GENERAL COMMITTEE AGENDA Tuesday April 23, 2019 9:00 A.M

GENERAL COMMITTEE AGENDA Tuesday April 23, 2019 9:00 a.m. BRACEBRIDGE Town Council Chambers The Heart of Jvluskoka Page 1

1. CALL TO ORDER

2. DECLARATIONS OF PECUNIARY INTEREST

3. PUBLIC MEETINGS

Nil

4. DELEGATIONS AND PRESENTATIONS

Nil.

5. MINUTES FROM ADVISORY COMMITTEES

5.1. Community Recognition Committee Minutes – March 26, 2019

That the minutes from the Community Recognition Committee meeting held on March 26, 2019 be received.

5.2. Annie Williams Memorial Park Advisory Committee Minutes – April 1, 2019

That the minutes from the Annie Williams Memorial Advisory Committee meeting held on April 1, 2019 be received.

5.3. Oakley Village Square Advisory Committee Minutes – April 8, 2019

That the minutes from the Oakley Village Square Advisory Committee meeting held on April 8, 2019 be received.

5.4. Community Recognition Committee Minutes – April 9, 2019

That the minutes from the Community Recognition Committee meeting held on April 9, 2019 be received.

6. NEW BUSINESS

6.1. Rental Arrangement with District Municipality of Muskoka – 89 Kimberley Avenue (CS023-19) (Report to be Distributed Separately)

6.2. Ministry of Natural Resources and Forestry Agreement Review Checklist (FD003- 19)

That Staff Report FD003-19 regarding the Ministry of Natural Resources and Forestry Agreement Review Checklist, be received for information purposes.

6.3. Tax Branch Activities Update (FN014-19)

That Staff Report FN014-19 regarding Tax Branch activities for 2018 be received for information purposes.

1 GENERAL COMMITTEE AGENDA Tuesday April 23, 2019 9:00 a.m. BRACEBRIDGE Town Council Chambers The Heart of Jvluskoka Page 2

6.4. Award of Architectural Services for Bracebridge Public Library Elevator Replacement (PW023-19)

That, as permitted under the provisions of the Town of Bracebridge Purchasing Policy and Procedures adopted by By-law 2006-007, the contract for architectural services for the replacement of the elevator at the Bracebridge Public Library be awarded to Mitchell Jensen Architects, as a single-source procurement, at a total cost of $37,053, plus HST.

6.5. Purchase of One (1) Single-Axle Truck and Associated Equipment from the Town of Huntsville (PW024-19)

1. That the Director of Public Works and Director of Finance/Treasurer be authorized to purchase a 2019 Single-Axle Truck with associated Winter Control Equipment from the Town of Huntsville, at the total price of $193,050.00, plus HST.

2. That Public Works staff be authorized to send the Single-Axle Truck to Alliston Equipment Ltd. for modifications to meet Town of Bracebridge specifications as set out in Staff Report PW024-19.

6.6. Big Island Road Traffic Calming (PW025-19)

That, in the summer of 2019, a petition be circulated to Big Island Road property owners and Prospect Lake water access property owners who use the Prospect Lake Boat Launch to determine the level of support for the installation of traffic calming speed humps on the first 430 metres of Big Island Road, and report back to General Committee prior to the presentation of the 2020 Capital Budget.

6.7. Initial Acceptance of Clearbrook - White Pines Subdivision Phase 5 (PW026-19)

That, in accordance with the Subdivision Agreement with Clearbrook Building Corporation, Initial Acceptance of the municipal road and services for Phase 5 of the Clearbrook Subdivision as illustrated in Appendix “A” to Staff Report PW031-19 be approved.

6.8. Junior “A” Hockey Club Lease Agreement for Use of Bracebridge Memorial Arena (RC006-19)

1. That the Mayor and Director of Corporate Services/Clerk be authorized to execute a Lease Agreement between the Town of Bracebridge and the South Muskoka Shield Junior “A” Hockey Club (2405002 Ontario Inc.) of the Greater Metro Junior “A” Hockey League (GMHL) for use of the Bracebridge Memorial Arena for a three year term beginning on August 1, 2019 and expiring on May 30, 2022 or to be ended when the existing Bracebridge Memorial Arena closes, in accordance with the details set out in Appendix “A” to Staff Report RC006-19.

2. That the final form and content of the Lease Agreement be to the satisfaction of the Director of Recreation and the Director of Corporate Services/Clerk.

2 GENERAL COMMITTEE AGENDA Tuesday April 23, 2019 9:00 a.m. BRACEBRIDGE Town Council Chambers The Heart of Jvluskoka Page 3

6.9. Park Projects 2019 (Annie Williams Memorial Park Advisory Committee Meeting – April 1, 2019)

That an allocation of $12,000 from the Annie Williams Memorial Park Reserve for the installation of an accessible path on the south side of the park from the dock to the driveway loop, as conceptually outlined in the 2018 Recreation, Parks and Trails Master Plan, be included for consideration as part of the 2020 Municipal Budget and Business Plan.

6.10. Item for Discussion – Crime Stoppers Presentation (Councillor, A. Struthers)

That a representative from Crime Stoppers be invited to General Committee to conduct a presentation regarding Crime Stoppers Initiatives in Muskoka.

6.11. Item for Discussion – Canadian Blood Services Presentation (April 3, 2019 Council Correspondence – B1) (Reference Materials Attached) (Councillor, S. Clement)

That a representative from Canadian Blood Services be invited to a future General Committee meeting to conduct a presentation on the Canadian Blood Services organization and collection needs.

6.12. Item for Discussion – Request for Financial Support - Monck Public School Bands Attendance at the National Music Festival (Reference Materials Attached) (Councillor, B. McMurray)

That the Town contribute $2,000, funded from the Miscellaneous Community Support Account (01-2-910100-62000), to support the two senior bands from Monck Public School attendance at the National Music Festival in Ottawa to be held the week of May 13, 2019, in accordance with the letter from Caroline Pattison, Principal, Monck Public School, dated April 8, 2019.

7. ONGOING BUSINESS

7.1. Health and Safety Update

8. CORRESPONDENCE

Nil.

9. CLOSED SESSION

9.1. Personal Matters about Identifiable Individuals, including Municipal or Local Board Employees (CS022-19) (Appointing By-law Active Transportation Advisory Committee Appointments)

9.2. Personal Matters about Identifiable Individuals, including Municipal or Local Board Employees (Closed Session Community Recognition Committee Minutes – April 9, 2019) (Community Volunteer and Sport Awards)

10. RESOLUTIONS ARISING FROM CLOSED SESSION

11. ADJOURNMENT

That Committee adjourn until the next regular meeting or any special meeting called by the Chair.

3 GENERAL COMMITTEE AGENDA Tuesday April 23, 2019 9:00 a.m. BRACEBRIDGE Town Council Chambers The Heart of Jvluskoka Page 4

This meeting will be Webcast and Audio and Video recorded

A copy of this agenda is available in alternative formats upon request.

