.209 1.208 0.001 1.182 1.208 0.0% 0.0% 0.0% 0.0% Return on Income 0.0% 0.0% 0.0% 0.0% 0.0%

2015-01-27

Formal Report - YMCA Page 51 of 232 AGENDA ITEM #4.4

Municipality of Central Huron Formal Report Finance Department

Date: February 9, 2015

To: Mayor & Council

From: Terri Rau, Director of Finance

Re: 2015 Annual Repayment Limit (File No. F00 – 2015)

RECOMMENDATION

THAT, the report titled 2015 Annual Repayment Limit (File No. F00 – 2015) be received.

BACKGROUND

Annual Repayment Limit (ARL) is the maximum amount the municipality has available to commit to payments relating to debt and financial agreements pursuant to the municipal Act, 2001. (25% of “own purpose revenues”)

The Ministry of Municipal Affairs and Housing (MMAH) annually calculates a limit for each municipality based on the data contained in the annual Financial Information Return (FIR) as submitted to the Ministry.

For 2015, Central Huron’s repayment limit is $1,702,061 calculated based on 25 percent (25%) of the 2013 net own source revenues as reported on the 2013 Financial Information Return.

For your information, the ARL for the past six years is as follows: 2014 = $1,564,475 2013 = $1,801,227 2012 = $1,317,559 2011 = $1,585,520 2010 = $1,748,039 2009 = $1,710,305

CONCLUSION

Municipalities are limited in their long term borrowing and must seek the approval of the Ministry if intending to borrow or commit for amounts above the updated Annual Repayment Limit.

Attached is the correspondence and report from the MMAH for Central Huron’s 2015 Annual Repayment Limit.

Formal Report - 2015 Annual Repayment Limit Page 52 of 232 AGENDA ITEM #4.4

______Director of Finance

Reviewed by

______Peggy Van Mierlo-West, CAO

Formal Report - 2015 Annual Repayment Limit Page 53 of 232 AGENDA ITEM #4.4

Ministry of Municipal Affairs and Housing Ministère des affaires municipales et du logement 777 Bay Street, 777 rue Bay, Toronto, Ontario M5G 2E5 Toronto (Ontario) M5G 2E5

2015 ANNUAL REPAYMENT LIMIT (UNDER ONTARIO REGULATION 403 / 02)

MMAH CODE: 52617 FIR CLEAN FLAG: C MUNID: 40025 MUNICIPALITY: Central Huron M UPPER TIER: Huron Co REPAYMENT LIMIT: $ 1,702,061

The repayment limit has been calculated based on data contained in the 2013 Financial Information Return, as submitted to the Ministry. This limit represents the maximum amount which the municipality had available as of December 31, 2013 to commit to payments relating to debt and financial obligation. Prior to the authorization by Council of a long term debt or financial obligation, this limit must be adjusted by the Treasurer in the prescribed manner. The limit is effective January 01, 2015.

FOR ILLUSTRATION PURPOSES ONLY,

The additional long-term borrowing which a municipality could undertake over a 5-year, a 10-year, a 15-year and a 20-year period is shown.

If the municipalities could borrow at 5% or 7% annually, the annual repayment limits shown above would allow it to undertake additional long-term borrowing as follows:

5% Interest Rate (a) 20 years @ 5% p.a. $ 21,211,436 (a) 15 years @ 5% p.a. $ 17,666,806 (a) 10 years @ 5% p.a. $ 13,142,860 (a) 5 years @ 5% p.a. $ 7,369,031

7% Interest Rate (a) 20 years @ 7% p.a. $ 18,031,653 (a) 15 years @ 7% p.a. $ 15,502,221 (a) 10 years @ 7% p.a. $ 11,954,561 (a) 5 years @ 7% p.a. $ 6,978,784

Page: 01 of 02 Date Prepared: 19-Jan-15

Formal Report - 2015 Annual Repayment Limit Page 54 of 232 AGENDA ITEM #4.4

DETERMINATION OF ANNUAL DEBT REPAYMENT LIMIT (UNDER ONTARIO REGULATION 403/02) MUNICIPALITY: Central Huron M MMAH CODE: 52617 1 Debt Charges for the Current Year $ 0210 Principal (SLC 74 3099 01)...... 500,959 ...... 0220 Interest (SLC 74 3099 02)...... 236,161...... 0299 Subtotal 737,120 Ontario Clean Water Agency Provincial Projects 0410 Water projects - For this Municipality only (SLC 74 2810 03)...... 0...... 0420 Water projects - Share of integrated project(s) (SLC 74 2820 03)...... 0...... 0430 Wastewater projects - For this Municipality only (SLC 74 2830 03)...... 0 ...... 0440 Wastewater projects - Share of integrated project(s) (SLC 74 2840 03)...... 0 ...... 0499 Subtotal 0

0610 Payments for Long Term Commitments and Liabilities financed from the consolidated statement of operations (SLC 42 6010 01) ...... 0...... 9910 Total Debt Charges 737,120

1 Amounts Recovered from Unconsolidated Entities $ 1010 Electricity - Principal (SLC 74 3030 01) ...... 0 ...... 1020 Electricity - Interest (SLC 74 3030 02) ...... 0...... 1030 Gas - Principal (SLC 74 3040 01) ...... 0 ...... 1040 Gas - Interest (SLC 74 3040 02) ...... 0...... 1050 Telephone - Principal (SLC 74 3050 01) ...... 0 ...... 1060 Telephone - Interest (SLC 74 3050 02) ...... 0 ...... 1099 Subtotal 0 1410 Debt Charges for Tile Drainage/Shoreline Assistance (SLC 74 3015 01 + SLC 74 3015 02) ...... 43,427 ......

1411 Provincial Grant funding for repayment of long term debt (SLC 74 3120 01 + SLC 74 3120 02)...... 0...... 1412 Lump sum (balloon) repayments of long term debt (SLC 74 3110 01 + SLC 74 3110 02)...... 0 ......

1420 Total Debt Charges to be Excluded 43,427 9920 Net Debt Charges 693,693

1 $ 1610 Total Revenues (Sale of Hydro Utilities Removed) (SLC 10 9910 01)...... 12,206,743 Excluded Revenue Amounts 2010 Fees for Tile Drainage / Shoreline Assistance (SLC 12 1850 04) ...... 0 ......

2210 Ontario Grants, including Grants for Tangible Capital Assets (SLC 10 0699 01 + SLC 10 0810 01 + SLC10 0815 01) ...... 2,119,550 ...... 2220 Canada Grants, including Grants for Tangible Capital Assets (SLC 10 0820 01 + SLC 10 0825 01) ...... 19,407...... 2225 Deferred revenue earned (Provincial Gas Tax) (SLC 10 830 01) ...... 0 2226 Deferred revenue earned (Canada Gas Tax) (SLC 10 831 01) ...... 245,311 2230 Revenue from other municipalities including revenue for Tangible Capital Assets ( SLC 10 1098 01 + SLC 10 1099 01) ...... 41,461 ...... 2240 Gain/Loss on sale of land & capital assets (SLC 10 1811 01) ...... 0...... 2250 Deferred revenue earned (Development Charges) (SLC 10 1812 01) ...... 0 ...... 2251 Deferred revenue earned (Recreation Land (The Planning Act)) (SLC 10 1813 01) ...... 0 ...... 2252 Donated Tangible Capital Assets (SLC 53 0610 01) ...... 0 ...... 2253 Other Deferred revenue earned (SLC 10 1814 01) ...... 198,000 ...... 2254 Increase / Decrease in Government Business Enterprise equity (SLC 10 1905 01) ...... 0 ...... 2299 Subtotal 2,623,729 2410 Fees and Revenue for Joint Local Boards for Homes for the Aged ...... 0 ...... 2610 Net Revenues 9,583,014 2620 25% of Net Revenues 2,395,754 9930 ESTIMATED ANNUAL REPAYMENT LIMIT 1,702,061 (25% of Net Revenues less Net Debt Charges) * SLC denotes Schedule, Line Column.

Page: 02 of 02 Date Prepared: 19-Jan-15

Formal Report - 2015 Annual Repayment Limit Page 55 of 232 AGENDA ITEM #4.5

Municipality of Central Huron Formal Report Finance Department

Date: February 9, 2015

To: Mayor & Council

From: Terri Rau, Director of Finance

Re: 2015 Budget Deliberations Timetable

RECOMMENDATION

THAT, the Report - 2015 Budget Deliberation Timetable be received, AND;

THAT, the proposed dates be approved, AND;

THAT, Staff begins to advertise within the local newspapers, website, digital sign, social media and other forms of advertising as per BY-LAW No. 12-2003.

BACKGROUND

December 16, 2014, the Capital Budget for 2015 and Capital Plan were presented to Council. Council approved certain capital projects so tenders/quotes could be obtained earlier to achieve best possible pricing. Projects using the Ontario Communities Infrastructure Fund (OCIF) were also approved for the required reporting for the grant.

For operations, the draft budgets for the Roads, Environment, Equipment, Utilities, Fire and Building will be presented to Council at the first meeting in 2015. The draft budgets for Recreation & Facilities, General Government, Protective Services, and Economic Development will be presented at the second budget meeting in 2015.

Consolidated capital and operating budgets will be presented at subsequent meetings as new information is gathered and adjustments to the budgets completed.

As in the past few years, the budget discussion meetings are scheduled to be held in the evening, usually starting at 5:00 p.m. and lasting approximately 2 hours, with the final public meeting to pass the budget occurring at a regularly scheduled Council meeting. The 2015 public budget meeting is scheduled for April 20, 2015 at 7:00 pm.

There are items that affect the final levy requirements that are unknown early in the budget process. Some of these items are beyond the control of Central Huron such as School Board tax rates, County tax rates, capping tools, policing credit, prior year end surplus/deficit.

Formal Report - 2015 Budget Deliberations Timetable Page 56 of 232 AGENDA ITEM #4.5

CONCLUSION

Staff is providing the following dates for council to approve for the 2015 budget deliberations:

Wednesday, February 18, 2015 5:00 pm Roads, Utilities, Environment, Equipment, Fire and Building Department

Thursday, February 26, 2015 5:00 pm Recreation & Facilities, General Government, Protective Services, Economic Development

Tuesday, March 10, 2015 5:00 pm Review Consolidated Budget

Other budget meetings dates to be approved by Council as required.

Central Huron want to ensure the budget meetings are communicated to the public so they are informed and can attend the meetings if they choose. Communication tools such as advertising in the newspaper, the website, digital sign and social media such as Facebook and Twitter will be used. The Council Agendas and Minutes also state the budget meeting dates. All budget meetings are to be held in the Council Chamber at the Municipal Office.

Open House budget information sessions will be held to present the draft budget to the public. This gives them an opportunity to ask questions and speak to the Councillors about the proposed budget. Dates and venues to be determined.

______Terri Rau, Director of Finance

Reviewed by

______Peggy Van Mierlo-West, CAO

Formal Report - 2015 Budget Deliberations Timetable Page 57 of 232 AGENDA ITEM #4.6

Municipality of Central Huron Formal Report Finance Department

Date: February 9, 2015

To: Mayor & Council

From: Terri Rau, Director of Finance

Re: Annual Statement of Council Remuneration – 2014 (File No. F09-2014)

RECOMMENDATION

THAT the report titled Annual Statement of Council Remuneration – 2014 be received, and; THAT the unused Convention funds from the Statement of Council Remuneration be reallocated to those Councillors who experienced overages.

BACKGROUND

Section 284. (1) of the Municipal Act 2001 states that…. “ The treasurer of a municipality shall in each year on or before March 31 provide to the council of the municipality an itemized statement on remuneration and expenses paid in the previous year to, (a) each member of council in respect of his or her services as a member of the council or any other body, including a local board, to which the member has been appointed by council or on which the member holds office by virtue of being a member of council; (b) each member of council in respect of his or her services as an officer or employee of the municipality or other body described in clause (a); and (c) each person, other than a member of council, appointed by the municipality to serve as a member of any body, including a local board, in respect of his or her services as a member of the body. 2001, c. 25, s. 284 (1). Remuneration and expenses authorized under Bylaw #22-2009. Council has made the recommendation to re-allocate the unused Convention funds in the past.

BUDGET IMPACT There is no budget impact because the unused funds are enough to cover the overages.

______Terri Rau, Director of Finance Peggy Van Mierlo-West, CAO

Formal Report - Annual Statement of Council Remuneration Page 58 of 232 Formal Report - Annual Statement of Council Remuneration

MUNICIPALITY OF CENTRAL HURON STATEMENT OF COUNCIL REMUNERATION 2014 Treasurer Required to report by March 31 on remuneration and expenses under Section 284(1) of the Municipal Act 2001 as authorized under Central Huron By-law #22-2009

Municipal Officers POSITION Allowance Meetings/Expenses Mileage Total Conventions Jim Ginn Mayor $ 12,213.34 $ 13,601.02 938.13 $ 26,752.49 $ 2,886.37

David Jewitt Deputy-Mayor $ 8,327.28 $ 7,101.16 1,462.10 $ 16,890.54 $ 579.08

Alison Lobb Councillor $ 5,551.52 $ 11,690.21 533.69 $ 17,775.42 $ 3,239.74

Brian Barnim Councillor $ 5,551.52 $ 10,191.58 1,121.50 $ 16,864.60 $ 1,547.82

Marg Anderson Councillor $ 5,551.52 $ 9,755.19 1,577.57 $ 16,884.28 $ 2,350.21

Alex Westerhout Councillor $ 5,551.52 $ 8,187.37 814.78 $ 14,553.67 $ 1,658.78

Burkhard Metzger Councillor $ 5,551.52 $ 4,913.84 612.93 $ 11,078.29 $ -

Danny Colquhoun Councillor $ 5,551.52 $ 5,517.46 - $ 11,068.98 $ -

Genny Smith Councillor $ 214.10 $ 1,612.58 184.70 $ 2,011.38

Tim Collyer Appointed $ - $ 548.36 $ 548.36 $ - Page 59 of 232

Miscellaneous $ 1,595.98 $ 1,595.98 $ 54,063.84 $ 74,714.75 $ 7,245.40 $ 136,023.99 $ 12,262.00 2014 Budget = $176,478 AGENDA ITEM #4.6 2/4/2015 12:08 AGENDA ITEM #5.1

Municipality of Central Huron Monthly Department Report Building Department

Date: February 9, 2015

To: Mayor & Council

From: Lesley Adams CBCO

Re: Monthly Department Report (File No. C11-2015)

PROPERTY (further discussion requires meeting to move in camera)

. Order issued to the owner of 86 King St. Legal Counsel. . Order issued to 79592 Bluewater Hwy. Owners are working on the solution. . Order issued to the owners of 81875 Londesboro. . Order issued to the owners of 80716 Riverview Dr. . Order issued to the owner of 14 Dunlop St. . Order issued to the owner of 34630 Lane of Pines.

OUTSTANDING PROJECT LIST

. Sign By-Law in draft. Meeting with staff to critique draft held on January 28. . Permit tracker. Working with Keystone software system to find a solution. . Shared service agreement.

Monthly Building Department Report Page 60 of 232 AGENDA ITEM #5.2

Municipality of Central Huron Formal Report Building Department

Date: February 9, 2015

To: Mayor & Council

From: Lesley Adams CBCO

Re: Building Permits (File No. P10-2015)

RECOMMENDATION

None

BACKGROUND

Attached is a list of building permits issued during the month of January 2015. Also included; a building permit comparison report (between Jan 1, 2014 – and Jan 1, 2015). Based upon the numbers an equal amount in permits is noted. Permit revenue is $1489.60 higher than this time last year attributed to the increased amount of permits taken for new residential buildings.

BUDGET IMPACT

Information on Budget Impact.

CONCLUSION

Information only.

______

Lesley Adams CBCO, Chief Building Official

Formal Report - Building Permits Issued January, 2015 Page 61 of 232 AGENDA ITEM #5.2

Formal Report - Building Permits Issued January, 2015 Page 62 of 232 AGENDA ITEM #5.2

Formal Report - Building Permits Issued January, 2015 Page 63 of 232 AGENDA ITEM #5.3

Municipality of Central Huron Formal Report Planning Department

Date: February 9, 2015

To: Mayor & Council

Highlights for Previous Month

Review of Administrative Items 1. Housekeeping ZBLA for three properties in Londesboro that have an obsolete zoning. It has been discovered that three properties in Londesboro were missed at the time of the ZBL consolidation in 2010. They were zoned VR3 Village Residential (Mobile Home Single & Double Wide). The mobile homes on two of the properties have been removed so they will be rezoned to R1 Residential Low Density and the third will have a R1-Special to recognize the existing mobile home. Public Meeting has been scheduled for March 2, 2015.

2. Housekeeping ZBLA to add provisions to Section 3 of the ZBL for the purpose of automatically making necessary amendments to the Zoning By-law as a result of a surplus residence severance. Public Meeting has been scheduled for March 2, 2015.

3. Bluewater Shores – Part Lot 37 and & 38, Concession 1, West Ward – Site Plan Review application was submitted on April 2, 2014. A staff review was conducted and a reply regarding completeness was sent to the developer and agent on April 4, 2014 (sent again on June 16th and June 26th). Revised Site Plan only received July 4, 2014. Staff conducted a review of the revised site plan and further comments were forwarded to the applicant and his planner on July 7, 2014. Revised Site Plan only received from Applicant’s engineer on August 6, 2014. Staff reviewed and returned comments to applicant, applicant’s engineer and applicant’s planner on August 11, 2014. Further plan received August 22, 2014. Confirmed with applicant, applicant’s engineer and applicant’s planner that once lot grading and storm water management information is received we will be able to deem the application complete, and distribute the same to agencies for comment. Storm Water Management Report received September 25, 2014. Site plan review submission has been forwarded to all agency reviewers and their comments have been received. Applicant continues to work on required information for Site Plan Review application to be considered. Update: An amended site plan has been received. A Planning Report will be coming to Council on February 17, 2015.

Review of Planning Inquiries 1. Henry Buffinga – Severance Inquiry – Lot 12 and 13, Concession 8, East Ward, Hullett Township. 2. Dick Steenstra – Severance Inquiry – Part Lot 37 and 38, Concession 11, West Ward, Goderich Township

Monthly Planning Report Page 64 of 232 AGENDA ITEM #5.3

Page 2 of 3 Planning Department Monthly Report February 9, 2015

Outstanding Issue & Project List

Applications referred to the OMB  Don Crich - Trailer Park Expansion-Part Lot 4, Plan 546 – former Goderich Twp. –OMB negotiated settlement approved by Central Huron Council. No further update from previous report.

Applications that have Received Conditional Approval  Harbour Lights Expansion – Part Lot 2, Bayfield Conc. – former Goderich Twp. Plan of Condominium granted further extension County of Huron extended draft approval until June 29, 2016. No further update from previous report.

 Maitland Pines Campground(Mark Driver) Expansion-Part Lot 4, Plan 546 – former Goderich Twp.- OMB decision dated July 7, 2003 – Conditions of decision still outstanding. No further update from previous report.

 George Land – Part Lot 36 & 37, Concession 1 – Severance Application Working on Site Plan Compliance – The land owner has already planted some trees and is to submit a plan to Road’s Manager Sinclair for the remainder of the planting. No further update from previous report.  Woodland Links Ltd Golf Course Expansion – North Part Lot 19, Huron Road Conc. – former Goderich Twp. – waiting on applicant to provide registered documents. Letter requesting status of file sent to applicant and solicitor on October 23, 2012. Developer’s lawyer called November 7, 2012, and said he would contact his clients and let us know. No further update from previous report.

 Chris Kiar/George Land – Lots 819, 820, 821 and 818, Plan 331, East Ward, Clinton – Severance application to sever the lot into two lots, each containing a commercial building (FCC and Russo). ZBLA application received August 26, 2014. Public meeting held October 6, 2014, and approved October 6, 2014. Severance conditions have been satisfied – site plan agreement will be registered on title after the deeds are registered and then monitored until the fencing is complete (deadline is June 30, 2015). No further update from previous report.

 Goderich Port Management Corporation as Applicant on behalf of the Owner, Town of Goderich - Official Plan Amendment and Zoning By-law Amendment application and Site Plan Review Application received April 22, 2014 for the expansion of the Goderich Harbour Wharf. OPA adopted by Central Huron Council on July 21, 2014 and sent to County for approval on August 1, 2014. Zoning By-law Amendment approved on October 6, 2014. Once the applicant has completed the Environmental Assessment, Town of Goderich will call a site plan review meeting with all three municipalities. No further update from previous report.

 Nancy & Mike Huber – Part Lot 20, Concession 2, East Ward, Hullett – ZBLA application received December 9, 2014. Public Meeting held January 19, 2015. ZBLA approved by Council. Update: Appeal period will expire February 9, 2015.

Monthly Planning Report Page 65 of 232 AGENDA ITEM #5.3

Page 3 of 3 Planning Department Monthly Report February 9, 2015  Wayne Burgsma – Part Lot 33, Concession 1, West Ward – ZBLA application received December 15, 2014 – Public Meeting held February 2, 2015. ZBLA approved by Council. Update: Appeal period will expire February 23, 2015

 Robert James Hoggarth/Helen Joan Hoggarth – Lot 9, Concession 11, East Ward – Surplus residence severance application received January 5, 2015. Council recommended approval with conditions to the County on January 19, 2015. Update: County Planning Manager has approved this severance. Applicant has one year to satisfy conditions.

Applications Awaiting Applicant Direction  McIlwain Subdivision Application – Part Lot 11, Concession 1, former Goderich Township – Public meeting held October 27, 2009 The County sent a second letter to applicant requesting direction by end of July, 2012. No contact has been received from the applicant. Mr. McIlwain has the property listed for sale and there have been a few inquiries from Real Estate agents. No further update from previous report.

 Christian & Hedwig Kreuger – Part Lots 24 & 25, Concession 11, East Ward, former Hullett Twp. – Severance Application – Recommendation sent to County for approval with conditions on April 20, 2012 – application on hold to address the municipality’s concerns. No further update.

Applications Awaiting County Planning / COW / County Council  Lake Huron Shores A2A Developments Inc. - Amended application for Official Plan and Zoning By-law Amendment received from Weston Consulting on behalf of Lake Huron Shores A2A Developments Inc. on May 8, 2013. The same have been reviewed for completeness and the municipality has sent a Notice of Completeness to Lake Huron Shores A2A Developments and to their agents Weston Consulting on June 4, 2013. Notice of Completeness for the OPA and ZBLA was mailed to agencies on June 18, 2013. Agency meeting to review comments was held July 15, 2013. All comments to date have been forwarded to the developers. Sub- division application has been reviewed by the County and was deemed complete on August 15, 2013. A Notice of Complete Application regarding the Subdivision Application was mailed to all Agencies and the County is awaiting agency comments on the Plan of Subdivision application. County Planning & Development Department continue to correspond with the agent for the developer to work on planning issues. Not ready to schedule public meeting. Letter sent to Weston Consulting October 21, 2014 outlining information still required in order to review and process the applications. No further update from previous report.

 Barry Pitblado – Part Lot 103, Maitland Concession, West Ward – Surplus residence severance application received November 3, 2014. Concerns were raised by the Huron County Health Unit. The applicant amended the application and council recommended approval with conditions to the County on December 15, 2014. Update: This will now go to County Council on February 11, 2015.

Monthly Planning Report Page 66 of 232 AGENDA ITEM #6.1

MONTHLY DEPARTMENT REPORT Utilities

Committee of the Whole Report

February 4, 2015

Highlights from January 2015:

Auburn: Water main leak on Egmont Street. Repairs were made. Second leak repair in less then a month. The water main was replaced on John Street in 2010, due to the condition of the pipe and continuous breaks. Egmont is the original plastic main. Considerations for inclusion of the 5 year capital replacement plan.

Clinton: Water main break & repair on Mill Street.

New water service tapped for 140 Queen Street. This cleaned up the existing water service leak and property line issues.

Sewer lateral repairs were required from property line to the municipal sewer main, at 204 & 208 Townsend.

Sewage Treatment Plant upgrades

Reviewed and prioritized project items with BMRoss. Pre-Selection quotations are due February 4, 2015 for four items, including Cloth Media Filters, UV system, Spiral Fine Screen, and a Diesel Generator Set. (see attached draft diagram)

Engineers to complete plant upgrade details by mid March 2015 for Contractor tendering, as per funding agreement requirements.

Water/Sewer-Bylaw 33- 2014

Schedule “A” (iii) & Schedule “B” (8) Pertaining to Riverside Estates. Reviewing the water & sewer charges at the Riverside trailer park and current billing practices.

Sunset Drive Water System

More information is needed to make an informative decision on feasibility of running this small water system. Item’s in question; type of system, age of distribution system and well, treatment required, and sampling schedule.

Managers Goals

To be more accustomed with the Policy & Procedures and computer software programs applicable to the position.

Review operations and staff compliment for future development of business plan for the department.

Page 1 of 2

Monthly Utilities Department Report Page 67 of 232 AGENDA ITEM #6.1

Monthly Utilities Department Report Page 68 of 232 AGENDA ITEM #7.1

MUNICIPALITY OF CENTRAL HURON MONTHLY DEPARTMENT REPORT

Facilities Department

Committee of the Whole Report

February 9, 2015

Facilities

Grandstand o Met with Morgan’s Roofing to conduct final inspection for warranty purposes.

Central Huron Community Complex o Dehumidifier – motor problem – estimate to repair $1500. o P/A – volume problems, still not fixed. o Parking Lot Lights – on all two light standards only one light working. o Natural Gas Odour – Union Gas notified, will repair. Not urgent.

Halls o Clinton Town Hall /Library . Eave troughs are 50% repaired – still waiting. . Repairs to front window façade – still waiting. . Haven’t received quote for door system at town hall. . Furnace malfunction Town Hall – backup is operating sufficiently. . Furnace #3 which heats Third Floor of the Library has a motor blown. Will be replaced shortly. o Holmesville . o Auburn . Lions Club, at their expense, are going to place a shed on the north side to house equipment. To be done in the spring. o Kinburn . Have received quote for washroom partitions – in 2015 budget.

 Cemetery o Entrance pillars project scheduled for June. Final approvals to arrive shortly.

 Works Sheds o Holmesville – no issues. o Hullett – garage door – main shaft broke and has been repaired and all other doors checked out. o Clinton – no issues. o Utilities – ceiling scheduled to be repaired first of February.

Parks

 Nothing to report. General Matters

Monthly Facilities Department Report Page 69 of 232 AGENDA ITEM #7.1

 Permanent liquor license for Community Complex has been issued.

Monthly Spending Variance Analysis

 none

Outstanding Issues & Project List

 Fire hall – all matters have been met. Awaiting layout from engineer. Construction to follow.

Monthly Facilities Department Report Page 70 of 232 AGENDA ITEM #7.3

November 26, 2014

REACH Board Agenda 5:00 PM Executive Boardroom

Meeting Called By: Larry Langan Type of Meeting: Regular Board Meeting Attendees: Larry Langan, Alex Westerhout, Bryan Durst, Lynn Flowers, Burkhard Metzger, Greg Stewart, Pat Jamieson, Matt Lee, Cindy Pryce Regrets: Tim Martens Guests: Members of Council

AGENDA ITEMS

1. CALL TO ORDER: 1.1 Approval of Agenda (additions, deletion, corrections) 2. DECLARATION OF CONFLICT OF INTEREST 3. APPROVAL OF PREVIOUS MINUTES MOTION That the minutes of the Regular meeting held on October 8, 2014 be approved as printed 4. PRESENTATIONS/DELEGATIONS - Nil 5. CORRESPONDENCE: 5.1 For Boards Information - Nil 5.2 For Boards Consideration - Nil 6. STAFF REPORTS: 6.1 General Manager 6.2 October 2014 Financial Reports & Explanation MOTION That the financial reports 6.2 be approved as presented 7. UNFINISHED BUSINESS 8. OTHER ITEMS: 8.1 Review amended Alcohol Policy 8.2 Review Strategic Plan RFP & Discuss 9. ANNOUNCEMENTS: 9.1 Regular Board Meeting – January 14, 2015 10. ADJOURNMENT MOTION That the meeting be adjourned

Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 71 of 232 AGENDA ITEM #7.3

MINUTES REGULAR BOARD MEETING – REACH Huron Wednesday, October 8, 2014 at 3:00pm REACH Huron Executive Boardroom

PRESENT: Board: Pat Jamieson, Bryan Durst, Greg Stewart, Alex Westerhout, Lynn Flowers Staff: Cindy Pryce, Matt Lee Regrets: Larry Langan, Burkhard Metzger, Tim Martens

1. CALL TO ORDER: Alex Westerhout called the meeting to order at approximately 3:10pm.

1.1 Approval of the Agenda (Additions, deletions, corrections) 1.1.1 Correction – The previous meeting minutes for approval should be dated September 10th, not July 23rd 1.1.2 Addition – Huron County Tourism update under Other Items 8.1

MOTION: 41-2014 Moved by Bryan Durst, seconded by Greg Stewart, that the agenda of the Regular Meeting on October 8, 2014 be approved as amended. Carried 2. DECLARATION OF CONFLICT OF INTEREST:  None

3. APPROVAL OF PREVIOUS MINUTES: Correction: 3.1 Correction – Confusion on the wording under 3.2, should state “The General Manager has a contact, Pam, who works in London for army recruitment. Pam was going to do some legwork down there to find out more about it.”

MOTION: 42-2014 Moved by Greg Stewart, seconded by Pat Jamieson, that the minutes of the Regular Meeting on September 10, 2014 be approved as amended. Carried

4. PRESENTATIONS/DELEGATIONS: Nil

5. CORRESPONDENCE: 5.1 For Boards Information - Nil 5.2 For Boards Consideration - Nil

Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 72 of 232 AGENDA ITEM #7.3

MINUTES REGULAR BOARD MEETING – REACH Huron Wednesday, October 8, 2014 at 3:00pm

6. STAFF REPORTS: 6.1 General Manager Report  We held a formal Trillium Grant announcement on September 25th to introduce the expansion of our current horse program to include wheelchair accessible driving. There was disappointment with the local media and the coverage that was provided. Matt Lee thanked Alex Westerhout for attending. Our current Assisted Horse Riding program was actually taking place in the arena during the announcement and we had a cart on display. Since the announcement we have been contacted by associations in Perth County wanting more information. REACH formed their own Press Release and it will be sent to other forms of media including The Rider and Ontario Farmer.  PRANCE visit – conducting a program similar to what we would like to offer, but they also focus on high needs participants. There is no worry of competition, and they graciously provided REACH with plenty of information. If we have participants that we would not be able to accommodate, we can recommend Prance.  We received our first payment for lessons that are provided to PHHC students. We received as much in 4 weeks as we did a whole semester last year.  Currently have 26 horses on site. 14 horses are used for the PHHC program and 12 additional horses being boarded by students.  We are now currently at 40 PHHC students for the Fall semester.  Recommended by Greg Stewart to speak with Clinton News Record and get a feature story in talking about a student’s day here and what they do during the program.  Matt Lee would like to put more of a presence in the arena for Ridgetown and their program.  The arena schedule is quite busy this fall and our own events are starting. Randy Henry is doing a good job of making sure that everything is being set up and ground worked properly for all events.  Ken McLellan donated a tent roof to cover 20 stalls. Once OBRA’s event is complete, we will take out 20 portable stalls from the back of the arena and erect them outside with this tent cover on top and leave them outside. Ken was issued an official tax receipt for his donation to REACH.

6.2 September 2014 Financial Report & Explanations  Business is going quite well. The high operating line was raised the last time, and the Treasurer had been worried over the summer, but it looks like we are moving back the other way.

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Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 73 of 232 AGENDA ITEM #7.3

MINUTES REGULAR BOARD MEETING – REACH Huron Wednesday, October 8, 2014 at 3:00pm

 Event Admission – question was raised, why the budgeted amount was so high when last year we only hit $10,000. There were a number of large events/clinics put into the budget and estimated at maximum capacity which inflated the revenues for them. Only 1 clinic ran and the suggested events were not run.  We grew the rental and partnership side of the business instead. MOTION: 43-2014 Moved by Bryan Durst, seconded by Greg Stewart, that the financial reports in 6.2 be approved as printed. Carried

7. UNFINISHED BUSINESS: 7.1 Groom Apprenticeship program  Deferred to next meeting

8. OTHER ITEMS: 8.1 Huron County Tourism  We had not renewed our 2014 membership, and went through that process and are now going to send events monthly for them to breakdown weekly in their e-newsletter.