For your convenience, assistive listening devices are available from staff in

the Council Chambers.

4 COMMUNITY RECOGNITION COMMITTEE MINUTES Tuesday March 26, 2019 3:30 p.m. BRACEBRIDGE Bracebridge Sportsplex – Adventure Room The Heart of Muskoka Page 1

1. CALL TO ORDER

Councillor S. Clement, Committee Chair, called the meeting to order at 3:35 p.m. and the following were recorded as being present.

Committee Members: Councillor, S Clement (Committee Chair) N. Cox-Godfrey B. Glass C. Hammond H. Moore W. Scott

Regrets: C. Naish

Staff: Aquatic Programmer, C. Janke Economic Development Programmer (Culture), K. Turchet (arrived at 3:45 p.m.)

2. DECLARATIONS OF PECUNIARY INTEREST

Nil.

3. DELEGATIONS AND PRESENTATIONS

Nil.

4. NEW BUSINESS

4.1. Review of Award Selection Criteria

Councillor, S. Clement reviewed the selection criteria for the awards.

4.2. Review of Award Selection Process

C. Janke reviewed the selection process for the awards.

5. ONGOING BUSINESS

Nil.

6. CORRESPONDENCE

6.1. Memorandum from L. McDonald, Director of Corporate Services/Clerk dated March 13, 2019 – Council Code of Conduct Updates

5 COMMUNITY RECOGNITION COMMITTEE MINUTES Tuesday March 26, 2019 3:30 p.m. BRACEBRIDGE Bracebridge Sportsplex – Adventure Room The Heart of Muskoka Page 2

7. CLOSED SESSION

19-CRA-002 Moved by: B. Glass Seconded by: H. Moore

(Section A) That Committee adjourn to a Closed meeting for the following:

1. Personal Matters about Identifiable Individuals, including Municipal or Local Board Employees (Nominations received for 2018 Volunteer and Sport Awards).

CARRIED

19-CRA-003 Personal Matters about Identifiable Individuals, including Municipal or Local Board Employees (Nominations received for 2018 Volunteer and Sport Awards) (Section A)

19-CRA-004 Rise from closed meeting.

(Section A)

8. RESOLUTIONS ARISING FROM CLOSED SESSION

19-CRA-005 Moved by: C. Hammond Seconded by: N. Cox-Godfrey

(Section A) That members of the Community Recognition Committee proceed as directed in the preceding closed session regarding personal matters about identifiable individuals, including municipal or local board employees.

CARRIED

9. ADJOURNMENT

19-CRA-006 Moved by: N. Cox-Godfrey Seconded by: B. Glass

(Section A) That Committee adjourn until the next regular meeting or any special meeting called by the Chair.

CARRIED

The meeting adjourned at 4:42 p.m.

6 ANNIE WILLIAMS MEMORIAL PARK ADVISORY COMMITTEE MEETING MINUTES Monday April 1, 2019 BRACEBRIDGE 3:30 p.m. The Heart of Jvluskoka Granite Room Page 1

1. CALL TO ORDER

Committee Chair, Councillor, M. Quemby, called the meeting to order at 3:30 p.m. and the following were recorded as being present.

Committee Members: Councillor, M. Quemby (Committee Chair) S. McFarlane A. Meredith J. Olsson J. Polak C. Willard D. Wilton

Regrets: B. Kruger

Staff: Director of Public Works, W. Schmid Manager of Programs, T. Conley-Knight General Office Assistant (Public Works), T. Goltz-Smellie Roads Clerk (Public Works), K. Ball

2. DECLARATIONS OF PECUNIARY INTEREST

Nil.

3. DELEGATIONS OR PRESENTATIONS

Nil.

4. NEW BUSINESS

4.1. Terms of Reference for Annie Williams Memorial Park Advisory Committee 2018 to 2022 Term of Council

Councillor, M. Quemby introduced the 2018-2022 Committee members and reviewed key areas of the Committee’s Terms of Reference.

4.2. Finance

4.2.1. Financial Processes

K. Ball reviewed the Committee’s financial processes such as budgeting for park projects, initiatives and long-term capital plans, and submission of expenses and donations. The current status of the following accounts was also noted:

ACCOUNT AMOUNT Annie Williams Memorial Park Reserve Fund $36,159.80

Public Works Capital Budget: Driveway Loop and Boundary $55,000.00 Delineation Projects

Public Works Operating Budget: Picnic Shelter Maintenance $5,000.00

Service Club Donations $9,000.00

7 ANNIE WILLIAMS MEMORIAL PARK ADVISORY COMMITTEE MEETING MINUTES Monday April 1, 2019 BRACEBRIDGE 3:30 p.m. The Heart of Jvluskoka Granite Room Page 2

4.3. Park Projects 2019

Councillor M. Quemby opened the floor for members to identify park projects.

Discussions ensued regarding potential projects and how they can work with the Municipal Budget and Business Plan and the 2018 Recreation, Parks and Trails Master Plan.

Committee agreed to the following park projects for 2019, as shown in the table below, and that funding for these projects come from the Service Club donations:

Park Projects for 2019 Service Club Donations

Purchase of New Picnic Tables $3,000

Tree Planting Program $3,000

Picnic in the Park Event $1,000

Ice Rink Storage Shed Sign $600

J. Olsson commented on advising hospice and/or hospital organizations regarding the park’s memorial tree program.

19-AWMPAC Moved by: C. Willard -001 Seconded by: A. Meredith

(Section A) That an allocation of $12,000 from the Annie Williams Memorial Park Reserve for the installation of an accessible path on the south side of the park from the dock to the driveway loop, as conceptually outlined in the 2018 Recreation, Parks and Trails Master Plan, be included for consideration as part of the 2020 Municipal Budget and Business Plan.

CARRIED

4.4. Park Maintenance and Operations

4.4.1. Tree Planting on Park’s West Side

W. Schmid advised that he spoke to the resident at 18 Brofoco Drive about planting small trees in the park without permission and requested that the resident remove the trees. Failing appropriate action, the Town will remove the trees. A letter in this regard was sent to the property owner in the Fall of 2018.

4.4.2. Driveway Improvements

W. Schmid noted that the driveway improvements project will focus on the loop section of the park. The driveway will be re-paved at approximately the same width as existing driveway; six (6) additional parking spaces will be created adjacent to the Brazier Family Memorial Playground as identified in the Recreation, Parks and Trails Master Plan. Traffic control and cautionary measures such as speed bumps and signs will be implemented. Appropriate measures will be taken by the contractor during construction to protect the public.

8 ANNIE WILLIAMS MEMORIAL PARK ADVISORY COMMITTEE MEETING MINUTES Monday April 1, 2019 BRACEBRIDGE 3:30 p.m. The Heart of Jvluskoka Granite Room Page 3

4.5. Park Events and Activities Scheduling

C. Willard noted that Picnic in the Park is on Sunday, May 26, 2019 from 11:30 a.m. - 2:00 p.m and reviewed the events work plan and participants.

Councillor, M. Quemby reminded Committee members that Lakeland Power and Dawson’s Incorporated would be unable to bring their bucket trucks this year to Picnic in the Park due to company liability issues.

T. Conley-Knight to follow-up with the Recreation Department in regards to booking requirements for Picnic in the Park.

T. Conley-Knight reviewed the 2017-2025 park bookings with Committee members.

5. ONGOING BUSINESS

Nil.

6. CORRESPONDENCE

Nil.

7. CLOSED SESSION

Nil.

8. RESOLUTIONS ARISING FROM CLOSED SESSION

Nil.

9. ADJOURNMENT

19-AWMPAC- Moved by: A. Meredith 002 Seconded by: S. McFarlane

That Committee adjourn until the next regular meeting or any special meeting called by the Chair. CARRIED

The meeting adjourned at 5:00 p.m.

1TSJX12T\ OAKLEY VILLAGE SQUARE ADVISORY COMMITTEE MINUTES ~ Monday April 8, 2019 BRACEBRIDGE 9:30 a.m. The Heart of Muskoka Oakley Village Square – 1198 Vankoughnet Road Page 1

1. CALL TO ORDER

Acting Committee Chair, H. MacFarlane, called the meeting to order at 9:35 and the following were recorded as being present.

Committee Members: H. MacFarlane (Acting Committee Chair) J. Cargill B. Goodale A. Ley C. Rapson M. Wheatley

Regrets: Councillor, B. McMurray

2. DELEGATION OF PECUNIARY INTEREST

Nil.

3. DELEGATIONS AND PRESENTATIONS

Nil

4. NEW BUSINESS

4.1. Committee Reports:

4.1.1. Treasurer

H. MacFarlane presented the treasurer report for March 2019.

19-OV-007 Moved by: J. Cargill Seconded by: C. Rapson

(Section A) That the financial report from the Treasurer be received.

CARRIED

4.1.2. Custodial

Committee discussed custodial services and agreed that a custodian of the Committee’s selection will clean bi-weekly with a minimum of 2 ½ hours at a rate of $37.50 per hour.

H. MacFarlane will contact the individual with details of the monthly rentals that require cleaning before they take place.

1TSJX12T\ OAKLEY VILLAGE SQUARE ADVISORY COMMITTEE MINUTES ~ Monday April 8, 2019 BRACEBRIDGE 9:30 a.m. The Heart of Muskoka Oakley Village Square – 1198 Vankoughnet Road Page 2

4.1.3. Building

M. Wheatley will replace the light fixture cover in front lobby and will clean all other light fixtures.

4.1.4. Municipal

A. Ley provided an update from Councilor B. McMurray noting that the septic system will be replaced by the Town of Bracebridge.

4.1.5. Library

C. Rapson advised the authors evening with G. Denniss was well attended. He donated two books to our History Collection and sold us other two books at a reduced rate. She advised that upcoming authors’ evenings will take place on the first Thursday of June and August and that Eva Olsson has agreed to be the author for our Author's Evening on Thursday, October 3rd 2019.

C. Rapson noted that the free will Library is functioning well and that there hasn’t been an interest for elementary-age children to join the Library.

4.1.6. Activity Report

M. Wheatley noted the large interest in the ukulele group and advised that the group will meet starting on Tuesday April 23rd at 7:00 p.m.

M. Wheatley requested that the Committee purchase a movie projection screen for the cost of up to $200.00. Committee discussed the request and agreed to the purchase of a projector screen.

C. Rapson advised that the Square Dance had enough people for one square, and noted the need for enough people to support at least two squares for the program to continue.

C. Rapson advised that she is looking into starting a Boot Camp that will take place from Monday, May 20 and Friday, May 24 between 8:30 a.m. and 10:30 a.m.

4.2. Oak Leaf Program

C. Rapson will reach out to find someone to make the leaves for the program.

5. ONGOING BUSINESS

5.1. Spaghetti Dinner

Committee discussed the spaghetti dinner and noted that the event brought in $370.00 less expenses resulting in a $170.00 profit.

1TSJX12T\ OAKLEY VILLAGE SQUARE ADVISORY COMMITTEE MINUTES ~ Monday April 8, 2019 BRACEBRIDGE 9:30 a.m. The Heart of Muskoka Oakley Village Square – 1198 Vankoughnet Road Page 3

5.2. Pancake Breakfast

Discussion took place regarding the pancake breakfast to take place on April 28, 2019. A. Ley has purchased all supplies and will purchase four plastic tablecloths. J. Cargill, B. Goodale, H. MacFarlane and Councilor B. McMurray will be setting up, cooking, serving and cleaning-up.

5.3. Volunteer Recognition

Committee noted the volunteer recognition event taking place on June 9, 2019 from 2:00 p.m. to 4:00 p.m. Discussion regarding the event included serving tea, coffee and punch. A. Ley will order a cake and look into a gluten free cake. A. Ley will make sample certificates for approval.

5.4. Grass Cutting

It was noted that only one quote was submitted to the committees request included in the Village Voice for grass cutting and trimming services for the Village Square property in the amount of $156.51 per visit.

5.5. Pickle Ball Court Fees

C. Rapson will advise the regular users that a fee of $2.00 will be charged for use of the pickle ball court. C. Rapson mentioned that the players are concerned about the location of the basketball net being unsafe for the players and the request for it to be moved to the other side of the fence with the net hanging over.

5.6. Lemonade Race

Due to rentals at the Village Square, the Lemonade Race has been cancelled for this year as we will be unable set-up and host a BBQ at the Village Square.

5.7. Earth Day/Clean-Up

This item was not discussed.

6. CORRESPONDENCE

6.1. Oakley Village Square Advisory Committee Minutes – March 11, 2019

7. CLOSED SESSION

Nil

8. RESOLUTION ARISING FROM CLOSED SESSION

Nil

1TSJX12T\ OAKLEY VILLAGE SQUARE ADVISORY COMMITTEE MINUTES ~ Monday April 8, 2019 BRACEBRIDGE 9:30 a.m. The Heart of Muskoka Oakley Village Square – 1198 Vankoughnet Road Page 4

9. ADJOURNMENT

19-OV-008 Moved by: A. Ley Seconded by: C. Rapson

(Section A) That the committee adjourn until the next regular meeting or any special meeting called by the Chair.

CARRIED

The meeting adjourned at 11:30 a.m.

13 COMMUNITY RECOGNITION COMMITTEE MINUTES Tuesday April 9, 2019 3:00 p.m. BRACEBRIDGE Bracebridge Sportsplex – Adventure Room The Heart of Muskoka Page 1

1. CALL TO ORDER

Councillor S. Clement, Committee Chair, called the meeting to order at 3:09 p.m. and the following were recorded as being present.