8.2 Open Discussion  Lynn Flowers questioned whether or not we were going to sell ticket books as a fundraiser as previously suggested. It was left to late with the way the summer went, and we don’t want to rush it. Matt is willing to wait to implement it next year.  Farrier School – Lynn has not been able to contact Joe. As soon as we have the facilities our farrier consultant is happy to come up and run some short courses here, as the ones he is currently running at his business are filled to capacity. Pat Jamieson stated that we need to advertise very clearly that it is a short course and participants are not a certified farrier after attending.  Alex Westerhout expressed concern over the possible lack of student housing if we get a 2 year program, or if we have a full time farrier program. Housing did not seem to be an issue with the 2014 students, it seems to be growing with the program.  Lynn Flowers asked for further direction on the proposed farrier program. She was asked to continue her talks with them as deals like this seem to take a long time to finalize.  The end of November will be our meeting between the Board and the new Council.

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Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 74 of 232 AGENDA ITEM #7.3

MINUTES REGULAR BOARD MEETING – REACH Huron Wednesday, October 8, 2014 at 3:00pm

 Pat Jamieson raised concern over REACH’s relationship with Council, and where it stood. REACH feels like we have covered a lot of ground in the last year and that we have a good working relationship them and Municipal employees.  Sponsorship was talked about with Tim Horton’s and Alex Westerhout asked if anyone had pursued them. At this point they had not been contacted, but they are a group we could target for our new Assisted Horse Program.

9. ANNOUNCEMENTS: 9.1 Regular Board Meeting – November 26 – Council will be invited to the meeting and it will start at 5pm, cater a light meal included in email to them. Board members are to get back to Cindy Pryce on their availability for that date & time. 9.2 Regular Board Meeting - January 14 @ 3pm

10. ADJOURNMENT: MOTION 44-2014 Moved by Lynn Flowers, seconded by Greg Stewart, that the meeting be adjourned at 4:24pm. Carried

______Larry Langan, President

______Matt Lee, General Manager

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Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 75 of 232 AGENDA ITEM #7.3

General Mangers Report November 2014

Guelph Ridgetown

64 registered participants for the Red carpet day on Friday November 26

Semester 1 40 Students

Semester 2 (estimate) 38 Students

Huron County Grant Update

Discuss options based on Guelph announcement

Fanshawe

Early Childhood Education -11

Health Care Office Assistant – 9

Personal Support Worker (Day) - 12

Personal Support Worker (night) - 4

Dual Credit

20 students from Wingham, Mitchell, Exeter, Clinton and Goderich

Extremely well received by participants and coordinators. Working on a short training session on Large Animal Handling for Spring 2015.

Fundraising

This is the second year for our December food drive. We raised $300.00 in non-perishable food in 2013.

Boarding Horses

We will be taking care of 17 horses over the holiday break, which includes 10 boarders and 7 program horses for 6 weeks.

2015 Budget update and Themes

We are pleased with our ability to meet and exceed our Board members goals for debt reduction in 2014 while continuing to serve our community as a Non-Profit Charitable organization. Utilizing an extended funding term with the Municipality of Central Huron, REACH will look to continue to stabilize our financial situation in 2015. The 2015 Budget process has been challenging in the sense of

Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 76 of 232 AGENDA ITEM #7.3

understanding several key partnerships that will drastically change our focus and efforts. Due to the timing of key components of the budget we have compiled a budget based on actual booked events, Fanshawe estimations, Guelph Ridgetown estimations and utilized our practical knowledge of expenses to form the basis of our budget process.

Board members, Bryan Durst and Alex Westerhout attended a budget meeting with REACH staff, Matt Lee and Cindy Pryce and they expressed the need to detail additional revenue streams that will influence 2015 outside of the Guelph Ridgetown and Huron County agreements. Following is an outline of several of these items.

1.Truck Driver Training

2. 20 portable stalls

3. Fundraising

4. Boarding Horses

5. New Grant Application

We will continue to carry an online dialogue with Board members to develop the 2015 Operations Budget, including additional revenue generators. We intend to have Board approval of the Budget during the January 2015 Board meeting.

2015 Capital Request

1. 20 portable stalls $25,000.00 2. White portable rail fence between East Link arena parking lot and Reach Huron parking lot

$5.00 per foot 400’ of fence $2000.00

3. 4 Covered Hay feeders for pasture $5000.00 4. Snow and Ice covers over barn entrances $3500.00 5. Administration building shingled roof replaced $8000.00 6. Administration building south entrance doors replaced $9000.00

Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 77 of 232 AGENDA ITEM #7.3

GRANT FUNDING APPLICATION FUNDING PERIOD: January 1st, 2014 – December 31st, 2014 PROJECT FUNDING

ITEM YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 Classrooms will require updated furniture and instructional $19,000 $17,000 $15,000 $12,000 $6,000 technology.

Offices and lab need to be updated $18,000 $16,000 $9,000 $4,000 $2,500 and renovated

Promotional material and advertising for new programs-this would be done $15,000 $12,000 $8,000 $6,000 $3,500 collaboratively with partners

Establish student support through a web based portal or a phone app linking students to housing support, $6,000 $4,000 $3,000 $1,000 $800 BIA, tourism, REACH events, etc.

Cafeteria services/catering- this service will be required for increased $6,000 $4,800 $3,600 $2,400 $1,200 student activity on campus.

We need to invest in equipment for the new farrier program start-up $20,000 $11,200 $7,400 $4,600 $1,000 costs and modifications.

Purchase of 15-20 new horse stalls $16,000 $15,000 $14,000 $10,000 $5,000 and purchase barn equipment

TOTAL $100,000 $80,000 $60,000 $40,000 $20,000

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Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 78 of 232 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

ARENA COMPLEX ~ December 2014 ~

Sun Mon Tue Wed Thu Fri Sat

1 2 SCWI/Dual Credit 3 4 5 6 Lab – 9am-3pm Timed Events 6-9pm Sorting 6-9pm Ultimate Cowboy RWSS Western #2

Community Ride 6-10pm 7 8 9 SCWI/Dual Credit 10 11 12 13 Lab – 9am-3pm Timed Events 6-9pm Sorting 6-9pm SOCS

Community Ride 6-10pm 14 15 16 SCWI/Dual Credit 17 18 19 20 Roping Lab – 9am-3pm Timed Events 6-9pm Sorting 6-9pm

Community Ride 6-10pm 21 22 23 24 25 26 27 Community Ride 6-10pm CHRISTMAS DAY BOXING DAY

28 29 30 31 Notes: Community Ride 6-10pm New Year’s Eve RODEO

~ January 2015 ~ Sun Mon Tue Wed Thu Fri Sat 1 NEW YEARS DAY 2 3 4 5 6 SCWI/Dual Credit 7 8 9 10 Lab – 9am-3pm Timed Events 6-9pm Sorting 6-9pm Ultimate Cowboy RWSS Western #3

Community Ride 6-10pm Page 79 of 232 11 12 13 SCWI/Dual Credit 14 15 16 17 Roping Association Lab – 9am-3pm Timed Events 6-9pm Sorting 6-9pm Challenge Community Ride 6-10pm AGENDA ITEM #7.3 18 19 20 21 22 23 24 Community Ride 6-10pm Timed Events 6-9pm Sorting 6-9pm SOCS 25 26 27 28 29 30 31 Roping Association Community Ride 6-10pm Timed Events 6-9pm Sorting 6-9pm English over fences Challenge practice

Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

EDUCATION CENTRE

~ December 2014 ~

Sun Mon Tue Wed Thu Fri Sat 1 2 Cheerleaders 3 4 5 6 Clinton Healing Well Banquet 4pm-8:45pm SBEC Ag Ambitions Snow Class D 7-9pm Board Room 7-9:30pm Date Ag Ambitions Banquet Room Exec. Rm Evening 7 Centre of Hope – 8 9 Cheerleaders 10 11 12 13 Church Clinton Healing Well Banquet 4pm-8:45pm Banquet Rm 5-7pm Class D 7-9pm Ag Ambitions Exec. Rm Evening 14 Church 15 16 Cheerleaders 17 18 19 20 Banquet Rm 5-7pm Banquet 4pm-8:45pm 21 Church 22 23 Cheerleaders 24 25 26 27 Banquet Rm 5-7pm Banquet 4pm-8:45pm Christmas Eve Christmas Day Boxing Day 28 Church 29 30 Cheerleaders 31 Notes: Banquet Rm 5-7pm Banquet 4pm-8:45pm New Year’s Eve

~ January 2015 ~ Sun Mon Tue Wed Thu Fri Sat 1 NEW YEARS DAY 2 3 4 5 6 Cheerleaders 7 8 9 10 Centre of Hope Banquet 4pm-8:45pm Banquet Rm 5-7pm Ag Ambitions Exec. Rm Evening 11 12 13 Cheerleaders 14 15 16 17 Centre of Hope Banquet 4pm-8:45pm Page 80 of 232 Banquet Rm 5-7pm Ag Ambitions Exec. Rm Evening Snow Date

Alzheimers Society AGENDA ITEM #7.3 Noon-4pm Board Rm 18 Centre of Hope 19 20 Cheerleaders 21 22 23 24 Banquet Rm 5-7pm Banquet 4pm-8:45pm 25 Centre of Hope 26 27 Cheerleaders 28 29 30 31 Banquet Rm 5-7pm Banquet 4pm-8:45pm

Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

1:33 PM Regional Equine & Agricultural Centre of Huron Inc. 11/19/14 Accrual Basis Profit & Loss Budget vs. Actual January through October 2014 TOTAL Oct 14 Budget $ Over Budget YTD Actual 2014 YTD Budget 2014 YTD Vari. 14 YTD Actual 2013

Income EVENTS Admissions 852.20 1,600.00 (747.80) 26,424.33 37,400.00 (10,975.67) 12,231.91 Booth Rentals 0.00 0.00 0.00 0.00 0.00 0.00 530.97 Event Sponsorship 0.00 0.00 0.00 184.00 4,000.00 (3,816.00) 1,069.63 Grants 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Memberships 30.97 0.00 30.97 787.62 0.00 787.62 1,335.34 Other Revenue 0.00 0.00 0.00 138.68 0.00 138.68 170.00 Total EVENTS 883.17 1,600.00 (716.83) 27,534.63 41,400.00 (13,865.37) 15,337.85

FACILITIES Arena Rental (INTERNAL) 0.00 Rent (INTERNAL) 2,400.00 Advertising 0.00 200.00 (200.00) 0.00 2,000.00 (2,000.00) 3,200.00 Rentals 13,668.32 12,963.50 704.82 87,953.49 80,683.50 7,269.99 72,685.61 Stall Rentals 1,557.60 4,000.00 (2,442.40) 21,403.36 18,000.00 3,403.36 15,189.11 Total FACILITIES 15,225.92 17,163.50 (1,937.58) 109,356.85 100,683.50 8,673.35 93,474.72

FOOD & BEVERAGE Sales 0.00 300.00 (300.00) 950.92 3,050.00 (2,099.08) 530.97 Total FOOD & BEVERAGE 0.00 300.00 (300.00) 950.92 3,050.00 (2,099.08) 530.97

FUNDRAISING Admissions 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Page 81 of 232 Donations 0.00 0.00 0.00 12,000.00 13,200.00 (1,200.00) 14,200.00 Total FUNDRAISING 0.00 0.00 0.00 12,000.00 13,200.00 (1,200.00) 14,200.00

GENERAL ADMINISTRATION AGENDA ITEM #7.3 Advertising Re-imbursement 1,500.00 Grants - Central Huron 16,289.84 16,289.85 (0.01) 167,198.55 162,898.50 4,300.05 165,161.59 HST Revenue 0.00 0.00 0.00 4,731.42 0.00 4,731.42 3,919.58 Management Fee 1,000.00 1,000.00 0.00 10,000.00 10,000.00 0.00 10,000.00

Page 1 of 5 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

Operation Sponsorship/Donations 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Other Revenue 498.93 0.00 498.93 2,863.75 0.00 2,863.75 4,842.79 Sponsorship/Donations 0.00 0.00 0.00 27.50 0.00 27.50 75.00 Total GENERAL ADMINISTRATION 17,788.77 17,289.85 498.92 184,821.22 172,898.50 11,922.72 185,498.96

HERD BARN Horse Board 5,954.83 2,500.00 3,454.83 15,849.17 15,000.00 849.17 11,350.72 Horse Rentals 5,883.36 3,847.50 2,035.86 15,455.36 18,775.00 (3,319.64) 14,445.64 Horse Sponsorships 0.00 1,500.00 (1,500.00) 0.00 3,000.00 (3,000.00) 0.00 Total HERD BARN 11,838.19 7,847.50 3,990.69 31,304.53 36,775.00 (5,470.47) 25,796.36

PROGRAMMING Education Centre Programming 0.00 0.00 0.00 0.00 1,000.00 (1,000.00) 0.00 Grants 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Registration Fees 1,739.64 700.00 1,039.64 9,078.90 7,000.00 2,078.90 11,135.97 Total PROGRAMMING 1,739.64 700.00 1,039.64 9,078.90 8,000.00 1,078.90 11,135.97

REACH KIDS Grants 0.00 0.00 0.00 2,536.00 0.00 2,536.00 0.00 Registration Fees 0.00 0.00 0.00 7,317.00 15,600.00 (8,283.00) 12,351.01 Total REACH KIDS 0.00 0.00 0.00 9,853.00 15,600.00 (5,747.00) 12,351.01

Total Income 47,475.69 44,900.85 2,574.84 384,900.05 391,607.00 (6,706.95) 358,325.84 Page 82 of 232 Expense EVENTS - Exp Arena Rental (INTERNAL) 0.00

Furnishings & Equipment 0.00 0.00 0.00 0.00 0.00 0.00 4,453.43 AGENDA ITEM #7.3 Marketing 0.00 0.00 0.00 1,322.84 6,000.00 (4,677.16) 7,229.05 Materials & Supplies 20.00 100.00 (80.00) 2,404.00 600.00 1,804.00 3,386.34 Outside Services 70.00 400.00 (330.00) 14,652.27 16,600.00 (1,947.73) 4,057.55 Wages 2,773.08 2,719.89 53.19 28,183.45 29,526.15 (1,342.70) 46,935.51

Page 2 of 5 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

Total EVENTS - Exp 2,863.08 3,219.89 (356.81) 46,562.56 52,726.15 (6,163.59) 66,061.88

FACILITIES - Exp Fuel 76.98 180.00 (103.02) 2,127.54 1,470.00 657.54 1,519.23 Furnishings & Equipment 777.47 600.00 177.47 7,580.31 6,000.00 1,580.31 8,782.38 Grounds Maintenance 0.00 332.15 665.00 Insurance 0.00 0.00 0.00 6,825.84 10,300.00 (3,474.16) 0.00 Janitorial 438.03 200.00 238.03 2,718.29 2,500.00 218.29 3,183.44 Marketing 0.00 150.00 (150.00) 0.00 1,500.00 (1,500.00) 703.65 Materials & Supplies 0.00 0.00 0.00 186.92 0.00 186.92 876.89 R&M Building 1,595.79 1,200.00 395.79 15,918.05 12,000.00 3,918.05 13,271.98 R&M Equipment (769.48) 100.00 (869.48) 2,540.23 1,000.00 1,540.23 818.23 Stall Expense 197.11 Utilities 2,807.33 2,800.00 7.33 26,338.49 31,400.00 (5,061.51) 27,943.95 Wages 5,009.47 5,867.09 (857.62) 48,887.43 63,753.30 (14,865.87) 57,031.94 Total FACILITIES - Exp 9,935.59 11,097.09 (1,161.50) 113,455.25 129,923.30 (16,468.05) 114,993.80

FOOD & BEVERAGE - Exp Furnishings & Equipment 0.00 25.00 (25.00) 0.00 250.00 (250.00) 133.16 Marketing 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Materials & Supplies 0.00 0.00 0.00 863.63 0.00 863.63 577.62 Wages 0.00 0.00 0.00 0.00 0.00 0.00 413.91 Total FOOD & BEVERAGE - Exp 0.00 25.00 (25.00) 863.63 250.00 613.63 1,124.69 Page 83 of 232 FUNDRAISING - Exp Furnishings & Equipment 0.00 0.00 0.00 0.00 0.00 0.00 Marketing 0.00 0.00 0.00 0.00 0.00 0.00 0.00

Materials & Supplies 0.00 0.00 0.00 0.00 0.00 0.00 0.00 AGENDA ITEM #7.3 Outside Services 0.00 0.00 0.00 0.00 0.00 0.00 Wages 0.00 0.00 0.00 0.00 0.00 0.00 Total FUNDRAISING - Exp 0.00 0.00 0.00 0.00 0.00 0.00 0.00

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GENERAL ADMINISTRATION - Exp Accounting 0.00 0.00 0.00 779.52 0.00 779.52 612.36 Audit 4,000.00 3,500.00 500.00 3,202.35 3,500.00 (297.65) 3,781.09 Bank Charges 143.87 100.00 43.87 2,639.39 1,000.00 1,639.39 3,995.91 Board Costs 0.00 0.00 0.00 115.63 0.00 115.63 0.00 Furnishings & Equipment 0.00 0.00 0.00 0.00 0.00 0.00 0.00 HST Audit Expense 1,153.01 Insurance 9,115.80 Interest Payments 231.82 110.00 121.82 1,956.97 1,550.00 406.97 IT 680.27 450.00 230.27 1,600.41 4,500.00 (2,899.59) 3,315.93 Lease - Property 4,166.67 4,166.66 0.01 41,666.70 41,666.68 0.02 41,666.68 Legal 0.00 50.00 (50.00) 0.00 500.00 (500.00) 0.00 Loan Payments 0.00 1,666.67 (1,666.67) 0.00 16,666.67 (16,666.67) Marketing 806.26 0.00 806.26 1,152.60 0.00 1,152.60 4,988.81 Membership Fees 200.00 75.00 125.00 325.00 750.00 (425.00) 0.00 Miscellaneous Expenses 100.00 150.00 (50.00) 585.48 1,500.00 (914.52) 0.00 Office Equipment Leases 386.06 250.00 136.06 2,474.38 2,500.00 (25.62) 2,437.47 Office Supplies 343.78 175.00 168.78 2,219.44 1,750.00 469.44 2,870.10 Payroll Support 74.48 0.00 74.48 1,066.80 0.00 1,066.80 1,172.25 Phone/Internet 464.60 400.00 64.60 4,555.28 4,100.00 455.28 5,462.47 Postage/Courier 0.00 50.00 (50.00) 194.68 500.00 (305.32) 197.62 Professional Development 0.00 0.00 0.00 63.40 1,500.00 (1,436.60) 131.73 Rent (INTERNAL) 3,200.00 Page 84 of 232 Property Taxes 0.00 0.00 0.00 0.00 0.00 0.00 Travel 428.75 200.00 228.75 1,456.68 2,000.00 (543.32) 1,748.81 Utilities 7,334.87

Wages 6,619.75 6,012.86 606.89 83,043.86 74,076.62 8,967.24 107,896.50 AGENDA ITEM #7.3 Total GENERAL ADMINISTRATION - Exp 18,646.31 17,356.19 1,290.12 149,098.57 158,059.97 (8,961.40) 201,081.41

HERD BARN - Exp Furnishings & Equipment 135.04 200.00 (64.96) 926.26 2,000.00 (1,073.74) 719.24

Page 4 of 5 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

Hay/Bedding/Feed 4,857.44 2,800.00 2,057.44 19,722.93 16,000.00 3,722.93 18,750.17 Herd Health Professionals 399.23 225.00 174.23 3,059.08 1,975.00 1,084.08 4,148.33 Marketing 0.00 0.00 0.00 0.00 0.00 0.00 Materials & Supplies 90.34 50.00 40.34 275.72 500.00 (224.28) 2,100.58 Outside Services 828.06 0.00 828.06 3,066.07 0.00 3,066.07 487.61 Wages 2,562.07 2,311.56 250.51 25,976.01 25,427.14 548.87 30,190.73 Total HERD BARN - Exp 8,872.18 5,586.56 3,285.62 53,026.07 45,902.14 7,123.93 56,396.66

PROGRAMMING - Exp. Arena Rental (INTERNAL) 2,400.00 Furnishings & Equipment 0.00 25.00 (25.00) 0.00 425.00 (425.00) 0.00 Horse Rental (INTERNAL) 1,940.00 Marketing 0.00 0.00 0.00 0.00 0.00 0.00 246.85 Materials & Supplies 0.00 50.00 (50.00) 0.00 500.00 (500.00) 72.01 Outside Services 292.50 0.00 292.50 2,201.00 0.00 2,201.00 2,998.65 Wages 2,222.13 1,778.92 443.21 17,823.66 16,769.12 1,054.54 16,833.86 Total PROGRAMMING - Exp. 2,514.63 1,853.92 660.71 20,024.66 17,694.12 2,330.54 24,491.37

REACH KIDS - Exp Furnishings & Equipment 0.00 0.00 0.00 0.00 0.00 0.00 Marketing 0.00 0.00 0.00 380.30 1,000.00 (619.70) 0.00 Materials & Supplies 0.00 0.00 0.00 759.98 1,200.00 (440.02) 1,513.58 Outside Services 0.00 0.00 0.00 1,784.00 0.00 1,784.00 3,176.25 Wages 0.00 0.00 0.00 6,214.54 8,861.00 (2,646.46) 2,966.25 Page 85 of 232 Total REACH KIDS - Exp 0.00 0.00 0.00 9,138.82 11,061.00 (1,922.18) 7,656.08

Total Expense 42,831.79 39,138.65 3,693.14 392,169.56 415,616.68 (23,447.12) 471,805.89 AGENDA ITEM #7.3

Net Income 4,643.90 5,762.20 (1,118.30) (7,269.51) (24,009.68) 16,740.17 (113,480.05)

Page 5 of 5 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

REACH Huron Profit & Loss Budget vs. Actual January through October 2014

YTD Actual YTD Budget YTD Variance YTD Actual October 2014 2014 2014 14 2013 INCOME SUMMARY Actual Budget Variance MCH Grant 16,290 16,290 (0) 167,199 162,899 4,300 165,162 Donations/Sponsorship/Fundraising/Grants 0 1,500 (1,500) 14,748 20,200 (5,453) 15,345 Management Fee 1,000 1,000 0 10,000 10,000 0 10,000 Rentals 27,563 23,511 4,052 148,257 134,459 13,798 130,064 Program/Event Registration 2,623 2,300 323 43,747 61,000 (17,253) 37,224 F&B Sales 0 300 (300) 951 3,050 (2,099) 531 TOTAL INCOME 47,476 44,901 2,575 384,900 391,607 (6,707) 358,326

EXPENSE SUMMARY Wages & Benefits 19,187 18,690 496 210,129 218,413 (8,284) 262,269 General Administration 2,489 3,077 (588) 14,892 32,717 (17,824) 17,635 Program/Event Supplies and materials 6,793 4,025 2,768 50,300 41,550 8,750 48,515 Insurance 0 0 0 6,826 10,300 (3,474) 9,116 Marketing 806 150 656 2,856 8,500 (5,644) 13,168 Repairs & Maintenance 2,042 2,100 (58) 29,276 21,500 7,776 33,395 Utilities/Telephone/Internet 3,349 3,380 (31) 33,021 36,970 (3,949) 42,261 Facility Lease 4,167 4,167 0 41,667 41,667 0 41,667 Legal & Audit 4,000 3,550 450 3,202 4,000 (798) 3,781 TOTAL EXPENSES 42,832 39,139 3,693 392,170 415,617 (23,447) 471,806 Page 86 of 232 NET PROFIT 4,644 5,762 (1,118) (7,270) (24,010) 16,740 (113,480) AGENDA ITEM #7.3 AGENDA ITEM #7.3

Explanations of Overages/Shortages October 2014 Financial Summary

REVENUES

Donations/Sponsorship – Short $1,500  Horse Sponsorships were put into the budget, but REACH is not operating a horse sponsorship program.

Rentals – Over $4,000  There are more students registered in the PHHC program than anticipated, and we have a larger number of student boarders than projected.

F&B Sales – Short $300  The caterer’s kitchen rental fee was budgeted under F&B Sales, but gets accounted for as Facility Rental.

EXPENSES

Program/Event Supplies & Materials – Over $2,768  Hay/Bedding & Feed supplies was over budget, as we have more horses here than budgeted for.

Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 87 of 232 AGENDA ITEM #7.3

REACH HURON ALCOHOL POLICY

INTRODUCTION:  The Regional Equine & Agricultural Centre of Huron Inc. (REACH Huron) operates facilities where the use of alcohol is permitted under Special Occasions Permits (SOP)  An Alcohol Risk Management Policy has been developed to reduce alcohol related problems within REACH facilities, and at the same time, promote a safe, enjoyable environment for those who use those facilities. By reducing the potential for alcohol-related problems, REACH Huron reduces their risk of liability and fosters safe, enjoyable facility use for public enjoyment.

GOAL STATEMENT:  The Alcohol Policy provides REACH Huron staff and users of facilities guidelines for the reasonable use of alcohol, for the protection of property and for a safe and enjoyable experience.

POLICY OBJECTIVES:  To provide appropriate and reasonable procedures and education to individuals or groups wishing to hold or attend events in REACH Huron facilities, and to encourage and enforce responsible drinking practices and adherence to the Liquor License Board of Ontario.  To reduce problems associated with excessive consumption and to reduce liability.  To ensure proper supervision and proper operation of SOP events in order to protect the organizers, the participating public, volunteers, and the Corporation and its staff from liability by providing education in prevention and intervention techniques and through effective management procedures.  To honour the decision of abstainers and to encourage their participation by providing alternative, non-alcohol beverages.  To be proactive in the reduction of incidents including injury and death through the implementation of the alcohol policy.  To develop an alcohol risk management policy that is easy to read and understand and in order to maximize its use and adherence.

Revision Date: November 21, 2014 Page 1

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POLICY REGULATIONS: Anyone who wishes to serve alcohol in a designated facility must complete an agreement form that stipulates the conditions under which alcohol may be served. In addition, the responsible person must obtain a Special Occasion Permit from the Liquor License Board of Ontario which must be posted for the duration of the event. The SOP holder must ensure that all conditions of the Liquor License Act, the REACH Huron Alcohol Policy and rental agreements are adhered to for the event. The corporation reserves the right to refuse any applicant permission to run a licensed event on REACH Huron property and to impose on the event whatever restrictions it deems appropriate to the circumstances.

All REACH facility SOP event holders and facility users are required to adhere to the conditions as outlined in the Alcohol Risk Management Policy.

REGULATION #1 – SIGNS A. Statement of Intoxication In Ontario, it is illegal for anyone to serve a person to the point of intoxication. The LLBO Special Occasion Permit Application states that the holder of the Special Occasion Permit and the facility owners are jointly responsible for the “safety and sobriety of the people attending the event.” Servers and supervisors must refuse service to consumers approaching the point of intoxication; posted signage provides support to staff members should this situation arise.

The following sign shall be prominently displayed during all Special Occasion Permit functions in all designated REACH Huron facilities.

“The Regional Equine & Agriculture Centre of Huron Inc. strives to provide facilities available for the enjoyment of all members of the community. Servers are required by law not to serve an intoxicated person or to serve anyone to the point of intoxication.”

B. Event Service The following basic control measures will appear on a wall sign supplied by the REACH Corporation and shall be prominently displayed during all Special Occasion Permit functions in designated REACH facilities. These control measures must be followed by all renters and event participants.

1. No more than five (5) drink tickets may be purchased by any person at one time 2. No more than four (4) two (2) drinks may be served to one person at one time 3. Only single drinks will be served (no more than one shot in one glass) 4. Drink tickets must be purchased no later than 12:30am one half hour prior to the end time stated on the liquor license 5. The bar will be closed at no later than the end time stated on the liquor license, 1:00am and there will be no last call 6. All entertainment will end at 1:00am, all tables will be cleared of alcohol by 1:30am

Revision Date: November 21, 2014 Page 2

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REGULATION #2 – SERVER TRAINING To be able to rent REACH facilities for licensed events the organizer must ensure that all servers have been appropriately trained through a Smart Serve course and have been trained in responsible server techniques. It is recommended that ticket sellers also have attended a Smart Serve course. Documentation proving a current smart serve designation shall be provided to REACH Huron prior to the commencement of the event. In addition the event organizer must ensure supervision of all entrances and exits to control entry by underage, intoxicated or unauthorized people. Renters must follow all Liquor License Act rules, including supervision requirements during a licensed event. The following chart notes the number and type of staff that should be in attendance for events held at the REACH Huron facility. TYPE OF EVENT Up to 300 301 - 500 500 and over Private gatherings, Invitation 1 Bartender 2 Bartenders 4 Bartenders Only events, & Public 1 Floor Monitor 1 Floor Monitors 1 Floor Monitor Events 1 Ticket Seller 2 Ticket Sellers 2 Ticket Sellers

REGULATION #3 – SAFE TRANSPORTATION Prior to receiving rental privileges of a REACH Huron facility for an SOP function, event sponsors shall be required to demonstrate to the satisfaction of the corporation that a safe transportation strategy be implemented. This strategy will include a designated driver program* or additional alternative home transportation options** (to prevent intoxicated participants from driving) combined with the promotion of the community’s sober driver spot-checks.***

A. *Designated Driver B. **Alternate Transportation Options - designated driver program - have sponsor drive intoxicated advertised at event; participant home and/or, OR - identified designated drivers - call a friend, relative or taxi to (wearing button or other means assist intoxicated driver and/or of identification receive free collect keys upon entry and/or, non-alcoholic drinks such as coffee, pop, juice) - if necessary, call police, warn or detain impaired driver. AND C. ***Sober Driver Spot Check Awareness - Post wall signs that read:

Revision Date: November 21, 2014 Page 3

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“The Huron Detachment of the Ontario Provincial Police Reduce Impaired Drivers Everywhere (R.I.D.E.) program thanks you for helping to reduce impaired drivers everywhere in the Municipality. We look forward to personally thanking you for leaving this event a Sober Driver at one of our spot checks.”

REGULATION #4 – INCIDENTS AND OCCURENCES REACH Huron staff on duty during events or the event organizer must maintain an incident and occurrence log which shall be reported to the General Manager of the facility.

REGULATION #5 – TERMS OF RENTAL In order to be eligible to rent a REACH facility for an SOP event, the sponsor must demonstrate to the satisfaction of REACH Huron: a) that the alcohol management policy is understood; b) that the regulations will be strictly observed; c) that sufficient controls are in place which will assist in ensuring compliance to the policy. d) Insurance - Events permit/licence holders of a special occasion permit event being held in a municipally owned facility are required to provide proof, no less than (14) days before the booking start date of the event, that they have purchased a minimum of $5 million dollars in liability insurance naming the REACH and the Municipality of Central Huron as co-insured.

REGULATION #6 – ENFORCEMENT PROCEDURES FOR POLICY VIOLATION A violation of this policy occurs when SOP holders or individual(s) fail to comply with this policy, the conditions of the Liquor License Act of Ontario, or any other relevant legislation. A participant at the event, a staff member, a member of the Ontario Provincial Police Service or an Inspector of the L.L.B.O. can initiate intervention.

A member of the organizing group or the designated monitor may intervene by informing the offending individual(s) of the policy violation and that it must cease. Group members and monitors should feel encouraged to intervene in this way because intervention at other levels could result in loss of privileges, fines and legal charges. A staff member of REACH Huron may intervene whenever he or she encounters a violation of the policy. Depending upon the severity of the violation, staff may ask the event organizers or individual(s) to stop the violation or they may close down the event. Should the event organizers or individual(s) fail to comply, the staff member may call the police for enforcement.

Where the Special Occasion permit holders or individual(s) have violated the REACH Huron Alcohol Policy, and have been confronted by a staff member, the group or individual(s) will be sent a letter advising them of the violation and indicating that no further violation will be tolerated. At this time the Corporation may at their discretion revoke user privileges for the organizing group or individual(s), based upon the severity of the violation(s). The organizing group or individual(s) will also forfeit any deposit, if applicable. The organizing group or individual(s) will also be invoiced for any additional costs or damages.

Revision Date: November 21, 2014 Page 4

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A member of the Ontario Provincial Police or L.L.B.O. Inspector may intervene in a violation of this policy on his or her initiative or in response to a request from either a REACH Huron staff member or a member of the general public. Depending on the severity of the infraction, charges may be laid under the Liquor License Act of Ontario and/or any other relevant legislation. Below would Replace Regulation #6 if agreed upon. REGULATION #6 – ENFORCEMENT PROCEDURES FOR POLICY VIOLATION Special Occasions Permit Events At the time of application, all users of REACH may be required to pay a compliance/security deposit in relation to the Alcohol Risk Management Policy. The amount of the deposit is $250.00. The deposit will be returned at the end of the permitted use, provided that no violations of the REACH Alcohol Risk Management Policy occur.

A violation of the Alcohol Policy is deemed to occur when a Special Occasion Permit holder fails to comply with the conditions of the Liquor Licence Act of Ontario or the Alcohol Risk Management Policy. Participants, REACH staff, local Police and/or an Inspector of the Alcohol and Gaming Commission will intervene if there is a policy violation. The following steps will be followed if a violation is found: 1. A member of the organizing group or the designated monitor shall intervene by informing the offending individual(s) of the policy violation and ask that it stop. Group members and monitors should feel encouraged to intervene in this way to reduce the potential for injury or because a response by other authorities could result in a loss of privileges or legal charges. 2. If a violation is observed, REACH staff members are authorized to take steps to ensure that the policy violation stops. The organizers of the event will be asked to stop the violation, and should they fail to comply, the local Police will be called for enforcement, as deemed necessary by the staff member. If the infraction involves serious disregard for the Alcohol Risk Management Policy, or involves a substantial risk of injury or damage, the staff member may elect to close the event down, and the police will be called to enforce compliance. 3. Where Special Occasion Permit holders have violated the Alcohol Risk Management Policy, they will be sent a registered letter advising of the violation, and indicating that no further violations will be tolerated. Some violations are serious enough to warrant immediate denial of future access. This decision will be made by the General Manager based on the specific situation. If the events permit/licence holders is a single occasion user (e.g. a one- time dance or party), the General Manager may cause the deposit to be forfeited in whole or part, as determined by the circumstances of the violation. 4. Should members of a multiple or regular use group violate the Alcohol Risk Management Policy a second time, the deposit will be forfeited and the group will be suspended from use of the facility or area for a period to be determined by the General Manager. 5. Should a third violation of the Alcohol Policy occur, the group will be suspended from further use for a minimum of one year. A registered letter will be sent to confirm this and show cause for reinstatement. 6. Should the event permit/licence holders not be satisfied with the decision made by the General Manager, the event permit/licence holders has the right to appeal to REACH Board during a monthly meeting. 7. REACH will not be responsible for any refunds, costs or losses incurred by the event permit/licence holders or its patrons if the General Manager deems it necessary to close down an event or impose a suspension from further use.

*NEW* REGULATION #7 – ENFORCEMENT PROCEDURES FOR POLICY VIOLATION No Alcohol Policy When there is no Special Occasion Permit in place, the regulations state zero tolerance for alcohol on REACH Huron’s premises. If a person or organization that is rightfully holding an event on REACH property fails to comply with this regulation, participants, REACH staff, and/or local Police will intervene if there is a policy violation. The following steps will be followed if a violation is found: 1. A member of the organizing group or the designated monitor shall intervene by informing the offending individual(s) of the policy violation and ask that it stop. Group members and monitors should feel encouraged

Revision Date: November 21, 2014 Page 5

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to intervene in this way to reduce the potential for injury or because a response by other authorities could result in a loss of privileges or legal charges.

2. If a violation is observed, REACH staff members are authorized to take steps to ensure that the policy violation stops. The organizers of the event will be asked to stop the violation, and should they fail to comply, the local Police will be called for enforcement, as deemed necessary by the staff member. If the infraction involves serious disregard for the Alcohol Risk Management Policy, or involves a substantial risk of injury or damage, the staff member may elect to close the event down, and the police will be called to enforce compliance.

3. Individuals or groups who wish to continue use of the facility after a violation may be required to provide a $250.00 deposit prior to their rental period.

4. Should members of a multiple or regular use group violate the Alcohol Risk Management Policy a second time, the deposit will be forfeited and the group will be suspended from use of the facility or area for a period to be determined by the General Manager.

5. Individuals or groups who wish to continue use of the facility after a violation may be required to provide a $500.00 deposit prior to their rental period. Should a third violation of the Alcohol Policy occur, the deposit will be forfeited and the group will be suspended from further use for a minimum of one year. A registered letter will be sent to confirm this and show cause for reinstatement.

6. Should the event holders not be satisfied with the decision made by the General Manager, the event holders has the right to appeal to REACH Board during a monthly meeting.

7. REACH will not be responsible for any refunds, costs or losses incurred by the event permit/licence holders or its patrons if the General Manager deems it necessary to close down an event or impose a suspension from further use.

Revision Date: November 21, 2014 Page 6

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January 14, 2015

REACH Board Agenda 3:00 PM Executive Boardroom

Meeting Called By: Larry Langan Type of Meeting: Regular Board Meeting Attendees: Larry Langan, Alex Westerhout, Bryan Durst, Tim Martens, Lynn Flowers, Burkhard Metzger, Greg Stewart, Pat Jamieson, Matt Lee, Cindy Pryce Regrets:

AGENDA ITEMS

1. CALL TO ORDER: 1.1 Approval of Agenda (additions, deletion, corrections) 2. DECLARATION OF CONFLICT OF INTEREST 3. APPROVAL OF PREVIOUS MINUTES MOTION That the minutes of the Regular meeting held on November 26, 2014 be approved as printed 4. PRESENTATIONS/DELEGATIONS - Nil 5. CORRESPONDENCE: 5.1 For Boards Information - Nil 5.2 For Boards Consideration - Nil 6. STAFF REPORTS: 6.1 General Manager 6.2 November 2014 Financial Reports & Explanation MOTION That the financial reports 6.2 be approved as presented 7. UNFINISHED BUSINESS 8. OTHER ITEMS: 9. ANNOUNCEMENTS: 9.1 Regular Board Meeting – Dates to be determined. Proposed dates: February 25, March 25, April 22, May 27, June 24, July 22 10. ADJOURNMENT MOTION That the meeting be adjourned

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MINUTES REGULAR BOARD MEETING – REACH Huron Wednesday, November 26, 2014 at 5:00pm REACH Huron Executive Boardroom

PRESENT: Board: Larry Langan, Bryan Durst, Greg Stewart, Alex Westerhout, Lynn Flowers Staff: Cindy Pryce, Matt Lee Regrets: Tim Martens, Pat Jamieson, Burkhard Metzger Guests: Peggy Van Mierlo-West, Jim Ginn, Alison Lobb, Genny Smith, Marg Anderson

1. CALL TO ORDER: Larry Langan called the meeting to order at approximately 5:02 pm.

1.1 Approval of the Agenda (Additions, deletions, corrections) 1.1.1 Addition to Other Items 8.3 – Fanshawe Discussions MOTION: 45-2014 Moved by Alex Westerhout, seconded by Bryan Durst, that the agenda of the Regular Meeting on November 26, 2014 be approved as amended. Carried 2. DECLARATION OF CONFLICT OF INTEREST:  None 3. APPROVAL OF PREVIOUS MINUTES: MOTION: 46-2014 Moved by Lynn Flowers, seconded by Greg Stewart, that the minutes of the Regular Meeting on October 8, 2014 be approved as printed. Carried 4. PRESENTATIONS/DELEGATIONS: Nil

5. CORRESPONDENCE: 5.1 For Boards Information - Nil 5.2 For Boards Consideration - Nil

6. STAFF REPORTS: 6.1 General Manager Report  A successful Red Carpet Open house was held on Friday with people travelling from as far as Kingston and Montreal. Ridgetown Campus invested an additional week of marketing in Eastern Ontario with the closing of Kemptville Campus. The General Manager is meeting with the PHHC program coordinator to discuss the need for additional horses for second semester. Many future students were impressed with the facilities at REACH.  The Fanshawe College dual credit program is going very well we hope to host 2 in 2015.

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MINUTES REGULAR BOARD MEETING – REACH Huron Wednesday, November 26, 2014 at 3:00pm

 REACH staff will be the sole caregivers to the remaining horses for the next 6 weeks while PHHC students go to placement and winter break. That leaves 10 boarder horses and some of the program horses to look after. We are trying to keep track of time and expenses directly related to the program horses.  Budget approach – first item was to try and get a clear picture of what we already have lined up for 2015 and base expenses off of these items. There are a lot of items up in the air that will change our direction depending on the outcome. We have reduced our line of credit since last year. We expect to have final Board approval by the middle of January. The General Manager reviewed other possible revenue streams to bring into the 2015 operations budget.  Capital Overview – Portable stalls is an area that we know we can generate more revenue. 20 of the old grey stalls come out of the arena every winter to make room. They are very cumbersome to move around, which reflects on facility wages. We have now set 18 of them outside and will put a donated tent cover over top of them to keep them set up all year. Larry Langan commended the Matt Lee for being able to make use of older items laying around.  Fundraising – underachieved on for the last few years. The GM has been in an open dialogue with a reputable organization about fundraising, and the possibility of partnering with REACH to hold a raffle.  New Grant applications – We would like to keep building around programs we have already developed, and focus future grants on what we are already doing to keep the momentum up.  White portable rail fence – challenges with the size of our events and the shared parking lots on certain occasions. One solution is a portable white rail fence that we could set up and tear down for events. It could also be used for fairs, or other community events. A few different approaches have been taken in the past to stop congestion, but they don’t seem to be effective.  There is one entrance door at the Fanshawe entrance that is not working and needs to be replaced.  Alison Lobb asked if we knew what REACH’s grant ask to the Municipality would be this year. The General Manager responded that we are making progress, but we are still running a deficit, we are looking at the possibility of status quo. In our last budget process we reduced staff and made our goal to reduce our debt.  Genny Smith inquired about Fanshawe’s minimum requirements to run courses. It varies depending on the course, but they try to run them either way. She also inquired about

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MINUTES REGULAR BOARD MEETING – REACH Huron Wednesday, November 26, 2014 at 3:00pm

future grants and if we would notify Council of our grant applications. Matt told Genny they would be aware of any applications.

6.2 October 2014 Financial Report & Explanations  Bryan Durst directed those in attendance to look at the summary financials. We had some items that didn’t happened on the revenue side, but the year to date actuals compared to last year are better on most items. Feels it is good to see it coming along and our operating line get reduced throughout the year. Credit was given to Matt Lee and Cindy Pryce, as we have done a lot of cutting back.  Alison Lobb inquired about the decrease in insurance premiums. In April we sent our insurance out for quotes and we found a new company that had better rates for the same coverage. 2015’s insurance rates will be higher, as there was one policy that renewed in June and one in August. The August premium was pro-rated in 2014 to allow for a June renewal date for both policies in 2015. MOTION: 47-2014 Moved by Bryan Durst, seconded by Alex Westerhout, that the financial reports in 6.2 be approved as printed. Carried 7. UNFINISHED BUSINESS: - Nil

8. OTHER ITEMS: 8.1 Review Amended Alcohol Policy  Our original Alcohol Policy is missing steps on how we would hold organizations responsible in the event of a broken rule. We have revised the policy to utilize the liquor license regulations plus added in a section on how to deal with organizations when rules were broken, especially when no license was in place and alcohol is not permitted on site.  When we were presented with a challenge, the General Manager had conversations with those involved in the organization and discussed how to deal with this issue in the future. He is working with them to adapt to using a public facility.  Alex Westerhout questioned the process to approve an amended policy. The Board was directed to take time to mull it over and it will be voted on in January. He also questioned the change in drinks from 4 to 2 and the reasoning. It is a Smart Serve training rule.  The Alcohol Policy covers REACH events, plus anyone who rents.  The Policy will have to be made readily available to renters, and they will need to sign off on it. A line on our Rental Agreement refers to REACH’s Alcohol Policy, but will need to be updated. 3 | P a g e

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MINUTES REGULAR BOARD MEETING – REACH Huron Wednesday, November 26, 2014 at 3:00pm

8.2 Review Strategic Plan RFP & Discuss  Presented by Central Huron CAO, Peggy Van Mierlo-West – Informed those present that the Municipality received $25,000 in RED funding to develop REACH’s Strategic Plan. The agreement just arrived, and will go to Council on Monday for signing. Once completed they can put the RFP out for tender and have it close December 17th. She then explained the tender process and the basics of the project.

8.3 Fanshawe Discussions  Many Municipalities are vying for Post-Secondary institutions, especially one close to us. Fanshawe’s office for this area is located within REACH. The Board President would like to see the General Manager have more power to cut deals with Fanshawe in order to bring in new programming.  The General Manager was directed to pursue possible courses with Fanshawe related to Motorcycle and Large vehicle training.

Larry Langan left the meeting at 6:09pm and appointed Alex Westerhout to chair the rest of the meeting.

9. ANNOUNCEMENTS: 9.1 Regular Board Meeting – January 14, 2015 at 3pm

10. ADJOURNMENT: MOTION 48-2014 Moved by Greg Stewart, seconded by Lynn Flowers, that the meeting be adjourned at 6:10pm. Carried

______Larry Langan, President

______Matt Lee, General Manager

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General Mangers Report

January 2015

Guelph Ridgetown

Semester 2

38 students

2015 Capital Request

Items #1 and #3 qualified for consideration under the MCH Capital Request. The remaining projects are to be completed under the Operations budget.

1. 20 portable stalls $25,000.00 2. White portable rail fence between East Link arena parking lot and Reach Huron parking lot

$5.00 per foot 400’ of fence $2000.00

Strategic Consultant

See attachment.

REACH Liquor Policy

Request an extension on approval to February to allow a comparison of our policy to the Ontario Liquor law changes for 2015.

2015 Budget update and Themes

Open discussion

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ARENA COMPLEX

~ January 2015 ~ Sun Mon Tue Wed Thu Fri Sat 1 NEW YEARS 2 3 DAY 4 5 6 SCWI/Dual Credit 7 Timed Events 8 Sorting 6:30- 9 Assisted Riding 10 Lab – 9am-3pm 6:30-9:30pm 9:30pm 12:30-2pm

Comm. Ride 6-10pm 11 12 Assisted Riding 13SCWI/Dual Credit 14 15 Lesson 3-5pm 16 17 Roping Association Arena 10am-12pm Lab – 9am-3pm Lesson 5:30-6:30pm Ultimate Cowboy RWSS Western #3 Challenge Lobby 11-2pm Sorting 6:30-9:30pm 6-9pm All Day Lesson 5:30-6:30 Timed Events Comm. Ride 6-10pm 6:30-9:30pm

18 19 Assisted Riding 20 21 22 Lesson 3-5pm 23 24 Arena 10am-12pm Comm. Ride 6-10pm Lesson 5:30-6:30pm SOCS Sorting 6:30-9:30pm 10am-3pm Lesson 5:30-6:30 Timed Events 6:30- 9:30pm 25 26 Assisted Riding 27 28 29 Riding Lesson 3- 30 31 Roping Association Arena 10am-12pm Comm. Ride 6-10pm Riding Lesson 5:30- 5pm Hunter Over Fences Challenge 6:30pm Practice Lesson 5:30-6:30 Sorting 6:30-9:30pm Timed Events 6:30- Page 100 of 232 9:30pm

AGENDA ITEM #7.3

Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

ARENA COMPLEX

~ February 2015 ~ Sun Mon Tue Wed Thu Fri Sat 1 2 Assisted Riding 3 4 5 Lesson 3-5pm 6 7 Hunter Over Fences Arena 10am-12pm Comm. Ride 6-10pm Lesson 5:30-6:30pm Ultimate Cowboy RWSS Western #4 Practice Sorting 6:30-9:30pm Riding Lesson Timed Events 5:30-6:30 6:30-9:30pm 8 9 10 11 12 Riding Lesson 3- 13 14 Roping Association Assisted Riding Comm. Ride 6-10pm Lesson 5:30-6:30pm 5pm RC Day Challenge Arena 10am-12pm Timed Events Sorting 6:30-9:30pm Riding Lesson 6:30-9:30pm 5:30-6:30 15 16 17 18 19 20 21 SOCS RC Day FAMILY DAY Comm. Ride 6-10pm Timed Events Sorting 6:30-9:30pm 10am-3pm 6:30-9:30pm

22 23 Assisted Riding 24 25 26 Lesson 3-5pm 27 28 Roping Association Arena 10am-12pm Comm. Ride 6-10pm Lesson 5:30-6:30pm Hunter Over Fences Challenge Sorting 6:30-9:30pm Practice Riding Lesson Timed Events 5:30-6:30 6:30-9:30pm

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AGENDA ITEM #7.3

Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

EDUCATION CENTRE

~ January 2015 ~ Sun Mon Tue Wed Thu Fri Sat 1 2 3 NEW YEARS DAY

4 5 6 Cheerleaders 7 8 9 10 Centre of Hope Banquet Rm 4pm-8:45pm Fanshawe PSW Banquet Rm 5-7pm Class C 6:30-9:30pm Ag Ambitions Boardroom 4pm-8:30pm

Fanshawe PSW Class C 6:30-9:30pm 11 12 13 Cheerleaders 14 15 16 17 Centre of Hope Banquet Rm 4pm-8:45pm Fanshawe PSW Banquet Rm 5-7pm Class C 6:30-9:30pm Ag Ambitions Snow Date Board Room 4-8:30pm

Fanshawe PSW Class C 6:30-9:30pm 18 19 20 Cheerleaders 21 22 23 24 Centre of Hope Banquet Rm 4pm-8:45pm Fanshawe PSW Banquet Rm 5-7pm Class C 6:30-9:30pm Fanshawe PSW Class C 6:30-9:30pm

Page 102 of 232 25 26 27 Cheerleaders 28 29 30 31 Centre of Hope Banquet Rm 4pm-8:45pm Fanshawe PSW Banquet Rm 5-7pm Class C 6:30-9:30pm Fanshawe PSW Class C 6:30-9:30pm AGENDA ITEM #7.3

Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

EDUCATION CENTRE

~ February 2015 ~ Sun Mon Tue Wed Thu Fri Sat 1 2 3 Cheerleaders 4 HPCDSB 5 6 7 Centre of Hope Banquet Rm 4pm-8:45pm Applause Bk Fanshawe PSW Banquet Rm 5-7pm Banquet Room & Class C 6:30-9:30pm Fanshawe PSW Boardroom am Class C 6:30-9:30pm

8 9 10 Alzheimer’s Society 11 12 13 14 Centre of Hope Boardroom 8am-noon Fanshawe PSW Banquet Rm 5-7pm Class C 6:30-9:30pm Cheerleaders Banquet Rm 4pm-8:45pm

Ag Ambitions Board Rm 4-8:30pm

Fanshawe PSW Class C 6:30-9:30pm 15 16 17 Cheerleaders 18 19 20 21 Centre of Hope FAMILY DAY Banquet Rm 4pm-8:45pm Fanshawe PSW Banquet Rm 5-7pm Class C 6:30-9:30pm Fanshawe PSW Class C 6:30-9:30pm 22 23 24 Cheerleaders 25 26 27 28 Centre of Hope Banquet Rm 4pm-8:45pm Fanshawe PSW

Page 103 of 232 Banquet Rm 5-7pm Class C 6:30-9:30pm Ag Ambitions Board Room 4-8:30pm

Fanshawe PSW Class C 6:30-9:30pm AGENDA ITEM #7.3

AGENDA ITEM #7.3

Municipality of Central Huron Formal Report Administration Department

Date: January 12, 2015

To: Mayor & Council

From: Peggy Van Mierlo – West, CAO

Re: REACH Strategic Plan - RFP

That, the report titled REACH Strategic Plan - RFP be received, and;

That, Strategic Equine be approved to complete the REACH Strategic Plan.

BACKGROUND

On December 17th, 2014 Request for Proposals were opened for the above noted project. The project, for the completion of a Strategic Plan for REACH Huron is being funding through a partnership between the Municipality of Central Huron and a grant from the Rural Economic Development (RED) program.

Name of Consultant Tender Amount Strategic Equine $25,000 Optimus SBR $21,450 SP Maloney $24,750 Relentless Economics $23,617 Miller Dickson Blais $23,860 Performance Concept $25,000 Whitesell and Company $24,250

The project scope would include the creation of a strategic plan which has long-range components (e.g. vision, mission, values), medium term aspects (e.g. objectives and priorities) and short term components (e.g. action plans). Performance measures must also be a feature of the plan to enable progress to be regularly reviewed. The creation of the plan will include public meetings, online surveys, and meetings with stakeholders.

The completion deadline of this project will be March 31st, 2015.

The review of the proposals was divided into the following; 25%: Demonstrated project understanding and methodology. 35%: Experience of the consultant 20%: Timelines/Proposed fee structure

Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 104 of 232 AGENDA ITEM #7.3

20%: References/Interviews Three consultants were selected to present their proposals to the committee. The committee was an ad-hoc group of; the Mayor, REACH Board Member, REACH General Manager and CAO. With over 20 years of combined experience Strategic Equine Inc. is a team of industry professionals dedicated to business development and growth focused on their expertise in the equine industry. The group brings to the table an unparalleled regional, national and international network of contacts in the equine and education industry. Strategic Equine’s approach follows three very clear steps when developing Strategic Plans:  Comprehensive research, specific to each planning and business development project (research both internal and external)  Broad consultations with stakeholders impacted by the project or program  Pulling together the pieces into a comprehensive multi-year strategy, with a workable Action Plan to ensure that the strategy returns results SEI has successfully completed strategic planning initiatives for the following organizational and program development projects:  Equine Canada’s Long Term International Market Development Strategy  The Quarter Horse Racing Industry Development Plan  The Canadian Livestock Agency Organizational Development Plan  The CanEQUID Strategy and Implementation Plan (for the national equine traceability program)  Equine Canada Health & Welfare Strategy  Canadian Pony Club Long Term Strategic Plan  Strategic Plan to restructure the Ontario Horse Improvement Program SEI have provided three options for developing the strategic plan which all include public consultation and consultation with the REACH Board, their staff and Council. Once the REACH Board have chosen an option the project will commence. The committee is recommending that Strategic Equine be awarded this project.

______

Peggy Van Mierlo-West, CAO

Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 105 of 232 AGENDA ITEM #7.3

Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 106 of 232 AGENDA ITEM #7.3

Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 107 of 232 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

REACH Huron 2015 Preliminary Budget

Jan 15 Feb 15 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Dec 15 Jan - Dec 15 2014 Budget

Income

EVENTS Admissions 1,368 1,368 868 1,368 0 0 0 0 0 600 868 868 7,308 58,700 Booth Rentals 0 0 Event Sponsorship 0 6,000 Grants 0 0 Memberships 21 21 21 21 1,234 198 1,517 0 Other Revenue 0 0 Total EVENTS 1,389 1,389 889 1,389 0 0 0 0 0 600 2,102 1,066 8,825 64,700

FACILITIES Advertising 0 2,400 Rentals 10,226 11,025 15,230 20,620 5,860 4,250 3,000 2,500 20,650 14,550 11,450 19,800 139,161 104,096 Stall Rentals 0 0 1,504 3,996 4,956 5,251 4,363 3,451 2,345 2,301 28,167 18,500 Total FACILITIES 10,226 11,025 16,734 24,616 10,816 9,501 7,363 5,951 22,995 16,851 11,450 19,800 167,328 124,996

FOOD & BEVERAGE Sales 0 3,650 Total FOOD & BEVERAGE 0 0 0 0 0 0 0 0 0 0 0 0 0 3,650

FUNDRAISING Admissions 0 0 Donations 10,000 10,000 18,200 Total FUNDRAISING 0 0 0 0 0 0 0 0 0 0 0 10,000 10,000 18,200

GENERAL ADMINISTRATION Grants - Central Huron 0 0 HST Revenue 0 0 1,000 0 0 1,000 0 0 1,000 0 0 1,000 4,000 0 Management Fee 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 1,000 12,000 12,000 Operation Sponsorship/Donations 0 0 Other Revenue 395 330 177 214 192 55 30 30 550 466 400 100 2,939 0 Fanshawe & Ridgetown Printing Sponsorship/Donations 0 0 Total GENERAL ADMINISTRATION 1,395 1,330 2,177 1,214 1,192 2,055 1,030 1,030 2,550 1,466 1,400 2,100 18,939 12,000

HERD BARN Horse Board 5,600 5,600 5,600 1,851 6,100 6,100 6,100 6,100 43,051 20,000 Horse Rentals 3,567 3,557 3,806 2,850 3,593 4,058 3,686 2,850 27,967 25,490 Horse Sponsorships 0 6,000 Page 108 of 232 Total HERD BARN 9,167 9,157 9,406 4,701 0 0 0 0 9,693 10,158 9,786 8,950 71,018 51,490

PROGRAMMING Grants 0 0 Education Centre Programs 2,000 AGENDA ITEM #7.3 Registration Fees 796 796 1,460 796 465 1,009 1,009 996 7,327 8,400 CL not in, as covered by grant Total PROGRAMMING 796 796 1,460 796 0 0 0 0 465 1,009 1,009 996 7,327 10,400

Page 1 of 3 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

REACH Huron 2015 Preliminary Budget

Jan 15 Feb 15 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Dec 15 Jan - Dec 15 2014 Budget

REACH KIDS Grants 2,500 2,500 0 Registration Fees 7,060 7,060 15,600 Total REACH KIDS 0 0 0 0 0 0 9,560 0 0 0 0 0 9,560 15,600

Total Income 22,973 23,697 30,666 32,716 12,008 11,556 17,953 6,981 35,703 30,084 25,747 42,912 292,997 301,036

Expense

EVENTS - Exp Furnishings & Equipment 0 0 Marketing 0 7,500 Materials & Supplies 690 70 70 40 600 740 0 0 0 0 70 40 2,320 800 Outside Services 430 430 430 430 0 0 0 0 0 0 430 430 2,580 25,400 Wages 445 445 445 445 445 445 2,669 34,966 Total EVENTS - Exp 1,565 945 945 915 600 740 0 0 0 0 945 915 7,569 68,666

FACILITIES - Exp Fuel 192 420 336 240 234 234 240 258 120 120 192 216 2,802 1,750 Up 20% from 2014 Furnishings & Equipment 774 774 774 774 774 674 774 674 774 674 774 774 8,988 7,200 Grounds Maintenance 1,500 1,500 0 Round up Insurance 0 0 0 0 7,390 0 0 0 0 0 0 0 7,390 10,300 Janitorial 100 517 439 270 114 369 62 484 25 438 361 200 3,379 2,900 Actuals + $100 in Jan Marketing 1,000 500 1,500 1,800 Materials & Supplies 500 500 0 Footing upgrade R&M Building 1,046 1,064 1,072 1,096 2,240 833 1,549 2,840 3,888 1,628 4,826 1,872 23,954 14,400 R&M Equipment 292 292 292 292 292 292 292 292 292 292 292 292 3,504 1,200 Utilities 4,942 5,776 4,867 4,503 2,490 1,564 2,129 1,999 2,094 2,979 3,800 5,049 42,192 38,200 Outside Services 0 Wages 5,201 5,201 5,201 5,201 5,201 5,201 7,692 5,201 5,201 5,201 5,201 7,692 67,392 75,487 Total FACILITIES - Exp 12,547 14,543 13,981 12,376 18,734 10,667 13,238 11,748 12,394 11,332 15,445 16,095 163,100 153,237

FOOD & BEVERAGE - Exp Furnishings & Equipment 0 300 Total FOOD & BEVERAGE - Exp 0 0 0 0 0 0 0 0 0 0 0 0 0 300

FUNDRAISING - Exp Outside Services 0 0 Total FUNDRAISING - Exp 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Page 109 of 232

GENERAL ADMINISTRATION - Exp Accounting 0 0 Audit 0 0 0 0 0 0 0 0 0 4,000 0 0 4,000 3,500

Bank Charges 147 147 75 95 580 80 95 75 75 75 75 75 1,594 1,200 AGENDA ITEM #7.3 Board Costs 0 0 Furnishings & Equipment 0 0 Interest Payments 230 230 180 180 180 180 180 180 180 180 180 180 2,260 1,740

Page 2 of 3 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

REACH Huron 2015 Preliminary Budget

Jan 15 Feb 15 Mar 15 Apr 15 May 15 Jun 15 Jul 15 Aug 15 Sep 15 Oct 15 Nov 15 Dec 15 Jan - Dec 15 2014 Budget IT 450 450 450 450 450 450 450 450 450 450 450 450 5,400 5,400 Last year budget Lease - Property 4,167 4,167 4,167 4,167 4,167 4,167 4,167 4,167 4,167 4,167 4,167 4,167 50,000 50,000 Last year budget Legal 50 50 50 50 50 50 50 50 50 50 50 50 600 600 Last year budget Loan Payments 0 20,000 Marketing 12 12 12 12 12 12 34 12 225 12 12 12 375 0 Membership Fees 0 0 0 0 0 0 0 0 0 200 160 156 516 900 Miscellaneous Expenses 150 150 150 150 150 150 150 150 150 150 150 150 1,800 1,800 Last year budget Office Equipment Leases 500 133 133 450 133 133 337 133 133 600 133 133 2,954 3,000 Last year actuals Office Supplies 200 200 200 200 200 200 200 200 200 200 200 200 2,400 2,100 Last year budget + $25/mth Payroll Support 115 377 117 77 77 77 115 77 77 77 77 115 1,374 0 Phone/Internet 893 520 520 545 545 546 546 520 546 546 546 546 6,819 4,900 Postage/Courier 0 0 0 90 0 0 0 90 0 90 0 90 360 600 Professional Development 0 1,500 Property Taxes 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Travel 200 200 200 200 200 200 200 200 200 200 200 200 2,400 2,400 Last year budget Wages 10,130 10,130 10,130 10,130 10,130 10,130 14,713 10,130 10,130 10,130 10,130 14,713 130,728 86,102 Total GENERAL ADMINISTRATION - Exp 17,243 16,765 16,383 16,795 16,873 16,374 21,237 16,433 16,583 21,126 16,529 21,237 213,580 185,742

HERD BARN - Exp Furnishings & Equipment 103 62 25 51 45 365 140 135 120 0 1,046 2,400 2014 Actual Hay/Bedding/Feed 3,800 3,800 3,800 1,898 716 4,351 3,307 3,828 3,300 28,800 20,800 Sept Oct Actual. Jan match Nov Herd Health Professionals 457 509 151 1,075 229 104 135 399 775 200 4,034 2,200 2014 Actual Marketing 0 0 Materials & Supplies 50 50 50 50 50 50 50 50 50 50 50 50 600 600 2014 Budget Outside Services 392 392 1,440 378 828 602 1,960 5,992 0 Wages 4,086 4,086 4,086 4,086 4,086 4,086 5,903 4,086 4,086 4,086 4,086 5,903 52,669 30,050 Total HERD BARN - Exp 8,889 8,390 9,911 6,034 4,338 5,972 6,182 4,605 9,140 8,806 9,461 11,413 93,140 56,050

PROGRAMMING - Exp. Furnishings & Equipment 0 475 Marketing 0 0 Materials & Supplies 0 600 Outside Services 240 240 300 240 0 0 0 0 300 240 240 300 2,100 0 Wages 0 20,327 Total PROGRAMMING - Exp. 240 240 300 240 0 0 0 0 300 240 240 300 2,100 21,402

REACH KIDS - Exp Furnishings & Equipment 0 0

Page 110 of 232 Marketing 0 200 0 0 200 0 0 0 0 0 0 0 400 1,000 Materials & Supplies 0 0 0 0 0 0 700 0 0 0 0 0 700 1,200 Outside Services 0 0 0 0 0 0 1,700 0 0 0 0 0 1,700 0 Wages 0 0 0 0 0 0 4,179 0 0 0 0 0 4,179 8,861 Total REACH KIDS - Exp 0 200 0 0 200 0 6,579 0 0 0 0 0 6,979 11,061 AGENDA ITEM #7.3

Total Expense 40,483 41,084 41,520 36,359 40,745 33,753 47,236 32,786 38,417 41,503 42,621 49,960 486,468 496,459

Net Income (17,510) (17,387) (10,854) (3,643) (28,737) (22,197) (29,283) (25,805) (2,714) (11,419) (16,874) (7,047) (193,471) (195,423) 257,636 Wages

Page 3 of 3 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

10:48 AM Regional Equine & Agricultural Centre of Huron Inc. 01/12/15 Accrual Basis Profit & Loss Budget vs. Actual January through November 2014 TOTAL Nov 14 Budget $ Over Budget YTD Actual 2014 YTD Budget 2014 YTD Vari. 14 YTD Actual 2013