Committee Members: Councillor, S Clement (Committee Chair) N. Cox-Godfrey B. Glass C. Hammond H. Moore C. Naish W. Scott

Staff: Manager of Recreation Services, T. Conley-Knight Economic Development Programmer (Culture), K. Turchet

2. DECLARATIONS OF PECUNIARY INTEREST

Nil.

3. DELEGATIONS AND PRESENTATIONS

Nil.

4. NEW BUSINESS

5. ONGOING BUSINESS

Nil.

6. CORRESPONDENCE

6.1. Community Recognition Committee Minutes – March 7, 2019

7. CLOSED SESSION

19-CRA-007 Moved by: C. Naish Seconded by: C. Hammond

(Section A) That Committee adjourn to a Closed meeting for the following:

1. Personal Matters about Identifiable Individuals, including Municipal or Local Board Employees (Nominations received for 2019 Volunteer and Sport Awards).

CARRIED

19-CRA-008 Personal Matters about Identifiable Individuals, including Municipal or Local Board Employees (Nominations received for 2019 Volunteer and Sport Awards). (Section A)

14 COMMUNITY RECOGNITION COMMITTEE MINUTES Tuesday April 9, 2019 3:00 p.m. BRACEBRIDGE Bracebridge Sportsplex – Adventure Room The Heart of Muskoka Page 2

19-CRA-009 Committee rose from closed meeting.

(Section A)

8. RESOLUTIONS ARISING FROM CLOSED SESSION

19-CRA-010 Moved by: B. Glass Seconded by: C. Naish

That staff proceed as directed in the preceding closed session regarding personal matters about identifiable individuals, including municipal or local board employees.

CARRIED

9. ADJOURNMENT

19-CRA-011 Moved by: H. Moore Seconded by: B. Glass

That Committee adjourn until the next regular meeting or any special meeting called by the Chair.

CARRIED

The meeting adjourned at 5:15 p.m.

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General Committee File #: ~ April 23, 2019 BRACEBRIDGE The Heart of Muskoka

TO: Councillor C. Wilson, Chair and Members of General Committee

FROM: M. Medley, Fire Chief

SUBJECT: Ministry of Natural Resources and Forestry Agreement Review Checklist

RECOMMENDATION

1. That Staff Report FD003-19 regarding the Ministry of Natural Resources and Forestry Agreement Review Checklist, be received for information purposes.

ORIGIN

2. On May 8, 2013 Council ratified motion 13-GC-102 regarding approval of Town’s Forest Fire Management Agreement with the Ministry of Natural Resources and Forestry (MNRF) commencing on April 1, 2013.

3. The Agreement is subject to a review every five (5) years and does not terminate unless the Town or MNRF elects to do so. On each five-year anniversary an Agreement Review Checklist is completed which provides MNRF with updated information regarding our resources and risk evaluation. A copy of the completed 2018 Agreement Review Checklist is attached hereto as Appendix “A”.

ANALYSIS

4. The Bracebridge Fire Department does not currently have access to the personnel or specialized equipment and aircraft that would be required to fight a large scale forest fire in the remote areas of the municipality. The Agreement allows the Town access to the extensive resources of the MNRF should it be required.

5. As the effects of climate change continue to impact the traditional weather patterns, having this agreement with MNRF gives us access to a resource that would be required should the municipality be faced with battling a large prolonged wildland fire such as the one in the Parry Sound area in the summer of 2018.

6. The Forest Fire Management Agreement sets out the responsibilities for both the Town and the MNRF in the event of a grass, brush or forest fire. The Agreement also sets out the fees and payments required under the Agreement.

7. The Agreement divides the municipality into two distinct areas:

Crown Protection Area: Area within the municipality for which the Crown has agreed to be responsible for grass, brush and forest fires.

Municipal Protection Area: Area within the municipality for which the Town is responsible for grass, brush and forest fires.

8. An annual per hectare fee is charged with respect to land protected by one agency for another. Under the MNRF Comprehensive Protection Charges the 2019 rate is $1.34 per hectare and will increase annually using the CPI process.

16 1:rS]>

9. Over the 2018 forest fire season the MNRF forces did not respond to any fires in the Crown Protected Area and the Bracebridge Fire Department did not require their assistance with responses in the Municipal Protection Area. In that same period the Bracebridge Fire Department responded to 1 brush fire in the Municipal Protection Area.

LINKAGE TO COMMUNITY BASED STRATEGIC PLAN

10. The Fire Management Agreement with the Ministry of Natural Resources and Forestry is well aligned with the strategic theme(s):

Ensure that environmental protection is a priority in the Town’s operations ~!~ and plans.

ENVIRONMENTAL Promote the natural environment as a year-round destination for tourists STEWARDSHIP and visitors.

0 Recognize the importance of the Town’s decisions in shaping the future of the community.

CREATIVE & CONSIDERATE PLANNING Ensure that the Town’s planning practices, policies and processes encourage responsible growth and development that aligns with the community’s identity and heritage.

t;• /i Continually strive to improve efficiency and accountability in governance. Commit to partnering and working with outside organizations to leverage GOVERNANCE & efforts with the community. CIVIC ENGAGEMENT

11. This Agreement ensures appropriate fire suppression services are available to meet the needs of the Town. By partnering and working co-operatively with MNRF, the Fire Department provides effective and efficient services.

LINKAGE TO COUNCIL PRIORITIES

12. The Fire Management Agreement with the Ministry of Natural Resources and Forestry supports Community Safety which has been identified by Council as a 2018-2022 priority area. This initiative helps to ensure that the Town has access to needed resources to fight a large scale forest fire.

ALTERNATIVE(S)

13. As this report is for information purposes only, there are no alternatives presented for Committee consideration.

EXISTING POLICY

14. The existing agreement was approved on April 25, 2013 through Council’s ratification of motion 13-GC-102.

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General Committee File #: ~ April 23, 2019 BRACEBRIDGE The Heart of Muskoka

FINANCIAL IMPLICATIONS

15. The approved 2019 Municipal Budget and Business Plan contains an allocation of $35,000 to cover the Town’s net costs under the terms of the Agreement with the Ministry of Natural Resources and Forestry.

COMMUNICATIONS

16. This staff report was distributed to Council, Media, and all Town staff and was published on the Town’s website in accordance with the Town’s Procedural By-law.