Income EVENTS Admissions 1,225.66 20,450.00 (19,224.34) 27,649.99 57,850.00 (30,200.01) 13333.75 Booth Rentals 0.00 0.00 0.00 0.00 0.00 0.00 530.97 Event Sponsorship 0.00 2,000.00 (2,000.00) 184.00 6,000.00 (5,816.00) 1069.63 Grants 0.00 0.00 0.00 0.00 0.00 0.00 0 Memberships 1,233.63 0.00 1,233.63 2,021.25 0.00 2,021.25 2306.04 Other Revenue 0.00 0.00 0.00 138.68 0.00 138.68 170 Total EVENTS 2,459.29 22,450.00 (19,990.71) 29,993.92 63,850.00 (33,856.08) 17410.39

FACILITIES Advertising 0.00 200.00 (200.00) 0.00 2,200.00 (2,200.00) Arena Rental (INTERNAL) 0 Rent (INTERNAL) 0 Rentals 13,695.97 11,800.00 1,895.97 101,649.46 92,483.50 9,165.96 81975.95 Stall Rentals 61.95 0.00 61.95 21,465.31 18,000.00 3,465.31 15228.93 Total FACILITIES 13,757.92 12,000.00 1,757.92 123,114.77 112,683.50 10,431.27 97204.88

FOOD & BEVERAGE Sales 0.00 300.00 (300.00) 950.92 3,350.00 (2,399.08) 537.9 Total FOOD & BEVERAGE 0.00 300.00 (300.00) 950.92 3,350.00 (2,399.08) 537.9

FUNDRAISING Admissions 0.00 0.00 0.00 0.00 0.00 0.00 0 Donations 0.00 0.00 0.00 12,000.00 13,200.00 (1,200.00) 18200 Page 111 of 232 Total FUNDRAISING 0.00 0.00 0.00 12,000.00 13,200.00 (1,200.00) 18200

GENERAL ADMINISTRATION Advertising Re-imbursement 1500

Grants - Central Huron 16,289.84 16,289.85 (0.01) 183,488.39 179,188.35 4,300.04 185214.25 AGENDA ITEM #7.3 HST Revenue 0.00 0.00 0.00 4,731.42 0.00 4,731.42 3919.58 Management Fee 1,000.00 1,000.00 0.00 11,000.00 11,000.00 0.00 11000 Operation Sponsorship/Donations 0.00 0.00 0.00 0.00 0.00 0.00 0 Other Revenue 896.12 0.00 896.12 3,759.87 0.00 3,759.87 6542.73

Page 1 of 5 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

Sponsorship/Donations 0.00 0.00 0.00 27.50 0.00 27.50 75 Trillium Income 4158.31 Total GENERAL ADMINISTRATION 18,185.96 17,289.85 896.11 203,007.18 190,188.35 12,818.83 212409.87

HERD BARN Horse Board 5,100.00 2,500.00 2,600.00 20,949.17 17,500.00 3,449.17 13850.72 Horse Rentals 3,964.60 3,837.50 127.10 19,419.96 22,612.50 (3,192.54) 16683.79 Horse Sponsorships 0.00 1,500.00 (1,500.00) 0.00 4,500.00 (4,500.00) 0 Total HERD BARN 9,064.60 7,837.50 1,227.10 40,369.13 44,612.50 (4,243.37) 30534.51

PROGRAMMING Education Centre Programming 0.00 1,000.00 (1,000.00) 0.00 2,000.00 (2,000.00) Grants 0.00 0.00 0.00 0.00 0.00 0.00 0 Registration Fees 744.65 700.00 44.65 9,823.55 7,700.00 2,123.55 11520.93 Total PROGRAMMING 744.65 1,700.00 (955.35) 9,823.55 9,700.00 123.55 11520.93

REACH KIDS Grants 0.00 0.00 0.00 2,536.00 0.00 2,536.00 0 Registration Fees 0.00 0.00 0.00 7,317.00 15,600.00 (8,283.00) 12351.01 Total REACH KIDS 0.00 0.00 0.00 9,853.00 15,600.00 (5,747.00) 12351.01

Total Income 44,212.42 61,577.35 (17,364.93) 429,112.47 453,184.35 (24,071.88) 400169.49

Expense EVENTS - Exp Page 112 of 232 Arena Rental (INTERNAL) 0 Furnishings & Equipment 0.00 0.00 0.00 0.00 0.00 0.00 4453.43 Marketing 0.00 1,500.00 (1,500.00) 1,322.84 7,500.00 (6,177.16) 7229.05 Materials & Supplies 36.00 100.00 (64.00) 2,440.00 700.00 1,740.00 3462.03 AGENDA ITEM #7.3 Outside Services 550.00 8,400.00 (7,850.00) 15,202.27 25,000.00 (9,797.73) 4257.55 Wages 3,401.67 2,719.89 681.78 31,585.12 32,246.04 (660.92) 50792.33 Total EVENTS - Exp 3,987.67 12,719.89 (8,732.22) 50,550.23 65,446.04 (14,895.81) 70194.39

Page 2 of 5 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

FACILITIES - Exp Fuel 88.48 180.00 (91.52) 2,216.02 1,650.00 566.02 1677.45 Furnishings & Equipment 674.20 600.00 74.20 8,254.51 6,600.00 1,654.51 9456.58 Grounds Maintenance 0.00 332.15 665 Insurance 0.00 0.00 0.00 6,825.84 10,300.00 (3,474.16) 0 Janitorial 540.16 200.00 340.16 3,258.45 2,700.00 558.45 3572.35 Marketing 0.00 150.00 (150.00) 0.00 1,650.00 (1,650.00) 703.65 Materials & Supplies 20.78 0.00 20.78 207.70 0.00 207.70 876.89 R&M Building 3,866.91 1,200.00 2,666.91 19,784.96 13,200.00 6,584.96 17003.88 R&M Equipment 60.00 100.00 (40.00) 2,600.23 1,100.00 1,500.23 1253.52 Stall Expense 197.11 Utilities 3,699.66 3,200.00 499.66 30,038.15 34,600.00 (4,561.85) 31207.75 Wages 5,525.70 5,867.09 (341.39) 54,413.13 69,620.39 (15,207.26) 62645.28

Total FACILITIES - Exp 14,475.89 11,497.09 2,978.80 127,931.14 141,420.39 (13,489.25) 129259.46

FOOD & BEVERAGE - Exp Furnishings & Equipment 0.00 25.00 (25.00) 0.00 275.00 (275.00) 133.16 Marketing 0.00 0.00 0.00 0.00 0.00 0.00 0 Materials & Supplies 0.00 0.00 0.00 863.63 0.00 863.63 577.62 Wages 0.00 0.00 0.00 0.00 0.00 0.00 413.91

Total FOOD & BEVERAGE - Exp 0.00 25.00 (25.00) 863.63 275.00 588.63 1124.69 Page 113 of 232 FUNDRAISING - Exp Furnishings & Equipment 0.00 0.00 0.00 0.00 0.00 0.00 Marketing 0.00 0.00 0.00 0.00 0.00 0.00 0 Materials & Supplies 0.00 0.00 0.00 0.00 0.00 0.00 0 AGENDA ITEM #7.3 Outside Services 0.00 0.00 0.00 0.00 0.00 0.00 Wages 0.00 0.00 0.00 0.00 0.00 0.00

Total FUNDRAISING - Exp 0.00 0.00 0.00 0.00 0.00 0.00 0

Page 3 of 5 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

GENERAL ADMINISTRATION - Exp Accounting 0.00 0.00 0.00 779.52 0.00 779.52 872.2 Audit 0.00 0.00 0.00 3,202.35 3,500.00 (297.65) 3781.09 Bank Charges 150.78 100.00 50.78 2,790.17 1,100.00 1,690.17 4379.73 Board Costs 0.00 0.00 0.00 115.63 0.00 115.63 Furnishings & Equipment 0.00 0.00 0.00 0.00 0.00 0.00 0 HST Audit Expense 1153.01 Interest Payments 150.73 100.00 50.73 2,107.70 1,650.00 457.70 Insurance 9115.8 IT 0.00 450.00 (450.00) 1,600.41 4,950.00 (3,349.59) 3315.93 Lease - Property 4,166.67 4,166.66 0.01 45,833.37 45,833.34 0.03 45833.35 Legal 0.00 50.00 (50.00) 0.00 550.00 (550.00) 0 Loan Payments 0.00 1,666.67 (1,666.67) 0.00 18,333.34 (18,333.34) Marketing 140.03 0.00 140.03 1,292.63 0.00 1,292.63 4999.56 Membership Fees 0.00 75.00 (75.00) 325.00 825.00 (500.00) 155.9 Miscellaneous Expenses 528.60 150.00 378.60 1,114.08 1,650.00 (535.92) 0 Office Equipment Leases 133.34 250.00 (116.66) 2,607.72 2,750.00 (142.28) 2570.81 Office Supplies 199.52 175.00 24.52 2,418.96 1,925.00 493.96 2870.1 Payroll Support 74.48 0.00 74.48 1,141.28 0.00 1,141.28 1247.75 Phone/Internet 806.76 400.00 406.76 5,362.04 4,500.00 862.04 6308.93 Postage/Courier 88.35 50.00 38.35 283.03 550.00 (266.97) 267.64 Professional Development 0.00 0.00 0.00 63.40 1,500.00 (1,436.60) 131.73

Page 114 of 232 Rent (INTERNAL) 0 Property Taxes 0.00 0.00 0.00 0.00 0.00 0.00

Travel 142.10 200.00 (57.90) 1,598.78 2,200.00 (601.22) 1748.81

Utilities 7838.53 AGENDA ITEM #7.3 Wages 6,619.75 6,012.86 606.89 89,663.61 80,089.48 9,574.13 117361.64

Total GENERAL ADMINISTRATION - Exp 13,201.11 13,846.19 (645.08) 162,299.68 171,906.16 (9,606.48) 213952.51

Page 4 of 5 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

HERD BARN - Exp Furnishings & Equipment 130.91 200.00 (69.09) 1,057.17 2,200.00 (1,142.83) 719.24 Hay/Bedding/Feed 3,828.16 2,400.00 1,428.16 23,551.09 18,400.00 5,151.09 23892.44 Herd Health Professionals 774.85 0.00 774.85 3,833.93 1,975.00 1,858.93 4632.86 Marketing 0.00 0.00 0.00 0.00 0.00 0.00 Materials & Supplies 7.27 50.00 (42.73) 282.99 550.00 (267.01) 2135.84 Outside Services 602.71 0.00 602.71 3,668.78 0.00 3,668.78 487.61 Wages 2,607.68 2,311.56 296.12 28,583.69 27,738.70 844.99 32828.28 Total HERD BARN - Exp 7,951.58 4,961.56 2,990.02 60,977.65 50,863.70 10,113.95 64696.27

PROGRAMMING - Exp. Arena Rental (INTERNAL) 0 Furnishings & Equipment 0.00 25.00 (25.00) 0.00 450.00 (450.00) 0 Horse Rental (INTERNAL) 0 Marketing 0.00 0.00 0.00 0.00 0.00 0.00 246.85 Materials & Supplies 0.00 50.00 (50.00) 0.00 550.00 (550.00) 72.01 Outside Services 441.32 0.00 441.32 2,642.32 0.00 2,642.32 3178.65 Wages 2,234.56 1,778.92 455.64 20,058.22 18,548.04 1,510.18 18511.55 Total PROGRAMMING - Exp. 2,675.88 1,853.92 821.96 22,700.54 19,548.04 3,152.50 22009.06

REACH KIDS - Exp Furnishings & Equipment 0.00 0.00 0.00 0.00 0.00 0.00 Page 115 of 232 Marketing 0.00 0.00 0.00 380.30 1,000.00 (619.70) 0 Materials & Supplies 0.00 0.00 0.00 759.98 1,200.00 (440.02) 1513.58 Outside Services 0.00 0.00 0.00 1,784.00 0.00 1,784.00 3176.25 Wages 0.00 0.00 0.00 6,214.54 8,861.00 (2,646.46) 2966.25 Total REACH KIDS - Exp 0.00 0.00 0.00 9,138.82 11,061.00 (1,922.18) 7656.08 AGENDA ITEM #7.3

Total Expense 42,292.13 44,903.65 (2,611.52) 434,461.69 460,520.33 (26,058.64) 508892.46

Net Income 1,920.29 16,673.70 (14,753.41) (5,349.22) (7,335.98) 1,986.76 (108722.97)

Page 5 of 5 Regional Equine & Agricultural Centre of Huron (REACH) (Coun...

REACH Huron Profit & Loss Budget vs. Actual January through November 2014

YTD Actual YTD Budget YTD Variance YTD Actual November 2014 2014 2014 14 2013 INCOME SUMMARY Actual Budget Variance MCH Grant 16,290 16,290 (0) 183,488 179,188 4,300 185,214 Donations/Sponsorship/Fundraising/Grants 0 3,500 (3,500) 14,748 23,700 (8,953) 19,345 Management Fee 1,000 1,000 0 11,000 11,000 0 11,000 Rentals 23,719 18,338 5,381 171,975 152,796 19,179 144,391 Program/Event Registration 3,204 22,150 (18,946) 46,950 83,150 (36,200) 39,682 F&B Sales 0 300 (300) 951 3,350 (2,399) 538 TOTAL INCOME 44,212 61,577 (17,365) 429,112 453,184 (24,072) 400,169

EXPENSE SUMMARY Wages & Benefits 20,389 18,690 1,699 230,518 237,104 (6,585) 285,519 General Administration 939 3,067 (2,127) 15,832 35,783 (19,952) 18,714 Program/Event Supplies and materials 6,900 11,400 (4,500) 57,200 52,950 4,250 52,692 Insurance 0 0 0 6,826 10,300 (3,474) 9,116 Marketing 140 1,650 (1,510) 2,996 10,150 (7,154) 13,179 Repairs & Maintenance 5,162 2,100 3,062 34,438 23,600 10,838 33,025 Utilities/Telephone/Internet 4,595 3,780 815 37,616 40,750 (3,134) 47,033 Facility Lease 4,167 4,167 0 45,833 45,833 0 45,833 Legal & Audit 0 50 (50) 3,202 4,050 (848) 3,781 TOTAL EXPENSES 42,292 44,904 (2,612) 434,462 460,520 (26,059) 508,892 Page 116 of 232

NET PROFIT 1,920 16,674 (14,753) (5,349) (7,336) 1,987 (108,723) AGENDA ITEM #7.3 AGENDA ITEM #7.3

Explanations of Overages/Shortages November 2014 Financial Summary

REVENUES

Donations/Sponsorship – Short $3,500  2 clinics were put in the November budget, which showed a sponsorship of $2,000. The clinics were not scheduled.  Horse Sponsorships were put into the budget, but REACH is not operating a horse sponsorship program.

Rentals – Over $5,300  There are more students registered in the PHHC program than anticipated, and we have a larger number of student boarders than projected.

Program/Event Registration – Short $19,000  There were 2 large clinics in the budget, but they were not scheduled.

F&B Sales – Short $300  The caterer’s kitchen rental fee was budgeted under F&B Sales, but gets accounted for as Facility Rental.

EXPENSES

Program/Event Supplies & Materials – Down $4,500  2 clinics budgeted for, were not scheduled, so there was less expenses incurred, and less revenue.  Hay/Bedding & Feed supplies was over budget, as we have more horses here than budgeted for. This counteracted the above statement.

Repairs & Maintenance – Over $3,000  Yearly fire alarm and sprinkler inspections was not budgeted for, $2,000.  Signed up for a maintenance program for all gas heaters, refrigerators and furnaces. In the past regular maintenance was not performed.

Regional Equine & Agricultural Centre of Huron (REACH) (Coun... Page 117 of 232 AGENDA ITEM #8.1

MONTHLY ROAD DEPARTMENT REPORT Committee of the Whole

February 9, 2015

Highlights for Previous Month:

 Had a meeting with M.N.R. over obtaining a wayside permit for Lot 30 con 11 and meeting with Bob Gibson Consulting services to help with the preparations to complete the application.  H-110 Bridge is out for tender and will close on February 20, 2015 at noon with results to follow  Expected delivery date of the three new pickups is expected March 25, 2015.  Prepared a summary for the use of salt and sand in Central Huron

Salt Management:

We use less then 500 tonnes of salt per year which does not require us to have a salt plan registered. We buy and mix 4500 tonnes of screened sand and mix with 450 tonnes of salt and store it at the two rural sheds. It has always been the practice to buy cleaner sand that will work in the sidewalk equipment as well has less silts that impact the Cold Water stream that outlets most of the Town . Almost 50% of the sand and salt that is mixed at the Londesboro shop is used in the town of Clinton on the streets and sidewalks. We have tried pre wetting the sand while filling the sheds and have not been successful due to the sand being screened.

Scheduled Highlights for Upcoming Month:

Outstanding Issues and Project List:

Monthly Road Department Report Page 118 of 232 AGENDA ITEM #8.2

MONTHLY FOREMAN’S REPORT Foreman’s Manager Meeting February 3, 2015

In attendance: Randy Marriage, Jason Cox, Doug Dolmage, Tom Sinclair, Sheryl Moran, Rick Pickett, Adam Wilson, Ian Koetsier

Tom Sinclair:

• Handed out Capital Budget Recommendations for 2015, Budget not finalized untill April of 2015 • John Street Construction – C of A’s complete and sent away just waiting for approvals, met with Erie Thames to get their drawings so that new Hydro Ducts that need to be installed can be put in the John Street tender. This will hopefully eliminate the problem that was had on the last Construction job on East Street. • “Half load sign ” to be ordered for the department to meet with new regulations for half load season.

Rick Pickett

• The oil cooler in the 1995 Champion grader had to be replaced and at the time of replacing the cooler the Radiator was taking to Elliotts to be cleaned and repaired.

Doug Dolmage:

• Busy doing maintenance on the municipal building, including servicing garage doors • Electric heater at the Works Centre – repair in progress.

Ian Koetsier:

• Asked Tom about the Well on Sunset Lane , whether we should service it. Tom and Ian will have a site visit today

Adam Wilson:

• Asked Tom about the Truck replacements - Ian’s truck will be going to facilities and Craig’s to the Cemetery. Tom would like the box left on. This will happen the end of March once the new trucks arrive.

Foreman's Manager Meeting - February 3, 2015 Page 119 of 232 AGENDA ITEM #9.4

January 28, 2015

Municipality of Central Huron PO Box 400 Clinton, ON N0M 1L0

Attention: Mayor Ginn and Members of Council

Dear Mayor Ginn:

Re: Moving Ahead with Restructuring in 2015

On July 21, 2014, we made a presentation to Council that outlined our plans for restructuring and strengthening our core services. In 2015, we plan to continue with these changes.

Over the past year, we have strengthened our Flood and Erosion Safety Services so that all our member municipalities have access to:

1. a flood forecast system that provides adequate warning to municipal flood emergency response coordinators along with technical support during a flood event; 2. technical support and training to develop appropriate flood and erosion emergency response plans; 3. flood progression mapping that outlines how a major flood event will affect their flood damage centres; 4. Development and Watercourse Alteration Regulation policies and procedures that are consistent with municipal land use and development policies, as well as timely review and comment on applications in hazardous areas.

We have also strengthened our Watershed Stewardship Services so that municipalities and landowners have the technical support they need to develop and implement appropriate soil and water conservation systems. The changes that we are making will improve our expertise in soil and water conservation, reforestation, rural storm water management as well as outreach and education.

For example, we have contracted out our tree planting service enabling Authority staff to focus on working with landowners to develop more reforestation projects. This approach worked well in 2014 and we were able to increase the number of reforestation projects from previous years.

In order to strengthen Flood and Erosion Safety Services and Watershed Stewardship Services we are making major changes to our Conservation Areas Services including:

1. moving ahead with plans to try and find someone to lease the Falls Reserve campground; 2. reducing maintenance costs associated with grass cutting at our Conservation Areas; 3. looking for a use for surplus infrastructure such as the mills in Gorrie and Brussels.

Maitland Valley Conservation Authority (Councillor Lobb) Page 120 of 232 AGENDA ITEM #9.4

The enclosed newsletter outlines additional changes planned for 2015.

We are moving forward with our plan to stabilize the MVCA’s financial base while limiting levy increases to a maximum of $58,000 a year over the next three years. Efforts are underway to raise additional stable revenue through increases in fee-based services such as reforestation. The MVCA is also pursuing service delivery agreements with community, County, Provincial and Federal partners.

We are also planning to reduce the amount of equipment and infrastructure that we own and maintain.

The MVCA’s Board has developed a draft budget for 2015. The total budget for 2015 is $2,930,836. A copy of the proposed levy schedule is located in the newsletter. The Municipality of Central Huron’s share of the 2015 levy is $129,041.

We have not included the special levy for the Lake Huron Centre for Coastal Conservation this year as we have recommended that they approach the lakeshore municipalities directly for this funding starting in 2015.

The Board of Directors for the MVCA plans to vote on the budget on Wednesday March 18, 2015. If you have any comments or concerns related to the 2015 priorities and/or budget, please forward them to your Director and Phil Beard, General Manager-Secretary Treasurer, by March 4, 2015.

In closing, I would like to thank Council for their support in 2014 and we look forward to working with you in 2015.

Yours sincerely,

Deb Shewfelt, Chair Maitland Valley Conservation Authority

Maitland Valley Conservation Authority (Councillor Lobb) Page 121 of 232 AGENDA ITEM #9.4

2015 Who We Are n Conservation Authorities are jointly managed by the municipalities in the watershed. n Conservation Authorities are established by the provincial government at the request of municipalities. n The Maitland Valley Conservation Authority (MVCA) is leading the way in The activities of the MVCA are driven by local municipalities, landowners and efforts to protect and enhance water, forests and soils in the Maitland and community organizations. We are Nine Mile River watersheds. committed to providing effective The MVCA is in the second year of a restructuring process intended to focus community-based conservation services our services on the impacts of a rapidly changing climate. To meet this goal in a cost efficient manner. we are: Priorities for 2015 § Strengthening Flood and Erosion Safety Services to help municipalities reduce the potential for loss of life, property damage and social disruption Flood and Erosion Safety Services due to the increased potential for flooding, as well as bluff and gully § Re-establish the shoreline working group erosion along the Lake Huron shoreline. Several thousand people live to review and update policies on shore and work in flood-prone areas across the watershed. These areas protection represent $176 million dollars worth of tax assessment. Along the § Assist with municipal flood emergency shoreline there is over $366 million dollars worth of land and development response training in areas prone to bluff erosion, with an additional 2,000 acres of land at § Year 1 of Harriston hydrology project risk from gully erosion worth close to $90 million dollars. § Provide 24-hour-a-day monitoring of flood § Strengthening Watershed Stewardship Services to assist municipalities forecasting gauges and maintenance of and landowners reduce the potential for soil erosion, nutrient loss, and gauging equipment damage to drainage and road infrastructure located in vulnerable areas. § Preventative maintenance on the Listowel There are over 470,000 acres of prime agricultural land in the Maitland Conduit and downstream channel and Nine watersheds worth almost $4.7 billion dollars. Watershed Stewardship Services § Working to develop a stable financial base to provide the support § Increase the number of trees planted to municipalities and landowners need to develop a more resilient and over 53,000 seedlings and 4,100 large prosperous watershed. stock trees § Provide technical assistance to improve soil health and promote rural stormwater management. Complete over 20 erosion control projects. § Undertake environmental monitoring, analysis and reporting across the watershed and for targeted projects § Increase the number of Clean Water Projects completed and implement new grant categories § Implement restoration projects in targeted areas, promote MVCA stewardship services and deliver education programs that include stewardship actions Conservation Area Services - the MVCA 2015 Draft Levy Schedule owns and manages 4,600 acres including wetlands, floodplains and river valley areas § Leasing of campground operations at Falls Reserve Conservation Area § Complete planting of a low maintenance turf mixture at Gorrie Conservation Area to reduce grass cutting § Reforesting marginal agricultural land at Morris Hill Forest Tract and Lake Wawanosh Conservation Area Corporate Services - leadership, governance and administration of the MVCA § Updating financial forecast and work plan for MVCA services, infrastructure and equipment for 2016-2018.

Contact us for information: Maitland Valley Conservation Authority Box 127, Wroxeter ON N0G 2X0 [t] 519-335-3557 [e] [email protected] [w] www.mvca.on.ca or contact your MVCA Municipal Director

Ice break up, April 2014

Maitland Valley Conservation Authority (Councillor Lobb) Page 122 of 232 AGENDA ITEM #9.4

Maitland Valley Conservation Authority (Councillor Lobb) Page 123 of 232 AGENDA ITEM #9.4

Maitland Valley Conservation Authority (Councillor Lobb) Page 124 of 232 AGENDA ITEM #9.4

Maitland Valley Conservation Authority (Councillor Lobb) Page 125 of 232 AGENDA ITEM #9.5

Multi-Municipal Wind Turbine Working Group

Thursday, December 11, 2014 at 7:00 p.m. Chesley Fire Hall 211 1st Ave N, Chesley Chesley, Ontario

MINUTES

A meeting of the Multi Municipal Wind Turbine Working Group was held on Thursday, December 11, 2014 at the Chesley Fire Hall.

The following Members of the Group were present: Name Municipality Position Mark Davis Arran-Elderslie Deputy Mayor (Chair) Keith Stelling Arran-Elderslie Appointed Citizen Dave Roy Bluewater Councillor Alex Westerhout Central Huron Councillor Scott Mackey Chatsworth Deputy Mayor Elizabeth Thompson Chatsworth Councillor Tony Clark Chatsworth Appointed Citizen Linda Weatherhead Northern Bruce Peninsula Appointed Citizen

The following members of Staff were present: Teresa Gowan Arran-Elderslie Secretary Bill Palmer Saugeen Shores Technical Advisor

Others in attendance were:

Steve Adams Brockton, new member - pending Resolution Dean Leifso Brockton, new member - pending Resolution Anita Frayne Ashfield-Colborne-Wawanosh Shawn Drennan Ashfield-Colborne-Wawanosh Bonnie Roy Bluewater Warren Howard North Perth Shirley Teasdale Northern Bruce Peninsula Ken Teasdale Northern Bruce Peninsula Jean Cechovsky Arran-Elderslie Sheldon Weatherhead Northern Bruce Peninsula Joseph Leung Meaford André den Tandt Meaford Patti Kellar Bluewater Daryl Hemingway Central Huron Dave Hemingway Central Huron Lorrie Gillis Grey Highlands

Page 1 of 6 Multi-Municipal Wind Turbines Working Group Meeting Minutes December 11, 2014

Multi-Municipal Wind Turbine Working Group (Councillors Metz... Page 126 of 232 AGENDA ITEM #9.5

INTRODUCTION OF NEW MEMBERS AND WELCOME TO COMMITTEE

Mark Davis, the Chair of the Multi-Municipal Wind Turbine Working Group welcomed the newly appointed municipal members to the Committee and requested that existing members introduce the new members to the existing members in attendance. Mark Davis noted that we are down in numbers this evening due to the inclement weather in some areas and the Ontario West Conference that some members will be attending in London tomorrow morning.

1. ADOPTION OF THE REVISED AGENDA Moved by: Dave Roy Seconded by: Keith Stelling That the Revised Agenda for the Multi-Municipal Wind Turbines Working Group meeting of December 11, 2014 be received and adopted as distributed by the Recording Secretary and amended at meeting. Carried

2. DECLARATION OF PECUNIARY INTERESTS: No disclosures of pecuniary interests were made by the Committee.

3. APPROVAL OF MINUTES Moved by: Dave Roy Seconded by: Keith Stelling That the Multi-Municipal Wind Turbines Working Group adopt the minutes of the last Committee Meeting held November 13th, 2014, which included a revision to Item 7.6, as circulated. Carried 4. DELEGATIONS 4.1 Warren Howard discussed the OPA contract terms that have been posted for comment. There have been a series of documents posted on the website. The OPA is asking for comments until December 19, 2014. Warren Howard provided some suggested items to help Councils, elected officials and community groups to send in with their comments.

4.2 Warren Howard provided a brief update on the Ostrander appeal. Warren spent a couple of days at Osgoode Hall in Toronto where the Ostrander appeal was being heard. Warren Howard stated that the issue of how the wind energy projects would affect the local turtle population was discussed at length.

4.3 Warren Howard spoke about 2 reports on the Health Canada Study. Warren stated that there has been peer review of the Health Canada Study organized by WCO. The Health Canada Study has flaws that produce different results for questions related to the past 30 days (August) compared with questions about experiences across a full year. Since wind is higher in spring and fall and little wind in the summer, people who have problems in the spring and fall may not be exposed to the same level of wind noise in the summer. The questions that found no Page 2 of 6 Multi-Municipal Wind Turbines Working Group Meeting Minutes December 11, 2014

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problem with wind turbine nose generally dealt with the 30 day time frame while the questions where problems were identified covered a full year.

There was a Wind Concerns report that Warren sent out on November 25, 2014 that dealt with the conflict between the results from different parts of the study. Wind Concerns Ontario sent out a second report on Dec 3, 2014 which focuses on Health Canada findings that the Ontario setback of 550 meters is not sufficient to protect residents' health. The Health Canada findings suggest that a 1300 meter setback from residences is required. The Committee discussed these reports and the suggested setback figures. Members voiced concerns that the 1300 meter setback is not sufficient when some residents are affected by wind turbines at farther distances than 1300 meters.

4.4 Warren Howard advised that the wind energy project in North Perth the FIT contract has been cancelled by mutual agreement. Invergy is having the Leaseholders sign Lease Termination Agreements.

5. BUSINESS ARISING FROM THE MINUTES 5.1 Further discussion regarding "best practices" brought forward from the November meeting. Mark Davis stated that Stewart Halliday is in charge of the "best practices" issue and since Stewart Halliday is not in attendance at this meeting, this matter will be deferred to the January meeting.

5.2 Update from Keith Stelling regarding letter to the Federal Minister of Health and Letter to Editors concerning the Health Canada Study. Various members of the Committee commented to Mark Davis and Keith Stelling that the letter sent to the Federal Minister of Health and to the editors of papers was a great letter and well worded. Keith thanked the Committee for their comments and stated that there was a team involved, Keith composed the letter together with a proofreader, and Mark Davis reviewed and signed the letters and the Recording Secretary mailed the original letters to the Prime Minister and the Federal Minister of Health and emailed copies to the cc's listed in the letter and also emailed the Letter to the Editor to various newspapers and publications. Mark Davis stated that he has been contacted from the Owen Sound Sun Times and some other publications regarding the letter.

5.3 Email correspondence received from Ginny Stewart, read by Lorrie Gillis, and added as a Schedule to these Minutes.

6. NEW BUSINESS 6.1 Screening of TVO documentary "Big Wind" presented by Dave Hemingway. Dave Hemingway thanked the Multi-Municipal Wind Turbine Working Group for allowing the film makers to attend previous meetings of the Committee and noted that members may see themselves in the Page 3 of 6 Multi-Municipal Wind Turbines Working Group Meeting Minutes December 11, 2014

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documentary. Dave's son, Daryl Hemingway, was one of the people involved in creating the documentary and getting TVO to back the project. All the money for the documentary came from Document funding sources and not from any Community Industrial Wind Turbine groups or anti-wind groups. This is the fourth documentary on industrial wind turbines. Some of previous documentaries have been "Wind Fall"; "Wind Rush"; and "Down Wind." This documentary is planned to be aired on the TVO television station in March 2015, however Dave said that the producers have given permission to show the documentary to select several audiences but to also advise TVO where it has been shown. The 70 minute documentary was then shown to the members and non- members in attendance.

The documentary was well received by the group and very positive feedback was given. Dave Hemingway thanked Shawn and Trish Drennan for their ongoing fight against IWTs and for their appearance in the documentary. Dave Hemingway's son, Daryl was in attendance and the Committee thanked Daryl Hemingway for his excellent work with this project.

6.2 Update on Charter Challenge court case from Dave Hemingway and Shawn Drennan. Shawn Drennan stated that they had four days in Divisional Court and Shawn stated that we wanted the wind company to stop putting up turbines until the Health Study came out. We know people are getting sick, we just don't know why they are getting sick. Right now we need to prove serious harm to health. Shawn said that when the judgment is determined, they could send us back to ERT, they could tell the Government that they have to rework the legislation, or they could rewrite three types of law. The Government lawyers were not as effective as our lawyers and the Judge was not sympathetic to the Government lawyers. Justice Brown did significant background research prior to the court case and stated that each ERT is to confirm that there's no serious health effects before a project goes forth and Shawn said that hasn't happened since the Ostrander case. Both Shawn Drennan and Dave Hemingway stated that is was a very interesting, and very expensive four days in court. Julian Falconer's reply to the Judges on the last day was that everyone has a right to be safe in their own homes. Shawn stated that we are asking for a stay for the K2 wind energy project or for the K2 project not to go operational. A decision could take up to six months. This was the first test case and the judiciary is saying that this is a public interest case.