Prepared By: Approved By: Approved for Submission to General Committee By:

M. Medley M. Medley J. Sisson Fire Chief Fire Chief Chief Administrative Officer Ext. 402 Ext. 402 Ext. 229

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General Committee File #: ~ April 23, 2019 BRACEBRIDGE The Heart of Muskoka

APPENDIX “A”

2018 Agreement Review Checklist

19 Agreement Review Checklist January20, 2015 .. ,,

Appendix F Agreement Review Checklist (To be completed by MNRF)

Name of Community TownofBracebridge

Fire_ Management Area: Haliburton

Date Reviewed: January17, 2018

MNRF Person Completing Review: Scott Milburn

1. CommunityEvaluation:

InfrastructureDevelopment: Has any new infrastructurebeen developed that extends into a CPA zone? No

Has there been any new cottage subdivision areas developed? No

Road Network Expansion: Have any new roads been constructed allowing access forcommunity resources into CPA area? No

CPA/MPA/CPZ Zones: Will there be changes to the current Appendix A figures? If there is, provide an explanation forthe changes. No

Has there been a general review of all CPA/MPA/CPZ zones to improve existing boundary lines and reduce the amount of land managed by the MNR. Yes

20 Agreement Review Checklist January 20, 2015

After reviewing municipal fire activity, are there areas where municipal resources are frequently responding to fires in a CPA zone that should be considered to be included in an MP A management zone. No

2. Risk Analysis:

Forest Fuels: Has any storm or insect damage occurred within an MP A/CPZ area that should be reviewed to determine if a boundary change is required? No

Has a storm or insect damaged area hazard been mitigated that can now be re-established as an MP A/CPZ area? No

Through the FireSmart program is there an area of CPA that can now be established as an MPA/CPZ area? No

3. Fire Suppression Resources:

Staffing: Have there been any changes to the staffing levels of the community fire agency that may affect changes to the existing MP A/CPZ/CPA zones No

Operations: During the peak burning period can the community fire agency provide a timely and adequate fire response in all areas of the MP A? Yes

21 Agreement Review Checklist January 20, 2015

Equipment: Have there been any wildland fire equipment upgrades since the last assessment that will enable the community to modify existing MP A/CPZ zones No

Training Program: Has the fire department received the new SP103, Air attack module package and Copyright license? What year did they received the package? Yes

2013

Has the fire department ever sent staff to an SP230 course? Yes

3 personal

Resource locations: Has the community expanded their area of coverage, by building additional fire equipment locations that will allow fires responses into a CPA area now? No

Municipal Assistance: Is there an opportunity for the community to enter into an agreement with adjacent municipalities to provide protection services in a CP A/MPA area? No

Fire Department Radio System: Does the fire department radio system allow for the fire staff to use the Fire Yes Marshal frequency 154.070 to communicate with our Air Tankers?

4. Fire Education/Prevention:

22 Agreement Review Checklist January 20, 2015

FireSmart: Does the community have an existing forest fire prevention plan? Yes

Is the community willing to develop a FireSmart Community Wildfire Plan? No

During this renewal review, has the community presented a new FireSmart plan with new mitigation targets established? No

Enforcement: Has the community implemented by-laws to regulate burning and provide control measures under the FPPA? Yes

Has the community considered regulating spring burning to reduce human caused fires by banning residential burning until green up? Yes

No slash pile burning during fire season.

Does the community have a by-law enforcement officer? Yes

Media:

23 Agreement Review Checklist January 20, 2015 .\

Has the community developed a media program to promote wildfire prevention initiatives? E.g., advertising during high to extreme hazard. Yes

Has the community developed their own wildfire prevention signs or handout items to address common ignition causes? Yes

Does the community conduct school wildfire prevention programs? No

As per the conditions listed within the current municipal fire suppression agreement under TERM AND TERMINATION; RENEWALS;

This Agreement has been reviewed will continue to be in effect from April 1, 2018 and must be reviewed every 5 year(s), unless terminated by either party in accordance with conditions listed in section 13.

Official Signatures: (Only required when extending the current agreement)

Fire Management Supervisor:

Municipal Representative:

The agreement review checklist should be ade in duplicate and one copy given to the local municipality to be attached tot eir current agreement file. The other copy is to be mailed to the Regional Fire Advisor. The Regional Fire Advisor will forward the signed checklist to Sault Ste. Marie to be attached to the Director's copy of the legal agreement. All scanned records will be available through the File Plan.

The agreement review checklist must still be completed and sent if new agreement package is being submitted.

24 rf::1><121\ Staff Report FN014-19 Page: 1

~ General Committee File #: April 23, 2019 BRACEBRJDGE The Hearl Muskoka of

TO: Councillor C. Wilson, Chair and Members of General Committee

FROM: S. Rettie, Director of Finance/Treasurer

C. Wagner, Assistant to the Treasurer/Tax Collector

SUBJECT: Tax Branch Activities Update

RECOMMENDATION

1. That Staff Report FN014-19 regarding Tax Branch activities for 2018 be received for information purposes.

ORIGIN

2. The Tax Branch of the Finance Department is responsible for managing all aspects of property taxes including front-line customer service; tax rate calculation; tax billing; assessment roll maintenance; administration of rebate programs; and collection of taxes for the Town of Bracebridge. The Tax Branch is also responsible for collection and reconciliation of taxes levied for the District Municipality of Muskoka and the four local School Boards, as well as processing and monitoring of general accounts receivable and miscellaneous cash receipts.

3. On November 4, 2009, Council ratified motion 09-GC-256 thereby approving a detailed Tax Collection Policy for the Town of Bracebridge. Since that time, staff have been preparing regular reports and updates to Council on Tax Branch activities.

4. On April 30, 2014, Council ratified motion 14-GC-094 as follows:

1. That the Treasurer’s authority for revenue and tax collection responsibilities for the Corporation of the Town of Bracebridge be formally delegated to the Assistant to the Treasurer/Tax Collector and the Assistant to the Treasurer/Tax Collector be authorized to exercise all of the rights, powers and obligations of the Treasurer and of the Corporation of the Town of Bracebridge, in matters of revenue and tax collection.

2. That a by-law be prepared to delegate the authority of tax, revenue collection and related matters to the Assistant to the Treasurer/Tax Collector.

5. This motion formally delegated the Treasurer’s authority for revenue and tax collection responsibilities to the Assistant to the Treasurer/Tax Collector and provided authorization for the Tax Collector to exercise all of the rights, powers and obligations of the Treasurer and the Town in matters of revenue and tax collection.

6. This delegation of authority resulted in the ability to streamline revenue and tax collection activities by allowing routine documents to be signed by the Assistant to the Treasurer/Tax Collector. It also ensured revenue and tax collection activities can continue in the event of an unexpected absence of the Treasurer so that tax registration proceedings are not compromised and that legislated deadlines are met.

7. On April 18, 2018, Town Council ratified motion 18-GC-102 regarding the receipt of Staff Report FN011-18 related to Tax Branch activities in 2017.

8. This staff report has been prepared to provide an update on Tax Branch activities for the 2018 calendar year.

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ANALYSIS

Overview

9. Tax Branch staff have been involved in a number of initiatives focused on the collection of tax arrears and assessment management, and continuously strive to improve the overall efficiency within the department.

10. Despite unanticipated staffing absences in the Finance Department, Tax Branch staff were able to meet all Provincially-mandated and Council-established deadlines for tax activities, while continuing to provide assistance to other departments and the public. The automated processing of electronic bank payments, and the increased participation in the various pre-authorized payment plans, has resulted in additional efficiencies in payment processing times. The volume of in-person and mail-in payments continues to reduce as property owners take advantage of these alternative payment methods.