On the first day of the appeal, intervenor status in support of the appellants was requested by the County of Lambton and a Community Coalition of fourteen different groups from across the province. Each community group paid their share toward the costs to have their own representation as intervenors and Lambton County provided up to $60,000 in funding to assist in legal costs. Also Lambton County made all Page 4 of 6 Multi-Municipal Wind Turbines Working Group Meeting Minutes December 11, 2014

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appellants honorary citizen of Lambton County. Dave Hemingway said we have County and Community interveners and are missing Municipal Councils’ financial support of the Charter Challenge as interveners or as financial contributors. We recognize individual councilors have supported the legal case financially but only a few financially as a council. We would like to see 10 - 15 municipal councils to be intervenors going forward. Dave said it doesn't have to be a lot of money but we can't depend on Shawn and Trish Drennan their neighbours and several community groups to fund this legal process alone since it cold affect all residents of Ontario.

Mark Davis said that we could discuss this in January. Mark asked Dave Hemingway if he would like to bring a proposal to the January meeting asking for a specific amount of funding from councils then that could be taken to each individual council by the municipal members.

7. FOR INFORMATION 7.1 Mark Davis reminded the Committee that at the January meeting there will be an election for the new Chair and Vice-Chair of the meeting. There still have been municipalities who have not appointed new members to the Committee, hopefully we will have more members attending the January meeting for the election.

7.2 Joseph Leung presented the Committee members with a paper prepared by Iler Campbell, LLP, Barristers and Solicitors in August 2011 regarding Intervenor Funding and Access to Environmental Justice: Time for Political Parties to revisit this issue? Joseph suggested that municipal members could have their lawyers review the article and a further discussion could occur at the January meeting.

7.3 Keith Stelling circulated an email to the municipal members which was a letter to the Bruce County Warden Bruce County Council regarding the proposal to remove locally significant wetlands in Bruce County from protection under the Bruce County Official Plan. Both Keith Stelling and Shirley Teasdale spoke to the Committee about the need for Bruce County to continue to protect locally significant wetlands in Bruce County as there are several wetlands on the Peninsula that have been signed to pre-leases to wind turbine developers and the cumulative impact of IWTs on bird and bat populations have not been properly examined. The letter urges Bruce County to block the proposal.

8. DATE AND LOCATION OF NEXT COMMITTEE MEETING The next meeting date is scheduled for Thursday, January 8, 2014, at 7:00 p.m. at the Chesley Fire Hall, 211 1st Ave. N., Chesley.

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9. RESOLUTION TO MOVE INTO CLOSED SESSION AND GENERAL NATURE THEREOF (includes appointed Councillor(s) and citizen appointee) Not Required

10. RESOLUTION TO RECONVENE IN OPEN SESSION Not Required

11. ADOPTION OF RECOMMENDATIONS ARISING FROM CLOSED SESSION (if any) None

12. ADJOURNMENT Moved by: Keith Stelling Seconded by: Dave Roy That the meeting be adjourned to the call of the Chair. The meeting was adjourned at 9:22 p.m. Carried

Original Signed by Original Signed by ______Mark Davis, Chair Teresa Gowan, Recording Secretary

Page 6 of 6 Multi-Municipal Wind Turbines Working Group Meeting Minutes December 11, 2014

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NEW MEMBERS OF THE MMWTWG for Council term Dec 1, 2014 to November 30, 2018 Resolutions appointing New Members Municipality Arran-Elderslie Mark Davis, Deputy Mayor Resolution 22-474-2014 passed Dec 1, 2014 Steve Hammell, Councillor Resolution 22-474-2014 passed Dec 1, 2014 Keith Stelling, Appointed Citizen Resolution 22-474-2014 passed Dec 1, 2014 Doug Bell,Councillor (Alternate) Resolution 22-474-2014 passed Dec 1, 2014 Bluewater Bluewater will appoint members on Dec 15, 2014 email sent Jan 2, 2015 asking for Resolution Clerk advised Dave Roy will remain as appointee Brockton Steve Adams, Councillor By-law 2014-105 passed Dec 22, 2014 Dean Leifso, Councillor By-law 2014-105 passed Dec 22, 2014 Ian Gibbons, Appointed Citizen By-law 2014-105 passed Dec 22, 2014 Central Huron Alex Westerhout, Councillor Resolution By-law 66-2014 passed Dec 1, 2014 Burkhard Metzger, Councillor (Alternate) Resolution By-law 66-2014 passed Dec 1, 2014 Chatsworth Scott Mackey, Deputy Mayor Resolution 348 passed Dec 3, 2014 Elizabeth Thompson, Councillor Resolution 348 passed Dec 3, 2014 Shawn Greig, Councillor (Alternate) Resolution 348 passed Dec 3, 2014 Tony Clark, Appointed Citizen was not included in Resolution Georgian Bluffs Dwight Burley, Deputy Mayor By-law 86-2014 passed Dec 17, 2014 Carol Barfoot, Councillor By-law 86-2014 passed Dec 17, 2014 they have to advertise for a citizen representative Clerk advised by email on Jan 5, 2015 Grey Highlands Paul McQueen, Mayor By-law 2014-91 passed Dec 15, 2014 Stewart Halliday, Deputy Mayor By-law 2014-91 passed Dec 15, 2014 they have to advertise for a citizen representative Clerk advised by email on Jan 12, 2015 No appts have been made for the 2014-2019 term yet that once completed a copy wil be forwarded Huron-Kinloss Wilf Gamble, Deputy Mayor By-law 2014-132 passed Dec 15, 2014 Don Murray, Councillor By-law 2014-132 passed Dec 15, 2014 Mitch Twolan, Mayor (alternate) By-law 2014-132 passed Dec 15, 2014 Kincardine Linda McKee, Councillor By-law No. 2015-009 passed Jan 21, 2015 Page 133 of 232 Randy Roppel, Councillor By-law No. 2015-009 passed Jan 21, 2015 citizen member to be appointed in February email from Deputy Clerk on Jan 23, 2015 Northern Bruce Peninsula Patricia Greig, Deputy Mayor appointments will be in Dec 22 minutes Tom Boyle, Councillor appointments will be in Dec 22 minutes Milt McIver, Mayor (Alternate) appointments will be in Dec 22 minutes AGENDA ITEM #9.5 Linda Weatherhead, Appointed Citizen appointed in Minutes 14-26 dated Dec 8, 2014 West Grey Bev Cutting, Councillor Resolution 81-2014 passed Dec 1, 2014 Carol Lawrence, Councillor Resolution 81-2014 passed Dec 1, 2014 Rob Thompson, Councillor (alternate) Resolution 81-2014 passed Dec 1, 2014

Page 1 of 1 AGENDA ITEM #9.7

MONTHLY NWMO REPORT Administration Department

Committee of the Whole Report

February 4, 2015

Introduction

NWMO, as of this point in the preliminary assessment phase in the site selection process is just about becoming informed and educated about the Adaptive Phase Management, this is the main focus of the NWMO and myself. Below will discuss items that have been completed, items the NWMO is working on and what’s happening in the next few months.

Nuclear Waste Management Organization

In early January we began working on developing a Volunteer Application, Media Release and an Advertisement for the Open House, also started to gather quotes from local caterers for the Open House. All of which will be applied after the Open House to ensure that the community has the chance to educate themselves along with becoming informed on their own agenda.

The NWMO is looking for a location to rent a storefront location which will have a similar set up to the Open House except on a smaller scale, this will help people from the community to visit on their own time and help become educated on Adaptive Phase Management.

In the next few months there will be some new items on the NWMO’s agenda, first of which will include the Open House in April, the date is still being determined, as well as, the first step in the site selection process which are the dialogs, which, Andy a member of the NWMO will be conducting an analysis of the community’s knowledge and willingness to host the deep geological repository.

Page 1 of 1

Nuclear Waste Management Organization Monthly Report Page 134 of 232 AGENDA ITEM #10.1

MONTHLY DEPARTMENT REPORT Administration Department

Committee of the Whole Report

February 9, 2015

Highlights for Previous Month:

REACH – Strategic Plan

Strategic Equine has been contracted to complete the REACH Strategic Plan. The scope of this work is as follows;

“The selected consultant will work with REACH, Municipal Council and the Community to create a new strategic plan with contains long range components (eg. vision, mission, values), medium term components (objectives and priorities) and short term components (action plans). Performance measures must be a feature of the final plan recommendation.”

There will be numerous opportunities for public input as well as one on one conversations with the consultant, Vel Evans. A meeting for Council and staff has been scheduled for February 12th, 2016 at REACH. A media release has been drafted and sent to the newspapers and radio agencies. Advertisements for the public meetings will run in two weeks in the newspaper and was also included on the weekly email blast, Facebook, Twitter, Municipal website and REACH communications.

Huron County Employment Land Strategy

Huron County is currently undergoing an Employment Land Strategy. A meeting was scheduled for the CAO’s of each Municipality as a project kick off meeting. This will be a County wide initiative to discover the Industrial Land in the area.

Alice Munro Labour Market Partnership

Merilyn Simonds has conducted numerous stakeholder interviews, investigated various locations, developed a review of similar literary festivals in Canada and around the world and facilitated a workshop with the Festival Committee to develop ways of moving forward that are true to the founding principles of the Festival. A final report will be presented to Council once the steering committee has reviewed it.

Blue Rhino did facilitate a workshop in late October to explore what a museum focused on the work of Alice Munro might look like in the community. In addition, they are gathering data from a variety of sources to help determine what type of exhibits and programming would best support the museum. Blue Rhino were visiting areas within the Municipality for possible sites for a museum and to view what other assets the partnering Municipalities have which could assist in the development of the museum initiative.

The Letter M group is working on the International Tourism project and will connect with the Committee at a later date. The Digital Literacy and Literacy Programming projects will commence in the New Year.

Municipality of Bluewater Servicing Partnership

Met with Municipality of Bluewater and BM Ross to discuss the treatment plant. BM Ross will be drafting a MOU for both Councils to review. The MOU will lay out the responsibility of each Municipality regarding improvements, servicing and communication. BM Ross will also be presenting their findings on capacity with this Council.

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CAO Monthly Report (CAO Peggy Van Mierlo-West) Page 135 of 232 AGENDA ITEM #10.1

Feasibility Study

GS Consulting will be submitting the feasibility study for the first Council meeting in March. The deadline for submission of the report to Trillium is March 31st, 2015. Members of the steering committee sat in on a telephone conversation with Trillium to discuss their thought on the draft report. These comments will be implemented into the report.

Strategic Planning Meeting

Jane Muegge will be facilitating the first Council Strategic meeting in March. She will be assisting Council in developing a strategic direction for Council for the next four years. As there is only two hours for this meeting she will be sending two sets of emails prior to the meeting. Each email will have a various exercises to provide Jane with ideas regarding Council’s thoughts on the next 4 years. Jane has been provided with the Municipal Strategic plan, Draft Feasibility Study, REACH Strategic plan proposal etc.

BIA Maps

The County of Huron has provided us with the draft maps. There were some changes still required on the map. The changes have been given back to the County for revisions and they will also be training some Central Huron staff to make these changes. The Chairs of the BIA have been notified of the training.

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CAO Monthly Report (CAO Peggy Van Mierlo-West) Page 136 of 232 AGENDA ITEM #10.2

Municipality of Central Huron Formal Report Administration Department

Date: February 9, 2015

To: Mayor & Council

From: Peggy Van Mierlo – West, CAO

Re: Incamera Investigation Service

RECOMMENDATION:

For Council Discussion and Direction

REPORT

At the February 2nd, 2015 Council meeting, it was requested that staff provide information regarding options of appointing an incamera investigator.

The Municipal Act allows for any person to request that an investigation be undertaken respecting whether a municipality, local board, or a committee of either, has complied with the closed meeting rules contained within section 239 of the Act. Municipalities are able to appoint an Investigator for the purpose of examining these closed meeting complaints. Currently complaints that are brought forth regarding Central Huron Council proceedings are directed to the Ombudsmen for review and investigation.

The other option that municipalities have is appointing Local Authority Service (LAS) to provides this service to Municipalities, there are 144 Municipalities who have optioned towards the incamera investigator program. A list of engaged Municipalities is attached to this report.

It should be noted that Central Huron has previously taken advantage of the energy services provided by LAS and have experience cost savings. The attached document is a FAQ sheet which provides more information regarding the program the LAS offers.

Annual Cost:

Unlike the Ombudsman there is a cost to this service. The Municipality is asked to supply an annual retainer fee of $330 per year. This fee covers the administrative overhead of the program as well as the cost related to program education/information materials.

There is also an hourly investigation fee is $225, the average length of investigations completed to date by LAS has been 17 hours.

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Page 2 of 4 2/4/2015

Requirements of the Agreement Should Council wish to move towards this system, the next steps would occur:

 Council to direct staff to have a agreement drafted between LAS and Municipality  Have your Council pass a by-law authorizing the appointment of LAS  Execute the agreement and return to LAS along with the appointment by-law

______Peggy Van Mierlo-West, CAO

Formal Report - In Camera Investigation Service Page 138 of 232 AGENDA ITEM #10.2

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Engaged Municipalities

LAS Closed Meeting Investigator Program Members - at January 2015

Township of Addington Highlands Town of Milton Township of Admaston/Bromley City of Mississauga Township of Algonquin Highlands Town of Mississippi Mills Township of Alnwick/Haldimand Town of Mono Township of Amaranth Township of Muskoka Lakes Township of Asphodel-Norwood Town of Newmarket Township of Athens Town of Niagara-on-the-Lake Town of Aurora Norfolk County City of Barrie Township of North Algona Wilberforce Township of Beckwith North Bay Parry Sound District Health Unit City of Brampton City of North Bay County of Brant Township of North Dundas City of Brantford Township of North Glengarry Township of Brock Municipality of North Grenville Municipality of Brooke-Alvinston Township of North Huron County of Bruce Municipality of North Middlesex City of Burlington Township of North Stormont Town of Caledon County of Northumberland City of Cambridge Town of Oakville Township of Carling Township of Otonabee-South Monaghan Township of Cavan Monaghan Town of Parry Sound Township of Chapleau Region of Peel Municipality of Chatham-Kent Town of Perth Municipality of Clarington Town of Petawawa Town of Cobourg City of Peterborough Township of Cramahe County of Peterborough Town of Deep River Township of Pickle Lake Township of Douro-Dummer Village of Point Edward Township of Drummond/North Elmsley Municipality of Port Hope Regional Municipality of Durham Township of Red Rock Municipality of Dysart Et Al County of Renfrew Township of East Garafraxa Town of Richmond Hill Town of East Gwillimbury Township of Rideau Lakes Township of Elizabethtown-Kitley Township of Scugog Town of Espanola Township of Selwyn County of Essex Town of Shelburne Municipality of French River Municipality of Shuniah Township of Frontenac Islands Town of Smiths Falls County of Frontenac Municipality of South Dundas Separated Town of Gananoque Township of South Frontenac Township of Georgian Bluffs Township of South Glengarry Town of Georgina Township of South Stormont

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Town of Grand Valley Township of Southgate Township of Greater Madawaska Municipality of Southwest Middlesex Town of Greater Napanee Township of St. Clair Municipality of Greenstone Town of St. Marys County of Grey Township of Stone Mills City of Guelph United Counties of Stormont, Dundas & Glengarry Township of Guelph/Eramosa City of Stratford Haldimand County Township of Strong County of Haliburton Village of Sundridge Region of Halton Tay Valley Township Township of Hamilton Township of Terrace Bay Municipality of Highlands East Municipality of Thames Centre Town of Huntsville Township of The Archipelago Municipality of Huron Shores Town of The Blue Mountains Township of Huron-Kinloss Municipality of Trent Hills Town of Kapuskasing Township of Uxbridge Town of Kearney City of Vaughan Municipality of Kincardine Township of Wainfleet Township of King Township of Warwick City of Kingston City of Waterloo Town of Kingsville Region of Waterloo County of Lanark Municipality of Wawa Township of Laurentian Valley Township of Wellesley United Counties of Leeds & Grenville Municipality of West Grey County of Lennox & Addington Town of Whitby Town of Lincoln Town of Whitchurch-Stouffville Loyalist Township Township of Wilmot Township of Manitouwadge City of Windsor City of Markham Regional Municipality of York Municipality of Meaford Village of Merrickville-Wolford

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LAS Closed Meeting Investigator Program 2014 Program Statistics

Number of municipalities that have appointed LAS as their Closed Meeting Investigator  131

New clients in 2014  6  City of Brampton, County of Frontenac, Township of Frontenac Islands, Township of Leeds and Thousand Islands, Municipality of North Huron, Township of South Frontenac

Total number of complaints received  12

Number of completed investigations  11

Violations found (Municipal Act or procedural)  11 violations

 Violations found in 45% of the completed investigations

Recommended Practices offered through LAS reports  6 recommended practices in 11 investigations

 Recommendations offered in 55% of the completed investigations

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LAS Closed Meeting Investigator Program Frequently Asked Questions

These “frequently asked questions” reflect our best efforts to interpret the legislation (Sections 239.1 and 239.2 of the Municipal Act, 2001) and its intent, and demonstrate how the LAS Investigator Program operates.

What is the Requirement? Effective January 1, 2008 any person (and this means anyone) can request that an investigation be undertaken respecting whether a municipality or local board, or a committee of either, has complied with closed meeting rules. Municipalities are able to appoint an Investigator for this purpose. If a municipality chooses not to appoint an Investigator, the Provincial Ombudsman assumes the role.

What should be considered in appointing an Investigator? A municipality can appoint any person, corporation or individual, including a member of municipal staff, to conduct investigations pursuant to Section 239.2.

In making its selection of an Investigator, a municipal Council should consider the intent and wording of the Act. Sections 239.1 and 239.2 were enacted to enhance transparency and accountability. Council needs to consider if its choice achieves that goal.

The Act specifically speaks to impartiality, credibility, confidentiality, and independence with respect to the investigation process.

What is Local Authority Services (LAS)? Created in 1992, LAS supports municipalities and the broader public sector by delivering programs and services that leverage economies-of-scale and co-operative procurement efforts. Examples of current LAS programs are our Electricity and Natural Gas Procurement Programs, various energy management tools, and The One Investment Program.

LAS is a subsidiary of AMO, however the corporation has independent governance through its own Board of Directors.

Why appoint LAS as Investigator? LAS offers this service because it is complementary to our existing suite of municipal programs and services whereby value can be enhanced through group procurement. The LAS program also ensures a consistent standard of service to all participants.

Secondly, LAS believes that this initiative assists municipalities in demonstrating that they are a mature and accountable order of government, capable of managing their own affairs. LAS ensures that Review Officers have a knowledge of and appreciation for the municipal environment.

Thirdly, LAS believes it can add an educational component, to a degree not possible if municipalities act independently or in small groups, which serves to enhance transparency and accountability, ultimately reducing the frequency of requests for closed meeting investigations.

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How Does a Municipality appoint LAS as Investigator? A municipality can appoint LAS at any time, but LAS would not be the Investigator for any requests that were made between January 1, 2008 and the date of the later appointment. The Provincial Ombudsman takes on this role.

A standard by-law is provided by LAS which incorporates an agreement between LAS and the municipality. It reflects LAS decision to delegate its authority to a third party company specifically set up for this purpose. At this time LAS delegates this role to Amberley Gavel. This company provides a panel of Review Officers who will conduct investigations.

What background do the Review Officers have? The Review Officers are persons who have extensive experience with municipal government and municipal processes. This experience might be gained as a staff person or as a previous elected official, or through a close working relationship with municipal government over an extended period of time.

Review Officers are located geographically around the Province to minimize costs to participating municipalities, where possible. At least one Review Officer is able to conduct investigations in French. All Review Officers participate in training regarding municipal and local board meeting processes, as well as investigative processes.

Who appoints an Investigator for a Local Board? The municipal Council does. It will automatically be the one who is appointed to deal with requests regarding Council meetings.

What is a “Local Board”? The definition of a local board is derived from two sources for purposes of closed meeting investigations. The first is Section 1 of the Municipal Act 2001, which says:

“ “local board” means a municipal services board, transportation commission, public library board, board of health, police services board, planning board, or any other board, commission, committee, body or local authority established or exercising any power under any act with respect to the affairs or purposes of one or more municipalities excluding a school board and a conservation authority”.

But Section 238, further states: ““local board” does not include police services boards or public library boards”.

In short, the closed meeting investigation process covers all Municipal Boards and Committees except: School Boards, Conservation Authorities, Police Services Boards, and Public Library Boards. These are the only exceptions - Business Improvement Area Boards, Arena Boards, Transit Commissions, and Boards of Health, for example, are all covered.

For a specific local situation not addressed above, the municipality should review the establishing by-law and enabling legislation for the Board or Committee, and if necessary consult its solicitor. Such situations would include a corporation established under the Section 203 of the Municipal Act 2001, for example. Other corporations may also be excluded by their enabling legislation.

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What is a “Committee”? Section 238 says that “committee means any advisory or other committee, subcommittee or similar entity of which at least 50% of the members are also members of one or more councils or local boards”.

What about Joint Boards and Committees? Again, guidance should come from the by-laws and legislation creating the specific body.

Section 1 of the Act defines "local board" to mean, "a municipal service board, transportation commission, public library board, board of health, police services board, planning board, or any other board, commission, committee, body or local authority established or exercising any power under any Act with respect to the affairs or purposes of one or more municipalities, excluding a school board and a conservation authority;".

Section 238(1) lists the exclusions for the Part of the Act that includes the closed meeting investigation process. The definitions of “local board” in sections 1 and 238 must be read together to what boards are covered by the closed meeting rules.

The Act is silent with respect to who will investigate in the case of a joint board such as a Board of Health. It would appear that if all of the municipalities appointing to the joint board have appointed the same Investigator, for example LAS, then that Investigator would investigate a request. Each municipality should include the joint board in its list of included boards. If however different municipalities have appointed different Investigators, then it is not clear which Investigator will respond. It is recommended that the joint board decide by resolution which Investigator is to be appointed. Again, this should be reflected in the municipal list of boards included in the program. Finally if one or more of the appointing municipalities has not appointed an Investigator and the Joint Board has not passed a resolution accepting the appointment of an Investigator of one of the appointing municipalities, it is likely that the Provincial Ombudsman will be the Investigator for the Joint Board's situation.

What is a “Person”?  A “Person” includes an individual,  “ “person” includes a corporation and the heirs, executors, administrators or other legal representatives of a person to whom the context can apply according to law.” (Interpretation Act),  This was superseded by the Legislation Act, 2006 - Part VI, section 87, states “person” includes a corporation.  “ “person” includes a municipality unless the context otherwise requires;” (Municipal Act, 2001)

What happens if an Investigator is not appointed by the municipality? Since January 1, 2008, a person may request the Provincial Ombudsman to undertake an investigation of the compliance of a closed meeting with the Municipal Act 2001 or a procedure by-law.

Even if a request has gone to the Ombudsman, the municipality could still appoint an Investigator for subsequent requests. The Ombudsman would complete the work on the requests filed with him.

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Can a request be retroactive? Section 239.2 of the Municipal Act, 2001 was proclaimed effective January 1, 2008. As a general rule, legislation is not retroactive unless it contains specific reference to retroactivity. This section contains no such reference; it is recommended that an investigation only be held for meetings that occur on or after January 1, 2008.

How does a person file a request and is there a required form for a request? It appears that the municipality can decide upon the form for a request, but presumably the request should be signed by the person requesting the investigation, and should include contact information and sufficient detail to indicate the meeting that the request concerns, and a general indication of why the request has been made.

What are the requirements of an Investigation? The investigation process is required to be credible, its activities confidential, and it is required to be conducted impartially and independently. Neither Council, nor a Local Board, nor any of its members should attempt to provide direction to the investigation process once a request has been made. Council or Board members could be interviewed as could any other person in attendance at the meeting that is the subject of the request.

What does the Municipality or Local Board do with a request for an Investigation if they have appointed LAS as their Closed Meeting Investigator? The request should be directed to the Municipal Clerk who will have a checklist of material required for each investigation – this is available from LAS. This standardized checklist is designed to minimize investigation costs and ensure the credibility of the investigation process.

The checklist includes: the request made by the person, procedure by-law(s), contact list of attendees, evidence of notice for the meeting in question, agenda and attachments, minutes, and other relevant materials.

What is the LAS investigation process?  A person files a request for investigation with the Clerk  The request and background documentation are sent to the Investigator  Initial review by Investigator may result in withdrawal by the person filing, a decision not to proceed with reason, or a decision to proceed with the investigation  In the case of withdrawal, or decision not to proceed, Investigator notifies the parties.  If decision is to proceed, a Review Officer is assigned and investigation is performed  Draft report filed with Investigator for review  If circumstances warrant, municipality or local board given formal hearing opportunity (pursuant to Section 18 of the Ombudsman Act)  Final report prepared and submitted to the Council, or Local Board and Council, and posted on Investigator website. A flowchart of the Investigation Request Process can be found on the LAS website at www.LAS.on.ca.

Will all requests proceed to a full investigation? During the investigative process the person who filed the request may decide to withdraw the request. If that happens, the file will be closed and the action reported to the Council, or to the Council and Local Board.

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In addition, some requests may be determined upon preliminary review to be frivolous or vexatious. Following such a determination the requestor will be notified of this decision by the Investigator as will the Council, or the Council and the Local Board.

The credibility of the Investigation process requires that both of the above circumstances be formally undertaken and documented.

Are all draft reports reviewed by more than one person? Each draft report prepared by a Review Officer is peer reviewed by Amberley Gavel. In most instances this will be undertaken by one of the principals of Amberley Gavel. Only after the peer review has been completed will Amberley Gavel submit the report and any recommendations to the municipality or local board.

What are the fees for this LAS program? There are two types of fees with respect to a municipality’s agreement with LAS. The first is the retainer fee, and the second is an hourly rate for actual investigations, along with out of pocket expenses. Specific fee amounts are detailed in the Investigator Services Agreement.

The retainer is to allow for educational materials to be developed and provided to municipalities and local boards, and also for administrative overhead.

Hourly fees and reasonable out of pocket expenses will be chargeable to the municipality or local board for each investigation. It is anticipated that a credible investigation process will require a minimum of a half day’s time once referred to the Investigator, even if the request is withdrawn or determined not to merit a complete investigation.

Does LAS benefit monetarily from offering this program? LAS does not intend (nor expect) to generate material net revenue from providing this program. The retainer fee is based on cost recovery for LAS’ expenditures to establish and administer the program for participating municipalities.

How is the investigation billed? Municipalities will be billed on an hourly basis. Members of the Review Officer panel will be located throughout Ontario which will help to reduce travel costs and time.

Is there a policy/guidelines related to the expenses that Amberley Gavel may charge for a Review Officer conducting an investigation? The municipality or local board will be responsible for the reasonable expenses of conducting the investigation. Travel, meals and accommodation and administration, such as copying, will be the primary expenses. Amberley Gavel is committed to keeping out of pocket costs incurred as a result of the investigation at a reasonable level, consistent with expenses charged by firms and agencies consulting with governments.

How long does an investigation take? The time spent on conducting an investigation will depend on a number of factors. It could be as short as a few hours to investigate a complaint that is on its face without merit or outside the scope or purpose of the closed meeting investigator. But it could also be a few working days depending upon a number of factors such as the complexity of the situation, the number of persons to be interviewed and the organization of interviews by the Review Officer and the municipality.

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A straightforward investigation will take at least a month from the time that a request is received by Amberley Gavel along with all of the stipulated documentation. One critical element will be the availability of all of the persons that need to be interviewed being available to maximize the use of the Review Officer’s time. More complex investigations will take longer.

What is investigated under a complaint? The Act provides in section 239.1 that the mandate of the investigator is to determine whether a municipality or local board has complied with section 239 or the procedure by-law of the municipality or local board. The LAS program reviews only the procedure as it relates to the acceptability of a closed meeting and not the issue at hand in the complaint.

Can a municipality charge a fee for a request for an investigation? Nothing in section 239 addresses the issue of a fee, however, any fee or charge would presumably be established by the municipality or local board pursuant to Part XII of the Municipal Act, 2001. A municipality may wish to obtain legal advice in establishing such a fee.

Is there an appeal mechanism available for Investigator reports? The Municipal Act, 2001 does not provide for an appeal of the report.

Does the Municipality have a choice of Review Officer? The decision as to which Review Officer will be delegated the task of conducting the investigation will be made by LAS’ delegate – Amberley Gavel. Factors such as geographic location, type of municipality and availability will be taken into account.

Amberley Gavel will ensure that a Review Officer that has a conflict as a result of an existing relationship with a municipality or local board will not be involved in the investigation.

Who can see a request? The Municipal Act, 2001 imposes a duty of confidentiality on every person involved with the Investigation. This duty prevails even over the Municipal Freedom of Information and Protection of Privacy Act.

Is the report of the Investigator available to the public? Yes. The Act requires that it be available to the public.

How long does the appointment of LAS as Investigator last? The LAS Program Services Agreement provide for a term of two years expiring on December 31 of the second year. The appointment will be automatically renewed on a year-to-year basis unless terminated by the municipality or by LAS with 120 days’ notice.

How does LAS help municipalities understand the closed meeting rules? LAS enhances the service provided to participating municipalities in a number of ways:  There is a password protected website for participating municipalities that will provide a variety of information resources including access to all reports completed.  LAS provides information on the panel of Review Officers.  LAS also provides information and suggestions on closed meetings as part of an ongoing educational program.

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Municipality of Central Huron Formal Report Administration Department

Date: February 9, 2015

To: Mayor & Council

From: Peggy Van Mierlo – West, CAO

Re: OPP Contract Renewal

RECOMMENDATION:

That the report titled, OPP Contract be received, and;

That, the attached agreement be approved for

REPORT

The Municipality of Central Huron is now in receipt of the contract documents for renewal of the OPP Contract, a copy of which is attached for your information. As Council will recall the contract is based upon the new billing model which utilizes a base cost per property (residential, seasonal residential and occupied commercial and industrial property) plus an amount for calls for service which is based upon a four-year average of the Township’s actual calls for service.

There will continue to be an annual reconciliation to ensure municipalities pay for the actual overtime hours incurred and actual wage/salary rates paid (collective agreement changes, grid level of constables in the detachment). Any adjustments will be reflected on the billing statement for the year following the reconciliation.

There will be an annual update to the factors and averages used in the calculations to ensure data is current and reflective of actual activity in the municipality.

Financial Impact

The 2015 cost included in the contract $1,516,422.00 or $126,369 per month. This is a increase of approximately $200,000 from 2014 to 2015. It should be noted that the total cost prior to the Phase-In adjustment is $1,620,617. The Phase-in adjustment has been capped at $40.00 per property for 2015. The adjustments are subject to change and are based on an annual determination.

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It would be recommended that a five year contract be approved.

______Peggy Van Mierlo-West, CAO

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1 The term of this Agreement, made in 4 originally executed copies, is from the 1st day of January, 2015, to the __ day of ______, 20__.

AGREEMENT FOR THE PROVISION OF POLICE SERVICES UNDER SECTION 10 OF THE POLICE SERVICES ACT, R.S.O. 1990, c. P.15, as am.

BETWEEN:

HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES

("Ontario") OF THE FIRST PART

AND:

THE MUNICIPALITY OF CENTRAL HURON (the "Municipality") OF THE SECOND PART

RECITALS:

(a) Under s. 4(1) of the Police Services Act, R.S.O. 1990, c. P.15, as am., the Municipality is required to provide adequate and effective police services in accordance with its needs;

(b) Under s. 5 of the Police Services Act, the Municipality’s responsibility for providing police services may be discharged by entering into an Agreement with the Solicitor General under s. 10 of the Act;

(c) Pursuant to Order-in-Council 497/2004, the powers assigned to the Solicitor General in law, including those set out in the Police Services Act, have been transferred to the Minister of Community Safety and Correctional Services; therefore, all references to the Minister of Community Safety and Correctional Services shall be deemed to include the powers previously exercised by the Solicitor General;

(d) The Municipality has expressed its intent to provide police services, in pursuance of its responsibilities under s. 5 of the Police Services Act, by means of this Agreement, as evidenced by by-law number ______, dated ______(a copy of which is attached as Schedule "A");

(e) This Agreement reflects the intent of the parties to provide an adequate and effective level of police services for the Municipality as set out in the "Contract Policing Proposal," dated 16th January, 2015 (attached as Schedule "B");

NOW THEREFORE, in consideration of the premises and covenants herein, the parties agree as follows:

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1. The parties warrant that the recitals are true.