Assessment Management

Assessment Appeals

11. The Assessment Review Board (ARB) implemented New ARB Rules of Practice and Procedures that became effective as of April 1, 2017. These rules bring major process changes intended to improve efficiency and streamline the process for all parties involved in ARB appeals.

12. Staff have been monitoring implementation of the new Rules since adoption by the ARB and are continuing to review the implications of the Rules for the Town of Bracebridge. To date, the 2017 Rules implemented by the ARB have had a relatively minor impact on the Town. Staff anticipate becoming more actively involved in the Assessment appeal process to understand changes to assessment calculation methodologies based on ARB decision and the resulting implications on the Town’s taxable assessment base. Active participation in the appeal process allows the Town to have more detailed knowledge of assessment at risk resulting from appeals filed within the municipality.

13. Specifically for 2018, there was very limited activity related to assessment appeals for the Town of Bracebridge. Three pending appeals with the ARB were withdrawn by the appellant.

14. A thorough analysis of assessment at risk due to the remaining ARB appeals has been completed and is annually updated to ensure that the Town’s financial exposure is adequately provided for in the allowance for tax write-offs. This information is utilized in the preparation of the annual Municipal Budget and Business Plan. Anticipated tax write-offs are specifically reported in the Taxation portion of the annual Budget for review by members of Council.

Supplemental Assessment

15. Section 33 and 34 of the Assessment Act allow for taxation of rateable property that has been omitted from, or has increased in value since the return of the annual assessment roll. These supplemental tax rolls are generated by MPAC and supplemental tax bills are issued by staff each Fall.

16. Increased development activity within the Town has generated additional assessment growth. Staff have been working closely with MPAC to ensure new assessment is captured throughout the year as construction is completed.

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17. Ensuring properties are correctly assessed promotes fairness to all property owners. It also creates a revenue stream for the municipality as well as the upper-tier and school boards and assists in creating a more accurate budgeting forecast for future years.

18. Capturing new assessment in a timely manner also benefits property owners by reducing the time period covered by a supplemental tax bill since the value is retroactive to the date of occupancy or completion.

Enquiries from Property Owners

19. Enquiries from property owners occur on a daily basis. Staff spend a considerable amount of time providing information to property owners regarding general assessment and taxation matters. These enquiries include how the assessment cycle works, outlining the process to file a Request for Reconsideration (RfR) with the Municipal Property Assessment Corporation (MPAC), and providing explanations for any taxation adjustments that result from assessment changes.

Requests for Reconsideration

20. If a property owner feels that the assessed value of their property is too high, the owner may file a RfR with MPAC. If this results in a change in their assessment value, Minutes of Settlement (MoS) are forwarded to the municipality for a tax adjustment. Each reassessment is reviewed by staff for accuracy and reasonability. Any questions or corrections required are identified and re- directed to MPAC for the appropriate action or response before processing. In 2018, there were 40 MoS processed by the Tax Branch, as compared to 75 in 2017.

Tax Collection

Pre-Authorized Payment Plans

21. The Pre-Authorized Payment Plan options include:

21.1. The Custom Plan An individual plan designed to meet the property owner’s specific needs. The program runs 12 months of the year with withdrawals on the last business day of each month. Payment amounts are agreed upon by the property owner and the Tax Collector. Outstanding tax balances, if any, are subject to monthly penalty and interest charges.

21.2. The 10-Month Plan Designed to ensure taxes are paid in full by each instalment due date. Payments are calculated using the prior year tax levy and reconciled with the current year actual tax levy on the Final tax bill issued in July. Payments are made on the 10th day of each month from November to August, with a final withdrawal in September, if required. Credit balances are carried forward and included in the following year’s payment calculation. Property tax accounts must be paid up-to-date in order to enroll in this plan.

21.3. The Instalment Plan Withdraws the total billed amount on the Interim and Final instalment due dates. This Plan eliminates the need for property owners to issue another form of payment and ensures payments are received on time.

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22. Providing information to property owners regarding the various pre-authorized payment plans continues to be successful with participation increasing for each of the available plans in 2018.

23. In 2018, enrolment in the Town’s Pre-Authorized Payment programs has changed as follows:

• Enrolment in the Custom Plan has increased from 60 to 63;

• Enrolment in the 10-Month Plan increased from 1,560 to 1,624; and

• Enrolment in the Instalment Plan increased from 272 to 297.

24. These plans help property owners not only with tax arrears, but also provide convenience, monthly budgeting assistance and decreased late payments.

25. Overall, 18.4% of property owners in Bracebridge use a pre-authorized payment plan. Staff continue to actively promote participation in the Town’s Pre-Authorized Payment programs to encourage prompt payment of property taxes and to minimize tax arrears for the municipality.

Electronic Bank Payments

26. The Town of Bracebridge is set up as a payee for payment of property taxes with all major financial institutions. For property owners that wish to manage their own payment schedules, staff encourage payment using this electronic banking method. This option provides property owners the ability to issue payments in a manner that best suits their individual needs.

27. The ability to track electronic bank payments began in 2014 and staff are pleased to report participation continues to increase each year. The dollars processed through electronic banking transactions accounted for 41.5% of property taxes collected in 2018. The change from 2017 to 2018 is as follows:

• Number of transactions from 12,689 to 13,179.

• Value of payments increased from $14,722,945 to $15,371,133.

On-Line Credit Card Payments

28. Staff report FN016-14 was presented to General Committee on May 13, 2014. This report outlined the details of collaborative meetings regarding the possibility of accepting credit cards for payment of property taxes. Staff were pleased to report that Plastiq Inc. was able to offer a third- party solution at no cost to the municipality and did not require any additional administration.

29. On May 21, 2014, Town Council ratified motion 14-GC-117 as follows:

1. That staff be authorized to add information to the Town’s website and other Town-issued communication tools to inform local property owners that an on-line payment solution offered by Plastiq Inc. is available to facilitate the payment of property taxes using a credit card.

30. A link to the Plastiq website for online credit card payments is included as part of the Tax Branch page of the Town website. Information about this service was also included in the payment option section of the final tax bill.

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31. Communication from Plastiq Inc. indicates that 53 payments were made using this option for tax payments during 2018, as compared to 56 in 2017.

Calculation of Tax Rates, Tax Levies and Issuance of Tax Bills

32. Property tax revenues generate the single largest source of municipal revenue. For example, in 2018 property taxation made up 55.9% of the Town’s total revenues. Property taxes are levied on the assessment base of the entire municipality. It is critical to calculate the tax levy accurately for each property and ensure that all properties are classified and assessed correctly and in a timely manner.

33. Interim tax bills are issued in February and are typically due on the last business day of March. The amount due is based on 50% of the prior year tax levy. This billing generates cash flow that is required to meet the Town’s financial obligations during the first part of the year.

34. With Council’s approval of the annual Municipal Budget and Business Plan, staff are able to calculate and validate the Municipal General and Urban Services tax rates.

35. The Online Property Tax Analysis (OPTA) website is a tool provided by Reamined Systems Inc. on behalf of the Ministry of Finance. Once tax rates are calculated, they are entered in the OPTA system. Various analysis reports are generated and a final validation is completed by comparing the approved annual tax levy to the analysis reports. After this process is completed, staff prepare the report and by-law for Council approval of the municipal tax rates and due dates.

36. The approval of the tax rates allow staff to begin the process of calculating the annual tax levy and issuing Final Tax Bills for all property owners within the Town.

Rebate Programs

37. Charity Rebates - Section 361 of the Municipal Act, 2001 requires municipalities to provide rebates to charities, and may extend the program to non-profit organizations. The Act stipulates that municipalities must rebate at least 40% of the taxes paid by registered charities. Policy setting for the Charity Rebate Program falls under the jurisdiction of the District Municipality of Muskoka, which it has addressed through District By-law 2007-63. However, administration of the program falls to the lower-tiers as applications are received, reviewed and processed at the lower-tier level.

38. Vacancy Rebates - In accordance with Section 364 of the Municipal Act, 2001 and Ontario Regulation 325/01, Commercial and/or Industrial property owners may make application to the Town for a Rebate of Property Taxes if all or a portion of their business property was vacant or unused for 90 consecutive days or more. Applications are reviewed for eligibility and accuracy then sent to MPAC to have an assessment value applied for the vacant portion of the building. Once returned, Tax Branch staff calculate the rebate amount and apply the appropriate credit to the tax roll.

39. As part of the 2016 Ontario Economic Outlook and Fiscal Review, for 2017 and future years, the Province provided municipalities with broad flexibility to tailor their vacancy rebate and reduction programs to reflect community needs and circumstances, while considering the interests of local businesses.

40. In 2017, Treasurers from each of the municipalities in Muskoka created a joint report regarding the Vacancy Rebate and Reduction Program and presented to each lower-tier Council the joint recommendation to eliminate the Vacant Unit Rebate effective January 1, 2018.

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41. Tax Branch staff participated in the discussion on the recommendation for the elimination of the Vacant Unit Rebate program and provided analysis for the reports presented to both District and lower-tier Councils.

42. The District Municipality of Muskoka supported the recommendation and had requested that the Minister of Finance authorize the elimination of the Vacant Unit Rebate for Muskoka by way of Regulation.

43. Correspondence was received from the Ministry of Finance on May 3, 2018 informing staff that the recommendation had been approved and that Ontario Regulation 325/01 had been amended to eliminate the Vacant Unit Rebate for the Muskoka municipalities.

44. The final deadline for Vacant Unit Rebate applications related to the 2017 tax year was February 28, 2018. There were 10 applications approved and processed in May 2018.

Tax Arrears

45. The tax receivable breakdown for the years 2009 to 2018 is included in Appendix “A”. During the period January 1, 2018 to December 31, 2018, the overall total value of arrears decreased, although there was a slight increase in the number of properties in arrears, from 642 to 663.

46. Staff will continue to work with property owners to establish payment plans, in an attempt to avoid the possibility of their property being subject to the tax registration process. These arrangements are implemented after payment proposals from property owners are received and reviewed to ensure they meet the objectives of the approved Tax Collection Policy. Accounts are monitored regularly to ensure all agreed payment arrangements are met.

47. Taxes are a lien on the land and all taxes, penalty and interest are typically paid when a property is sold. If not, the lien would pass on to the new property owner who would then be responsible for payment. This situation is extremely rare as purchasers will ensure clear title when purchasing a property. Payment of property taxes is also a condition of most mortgage financing, resulting in past due amounts being paid by the financial institutions upon renewal.

48. There are a number of collection activities undertaken in accordance with the Tax Collection Policy for the Town of Bracebridge. A series of letters and notices have been created to ensure property owners with tax arrears have sufficient opportunity to pay the amount owing or make suitable payment arrangements to clear the arrears in a reasonable amount of time. Review and follow-up with all property owners is done on a regular basis. A description of these activities follows, and a chart summarizing the collection activities for 2014-2018 is included in Appendix “B”:

48.1. “Arrears paid in full” refers to properties where the entire balance of penalty and interest was paid in full. The total arrears collected for the 32 properties was $427,394 during 2018.

48.2. “3rd Year Arrears paid” refers to properties where a minimum of all outstanding penalties, interest and the 3rd year (2015) of taxes levied was paid in full.

48.3. Warning letters are mailed to property owners that are just about to, or have just reached the two year mark of property taxes outstanding. Property owners are encouraged to contact the Tax Collector to make suitable payment arrangements if payment in full is not immediately possible. A fee of $50.00 per letter is added to each applicable property tax roll in accordance with the Town’s Fees and Charges By-law.

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48.4. Final Demand letters are mailed to property owners that have either not responded to requests for payment, or those property owners that have made payment arrangements that have not been met. A fee of $100.00 per letter is added to each applicable property tax roll in accordance with the Town’s Fees and Charges By-law.

48.5. Pending Tax Registration letters are mailed to property owners when all other collection attempts have proven unsuccessful. The letter informs the property owner that the next steps include conducting a title search, notifying any interested parties such as mortgage companies or lienholders, and preparation of the file for registration of a tax arrears certificate. A fee of $150.00 per letter is added to each applicable property tax roll in accordance with the Town’s Fees and Charges By-law.

48.6. Payment Review letters are sent to property owners that are attempting to make regular monthly payments however the amount of the payments are not sufficient to reduce the tax arrears in a timely manner. Property owners are encouraged to increase the regular payment amount and/or make an additional lump sum payment towards the arrears. No fee is charged for the preparation of this letter.

48.7. Arrears notices are mailed three times per year to all property owners with an outstanding balance of more than $20.00. A fee of $8.00 per notice is added to each applicable property tax roll in accordance with the Town’s Fees and Charges By-law.

49. The Modernizing Ontario’s Municipal Legislation Act, 2017 contained a number of changes related to tax collection that came in to force in 2017. One of the most significant changes was shortening the length of time before the tax registration process can commence, down from three years to two years. Staff are transitioning to this new time-line and have been providing property owners with notice of the change included on all Arrears Notices and collection letters issued.

Tax Registration

50. A property becomes eligible for tax registration if there are more than two years (2016 and older) of taxes outstanding. This action is a last resort for the municipality and is the result of all other collection efforts being exhausted. Due to positive collection outcomes on several old files, as well as competing staff priorities, no new files were sent for tax registration in 2018.

51. While every effort is made to reach suitable payment arrangements with all property owners, there are situations where this is not possible. Although it is the right of the municipality to initiate tax registration, it is not the path taken without thorough review of the factors involved.

52. Each property is reviewed individually for a number of factors including balance outstanding, payment history, risk of tax balance vs. assessment value, and owner willingness and ability to pay. At the end of the 2018 review, 16 properties were identified for tax registration in early 2019.