Definitions

2. In this Agreement:

(a) “Annual Billing Statement” means a statement prepared by Ontario and submitted to the Board for review and to the Municipality for review and approval which contains:

(i) the Municipality’s police costs for the year following the year in which the statement is prepared, based on, among other items, an estimate of salary and benefit costs; and

(ii) a reconciliation of actual salary and benefit costs to those billed for the preceding year.

(b) “Board” means the Municipality of Central Huron Police Services Board.

(d) “Detachment Commander” means the O.P.P. officer in charge of Huron O.P.P. Detachment.

General Provisions

3. Ontario shall provide adequate and effective police services in accordance with the needs of the Municipality in compliance with the terms and conditions of the Agreement. The Municipality shall pay Ontario for the police services provided under this Agreement in accordance with this Agreement.

4. The Commissioner shall ensure that the Detachment Commander responds appropriately to the Board's objectives and priorities for police services, developed after consultation with the Detachment Commander, pursuant to s. 10(9)(b) of the Police Services Act.

5. The Commissioner shall cause the Detachment Commander or his or her designate to report to the Board at mutually agreed upon intervals in accordance with the Police Services Act regarding the provision of police services in and for the Municipality. The O.P.P. will, determine the information to be contained in the reports and the format in which they will be provided.

6. (a) For the purposes of s. 10(6) of the Police Services Act, the O.P.P. shall provide police services to the Municipality, including the enforcement of mutually agreed upon by- laws. The parties shall annually review this part of the Agreement with a view to revising or updating the list of by-laws requiring O.P.P. enforcement.

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3 (b) Municipal Building Code violations overseen by the Municipality’s building code inspector and those by-laws related to animal control will not form part of this Agreement.

Service Levels

7. (a) Ontario shall cause the Commissioner to assign police officers and other persons to duties relating to the police services in and for the Municipality so as to provide the municipality adequate and effective policing services.

(b) In the event that the Municipality requests services dedicated specifically to the municipality, it shall be responsible for all costs associated with those dedicated resources.

Liability of Ontario

8. The O.P.P. shall be liable for any damages that may arise as a result of any negligent acts or omissions of its members in the performance of this Agreement.

Provincial Services Usage

9. The O.P.P. as legislated by the Police Services Act, must be capable of providing provincial level response that can be mobilized for emergencies, disaster or specialized needs. The O.P.P. may meet this requirement by deploying resources that normally would be assigned to the Detachment that serves the Municipality. The O.P.P. shall ensure that in the event resources are deployed to a situation requiring provincial level response, appropriate resources remain available to the Detachment to provide adequate and effective policing to the Municipality. The use of O.P.P. officers in cases where there is a provincial obligation to respond will be accounted for as part of the billing model.

Equipment and Facilities

10. Ontario shall supply or cause to be supplied at Ontario's cost all vehicles and equipment reasonably necessary and appropriate for the use of the O.P.P. in providing police services under this Agreement.

11. The parties will enter into negotiations concerning the provision and payment of appropriate buildings and rental agreements, including, but not limited to, location, leasehold improvements, and capital costs.

Adequacy Standards Regulation

12. The O.P.P. shall undertake and be responsible for ensuring that all mandatory standards of adequate and effective police services as required by Ontario Regulation 3/99 under the Police Services Act are met and maintained.

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4 13. The Detachment Commander shall provide the Board with reasonable documentation, as agreed upon between the Board and the O.P.P., to allow the Board to evaluate the services and satisfy itself that adequate and effective standards and policies are in place.

14. It shall be the responsibility of the Board to monitor the delivery of police services to ensure that the provisions of the Ontario Regulation 3/99 under the Police Services Act are satisfied on an ongoing basis.

Cost of Police Services

15. (a) On or before October 1st in each year, Ontario shall prepare and deliver to the Board for review and to the Municipality for review and approval, the Annual Billing Statement for the following year (Schedule "C"), together with sufficient documentation and information reasonably necessary to explain and support the billing.

(b) The Municipality shall review the Annual Billing Statement upon receipt and, within 90 days of such receipt, shall approve the Annual Billing Statement or deliver to Ontario a request to review the Annual Billing Statement.

16. (a) In the event that the Municipality fails to approve or request a review of the Annual Billing Statement within 90 days of receipt, the Municipality shall be deemed to have approved the Annual Billing Statement.

(b) In the event that the Municipality requests a review of the Annual Billing Statement as provided in this paragraph, the Annual Billing Statement shall be approved or amended and approved in accordance with Section 17.

17. Where the Municipality has delivered to Ontario a request to review the Annual Billing Statement, the Municipality shall carry it out expeditiously, and Ontario shall cooperate to permit such a review to be carried out. If the parties are unable to agree on the Annual Billing Statement, either party may submit the matter to the dispute resolution mechanisms set out in paragraphs 22 and 23. In the event that the Municipality delivers a request to review to Ontario, the Annual Billing Statement shall be deemed to apply during the period of review.

18. The Municipality shall make monthly installment payments to Ontario no later than the end of the month following the month for which payment is being made, each one being one twelfth of the Annual Billing Statement for that year. Any amounts which have become due and owing shall bear interest at the rate set by the Minister of Finance from time to time.

19. Ontario shall keep all records, statements of account, invoices and any other such documents necessary to support the Annual Billing Statement, and all such records shall be kept for a period of seven years. Ontario shall permit the Municipality, upon notice to Ontario, to examine all such records and books of account and conduct a review of the Annual Billing Statement.

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20. Upon the approval or deemed approval of the Annual Billing Statement, as provided in this Agreement, adjustments shall be made in the amounts paid by the Municipality by installment so that (i) the total amount paid in respect of the preceding year is equal to the amount shown on the approved Annual Billing Statement and (ii) the installments for the year following the year in which the statement is prepared are each equal to one twelfth of the approved Annual Billing Statement. Any amounts payable by one party to the other shall be paid by means of a credit for the appropriate party in the remaining monthly billings for the year following the year in which the statement is prepared.

21. The parties agree that sections 132 and 133 of the Police Services Act will be applied as if the Huron Detachment of the O.P.P. was a municipal police force, and as if the Detachment Commander was a Chief of Police.

Dispute Resolution Mechanisms

22. (a) The provisions of this paragraph apply in the event of a dispute between the Municipality and Ontario concerning financial and related issues arising out of the interpretation, application, administration, or alleged violation of this Agreement (“Financial Disputes”) or between the Board and the O.P.P. concerning policing issues arising out of the interpretation, application, administration, or alleged violation of this Agreement (“Policing Disputes”).

(b) In the event that a dispute arises, the Detachment Commander, or representative, and the Municipality or the Board, as the case may be, or their representative, shall meet within 30 days of such dispute arising and use all best good faith efforts to resolve the dispute.

(c) If the dispute remains unresolved, the Regional Commander, or representative, and the Municipality or the Board, as the case may be, or representative, shall meet and use all best good faith efforts to resolve the dispute.

(d) If the dispute remains unresolved, the Commissioner, or Deputy Commissioner, and the Municipality or the Board, as the case may be, or representative, shall meet and use all best good faith efforts to resolve the dispute.

(e) If a Financial Dispute remains unresolved, the issue may be referred to mediation by either party, and each party shall use all best good faith efforts to resolve the dispute.

23. (a) Financial Disputes that cannot be resolved through any of the methods described within paragraph 22, may be referred to and settled by binding arbitration. The provisions of the Arbitration Act, 1991 shall apply to any such arbitration, unless otherwise indicated below:

i) The language of the arbitration shall be English.

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6 ii) The place of the arbitration shall be the Municipality of Central Huron, Ontario. iii) Each party agrees that the arbitration shall be conducted in a summary manner to ensure a full hearing in a cost effective and efficient manner. iv) Each party shall make prompt full disclosure to the other and, subject to the availability of an arbitrator the arbitration shall be commenced within 30 days of the conclusion of the meeting with the Commissioner, or the mediator, if applicable. v) Each party shall be responsible for its own legal expenses and for an equal share of the fees and expenses of the arbitration and any other related expenses. Section 54 of the Arbitration Act shall not apply; the arbitrator shall have no right to make an award relating to costs. vi) The parties shall have no right of appeal to a final decision of an arbitrator.

(b) Policing Disputes shall not be subject to mediation or arbitration.

(c) Neither party shall be entitled to proceed to mediation or arbitration until all of the meetings referred to in paragraphs 22 have been held, and each party undertakes to exert all best good faith efforts to resolve the dispute in those meetings.

(d) Mediations or arbitrations of disputes conducted under this Agreement shall remain closed to the public. All parties to any dispute shall keep all details, admissions or communications made in the course of the dispute resolution process strictly confidential, nor shall such information be admissible in any legal proceeding, except as follows: i) on consent of all parties; ii) as may be ordered by a court of competent jurisdiction; iii) the final decision of the arbitrator may be released.

(e) Each of the meetings outlined in paragraph 22 shall be commenced no earlier than 15 days, and concluded no more than 30 days, from the conclusion of the prior stage unless the parties otherwise agree.

(f) Notwithstanding any of the above provisions, nothing in this Agreement shall be construed so as to give the Municipality or the Board the right to alter any policy of the O.P.P. or the Ministry. Nothing in this Agreement shall be construed so as to give the Municipality or the Board, the right to supercede or vary the duties and obligations of the Solicitor General pursuant to s. 3(2) of the Police Services Act, or of the Commissioner pursuant to s. 17 and s. 41 of the Police Services Act, and further, the rights of the Municipality and the Board pursuant to the Agreement are subject to the Municipality’s obligations under s. 4 of the Police Services Act.

Detachment Commander Selection

24. The Detachment Commander shall be selected from a short-listed pool of candidates as determined by the O.P.P. in accordance with its relevant provincial policies. Following

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7 the formulation of the short-list, a joint committee consisting of Board members and persons nominated by the Commissioner, shall select the successful candidate in accordance with the process set out in the OPP’s provincial policies.

Notice

25. Any notice, statement, invoice or account to be delivered or given by any of the below listed groups to any other of them shall be delivered to all other groups in writing and sent by mail addressed to those groups at their respective address as listed below, or sent by fax transmission to the fax number listed below. Any notice, statement, invoice or account sent by mail shall be deemed to be received on the third day following the date of mailing unless shown to the contrary and if sent by fax shall be deemed to be received on the date of transmission. Any group may change its address and fax number by giving notice provided herein:

i) to Ontario addressed to: The Minister of Community Safety and Correctional Services, 25 Grosvenor Street, 11th Floor, Toronto, Ontario, M7A 1Y6, FAX number (416) 325-6067.

ii) to the Commissioner addressed to: The Commissioner, Ontario Provincial Police, 777 Memorial Avenue, Orillia, Ontario, L3V 7V3, to the attention of the Manager, Municipal Policing Bureau, FAX number (705) 330-4191.

iii) to the Municipality addressed to: The CAO, Municipality of Central Huron, 23 Albert Street, P.O. Box 400, Clinton, Ontario, N0M 1L0, FAX number (519) 482- 9183.

iv) to the Board addressed to: The Central Huron Police Services Board, P.O. Box 400, Clinton Ontario, N0M 1L0, FAX number (519) 482-9183.

Commencement and Termination of Agreement

26. Notwithstanding the date upon which this Agreement is signed, the term of this Agreement shall commence on the 1st day of January 2015, and shall conclude on the __ day of ______, 20__.

27. Either party to this Agreement may terminate this Agreement upon one year written notice of termination to the other party, in which case this Agreement shall terminate one year following the delivery of such notice. Should a notice to terminate be given, the Municipality shall continue to be obligated to pay for the cost of providing police services under this contract to and including the date of such termination and Ontario shall continue to be responsible to provide the services outlined in this Agreement.

28. Should the Municipality’s designated responsibility to provide policing under the Police Services Act be changed, either by statute or government interpretation, the Municipality

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8 maintains its right upon being so informed to give written notice of its intention to terminate this Agreement forthwith.

Entire Agreement

29. This Agreement and the schedules attached constitute the entire Agreement between the parties, and there are no representations, warranties, collateral agreements or conditions affecting this Agreement or the relationship of the parties or supported hereby other than as expressed herein in writing. Any amendment to this Agreement must be in writing, duly executed by the parties.

IN WITNESS WHEREOF, the Municipality has affixed its Corporate Seal attested by the signature of its duly authorized signing officers and the Minister of Community Safety and Correctional Services has personally signed this Agreement to be effective as of the date set out herein.

FOR ONTARIO ______The Minister of Community Safety and Correctional Services

FOR THE MUNICIPALITY ______Mayor, Reeve, etc. (as appropriate)

______Chief Administrative Officer, or Clerk (as appropriate)

Date signed by the Municipality: ______

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SCHEDULE “A”

BY-LAW OF THE MUNICIPAL COUNCIL

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SCHEDULE “B”

PROPOSAL FOR POLICE SERVICES

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The Municipality of Central Huron

Contract Policing Proposal

Prepared by: Ontario Provincial Police Municipal Policing Bureau

16th January, 2015

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Table of Contents

Executive Summary ...... 3

OPP Annual Billing Statement ...... 6

OPP Contacts ...... 8

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Executive Summary

The Ontario Provincial Police (OPP) has over 100 years of experience in providing effective community-based policing and protection throughout Ontario. The OPP has provided municipal police services under contract for over 60 years and currently maintains contracts with over 140 communities across Ontario.

The Municipality of Central Huron requested a costing for OPP municipal policing. This proposal is based on the Municipality of Central Huron paying an amount equal to the sum of the Municipality of Central Huron’s allocated portion of the OPP’s total municipal policing base and calls for service costs and the costs for overtime, cleaning/caretaker, accommodation, court security and offender transport as applicable. Where a municipality chooses to receive police services from the OPP pursuant to a contract, the OPP will provide the level of police services required to provide adequate and effective policing, including providing the services set out in Regulation 3/99, Adequacy and Effectiveness of Police Services under the Police Services Act.

This proposal reflects the integrated policing concept, incorporating a police services contract for the Municipality of Central Huron with OPP highway patrol services and provincial responsibilities under one administration. The Huron OPP Detachment will remain as the Administration/Operations Centre. The resources will be deployed to the municipality from this facility.

The Huron OPP Detachment Commander will be responsible to oversee all aspects of service delivery. The detachment management including Staff Sergeant and Sergeant/ Platoon Leaders as applicable would provide assistance and supervision to members of the Huron OPP Detachment.

In order to provide a location for the police and public to interact, and to facilitate the delivery of police services in a community, the OPP encourages the establishment of Community Policing Offices (CPOs). Where such offices exist they are usually equipped with telephone and computer capabilities for use by officers assigned to the municipality. Any decision on the establishment of a CPO in the Municipality of Central Huron rests entirely with municipal council and any associated costs will be the responsibility of the municipality. It is recommended that any CPO located within the municipality be maintained.

In consultation with the Central Huron Police Services Board it is the intent that all existing community service programs and community policing committees will be maintained.

Any new community service program considered may be implemented after consultation with the Municipality of Central Huron Council, the Municipality of Central Huron Police Services Board and the Huron OPP Detachment Commander.

When a municipality chooses to receive police services from the OPP under contract, the OPP will ensure that the municipality receives adequate and effective police services in accordance with the Police Services Act and regulations. The shared infrastructure of the OPP broadens local access to resources, expertise, solutions, training and management without duplicating services. The Municipality of Central Huron will continue to benefit as additional staff are readily available from within the Huron OPP Detachment as well as neighboring detachments and regions, should the need arise.

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The Municipality of Central Huron will be required to establish a Police Services Board, as mandated by Section 10 of the Police Services Act that will generally determine objectives and priorities for police services within the community, after consultation with the Detachment Commander. The Commissioner is committed to ensuring that the Detachment Commander of the Huron OPP Detachment responds appropriately to the Board’s advice and priorities in a manner consistent with the Board’s identified concerns, expectations and needs.

It is long-standing OPP policy and practice to be accountable to the communities we serve. The Commander of the Huron OPP detachment, or designee, will report to the Police Services Board on a regular basis, as per the direction of the Board. The OPP is experienced in being accountable to the municipalities we serve. With over 100 Contracts currently in place and future contracts pending, there is great emphasis placed on OPP accountability to Police Services Boards.

The OPP is required to provide provincial level emergency response that can be mobilized in times of emergency, disaster or a specialized investigative need. The OPP meets such emergent needs, on an on-call, as-needed basis, by deploying small numbers of officers from multiple locations and assignments, both provincial and municipal. During such times, the OPP is responsible to ensure that appropriate resources remain in place to make certain the municipality receives adequate and effective police services in accordance with the Police Services Act and regulations. The use of OPP officers in cases where there is a provincial obligation to respond will be accounted for as part of the billing model.

If the Municipality of Central Huron chooses to accept an OPP contract for its policing service, the Huron OPP Detachment will assign resources, focusing on meeting the Municipality of Central Huron’s unique policing needs.

Value for the Municipality of Central Huron;

• Assurance of adequacy and effectiveness of police services; • Dedication to resolving community issues through local involvement and community policing committees; • Availability of additional staffing support from neighboring detachments, regional headquarters and general headquarters; • Seamless access to a comprehensive infrastructure and specialized services; and • Assists the Detachment Commander in determining the local policing priorities and objectives through the Municipality of Central Huron’s Police Services Board.

Based on, among other things, an estimate of salary and benefit costs, the policing cost for 2015 associated with this proposal is $1,516,422. The annual billing statement is set out in the attachment to this proposal.

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Please Note:

Not included in this proposal are:  The cost of maintaining the Police Services Board  The costs associated with establishing and maintaining Community Policing Office(s)  Any applicable revenues accruing to the municipality as a result of police activity

(*Note – This proposal expires six months from the date of presentation to Council. At that time the costs identified in the proposal will be subject to review and revision where necessary.)

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OPP Annual Billing Statement Central Huron M Estimated costs for the period January 1 to December 31, 2015

Cost per Property $ Base Service Property Counts Household 4,141 Commercial and Industrial 299 Total properties 4,440 $200.51 $890,264

Calls for Service Total all municipalities $138,122,392 Total municipal portion 0.4683% $145.69 $646,882

Overtime $11.57 $51,370

Court Security Prisoner Transportation (per property cost) $2.41 $10,700 Accommodation (per property cost) $1.14 $5,062 Cleaning Services (per property cost) $3.68 $16,339

Total 2015 Calculated Cost before Phase-In Adjustment $365.00 $1,620,617

2015 Phase-In Adjustment Billing Summary

2014 Forecasted cost Total $1,338,823 $301.54 2015 Calculated Cost per Property (see above) $365.00 Cost per Property Variance Increase $63.46 2015 Adjustment (Maximum per property) Increase $40.00 Actual 2015 Phase-In Adjustment $23.46 $104,195

Total Billing for 2015 $341.54 $1,516,422

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Additional Notes to the “OPP Annual Billing Statement”:

 The Annual Billing Statement is determined based on the new OPP billing model effective January 1, 2015.  The Annual Billing Statement is a statement of 2015 costs based on an estimate of salary and benefit costs. Salary and benefit costs are estimates and are subject to a final year end adjustment.  As a result of the implementation of the new OPP billing model municipal policing costs are subject to Phase-in Adjustments for the calendar years 2015 to 2019. The 2015 phase-in adjustment is dependent on the final 2014 cost. Phase-in adjustments are subject to change and are based on an annual determination: o If the municipality is subject to an increase between the final 2014 cost and the 2015 cost, the increase will be capped to a maximum of $40 increase per property. The capped increase of $40 plus the growth factor per property cost will be applicable for each subsequent year until the full cost is realized. o The growth factor is a set per property cost for all municipalities dependent upon general increases in salary, benefits, support costs and other direct operating expenditures. o If the municipality is subject to a decrease between the final 2014 cost and the 2015 cost it will be limited to the per property reduction limit applicable to the year. o The per property reduction limit is an annual per property amount determined for all municipalities. The per property reduction limit is subject to change each year based upon the determination of the funding required to offset the capped increases for all municipalities.

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O.P.P. Contacts

Please forward any questions or concerns to Inspector Chris Martin, Detachment Commander, Huron OPP Detachment or Sergeant Kevin Hummel, Contract Policing Analyst, OPP Municipal Policing Bureau, General Headquarters.

Inspector Chris Martin (519) 524-8314 Sergeant Kevin Hummel (519) 441-3697

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SCHEDULE “C”

ANNUAL BILLING STATEMENT

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OPP Annual Billing Statement Central Huron M Estimated costs for the period January 1 to December 31, 2015

Cost per Property $ Base Service Property Counts Household 4,141 Commercial and Industrial 299 Total properties 4,440 $200.51 $890,264

Calls for Service Total all municipalities $138,122,392 Total municipal portion 0.4683% $145.69 $646,882

Overtime $11.57 $51,370

Court Security Prisoner Transportation (per property cost) $2.41 $10,700 Accommodation (per property cost) $1.14 $5,062 Cleaning Services (per property cost) $3.68 $16,339

Total 2015 Calculated Cost before Phase-In Adjustment $365.00 $1,620,617

2015 Phase-In Adjustment Billing Summary

Total Billing for 2015 $341.54 $1,516,422

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Additional Notes to the “OPP Annual Billing Statement”:

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Municipality of Central Huron Formal Report Administration Department

Date: February 9, 2015

To: Mayor & Council

From: Peggy Van Mierlo – West, CAO

Re: Community Improvement Coordinator

For Council Direction

BACKGROUND

In December of 2014 the Community Improvement Coordinator with GS Consulting expired. In December a report came to Council recommending this position become a part-time complement to the Central Huron Staff. As a PTE this position would concentrate on mainly community activities, communications and assisting the BIA with various activities. This recommendation was deferred and was requested of staff to bring back the option of the position being a full-time complement. In 2013 this position was a 16 hour a week position. This position has assisted in bridging the gap in communication between local business and the Municipality, and has commenced various initiatives in regards to public events, communication programs and studies. This position has however evolved more into an events programming position with implementation of events such as the Amazing Race, Road Race, and the BIA Gala. The BIA has requested that they would like to continue this partnership. Originally it was anticipated that the position would be funded through revenues of sales of the digital sign. Through surveys, discussions and the most recent Christmas promotion it can be surmised that the sign will not have the ability to sustain a position. It would be recommended that this position be paid through general taxation. This position would be placed on pay band 7. This would constitute a 1.25% reduction within the Operational Department.

The attached job descriptions is a vision of the requirements of the position should it be approved to become either a a permanent fulltime complement. As shown should the position become a full-time the position would be responsible for grant writing and expanding and improving current community activities. This position would also be responsible for initiating goals that come forth from the Feasibility Study. A part-time position would only be concentrating on volunteer engagement, promotions and community activities. The BIA would also be allocated of 8 hours of this position.

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Page 2 of 5 2/5/2015 Due to expanded duties/responsibilities and reporting duties this position would be transferred to a Pay Band 6. I am asking for direction on this position, once direction is given changes will be made to the report and resolution.

Community Improvement Coordinator – Job Description

Wage: Pay Band 6 Full-Time

JOB SUMMARY

Under the general direction of the Chief Administrative Officer, the incumbent develops and implements community improvement and economic development work involving the planning, promotion and implementation of suitable programs in sport, outdoor, social, arts and cultural areas. Recruits and engages volunteers and creates and strengthens community partnerships. Performs community development functions and encourages community involvement in leisure activities. Liaises and assists the CCHBIA with various initiatives based on an approved memorandum of understanding.

TYPICAL DUTIES AND RESPONSIBILITIES

1. Evaluates leisure needs and interest in the community; initiates, completes and responds to community and user needs analysis as appropriate.

2. Plans, promotes, manages and evaluates community festival, activities and events.

3. Liaises with departmental staff and other community organizations in providing specialized programs, workshops and special events; promotes community development through liaison with agencies and facilitation of community groups.

4. Recruits volunteers to help plan and operate programs according to established guidelines.

5. Develops program schedules for areas within the recreation centers or community settings.

6. Facilitate community and economic development planning in order to identify and establish economic development opportunities.

7. Assist the CCHBIA with activities mutually approved upon by the Council and BIA and stated within its Memorandum of Understanding.

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Page 3 of 5 2/5/2015 8. Promote the Municipality and its activities in order to ensure that residents are aware of available opportunities and activities.

9. Secure funding for economic development activities and programs.

10. Other duties as assigned.

KNOWLEDGE

The incumbent with demonstrate the following knowledge:

 Community Economic Development theories and development of potential and opportunities  Business planning and market analysis financial management and analysis  Economic development and business promotion  Office administration  An understanding of relevant municipal legislation, policies and procedures  An understanding of the area economic, cultural and political environment  Event planning  Marketing  Volunteer engagement

SKILLS

The incumbent must demonstrate the following skills:

 ability to develop and analyze business plans  ability to identify and promote community development projects and initiatives  team building skills  accounting and bookkeeping skills  analytical and problem solving skills  decision making skills  effective verbal, presentation and listening communications skills  effective negotiation and mediation skills  effective written communications skills  computer skills including the ability to operate computerized accounting, spreadsheet, word processing, graphics and website development programs at a highly proficient level

EDUCATION

Post secondary education is a requirement with a university degree in a relevant background.

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Page 4 of 5 2/5/2015

Community Improvement Coordinator – Job Description

Wage: Pay Band 6 (Part-time)

JOB SUMMARY

Under the general direction of the Chief Administrative Officer, the incumbent develops and implements community improvement work involving the planning, promotion and implementation of suitable programs in sport, outdoor, social, arts and cultural areas. Recruits and engages volunteers and creates and strengthens community partnerships. Performs community development functions and encourages community involvement in leisure activities. Liaises and assists the CCHBIA with various initiatives based on an approved memorandum of understanding.

TYPICAL DUTIES AND RESPONSIBILITIES

1. Evaluates leisure needs and interest in the community; initiates, completes and responds to community and user needs analysis as appropriate.

2. Plans, promotes, manages and evaluates community festival, activities and events.

4. Recruits volunteers to help plan and operate programs according to established guidelines.

5. Develops program schedules for areas within the recreation centers or community settings.

6. Assist the CCHBIA with activities mutually approved upon by the Council and BIA and stated within its Memorandum of Understanding.

7. Promote the Municipality and its activities in order to ensure that residents are aware of available opportunities and activities.

8. Other duties as assigned.

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Page 5 of 5 2/5/2015

KNOWLEDGE

The incumbent with demonstrate the following knowledge:

 Promotion  Office administration  An understanding of relevant municipal legislation, policies and procedures  Event planning  Marketing  Volunteer engagement

SKILLS

The incumbent must demonstrate the following skills:

 team building skills  accounting and bookkeeping skills  analytical and problem solving skills  decision making skills  effective verbal, presentation and listening communications skills  effective negotiation and mediation skills  effective written communications skills  computer skills including the ability to operate computerized accounting, spreadsheet, word processing, graphics and website development programs at a highly proficient level

EDUCATION

Post secondary education is a requirement in a relevant background.

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Municipality of Central Huron Formal Report Administration Department

Date: February 9, 2015

To: Mayor & Council

From: Peggy Van Mierlo – West, CAO

Re: RFP – Consulting Services

That the report titled, RFP – Consulting Services be received, and; That, the RFP for the Central Huron Downtown Revitalization, Community Improvement and Branding project be approved.

BACKGROUND

The attached RFP is proposed for the 2015 Budget. These projects were deemed a necessity for completion by both the public and council during the 2012 strategic planning sessions. To provide a more cohesive plan it would be beneficial to have these completed together.

The current Central Huron Community Improvement plan was approved in December of 2012 to provide to provide back-up for the façade grant applications. However it only includes the downtown core of Clinton. The attached RFP has expanded to include both the rural and urban areas of the Municipality. As part of the deliverables the consultant will review the current funding program and make recommendations on accessibility.

The Downtown Revitalization plan is intended to provide Council and residents on input towards the revitalizations and beautification of key areas of the municipality. Deliverables will include landscape designs, budgets and ultimately a road map to improvements within these areas.

The Municipal branding project will assist in Central Huron discovering its vast story and its uniqueness. This brand will be used on all future marketing programs.

The proposed timeline for the project is as follows should Council approve the RFP:

. Week of February 18th – RFP Advertised . February 27th, 2015 – Webinar for interested consultants . March 30th, 2015 – RFP Closed . Week of April 6th – Short list consultants . Week April 13th - interviews . Week of April 20th, Selection of project team/announcement of project award

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Page 2 of 2 2/5/2015 . Week of April 20th, Contract negotiations . Week of April 27th – Project kick‐off

The webinar will be given to consultants who have request the RFP. It will be an online session providing information on the project, answering questions and providing clarification.

The proposed budget for this project is $20,000.00.

______Peggy Van Mierlo-West, CAO

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REQUEST FOR PROPOSAL CONSULTING SERVICES THE DEVELOPMENT OF MUNICIPALITY

OF CENTRAL COMMUNITY HURON IMPROVEMENT PLAN, DOWNTOWN REVITALIZATION & MUNICIPAL BRANDING Issue Date: February 18th, 2015 Closing Location: Municipality of Central Huron Office 23 Albert Street

Clinton,ON N0M 1LO

Closing Time and Date: By no later than 11:00 a.m. local time, on Monday March 30th, 2015, to Contact Person: Peggy Van-Mierlo West, CAO Email: [email protected]

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All proposals are subject to the terms and conditions of the Request for Proposal, the accompanying Specifications, scope of work, and all other contract provisions or data that are incorporated.

The Municipality of Central Huron reserves the right to accept or reject all or part or item of any Proposal, and to accept the Proposal that is the best interest of the Municipality.

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Table of Contents 1.0 INTRODUCTION ...... 5 2.0 PROJECT SCOPE ...... 5 2.1 COMMUNITY IMPROVEMENT PLAN ...... 6 2.2 DOWNTOWN REVITALIZATION...... 6 2.3 MUNICIPAL BRANDING ...... 6 2.4 COMMUNITY AND GROUP COMMUNICATION ...... 7 3.0 DELIVERABLES ...... 7 Detailed CIP Program ...... 7 DOWNTOWN REVITILIZATION PLAN ...... 8 BRANDING ...... 8 4.0 PROPOSED TIMEFRAMES ...... 8 5.0 BUDGET ...... 9 6.0 PROPOSAL SUBMISSION ...... 10 7.0 PROPOSAL EVALUATION ...... 10 6.1 EVALUATION CRITERIA ...... 10 7.0 PROPOSAL SELECTION ...... 11 7.1 INCOMPLETE SUBMISSIONS ...... 11 7.2 PRESENTATIONS ...... 11 7.3 REFERENCE CHECKS ...... 12 8.0 GENERAL CONDITIONS ...... 12 8.1 PROPOSAL CLOSING TIME/LOCATION ...... 12 8.2 COMPLETION OF PROPOSAL ...... 12 8.3 MANDATORY CONSULTANT MEETING ...... 13 8.4 PROPOSAL WITHDRAWAL...... 13 8.5 PROPONENT’S EXPENSES ...... 13 8.6 EXAMINATION OF RFP DOCUMENTS ...... 13 8.7 INQUIRIES, OMISSIONS, DISCREPANCIES, AND INTERPRETATION ...... 13 8.8 ERRORS AND OMISSIONS...... 14 8.9 ADDENDA ...... 14 8.10 ACCEPTANCE OR REJECTION OF PROPOSAL ...... 15 8.11 PROTECTION OF WORK AND PROPERTY ...... 15

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8.12 REGULATION COMPLIANCE AND LEGISLATION ...... 16 8.13 SUB-CONTRACTORS ...... 16 8.14 CHARACTER AND EMPLOYMENT OF WORKERS ...... 16 8.15 OWNERSHIP OF PROPOSALS AND FREEDOM OF INFORMATION ...... 17 9.0 ADDITIONAL CONDITIONS ...... 17 9.1 INDEMNITY ...... 17 9.2 CONFLICT OF INTEREST ...... 17 9.3 NON-COLLUSION ...... 17 9.4 INFLUENCE ...... 18 9.5 HARMONIZED SALES TAX (HST) ...... 18 9.6 TERMS OF PAYMENT ...... 18 9.7 WORKPLACE SAFETY AND INSURANCE BOARD ...... 18 9.8 LAWS, NOTICES, PERMITS AND FEES ...... 18 9.9 CONTRACT PREPARATION ...... 19 9.10 REQUEST FOR INFORMATION ...... 19 9.11 NEGOTIATIONS ...... 19 9.12 AUTHORIZATION ...... 20

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1.0 INTRODUCTION The Municipality of Central Huron is seeking proposals from experienced consulting firms for the development of a Community Improvement, Downtown Revitalization, and Municipal Branding plan. The Municipality of Central Huron is located in the centre of Huron County. Amalgamated in 2001, the municipality with a population of 7800 boasts a strong rural small town lifestyle. Within its limits the Municipality boasts, a downtown core (Town of Clinton), lakeside cottage living, nature trails through the Hullet Provincial Park, a state of the art Equine Centre, School Car on Wheels Museum, newly constructed fire hall and arena and a large amount of settlement heritage aspects.

The Municipality is responsible for a number of municipal services which include; but are not limited to: - Fire and Emergency Services - Community Development - Recreation, Parks and Properties - Building Permits and Inspections - Licenses and Permits - Community Planning and Growth - Economic Development

2.0 PROJECT SCOPE The project is based on a combination three separate projects however based on discovery of these various projects, each do combine off each other to assist in creating

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a vibrant economically sustainable community. The Municipality of Central Huron will develop a Community Improvement, Downtown Revitalization and Municipal Branding plan with the objective of rebuilding the core business areas of the community. The goal of our investment in revitalization is two fold:

(a) To revitalize and beautify key areas in a way which expresses and strengthens our community and brand identity

(b) To rapidly expand awareness of the Municipality of Central Huron community and brand experience in order to attract sustainable business investments, as well as, facilitating traffic and tourism to the key business areas of the Municipality.

2.1 COMMUNITY IMPROVEMENT PLAN

The qualified consulting services will be required to complete an Urban and Rural Community Improvement Plan in compliance with Section 28 of the Planning Act.

The CIP is intended to be supportive of key strategies to grow industry, tourism, youth entrepreneurship etc. The CIP will focus on providing the tools to the Municipality to assist in developing programming and funding for enhancements to existing and future businesses. It is intended to include both the rural and urban areas of the Municipality.

2.2 DOWNTOWN REVITALIZATION

The Downtown Revitalization Plan, through targeted development initiatives, economic development programs, above ground infrastructure plan and downtown concept plan, will encourage rehabilitation and adaptive reuse of existing buildings and new infill development as well as new business development. This study will be incorporated through-out Central Huron however there will be concentrated with the Downtown Core of the Town of Clinton.

The recommendations contained within this plan will influence the formation and evolution of these programs, and serve as the guiding investment plan for capital improvements within the downtown core.

2.3 MUNICIPAL BRANDING

The Municipal Branding exercise will lead to a development of a marketing campaign that incorporates Central Huron’s new brand into all mediums and material produced. The brand will enforce all future marketing and communications initiatives. The ultimate

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intent of the branding strategy will to, increase jobs through consistent and effective promotion, increase visitation by effectively promoting the assets of the Municipality and increase future development within the area.

2.4 COMMUNITY AND GROUP COMMUNICATION

It is expected that the consulting team will solicit input from stakeholders and the community at large, meet with the Municipal Council, the Clinton and Central Huron Business Improvement Association, and REACH Huron.

Regular meetings will be occurring with the Central Huron/CCHBIA Steering Committee to provide input, guidance and facilitation of communication.

The final plans and recommendations will be introduced to Council and the public and ultimately approved by Council. It is the intent that the preferred consultant will host at least two public meetings for input from the public.

3.0 DELIVERABLES

This Projects Deliverables will include but not limited to the following:

Detailed CIP Program o Outline the objectives, goals and milestones o Develop a Municipality of Central Huron CIP Policy and procedures manual o Outline recommended incentive programs, the types of financing and program details o Recommend application and compliance requirements for those stakeholders wanting to participate in the CIP o Outline an Implementation strategy o Include any CIP geographic boundaries that may be associated with the Plan . Incentive Eligibility Criteria to be provided: o Recommendations as to the requirements for application o Recommended number of applications permitted/accepted o Minimum/maximum financial assistance available per application o Required documentation to be included with application . Marketing Strategies o Methods, timing, target markets

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o Roles and responsibility . Monitoring Tools: o Tool to determine who is accepted/denied and/or obtains what type of incentive o Established performance criteria including but not limited to on-going screening, reviewing and approval to ensure desired outcomes are achieved

DOWNTOWN REVITILIZATION PLAN

The final deliverable will be a comprehensive graphic record of the process and a guiding document for the future, including but not limited to preferred fixtures, landscaping and street design. In addition, detail how the strategic action plan will provide a template that may be updated every three years.

BRANDING

The branding strategy will recommend an overall implementation plan in consideration of the identified priorities and objectives. The implementation plan will identify inventory, objectives, schedules and costs through suggested phases on implementation based on municipal resources available. Creation of a program that will be implemented in all areas of communication.

4.0 PROPOSED TIMEFRAMES

The Municipality anticipates the final selection of the consultant in April of 2015. The Municipality reserves the right to amend dates. While this timeline may be subject to change, all participating parties will be notified.

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5.0 BUDGET

The budget shall demonstrate the Proponent understands of the cost factors. We have established a budget range of $20,000 for this process. A complete detailed price breakdown shall be included in the proposal identifying all applicable costs, including per diem rates for all personnel, travel costs, public meeting cots etc.

Specifically, we encourage the consultant to provide a detailed budget for Consulting Fees, another for Travel Expenses and finally, a summary budget that lists Total Expenses. To facilitate comparisons, the budget charts should be laid out in the following formats:

Consulting Fees Budget:

Project Task Consultant Consultant Consultant Consultant Total Name Name Name Name NUMBER OF HOURS SPENT ON TASK HOURLY RATE $ $ $ $ $ Community Improvement Plan Downtown Revitalization Plan Municipal Branding Plan … … TOTAL HOURS FEES PER CONSULTANT (hours x rate) Travel Expense Budget

Reason for Travel # Persons Transport Per Diem Accomm. Total (from Work Plan) $ $ $ $

Total

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Budget Summary

Item Total Consulting Fees (from Consulting Fees Budget) Travel Expenses (from Travel Budget) Supplies and Materials Other Other Subtotal HST on Fees 13% Total

6.0 PROPOSAL SUBMISSION The requirements that each proponent must follow and include in its proposal are outlined herein. The Municipality reserves the right to determine, in its own and unfettered discretion, whether any proposal meets the mandatory requirements. Proposals shall address all of the requirements as outlined and public communication process.

In the proposal the consultant is requested to provide the following information for review,

- Background of firm - Team Member backgrounds - History of completion of projects of similar scope - Proposed timeline of the project (GANTT Chart) - Proposed public communication and engagement plan - Proposed budget - Required resources - References

7.0 PROPOSAL EVALUATION

6.1 EVALUATION CRITERIA

The Steering Committee will review all proposals and assign a score out of 100 points based on the following technical evaluation criteria and weightings as follows:

Company Profile and Experience 15 Key Team Members 15 Methodology 40 Timelines 10

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Pricing 20 TOTAL 100 points

The Steering Committee has the ability to choose top two consultants for an interview prior to making a final decision to presenting to Council a recommendation.

7.0 PROPOSAL SELECTION

7.1 INCOMPLETE SUBMISSIONS

Proponents are advised that only complete Submissions shall be reviewed and evaluated. Should the Evaluation Committee find incomplete Submissions during the evaluations of Proposals, the Proposal shall be disqualified and notification will be sent to the Proponent.

Proponents are reminded that Proposals received after the Closing Time shall be returned unopened.

7.2 PRESENTATIONS

The presentations are required for the purpose of the selection, presentations shall be to:

(a) Determine in greater detail the qualifications and relevant experience (b) Explore in further detail the proposed methodology (c) Address any questions the Steering Committee may have for clarification purposes only

The format for the presentation and interview session with the Steering Committee will be as follows:

(a) Qualified Bidders will be requested to prepare a PowerPoint presentation consisting of handouts to further explain the submission and allow the Steering Committee to ask any questions or seek clarification regarding the submission. The presentation shall be completed by the proposed team members up to a maximum of 5 representatives. (b) The Bidder’s proposed project manager will conduct the presentation which will have a maximum duration of 45 minutes (30 minute presentations and 15 minutes for follow-up questions by the Municipality) (c) The Bidder will provide and operate all necessary audio-visual equipment for the presentation.

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In conducting the interview, their shall be no disclosure of any information derived from other proposal submissions. Bidders shall be accorded fair and equal treatment.

7.3 REFERENCE CHECKS

Proponents are required to submit references of previous experience developing similar plans or references for other experiences that qualify the Proponent for the Consultant position.

8.0 GENERAL CONDITIONS

8.1 PROPOSAL CLOSING TIME/LOCATION

It is the sole responsibilities of the proponent to submit their proposal to the Administration Department prior to the closing time of 11:00am on April 16th, 2015. Proposals shall be received by one of the following methods:

Hand/courier delivery: Five (5) hard copy of the proposal should be enclosed and sealed in an envelope clearly marked: “Community Improvement Plan, Community Revitalization and Municipal Branding” or one (1) electronic version on USB flash drive delivered and addressed to the Municipality of Central Huron, 23 Albert Street, PO Box 400, Clinton ON, N0M 1L0.

It is the Proponent’s sole responsibility to ensure they allow themselves enough time to submit their Proposal prior to the posted closing date and time. Proposals received by facsimile or email will NOT be accepted. All costs to prepare the Proposal shall be borne solely by the Proponent.

8.2 COMPLETION OF PROPOSAL

The Proposal Form, Schedule of Fees and Proponent Information Form must be completed in hardcopy. All entries shall be clear and legible and made in a non- erasable medium and signed in ink. All items shall be submitted according to any instruction in the Request for Proposal documents.

Alterations may be made providing they are legible and initialed by the Proponent’s signing officer. Proposals which are incomplete, conditional, illegible or obscure, or that contain additions not called for, reservations, erasures, alterations incorrectly submitted, or irregularities of any kind may be rejected.

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8.3 MANDATORY CONSULTANT MEETING

A webinar is scheduled for Friday February 27th, 2015. This webinar will provide information regarding the background of the project, all consultants interested in this project must submit their intent to attend via email the receipt confirmation form to the CAO at [email protected] a link will be emailed in return. 8.4 PROPOSAL WITHDRAWAL

The Proponent may withdraw their proposal at any time prior to the proposal closing time by submitting a written withdrawal letter to the CAO.

8.5 PROPONENT’S EXPENSES

Any expenses incurred by the Proponent in the preparation and delivery of the proposal submission are entirely the responsibility of the proponent and will not be charged to the Township.

8.6 EXAMINATION OF RFP DOCUMENTS

Each Proponent must satisfy themselves by a personal study of the Request for Proposal documents, by calculations, and by personal inspection of the site, respecting the conditions existing or likely to exist in connection with the proposed work. There will be no consideration of any claim, after submission of the proposals, that there is a misunderstanding with respect to the conditions imposed by this Request for Proposal.

Prices must include all incidental costs and the Proponent must be satisfied as to the full requirements of the Request for Proposal. No claims for extra work will be entertained and any additional works must be authorized in writing prior to commencement. Should the Proponent require more information or clarification on any point, it must be obtained prior to the submission of the Proposal.

8.7 INQUIRIES, OMISSIONS, DISCREPANCIES, AND INTERPRETATION

All enquiries regarding this RFP are to be directed in writing or by email, to the following persons. Information obtained from any other source is not official and should not be relied upon. Enquiries and responses will be recorded and will be distributed directly to all Proponents that return the “Receipt Confirmation Form” at the end of this document.

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Peggy Van Mierlo-West Chief Administrative Officer Municipality of Central Huron 23 Albert Street Clinton, ON N0M 1L0 (519)482-3997 ext 1237 [email protected]

Should a Proponent find omissions from or discrepancies in any of the RFP documents or should the proponent be in doubt as to the meaning of any part of such documents, the Proponent shall notify the designated contact person and office without delay. If the designated contact person considers that a correction, explanation or interpretation is necessary or desirable, and addendum will be issued to all Proponents who have registered as a document taker for this Proposal.

8.8 ERRORS AND OMISSIONS

The Corporation shall not be held liable for any errors or omissions in any part of this RFP. While the Corporation has used considerable efforts to ensure an accurate representation of information in this RFP, the information contained in the RFP is supplied solely as a guideline for the Proponents. The information is not guaranteed or warranted to be accurate by the Corporation, nor is it necessarily comprehensive or exhaustive. Nothing in the RFP is intended to relieve the Proponents from forming their own opinions and conclusions with respect to the matters addressed in this RFP. (2 million in errors and admissions insurance)

8.9 ADDENDA

If required by the Municipality of Central Huron, addenda will be distributed to all Proponents registered as a document taker for this Proposal. Addenda will be distributed using the latest contact information as provided by the Proponent. It is the Proponent’s responsibility to notify the Municipality of any changes to their email or mailing address. It is the Proponent’s ultimate responsibility to ensure all addenda have been received.

Proponents shall be required to acknowledge receipt of all addenda on the Proponent’s Information Addenda Acknowledgement Form contained in the Proposal document.

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8.10 ACCEPTANCE OR REJECTION OF PROPOSAL

The Municipality of Central Huron reserves the right to reject any or all proposals and to waive formalities as the interests of the Municipality may require without stating reasons thereof.

Notwithstanding and without restricting the generality of the statement immediately above, the Municipality shall not be required to award and accept a proposal, or recall the proposals at a later date:

(a) When only one (1) proposal has been received as a result of the proposal call;

(b) Where the lowest responsive and responsible proponent substantially exceeds the estimated cost of the goods or service;

(d) Where a change in the scope of work or specifications is required the lowest or any proposal will not necessarily be accepted. The acceptance of a proposal will be contingent upon an acceptable record of ability, experience and previous performance.

The Municipality shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any proponent by reason of the acceptance or the non-acceptance by the Municipality of any proposal or by reason of any delay in the acceptance of a Proposal except as provided in the Proposal document.

Each proposal shall be open for acceptance by the Municipality for a period of ninety (90) calendar days following the date of Closing.

Where the Proposal documents do not state a definite delivery/work schedule and a submitted proposal is based on an unreasonable delivery/work schedule, the proposal may be rejected.

8.11 PROTECTION OF WORK AND PROPERTY

The successful Proponent shall provide continuous and adequate protection of all work from damage and shall protect the Owner’s property from injury or damage arising from

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or in connection with this work. The successful Proponent shall make good any such damage or injury.

8.12 REGULATION COMPLIANCE AND LEGISLATION

The successful Proponent shall ensure all services and products provided in respect to this Proposal are in accordance with, and under authorization of all applicable authorities, Municipal, Provincial and/or Federal legislation.

8.13 SUB-CONTRACTORS

No portion of the work under this award may be subcontracted without the prior written authorization of the Municipality. The successful proponent is fully responsible to the Municipality for the acts and omissions of the Sub-Contractors and/or persons directly or indirectly engaged by the successful Proponent in respect to this work. Sub- Contractors will be required to abide by all requirements of the RFP document as though the primary successful Proponent (Insurance, WSIB, Health & Safety Policy, etc.). The successful Proponent agrees to bind every Sub-Contractor by the terms of the Contract documents as far as it is applicable to their work.

Failure to obtain this consent may result in cancellation of the contract with the successful proponent.

8.14 CHARACTER AND EMPLOYMENT OF WORKERS

The successful Proponent shall employ only orderly, competent and skillful employees to ensure that the services are carried out in a respectable manner.

In the event that any person employed by the successful proponent in connection with the service arising out of this Proposal gives, in the opinion of the Municipality, just cause for complaint, the successful Proponent upon notification by the Municipality in writing, shall not permit such person to continue in any future services arising out of this Proposal

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8.15 OWNERSHIP OF PROPOSALS AND FREEDOM OF INFORMATION

All Proposals, including attachments and any documentation, submitted to and accepted by the Municipality in response to this RFP become the property of the Municipality.

9.0 ADDITIONAL CONDITIONS

9.1 INDEMNITY

The Proponent shall indemnify and save harmless the Municipality, its agents, employees and elected officials from and against any and all liability whatsoever for losses, liens, charges, claims, demands, payments, suits, actions, recoveries, and judgments including legal fees and expenses of every nature and description brought of recovered against either the Municipality, its agents and employees, or the consultant by reason of an act, error or omission of the Consultant, its agents employees or licensees in providing the services, including, without limiting the generality of the foregoing, loss of damage to property, injury to or the death of any persons, alleged copyright, patent or other intellectual property rights infringement or interference, defective design or damage to the environment. The consultant must provide a copy of their errors and omissions insurance in the amount no less than $2,000,000 prior to signing of contract documentation.

9.2 CONFLICT OF INTEREST

Proponents shall disclose in their Proposals any actual or potential Conflict of Interest and existing business relationships it may have wit the Municipality, its elected officials, appointed officials or employees.

9.3 NON-COLLUSION

Proponent shall not discuss or communicate, directly or indirectly, with any other proponent or their agent or representative about the preparation of the proposals. Each proponent shall attest that its participation in the RFP process is conducted without any collusion or fraud. If the Municipality discovers there has been a breach of this requirement at any time, the Municipality reserves the right to disqualify the proposal or terminate any ensuing agreement.

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9.4 INFLUENCE

No person, company, corporation or organization shall attempt in any way , either in private or in public, to influence the outcome of any Municipality purchasing or hiring process. Any person, company, corporation or organization that attempts to influence the outcome of any of the Municipality purchasing or hiring process shall be disqualified, and the person, company, corporation or organization may be subject to exclusion or suspension from this or other works with the Municipality.

9.5 HARMONIZED SALES TAX (HST)

Harmonized Sales Tax (HST) is applicable to the requirements of this Proposal and should be shown separately, as indicated on the Schedule of Fees.

9.6 TERMS OF PAYMENT

Unless otherwise stated herein, the Municipal’s normal terms of payment will be Net Thirty (30) calendar days from the receipt of goods/services or the date of invoice, whichever occurs later. Invoices shall be forwarded to the attention of:

The Municipality of Central Huron Finance Department – Accounts Payable 23 Albert Street Clinton ON N0M 1L0

9.7 WORKPLACE SAFETY AND INSURANCE BOARD

The successful Proponent shall provide the Municipality of Central Huron with a copy of the Workplace Safety and Insurance Board’s Clearance Certificate indicating the Proponent’s good standing with the Board:

(a) Prior to the award

(b) Prior to the expiration of the Contract Period; and

9.8 LAWS, NOTICES, PERMITS AND FEES

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The successful Proponent shall obtain the necessary permits, license and pay the required fees for the assignment which is in force the date of the Proposal Closing.

The successful Proponents shall give the required notices and comply with the laws, ordinances, rules, regulations, codes and orders of the authorities having jurisdiction which are, or become, in force during the period for which services are performed in accordance with the schedule of work.

9.9 CONTRACT PREPARATION

The Proponent shall be responsible for preparing the first draft of the legal agreements, which shall be subject to the review and approval of the Municipality of Central Huron and its council. Once the form of Agreement is agreed to by all parties and their council, following execution by all parties, the Municipality will issue a purchase order to the Proponent.

9.10 REQUEST FOR INFORMATION

Proponents are solely responsible for ensuring that all information necessary to prepare its proposal is acquired and for independently verifying and informing itself with respect to any requirements, terms and conditions. The proponent is advised to familiarize themselves with the physical aspect of the development site as well as all relevant construction requirements as it relates to the community.

Any questions raised by potential Proponents shall be submitted in writing. The Municipality shall respond to all written requests no later than 5 days following the written request. Without disclosing the name of the Proponent, a hard copy of all questions received and answers provided by the Municipality will be provided to all potential Proponents that have registered their intent to bid on the project with the Municipality.

9.11 NEGOTIATIONS

The Municipality may award the Agreement on the basis of initial offers received, without discussion. Therefore, each initial offer should contain the Proponent’s best terms/information. Including all required documentation as listed.

The Municipality reserves the right to enter into negotiations with the selected Proponent. If the Municipality and the selected Proponent cannot negotiate a successful agreement, the Municipality may terminate the negotiations and begin negotiations with the next selected Proponent. This process will continue until an agreement has been

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executed or all Proponents have been rejected. No Proponent shall have any rights against the Municipality arising from negotiations.

9.12 AUTHORIZATION

LEGAL NAME OF COMPANY:______

NAME:______

AUTHORIZED SIGNAURE:______

ADDRESS:______

TELEPHONE NO:______DATED:______

These terms of reference shall be signed and bound or accompany the submitted proposal.

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MUNICIPALITY OF CENTRAL HURON MONTHLY CLERK’S DEPARTMENT REPORT Committee of the Whole

February 9, 2015

Highlights for Previous Month

General Administration:

 Monthly website updates, face book updates, Records Clerk continues to assist with the digital sign updates and postings and preparation of the What’s Happening in Central Huron e-blast newsletter.  Work with departments to complete 2014 year end records retention  Staff met to review the draft sign bylaw – from discussion some updates will be made for a follow up meeting before presentation to Council at March COW.  Year end FOI report prepared – no requests received  Year end Lottery report prepared for reconciling

Protective Services:  Annual report received from Animal Control Officer  Attended Meeting held with Solicitor, CAO, CBO, BEO to discuss outstanding issues: King St, Dunlop St. and Zoning infraction.

Planning:  Preparation and circulation Notice of Passing for Huber Zoning amendment completed.

Drainage Administration:  Van Beets Drain: drain is complete and final certificate has been issued. The holdback will remain. Met with Engineer, Director of Finance and Roads Manger to commence grant paper work for OMAFRA queue for assessments to landowners. As this drain has been quite complex the Engineer has been requested to attend and speak to Council in March prior to assessments going to the landowners.  Chamney Drain petition – Lots 38, 39 and 40, Con. 14 East Ward Hullett Engineer preparing report. Attended meeting with Engineer, landowners, Roads Manager and Drainage Superintendent to receive draft report to see if landowners had any concerns before presentation to Council. Following comments received, the Engineer will now prepare the final report to present to Council.  Westbrook (Vandenheuval) Drain petition and Westbrook (Hol) Drain petition Lot 10, Con 6 West Ward (Goderich Twp). Council awarded the tender to A G Hayter.  Gerrits Branch A request for improvement received and accepted by Council. Engineer Jeremy Taylor (Burnside) is preparing the report.  Holmes Municipal Drain Engineer (Brad Bunke, Gamsby Mannerow) is preparing the report.  Dubs Municipal Drain (Haverkamp) received and accepted by Council. Circulation to conservation authority for comment. Engineer for the project is Paul MacIntyre. Attended onsite meeting with landowners, Roads Manager Drainage Superintendent.

2014 Municipal Election  Campaign period ended December 31, 2014. As per Section 78(6) of the MEA Notices were circulated to all candidates to submit Financial Statement-Auditor’s Report Form 4 by the deadline of March 27, 2015. Financial Statements are public documents and will be posted on the municipal website for review.

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MONTHLY POLICIES AND PROCEDURES REPORT Administration Department

Committee of the Whole Report

January 22, 2015

Introduction The importance of Policies and Procedures in the workplace is to develop a common set of rules to which everyone is held responsible. The Municipality of Central Huron needs policies and procedures for employees to clearly understand their roles and responsibilities within predefined limits. These policies and procedures will refer to the Employment Standards Act and other applicable policies previously approved by Council to ensure validity.

Policies and Procedures In early January began working on developing a list of policies and procedures that can be applied in the Municipality of Central Huron, also started to develop policies and procedures. The policies and procedures that are currently in draft are the Code of Conduct, Accident Reporting, Alcohol and Drug Usage, Attendance, Benefits & Eligibility, and the Bereavement Leave Policy. Each policy will also reference any applicable policies previously approved and any legislation applicable to the specific policy. This will require Municipal approval from Central Huron for these Policies and Procedures to be implemented in the workplace or rejected to be reviewed again.

Code of Conduct The Code of Conduct focuses on the Municipality of Central Huron as a whole, which includes the administrative staff, as well as, the employees within facilities and roads. The Code of Conduct will address issues that could become larger issues in the future of business. The policy will ensure that all of the employees within the Municipality of Central Huron conduct themselves in a professional and ethical manner that is consistent with the expectations clearly stated within the responsibilities of this policy.

This policy will have areas of responsibility such as, internet usage on social media, the use of profanity, wearing proper foot wear to the workplace, and holding sensitive information gathered from the workplace in confidence. This policy will also address that this Code of Conduct shall be administered in conjunction with other professional associated Codes of Conduct. This policy will also address proper procedure in which to take disciplinary action if an employee fails to meet expectations.

Accident Reporting The Accident Reporting Policy focuses on the proper steps in which an accident should be reported in the workplace, within the relevant health and safety legislation and completion of any applicable forms towards the specific accident, (employee incident report or property damage report). The policy will ensure that all employees will complete the proper forms in which need to be completed for the proper action to be taken.

This policy will have areas of responsibility such as, the competence to report an accident, holding sensitive information in confidence, reporting of an accident whether involved in the accident or a witness of the incident, and whether the person is promptly and efficiently completing the reports. This policy also addresses that supervisors are responsible for coaching

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and assisting employees with any issues they’re having to promptly and effectively when they haven’t completed the report.

Alcohol and Drug Use The Alcohol and Drug Use Policy focuses on ensuring that the workplace is and environment free of alcohol and drugs to ensure a safe and healthy workplace for all staff. The policy will ensure that employees with a substance use problem get well rather then the termination of their employment, this way valuable employees are encouraged to get healthy and back to performing.

It will also provide responsibilities of employees to report for duty to perform duties required by the job description in a safe and acceptable manner, they’re expected to ask their doctor if the medication they’re taking will affect/risk their performance, any employees are required to report any violation of this policy in regards to any disease of chemical dependence, as well as, to get a second opinion if they believe that an employee in a senior position is in violation of this policy.

Attendance The Attendance Policy focuses on ensuring a consistent and fair approach to solving attendance problems, because regular attendance and punctuality are essential to the operation of a business. The policy will ensure that proper procedures are taken when absenteeism is an on going issue and proper disciplinary action is applied.

This policy will have areas of responsibility such as, reporting to work in a punctual and regular basis, to advise their head of the department of any “regular” absences, advising the Municipality if tardiness/absence is known to the employee 30 minutes before their scheduled shifts, and supervisors are responsible for recording these absences and tardiness to ensure proper disciplinary action can be applied.

Benefits & Eligibility The Benefits and Eligibility Policy focuses on ensuring that all eligible employees are receiving benefits through any carrier for any plan provided the benefits conferred are not decreased. The policy will ensure that full-time employees of the Municipality of Central Huron are receiving benefits and the part-time employees are receiving 5% of hourly rate as payment in lieu of benefit coverage.

This policy will have areas of responsibility such as, applying for coverage, to change coverage from single to family within an appropriate time frame, addition of a spouse, payroll deductions, providing appropriate claim information, and overage student dependents.

Bereavement Leave The Bereavement Leave Policy focuses on ensuring that all employees shall be granted a leave of absence, without loss of pay in order to attend the funeral and to attend with other immediate requirements in the case of a death with a family member or common law spouse.

This policy will have some areas of responsibility and references towards the Bereavement Donation Policy. Some responsibilities would be the employees need to inform the Municipality of Central Huron of the fatality so proper action can be taken, and the Municipality of Central Huron has the responsibility to cover said employee wages while the employee is on Bereavement Leave specified timeframes are located in the policy.

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Personnel Committee Terms of Reference

Purpose: The purpose to this committee is to discuss and provide recommendations to Council on personnel concerns of the Municipality of Central Huron.

Type: Standing

Chairperson: Mayor

Composition: Mayor of Central Huron Deputy Mayor One appointed member of Council

Resources: CAO

Specific Areas of Responsibility and Advice:

1. Review personnel policies and procedures to ensure consistent application; 2. Review Job Descriptions 3. Review and make recommendations to the Council with respect to increased complement beyond approved annual budget; 4. Ensures that CAO is following established procedures with respect to the hiring of positions 5. Present to the Council the hiring recommendations of the CAO for all management staff; 6. Oversees/participates in the hiring process for the CAO as directed by the Council, 7. Receives, reviews and makes recommendations to the Council with respect to Collective Agreement negotiations with the appropriate union(s); final ratification is subject to the approval of the Council; 8. Inform Council with respect to grievances that have been referred to arbitration; 9. The Personnel Committee shall co-ordinate the performance evaluation of the CAO in accordance with the Council policies and procedures.

The frequencies of meetings will be as required to deal appropriately with matters.

Protocol and Voting:

1. Each member of the Committee shall have one vote.

2. The members of the Committee are eligible for appointment for more than one term.

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3. The meetings of the Committee shall be in camera, in accordance with Section 239(2) (b) (d) of the Municipal Act and no person shall be excluded there from except for improper conduct.

Minutes:

Minutes will be taken and provided to Council

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Municipality of Central Huron Formal Report Administration Department

Date: January 22, 2015

To: Mayor & Council

From: Nicole Braun, Human Resources Assistant/Coordinator for NWMO (CO-OP)

Re: Human Resource Policy Update

RECOMMENDATION

That, the reports titled Human Resource Policy Update be received, and; That, the Statement of Policy and Procedure: Code of Conduct Accident Reporting, Alcohol and Drug Usage, Attendance, Benefits & Eligibility, and Bereavement Leave be approved.

BACKGROUND In early January the Senior Management Team and I began working on developing a list of policies and procedures that can be applied in the Municipality of Central Huron, the objective of this project will be to have policies and procedures that will help aid in the normal business activities, and provide procedures in which disciplinary action can be taken toward individuals that go against the written policies.. The policies and procedures that are currently in draft Schedule A, are the Code of Conduct, Accident Reporting, Alcohol and Drug Usage, Attendance, Benefits & Eligibility, and the Bereavement Leave Policy. This will require Municipal approval for implementation in the workplace.

The status of this project will be laid out evenly throughout the 8 month term, in which 5 policies will be drafted each month. Council will review all 5 policies and procedures once a month to determine any additional aspects that should be included. Implementation of Policies and Procedures will take place immediately after Council’s approval, and the Senior Management Team will be responsible for the training of employees until an overall training session can be implemented. The end result will have all policies and procedures up to date and new policies and procedures implemented in the Municipality of Central Huron.

______

Nicole Braun, HR Assistant/NWMO Coordinator Peggy Van Mierlo-West, CAO

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STATEMENT of POLICY and PROCEDURE Chapter: HUMAN RESOURCES SPP No. HR. 100 Section: CODE OF CONDUCT Issued: DRAFT Subject: Conduct in the Workplace Effective: Issued to: All Manual Holders Page:

Replaces: Approved by: Council – Dated:

TABLE OF CONTENTS SECTION 1 ...... 1 1.1 PURPOSE: ...... 1 1.2 SCOPE: ...... 1 1.3 POLICY STATEMENT: ...... 1 1.4 DEFINITIONS: ...... 1 1.5 RESPONSIBILITIES: ...... 2 1.6 REFERENCES: ...... 3 1.7 QUESTIONS: ...... 3 1.8 PROCEDURE (if applicable): ...... 3

SECTION 1

1.1 PURPOSE: The Municipality of Central Huron is committed to ensuring that all of its employees conduct themselves in a professional and ethical manner that is consistent with the expectations prescribed in this Policy. This includes non- unionized and unionized employees. The purpose of this code is to promote appropriate standards of behaviour and enforcement action to ensure Employees apply standards of honesty and integrity, and to prevent practices constituting an abuse of power including unethical or illegal practices. Employees collectively benefit from an overall atmosphere of high ethical conduct that flows from this commitment.

1.2 SCOPE: This policy applies to all employees within the Municipality of Central Huron, including unionized workers and non-unionized workers. This policy also applies to volunteers, contract workers, consultants, and students doing work on the behalf of the Municipality of Central Huron, (collectively called “Employees”).

1.3 POLICY STATEMENT: To establish a workplace that ensures that employees are conducting themselves in a professional and ethical manner at all times while representing the Municipality of Central Huron. It is also to establish disciplinary action towards employees who represent the Municipality negatively.

1.4 DEFINITIONS: In this policy:

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. “Workplace” means any land, premises, location or thing at, upon, in or near which a worker works; (“lieu de travail”) . “Employees” includes: (a) A person, including a deceased person, receiving or entitled to wages for work performed for another, (b) A person an employer allows, directly or indirectly, to perform work normally performed by an employee, (c) A person being trained by an employer for the employer's business, (d) A person on leave from an employer, and (e) A person who has a right of recall; . Conducting means behave in a certain way . Professional means “characterized by or conforming to the technical or ethical standards of one's profession." . Ethical means being in accordance with the rules or standards for right conduct or practice, especially the standards of a profession . Representing means be entitled or appointed to act or speak for (someone), especially in an official capacity. . Disciplinary Action means punishment of some kind meted out to a member of a profession or organization who has committed a breach of a code of conduct. . Negatively means lacking positive or constructive features, especially: (a) Unpleasant; disagreeable (b) Gloomy; pessimistic (c) Unfavorable or detrimental (d) Hostile or disparaging; malicious

1.5 RESPONSIBILITIES: The responsibilities of the employees under the Municipality of Central Huron, in regards to this policy are as follows, . Adherence to published policies, practices and procedures, as well as, within applicable Ministerial guidelines and polices . Competent performance of all job duties assigned . Prompt and regular attendance at work . Courtesy to and respect for co-workers, customers, suppliers or any other person who deals with the Municipality of Central Huron in the conduction of business . Wearing proper business attire and footwear during working hours, appropriate to the job performed . All employees have the responsibility to refrain from the use of profane language in the workplace . All employees have the responsibility to refrain from the use of social media in the workplace . Holding in confidence any information obtained about a customer, supplier, employee or any other person in the performance of your duties consistent with the requirements of the workplace and legislation

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. Promoting and safeguarding the well-being and safety of the customers, suppliers and fellow employees at all times by ensuring that no act or omission on your part places others at risk or in harm’s way . Each employee is responsible for observing rules of conduct that are normally accepted as standard in a business environment . All supervisors are responsible for coaching employees promptly when their or behaviour is inconsistent with the intent of this policy . The CAO is responsible for delegating which individual will maintain this policy on a per council term

“Failure to comply with this policy could result in disciplinary measure up to and including termination of employment.”

“This Code of Conduct shall be administered in conjunction with other professional associated Codes of Conduct policies which staff members of the Municipality of Central Huron are members to”

1.6 REFERENCES: Other policies, documents or legislation that support the interpretation of this policy, . Refer to By-Law 40-2008. . Bill 168 . Confidentiality Policy . Conflict of Interest Policy

1.7 QUESTIONS: The person(s) employees can approach if they have questions about the policy is their Head of the Department.

1.8 PROCEDURE (if applicable): Based on the number of incidents in a twelve-month rolling period, an employee will be subject to disciplinary action under the following guidelines: . Two incidents in any 30-day calendar period result in a documented Friendly Reminder. . Three incidents in any 60-day calendar period result in a documented Verbal Warning. . Two additional incidents within the next 90-day calendar period, following the verbal warning, will result in a Written Warning. . Any additional (full) incidents within the next six months after the written warning will result in suspension and/or termination of employment, pending investigation and review by management.

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STATEMENT of POLICY and PROCEDURE Chapter: HUMAN RESOURCES SPP No. HR. 105 Section: BEREAVEMENT LEAVE Issued: DRAFT Subject: Bereavement Effective: Issued to: All Manual Holders Page:

Replaces: Approved by: Council – Dated:

TABLE OF CONTENTS SECTION 1 ...... 1 1.1 PURPOSE: ...... 1 1.2 SCOPE: ...... 1 1.3 POLICY STATEMENT: ...... 1 1.4 DEFINITIONS: ...... 1 1.5 RESPONSIBILITIES: ...... 2 1.6 REFERENCES: ...... 2 1.7 QUESTIONS: ...... 3 1.8 PROCEDURE (if applicable): ...... 3

SECTION 1

1.1 PURPOSE: The Municipality of Central Huron is committed to ensuring all employees shall be granted a leave of absence, without loss of pay in order to attend the funeral and to attend with other immediate requirements in the case of a death with a family member or common law spouse. The purpose of this policy is to ensure that all employees are able to attend the funeral and to attend to any other requirements in case of a death, without loss of pay.

1.2 SCOPE: This policy applies to all employees within the Municipality of Central Huron, including unionized and non-unionized employees. This policy also applies to post-secondary students doing work on behalf of the Municipality of Central Huron.

1.3 POLICY STATEMENT: To establish a workplace where all employees working at the Municipality of Central Huron are allotted a specific amount of time to attend the funeral and to other requirements of the death of a family member or common law spouse for a specific amount of time.

1.4 DEFINITIONS: In this policy, . “Workplace” means any land, premises, location or thing at, upon, in or near which a worker works; (“lieu de travail”) . “Employees” includes:

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1.5 RESPONSIBILITIES: The responsibilities of the employees under the Municipality of Central Huron, in regards to this policy are as follows, . All employees have the responsibility to inform the Municipality of Central Huron of the fatality so proper action can be taken . The Municipality of Central Huron has the responsibility to follow the Bereavement Donation Policy . The Municipality of Central Huron has the responsibility to cover the employees wages while the employee is on Bereavement Leave

1.6 REFERENCES: Other policies, documents or legislation that support the interpretation of this policy, . Bereavement Donation Policy . Hours of Operations . Compensation . Employee Information . Privacy

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1.7 QUESTIONS: The person(s) employees can approach if they have questions about the policy is their Head of the Department

1.8 PROCEDURE (if applicable): Under this policy the following procedure must be taken in regards to the maximum consecutive working days of leave of absence, without loss of pay, in order to attend the funeral and attend to other requirements.

An employee shall be granted a maximum of five (5) consecutive working days of leave of absence, in the case of the death of the following relations, . Married spouse . Common Law Spouse . Same Sex Partner . Parent . Parent in Law . Child . Stepchild An employee shall be granted a maximum of three (3) consecutive working days of leave of absence, in the case of the death of the following relations, . Siblings . Grandparent . Grandchild . Family members related through an in-law and/or step family situation

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STATEMENT of POLICY and PROCEDURE Chapter: HUMAN RESOURCES SPP No. HR. 104 Section: BENEFITS & Issued: DRAFT ELIGIBILITY Subject: Benefits Effective: Issued to: All Manual Holders Page:

Replaces: Approved by: Council – Dated:

SECTION 1

1.1 PURPOSE: The Municipality of Central Huron is committed to ensuring that all eligible employees receive benefits through any carrier for any plan provided the benefits conferred are not decreased. The purpose of this policy is to ensure that full-time employees are receiving full benefits and part-time employees receive 5% of hourly rate as payment in lieu of benefit coverage.

1.2 SCOPE: This policy applies to all employees within the Municipality of Central Huron, including unionized and non-unionized employees, full-time and part-time employees. This policy also applies to post-secondary students doing work on behalf of the Municipality of Central Huron.

1.3 POLICY STATEMENT: To establish a workplace where all eligible employees working at the Municipality of Central Huron receive benefits through any carrier for any plan, provided they have at least three (3) months service with the Municipality of Central Huron. After the probationary period the employee shall be enrolled and able to collect benefits at the beginning of the fourth (4th) month. The employer agrees to pay 100% of the premium cost for insurance coverage for eligible employees.

1.4 DEFINITIONS: In this policy, . “Workplace” means any land, premises, location or thing at, upon, in or near which a worker works; (“lieu de travail”)

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. “Employees” includes: (a) A person, including a deceased person, receiving or entitled to wages for work performed for another, (b) A person an employer allows, directly or indirectly, to perform work normally performed by an employee, (c) A person being trained by an employer for the employer's business, (d) A person on leave from an employer, and (e) A person who has a right of recall; . “Eligible” means having the right to do or obtain something; satisfying the appropriate conditions . “Benefits” means a payment or gift made by an employer, the state, or an insurance company . “Probationary Period” means is the initial period of employment, a kind of “trial period”, during which the supervisor carefully considers whether the employee is able to meet the standards and expectations of the job and if the employee should be retained by the Municipality of Central Huron as a “regular” employee . “Enrolled” means officially register as a member of an institution or a student on a course . “Collect” means bring or gather together . “Premium Cost” means an amount to be paid for an insurance policy . “Insurance Coverage” means The amount of risk or liability covered for an individual or entity by way of insurance services

1.5 RESPONSIBILITIES: The responsibilities of the employees under the Municipality of Central Huron, in regards to this policy are as follows, . Adherence to published policies, practices and procedures, as well as, within applicable Ministerial guidelines and policies . The employees are responsible for ensuring that you have applied for the coverage you wish to have for yourself on your enrolment forms and your dependents within the appropriate time frames. . The employees are responsible to change your coverage from single to family within the appropriate time frame. If the coverage is not changed within 31 days of acquiring your first eligible dependent an Evidence of Insurability on Dependents is required for approval. . The employees are responsible to add a spouse to this plan in the event that he or she loses coverage under another plan within a 31 day period following the loss of coverage to avoid having to provide medical evidence. . The employees are responsible for examining payroll deductions for all group insurance benefits. This will ensure accuracy and allow for corrections on a timely basis.

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. The employees are responsible for amending your coverage to delete any coverage you no longer require. Contributions which you have paid are not refundable if they were consistent with the application on file. . The employees are responsible for effecting conversion of the coverage eligible to be converted upon the earlier of termination of employment or at age 65. . The employees are responsible for completing the necessary forms required for continuing benefits while on maternity leave, sick leave, special leave without pay, retirement, etc. It is extremely important these arrangements be made prior to commencing eligible leave. For continuation of group life and health insurance while on temporary lay-off or on unpaid leave you are responsible for the payment of the full premium amount and failure to remit on the required monthly basis will result in termination of coverage. . The employees are responsible for providing appropriate claim information necessary to process LTD and/or Waiver of Premium claims as well as to ensure notice of claim/proof of claim where necessary has been provided within appropriate time frames as required under the contract. . The employees are responsible for completing appropriate forms necessary for such things as change of address, addition of new dependent, and other significant matters that can change or otherwise affect your coverage. . The employees are also responsible to register overage student dependents between age 21 and 25 at the beginning of each school year. Failure to do so may impact coverage.

1.6 REFERENCES: Other policies, documents or legislation that support the interpretation of this policy, . Short-term Disability . Long-term Disability

1.7 QUESTIONS: The person(s) employees can approach if they have questions about the policy is their Head of the Department

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STATEMENT of POLICY and PROCEDURE Chapter: HUMAN RESOURCES SPP No. HR. 103 Section: ATTENDANCE Issued: DRAFT Subject: Attendance Effective: Issued to: All Manual Holders Page:

Replaces: Approved by: Council – Dated:

TABLE OF CONTENTS SECTION 1 ...... 1 1.1 PURPOSE: ...... 1 1.2 SCOPE: ...... 1 1.3 POLICY STATEMENT: ...... 1 1.4 DEFINITIONS: ...... 1 1.5 RESPONSIBILITIES: ...... 3 1.6 REFERENCES: ...... 3 1.7 QUESTIONS: ...... 3 1.8 PROCEDURE (if applicable): ...... 4

SECTION 1

1.1 PURPOSE: The Municipality of Central Huron is committed to ensuring a consistent and fair approach to solving attendance problems, regular attendance and punctuality are essential to the operation of the Municipality of Central Huron. The purpose of this policy is to ensure that proper procedures are taken when absenteeism is an ongoing issue and proper disciplinary action is applied.

1.2 SCOPE: This policy applies to all employees within the Municipality of Central Huron, including unionized and non-unionized employees. This policy also applies to volunteers, contract workers, consultants, and students doing work on behalf of the Municipality of Central Huron, (Collectively called “Employees”).

1.3 POLICY STATEMENT: To establish a workplace where all employees working at the Municipality of Central Huron are expected to report for scheduled work with regular attendance and punctuality, and to ensure that consistent and fair approaches are taken to aid attendance problems. It is also to establish disciplinary action towards employees who are consistently absent and/or late for scheduled work.

1.4 DEFINITIONS: In this policy, . “Workplace” means any land, premises, location or thing at, upon, in or near which a worker works; (“lieu de travail”) . “Employees” includes:

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(a) A person, including a deceased person, receiving or entitled to wages for work performed for another, (b) A person an employer allows, directly or indirectly, to perform work normally performed by an employee, (c) A person being trained by an employer for the employer's business, (d) A person on leave from an employer, and (e) A person who has a right of recall; . “Expected” means regard (something) as likely to happen . “Report” means an account given of a particular matter, especially in the form of an official document, after thorough investigation or consideration by an appointed person or body. . “Scheduled” means a plan for carrying out a process or procedure, giving lists of intended events and times. . “Regular” means regular events have equal amounts of time between them, so that they happen, for example, at the same time each day or each week. . “Attendance” means the act of attending, the persons or number of persons that are present, the frequency with which a person is present. . “Punctuality” means strictly observant of an appointed or regular time; not late; prompt; made, occurring, etc., at the scheduled or proper time . “Consistent” means (of a person, behavior, or process) unchanging in achievement or effect over a period of time. . “Fair” means in accordance with the rules or standards; legitimate . “Disciplinary Action” means punishment of some kind meted out to a member of a profession or organization who has committed a breach of a code of conduct . “Late” means after the expected, proper, or usual time . “Incident” An incident is a term used to tabulate deviations from a perfect attendance record. . “Perfect Attendance” No absences or tardiness in any twelve (12) month period. . “Absence” An absence from work is defined as the failure of any employee to report to work when scheduled. This applies to any assignment, be it a regular shift, overtime work, work related meetings, lunch, etc. One day of absence will be considered one (1) incident. A second day of absence is considered a second incident, and so on. If, however, a physician releases the employee from work in writing, the entire time of absence is only counted as one (1) incident. . “Tardy” Tardiness occurs when an employee is not present, and ready to begin working, at his/her workstation at their scheduled time. Tardiness also occurs when an employee leaves work prior to the end of their scheduled shift without prior approval. Tardiness of less than two (2) hours will be considered one half (½ ) incident. Tardiness of two (2) or more hours will be considered one (1) incident.

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. “No Call/No Show” Employees must report their absence each day; failure to do so is considered a no call/no show. Also, failure to report one’s absence at least one-half (½) hour prior to the start of the scheduled shift will be regarded as a no call/no show which is considered one and one- half (1½) incidents.

1.5 RESPONSIBILITIES: The responsibilities of the employees under the Municipality of Central Huron, in regards to this policy are as follows, . Adherence to published policies, practices and procedures, as well as, within applicable Ministerial guidelines and policies . All employees have the responsibility to report to scheduled work in a punctual and regular basis . All employees have the responsibility to advise their Head of the Department of any absence or tardiness known to the employee 30 minutes before regular scheduled hours . All employees have the responsibility to advise their Head of the Department of any absence or tardiness of fellow co-workers so proper disciplinary action can be recorded . All supervisors are responsible for providing and recording the disciplinary action taken toward the individual(s), as well as, providing the report to Human Resources to be filed in the individual(s) file, for record of disciplinary action taken . Supervisors may NOT terminate employment of said individual, but may recommend further disciplinary action to be taken toward the individual to the Head of the Department or CAO . The CAO is responsible for the termination of employment of an individual who fails to meet the specific requirements of this policy . The CAO is responsible for the delegation of which individual will maintain this policy every term of council

“Failure to comply with this policy could result in disciplinary measure up to and including termination of your employment.”

1.6 REFERENCES: Other policies, documents or legislation that support the interpretation of this policy, . Hours of Operations Policy . Disciplinary Action Policy . Termination (Voluntary or Un-Voluntary)

1.7 QUESTIONS: The person(s) employees can approach if they have questions about the policy is their Head of the Department

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STATEMENT of POLICY and PROCEDURE Chapter: HUMAN RESOURCES SPP No. HR. 102 Section: ALCOHOL AND DRUG Issued: DRAFT USE Subject: Alcohol & Drug Usage Effective: Issued to: All Manual Holders Page:

Replaces: Approved by: Council – Dated:

TABLE OF CONTENTS SECTION 1 ...... 1 1.1 PURPOSE: ...... 1 1.2 SCOPE: ...... 1 1.3 POLICY STATEMENT: ...... 1 1.4 DEFINITIONS: ...... 2 1.5 RESPONSIBILITIES: ...... 2 1.6 REFERENCES: ...... 3 1.7 QUESTIONS: ...... 3 1.8 PROCEDURE (if applicable): ...... 4

SECTION 1

1.1 PURPOSE: The Municipality of Central Huron is committed to ensuring that its employees are able to work in an environment free of alcohol and drug use or abuse and ensuring a safe and healthy workplace for all staff. The purpose of this policy is to outline the Municipalities expectations and requirements for creating and maintaining an alcohol and drug free work environment and for dealing with substance abuse in the workplace. It is also to provide an opportunity to staff members with a substance use problem to get well rather than termination of employment.

1.2 SCOPE: This policy applies to all employees within the Municipality of Central Huron, including unionized and non-unionized workers. This policy also applies to volunteers, contract workers, consultants, and students doing work on the behalf of the Municipality of Central Huron, (Collectively called “Employees”).

1.3 POLICY STATEMENT: To establish a workplace where all employees working at the Municipality of Central Huron are expected to report fit for duty for scheduled work and be able to perform assigned duties safely and acceptably without any limitations due to the use or after-effects of alcohol, illicit drugs, non-prescription drugs, or prescribed medications or any other substance. It is also to establish disciplinary action towards employees who work under the influence of alcohol and/or drugs in unsafe conditions.

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1.4 DEFINITIONS: In this policy, . “Workplace” means any land, premises, location or thing at, upon, in or near which a worker works; (“lieu de travail”) . “Employees” includes: (a) A person, including a deceased person, receiving or entitled to wages for work performed for another, (b) A person an employer allows, directly or indirectly, to perform work normally performed by an employee, (c) A person being trained by an employer for the employer's business, (d) A person on leave from an employer, and (e) A person who has a right of recall; . “Expected” means regard (something) as likely to happen . “Report” means an account given of a particular matter, especially in the form of an official document, after thorough investigation or consideration by an appointed person or body. . “Fit for Duty” means the employee is physically and mentally capable of safely performing the essential functions of his/her job. . “Scheduled” means a plan for carrying out a process or procedure, giving lists of intended events and times. . “Perform” means carry out, accomplish, or fulfill (an action, task, or function). . “Assigned” means allocate (a job or duty). . “Duties” means a moral or legal obligation; a responsibility . “Safely” means protected from or not exposed to danger or risk; not likely to be harmed or lost . “Acceptably” means able to be agreed on; suitable. . “Limitations” means a limiting rule or circumstance; a restriction. . “Use” means take, hold, or deploy (something) as a means of accomplishing a purpose or achieving a result . “After-Effects” means an effect that follows after the primary action of something . “Substance” means the real physical matter of which a person or thing consists and which has a tangible presence . “Disciplinary Action” means punishment of some kind meted out to a member of a profession or organization who has committed a breach of a code of conduct. . “Unsafe Conditions” means is an unsatisfactory physical condition existing in a workplace environment immediately before an accident that was significant in initiating the event. It is a condition where something exists that varies from a normal accepted safe condition and can result in injury, death, or property damage, if not corrected properly.

1.5 RESPONSIBILITIES: The responsibilities of the employees under the Municipality of Central Huron, in regards to this policy are as follows,

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. Adherence to published policies, practices and procedures, as well as, within applicable Ministerial guidelines and policies . All employees have the responsibility to report to any workplace of the Municipality of Central Huron fit for duty to perform duties required by the job description in a safe and acceptable manner . Courtesy to and respect for co-workers, customers, suppliers or any other person who deals with the Municipality of Central Huron in the conduction of business . Employees who are prescribed medication are expected to ask their doctor if the medication will have any potential negative effect on job performance. They are required to report to their Head of Department if there is any potential risk, limitation or restriction for whatever reason that may require modification of duties or temporary reassignment, and provide appropriate medical verification on any restrictions in performance of their duties. . In support of those who may have developed or are developing the disease of chemical dependence, all employees and contractors are required to document and report any violations of this policy. Any staff member, co-worker, contractor or supervisor not complying with this is enabling the dependence. Enabling behaviour leads to ongoing health and safety concerns for an addicted individual and those around him or her. . All employees are expected to if a staff member or contractor believes an employee in a more senior position is in violation of this policy, they are encouraged to get a second opinion where possible. They are also expected to notify the CAO . The CAO is responsible for the delegation of which individual will maintain this policy every term of council

“Failure to comply with this policy could result in disciplinary measure up to and including termination of your employment.”

1.6 REFERENCES: Other policies, documents or legislation that support the interpretation of this policy, . Health and Safety Legislation . Short-Term Disability Policy . Formal Complaint Process Policy . Conflict Resolution Policy . Disciplinary Action Policy . Unpaid Leave Policy . Termination Policy

1.7 QUESTIONS: The person(s) employees can approach if they have questions about the policy is their Head of the Department

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1.8 PROCEDURE (if applicable): The disciplinary procedure will follow a three step progression: 1. Verbal Warning with Accommodation (classes or a course) 2. Verbal Warning with 1 week suspension 3. Written Warning with 2 weeks suspension 4. Termination

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STATEMENT of POLICY and PROCEDURE Chapter: HUMAN RESOURCES SPP No. HR. 101 Section: ACCIDENT REPORTING Issued: DRAFT Subject: Accident Reporting Effective: Issued to: All Manual Holders Page:

Replaces: Approved by: Council – Dated:

SECTION 1

1.1 PURPOSE: The Municipality of Central Huron is committed to ensuring that the proper steps are taken by each employee who reports an accident. The purpose of this policy is to ensure that proper procedures are taken when reporting accidents in compliance with the relevant health and safety legislation and the completion of the employee incident/accident report and the property damage report. Employees will collectively benefit from the policy provided they use proper reporting techniques; this policy will also help the Municipality run efficiently and effectively.

1.3 POLICY STATEMENT: To establish a workplace that ensures that employees take the proper steps in order to report an accident in compliance with the relevant health and safety legislation and the completion of the employee incident/accident report and the property damage report. It is also to establish disciplinary action towards employees who fail to report an accident.

1.4 DEFINITIONS: In this policy,

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. “Workplace” means any land, premises, location or thing at, upon, in or near which a worker works; (“lieu de travail”) . “Employees” includes: (a) A person, including a deceased person, receiving or entitled to wages for work performed for another, (b) A person an employer allows, directly or indirectly, to perform work normally performed by an employee, (c) A person being trained by an employer for the employer's business, (d) A person on leave from an employer, and (e) A person who has a right of recall; . “Proper” means of the required type; suitable or appropriate. . “Steps” mean a measure or action, especially one of a series taken in order to deal with or achieve a particular thing . “Report” means an account given of a particular matter, especially in the form of an official document, after thorough investigation or consideration by an appointed person or body. . “Accident” means an unfortunate incident that happens unexpectedly and unintentionally, typically resulting in damage or injury. . “Compliance” means the action or fact of complying with a wish or command. . “Relevant” means closely connected or appropriate to the matter at hand. . “Legislation” means laws, considered collectively . “Completion” means the action or process of finishing something. . “Disciplinary Action” means punishment of some kind meted out to a member of a profession or organization who has committed a breach of a code of conduct. . “Fails” means the neglect to do something.

1.5 RESPONSIBILITIES: The responsibilities of the employees under the Municipality of Central Huron, in regards to this policy are as follows: . Adherence to published policies and procedures, as well as, within applicable Ministerial guidelines and policies . Competent to report an accident based on the completion of employee incident/accident report and property damage report . Able to promptly and efficiently report the accident on the employee incident/accident report and property damage report . Holding in confidence any information obtained about the accident before, during and after reporting the accident on the employee incident/accident report and property damage report . Each employee is responsible for the reporting of an accident if he/she was there to witness the accident. . Each employee is also responsible for the reporting of an accident if he/she was involved in the accident and is physically and mentally able to complete a report.

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. All supervisors are responsible for coaching and assisting employees promptly and effectively when they do NOT complete an accident report . The CAO is responsible for the delegation of which individual will maintain this policy every term of council

“Failure to comply with this policy could result in disciplinary measure up to and including termination of your employment.”

1.6 REFERENCES: Other policies, documents or legislation that support the interpretation of this policy, . Employee Incident/Accident Report . Property Damage Report . Health and Safety Legislation . JHSC Documents

1.7 QUESTIONS: The person(s) employees can approach if they have questions about the policy is their Head of the Department

1.8 PROCEDURE (if applicable):

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MINUTES COMMUNITY IN BLOOMS COMMITTEE MUNICIPALITY OF CENTRAL HURON January 13th, 2015 5:00pm, Central Huron Council Chambers

PRESENT: Marg Anderson - Chair, Gail Hiltz, Jerry Hiltz, Bill Stevenson

STAFF: Peggy Van Mierlo-West- Secretary

REGRETS: Daryl Ball, Vivian Roy, Joan Addison, Pat Horst, Tricia Robinson

1. CALL TO ORDER The meeting was called to order at 5:00pm

2. ADDITIONS OR DELETIONS TO THE AGENDA There were no additions or deletions to the agenda.

3. VOTING OF THE CHAIR A vote for the position of Chair was called. Councillor Marg Anderson was unanimously elected to the Chair position and Vivian Roy was voted Vice Chair.

4. DECLARATION OF PECUNIARY INTEREST

None

5. DEPUTATIONS

None

6. CORRESPONDENCE

6.1 2015 COMMUNITY IN BLOOM INVITATION

The invitation for voting in the 2015 CIB event was read. The group decided that it would be nice to have it earlier in the season as to be able to have the flowers in full bloom. The option was included to possibly liaise it with the Mayor’s Mingle as to demonstrate to the judges the community spirit the Central Huron has. The group has requested the dates of July 6-7-8, which would require the Mayor’s Mingle to be moved to July 7th, 2015. A request will be coming to Council once the dates are finalized.

7. PROJECTS FOR 2015

7.1 MUNICIPAL SIGNS

The municipal entrance signs were looked at and it was believed that the continuation of this program would be beneficial. In 2014 the entrance sign coming in the west on highway 8 was planted. The committee will be looking at

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the smaller Hamlet signs for 2014 and asking for donations of plant material from the general public.

It was discussed regarding the design of the garden. Marg Anderson will be contacting some individuals who may be interested in designing these pro bono.

7.2 PARKS AND GARDENS

There was a request from the committee members to develop a list of gardens within the Municipality and possibly develop a volunteer group who would assist in the maintenance of these gardens. A request for volunteers will go out on the email blast and the digital sign, Facebook and Twitter will also be used.

A list of gardens will come back to the next meeting.

7.3 COMMUNITY INVOLVEMENT

Part of the Community in Bloom program is developing community involvement programs. The committee would like to review further possibly bringing planting programs to the elementary schools. A review of some funding programs would be necessary.

A list of grant programs that would assist in decreasing the cost of the program will be brought to the next meeting along with contacts of schools.

7.4 OTHER

There was a discussion regarding updating the facades of the storefronts in the downtown core. PVMW gave an update to the CIP and DRP. Even though this is not a mandate of the CIB Committee the committee does have great interest in being part of the development of these projects.

8. UNFINISHED BUSINESS

8.1 None

9. NEW AND GENERAL BUSINESS

9.1 None

10. NEXT MEETING

10.1 The next scheduled meeting will be held on February 3rd, 2015 at 5:00pm.

11. ADJOURNMENT

Adjournment was at 6:30pm

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Municipality of Central Huron Formal Report Central Huron Fire Department

Date: Feb 2,, 2015

To: Mayor & Council

From: David Renner CHFD Fire Chief Re: MONTHLY REPORT

CALL OUTS SINCE LAST PRESENTED REPORT . 6 call outs since last report . 1-Mutual Aid to assist Goderich FD (call in Central Huron) . 1-Perceived emergency-smell of natural gas . 1- MVC . 3-False Alarms-faulty detector . A letter has been written to address the 3 false alarms at the one facility

TRAINING:  Tours of Clinton Public Hospital and One Care Facility  2 CHFD members will be attending Confined space training in Blyth on Feb 21-22, 2015 and 1 member will be attending February 19-20, 2015  Meeting with training committee is scheduled for February 4, 2015

VEHICLE AND EQUIPMENT:  Eastway is putting together a proposal letter on the pricing for the rescue van.

OTHER ITEMS:  2 new Officers have been put in place. Burton Dykstra and Everett Smith have been promoted to Captains  2 Auxiliary have been moved into fire fighter positions. Darcy McClure and Cody Lobb have been promoted  2 new auxiliary will be taken on in February  A meeting with the fire prevention committee was held. A follow up meeting will be scheduled  The Chief will be doing fire prevention radio commercials on February 5, 2015 for local stations  2 inspections for facilities have been scheduled for the first week in February as part of the vulnerable occupancy safety standard

Central Huron Fire Services Monthly Report (Dave Renner, Fir... Page 226 of 232 AGENDA ITEM #11.1

 1 inspection has been carried out in conjunction with the vulnerable occupancy safety standard

______David Renner, CHFD Fire Chief

Central Huron Fire Services Monthly Report (Dave Renner, Fir... Page 227 of 232 AGENDA ITEM #11.2

Municipality of Central Huron Formal Report Fire Department

Date: February 9, 2015

To: Mayor & Council

From: Dave Renner, Fire Chief

Re: Rescue Replacement

Recommendation:

That the report titled Rescue Replacement, be received, and;

That, the Fire Chief is directed to commence negotiations with Eastway 911.

Background

The EASTWAY911 Company has provided pricing for the Spartan Custom Cab rescue vehicle which was previously presented (attached). A few of the items which were requested as additional have also come within the budget such as the one scene lighting.

The Fire Department believes that this truck would make an excellent replacement and addition to the fleet. However prior to approval it would be recommended that another visit be scheduled by me and the department mechanic to ensure the vehicle is mechanically sound. Should the vehicle be deemed mechanically sound staff would like to commence negotiations with EASTWAY911. Once a suitable offer is come to it would be brought back to Council for final approval.

______

Dave Renner, Fire Chief

Formal Report - Rescue Replacement Page 228 of 232 AGENDA ITEM #11.2

Formal Report - Rescue Replacement Page 229 of 232 AGENDA ITEM #11.2

January 30th 2015 Central Huron Fire Department PO Box 663 401 Beech St Clinton, ON N0M 1L0

Attention: Fire Chief Dave Renner

Reference: Proposal for One (1) Used 2001 Spartan Rescue

Thank you for the opportunity to provide a proposal to supply a used rescue to meet your requirements.

This walk around rescue is built on a Spartan Custom chassis, powered by a Cummins 5.91 ISB diesel engine and a 5 speed automatic Allison transmission. It features a Harrison Hydraulic 10kW Generator, enclosed ladder storage, an electric rewind cord reel and extensive storage options with pull out, slide through and drop down trays. Please see the attached specification for more details.

We would like to offer the specified apparatus to your Department for $147,900.00 plus any applicable taxes. Our standard terms are 20% of order upon signing of contract, with balance and any change orders due prior to this unit leaving our facility.

Included in the quoted price are the modifications to the extended front bumper to allow for additional storage, supply and installation of two (2) SCAB seats in the rear of the cab and supply and installation of one (1) 120 Volt Command Light Tower. Any additional options or changes will be extra.

Please Note: This apparatus is offered to your Department “Subject to Prior Sale”

Again, thank you very much for the opportunity to quote on your requirements. Please do not hesitate to contact me to further discuss this or any matter on my cell anytime at 519-619-2396 or to reach our head office, please contact 1-888-571-6842.

Thank you for your interest in our products,

Kind Regards,

Leslie Clark

Eastway911 Emergency Vehicles Ltd. Phone (888) 571-6842 7 Industrial Ave. Carleton Place, ON Fax (613) 257-8517 www.eastway911.com

Formal Report - Rescue Replacement Page 230 of 232 AGENDA ITEM #11.2

WO 140048

2001 SPARTAN/LAVERN RESCUE (140048) WALK AROUND STYLE

Spartan Custom Cab Compartment Sizing: Two 120V AC units (all side compartments are thru design in upper) SCBA Seating for 3 L1 –R1 41”W x 74” H Flip down seating for 2 L2 –R2 37”W x 74” H Cummins 5.91 ISB Diesel Engine L3 –R3 69”W x 46”H 5 Speed Allison Automatic L4 –R4 31”W x 74”H Harrison Hydraulic 10kW Generator B1 43”W x 46”H x 34”D 110 Volt scene lights - Four B2 24”W x 13”H Ladder & Pike Pole Electric rewind cord reel Enclosed ladder storage Pull out Trays – Five Federal Q-Siren Pull out Drop down trays – Five Federal PA 300 Siren Slide thru trays – Two Back up Camera Pull out Tool Boards – Four Kussmaul Pump Plus Overall Length 30 ft (357 in) Overall Height 11 ft (137 in)

Eastway911 Emergency Vehicles Ltd. Phone: 1 (888) 571-6842 7 Industrial Ave, Carleton Place ON, Canada Fax: (613) 257-8517 www.eastway911.com

Formal Report - Rescue Replacement Page 231 of 232 AGENDA ITEM #11.6

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