Tax Sales

53. Once a tax arrears certificate is registered on title, the property owner, or any interested party may pay the full amount of taxes, penalties and fees to cancel the certificate. This is referred to as the cancellation price. Full payment by certified funds is required and partial payments are not permitted. If the taxes remain outstanding after one year from the date of registration of a tax arrears certificate, a sale of land by public tender is conducted. This process is governed by the Municipal Act, 2001 and strict timing and guidelines must be followed.

54. A property owner or interested party may pay the cancellation price right up until the time that title is registered to the successful purchaser in the tax sale.

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55. In 2018, there was one tax sale held and 11 properties were included in the sale. A chart summarizing the results is included as Appendix “C”.

Ministry of Municipal Affairs and Housing - Financial Indicator Review

56. Each year, the Ministry of Municipal Affairs and Housing prepares a Financial Indicator Review report for each municipality based on information contained in the annual Financial Information Return (FIR).

57. One of the measures that the Ministry includes in the annual report is “Total Taxes Receivable less Allowance for Uncollectables as a % of Total Taxes Levied”. The Ministry considers amounts below 10% to represent low risk, amounts from 10% - 15% to represent medium risk, and amounts over 15% to represent high risk.

58. Figures for the Town of Bracebridge for the years 2002 to 2018 are included in Appendix “D”. Although the Ministry figures may vary slightly from staff’s calculated rates for some years, the differences are not material and are due to rounding.

System Enhancements and Efficiencies

59. Tax Branch staff continue to expand responsibility for the corporate-wide accounts receivable function. By centralizing the invoicing and collection process within the Finance Department, more consistent and efficient processing is undertaken and more accurate and robust reporting is achieved.

60. Municipal Connect is the assessment analysis software maintained by the Municipal Property Assessment Corporation (MPAC). This software underwent a complete re-design and the new 2.0 version was launched during 2017. Further enhancements were introduced throughout 2018. These included various online self-serve features that streamline request processing. Staff underwent the appropriate training and are now fully utilizing these new features.

Summary

61. The dedicated efforts of the Tax Branch to consistently apply the provisions of the Town’s Tax Collection Policy have resulted in positive trends in every aspect of tax collection, including reduction of tax arrears, uptake in electronic payment options, cash flow improvement and legislative compliance.

LINKAGE TO COMMUNITY-BASED STRATEGIC PLAN

62. Timely follow-up and collection of past due property taxes is well aligned with the community- based strategic objective:

Continually strive to improve efficiency and accountability in governance.

Encourage civic engagement as a means to foster a strong and GOVERNANCE & transparent relationship between the Town and community. CIVIC ENGAGEMENT

Commit to partnering and working with outside organizations to leverage efforts with the community.

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63. Timely follow-up and collection of past due property taxes allows the Town to better manage its financial obligations and reduces exposure to large tax receivables.

LINKAGE TO COUNCIL PRIORITIES

64. The Tax Branch Activities Update supports Continuous Improvement, which has been identified by Council as a 2018-2022 priority area. This initiative helps to ensure services provided by the Town are adding value for its residents. The Town relies on the operation of the Tax Branch for effective collection and cash management to meet its expenditure obligations.

EXISTING POLICY

65. Town of Bracebridge Tax Collection Policy (TOB-2009-001 TAX).

ALTERNATIVE(S)

66. As this report is presented for information purposes only, no alternatives are presented.

FINANCIAL IMPLICATIONS

67. Achieving a ratio of net taxes receivable of 6.9% for 2018 maintains the Town in the low risk category for the Ministry of Municipal Affairs and Housing’s Financial Indicator Review metric. The Town’s net taxes receivable ratio has been trending downward almost continuously since 2010. Staff believe the 2018 ratio is sustainable now that proactive collection processes are in place.

68. The ongoing tax collection process, including assessment management and tax registration, will improve the Town’s available cash to provide continuing municipal services and capital projects, with minimal requirement to borrow funds on either a short or long-term basis.

COMMUNICATIONS

69. This staff report was distributed to Council, Media, and all Town staff and was published on the Town’s website in accordance with the Town’s Procedural By-law.

70. Information related to the Town’s Property Tax policies and procedures is made available through the Town’s website; specialized communication to property owners; the annual “Tax Brochure”; and through regular notices that are issued in accordance with Provincial legislation.

Prepared By: Approved By: Approved for Submission to General Committee By:

C. Wagner S.Rettie, CPA, CMA J. Sisson Assistant to the Treasurer/Tax Director of Finance/Treasurer Chief Administrative Officer Collector Ext. 222 Ext. 262 Ext. 229

33 Staff Report FN014-19 Page: 10 /JSJXl:21\ General Committee File #: ~ April 23, 2019 BRACEBRIDGE The Heart of Muskoka

APPENDIX “A”

Property Taxes Levied, Collected and Receivable

Tax Receivable Breakdown 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018

Taxes Receivable - Arrears 3+ 689,556 508,876 572,398 685,695 720,656 601,337 465,696 240,884 211,623 127,741 Taxes Receivable - Previous Year 2+ 371,700 296,435 409,751 419,760 417,891 374,120 313,339 276,146 264,210 253,899 Taxes Receivable - Prior Year 1+ 741,184 640,207 753,965 806,719 808,098 833,865 737,346 690,479 674,457 523,022 Taxes Receivable - Current Year 597,572 489,090 791,616 502,976 560,076 445,070 174,341 (49,818) (113,440) (144,469) Total Property Tax Receivable $ 2,400,012 $ 1,934,608 $ 2,527,730 $ 2,415,150 $ 2,506,720 $ 2,254,392 $ 1,690,721 $ 1,157,691 $ 1,036,850 $ 760,193 Payments on Current Account 909,444 994,802 1,092,647 1,147,428 1,237,587 1,345,851 1,463,385 1,574,553 1,606,684 1,703,468 Past Due Property Taxes $ 3,309,456 $ 2,929,410 $ 3,620,378 $ 3,562,578 $ 3,744,308 $ 3,600,243 $ 3,154,106 $ 2,732,243 $ 2,643,534 $ 2,463,661 Penalty Receivable 681,364 419,436 560,418 594,734 642,520 643,194 610,396 354,656 342,058 246,867 Less: Allowance (183,821) (226,821) (179,633) (216,296) (284,634) (343,647) (356,925) (356,298) (299,978) (180,993) Total Year End Tax Receivable $ 3,806,999 $ 3,122,025 $ 4,001,163 $ 3,941,016 $ 4,102,193 $ 3,899,790 $ 3,407,577 $ 2,730,601 $ 2,685,614 $ 2,529,535

Total Taxes Levied $ 28,021,536 $ 29,026,668 $ 29,667,068 $ 30,626,989 $ 31,486,402 $ 32,099,565 $ 33,054,551 $ 34,389,665 $ 35,330,654 $ 36,679,384

Financial Indicator Review 13.6% 10.9% 13.6% 13.0% 13.1% 12.1% 10.3% 7.9% 7.6% 6.9%

Tax Payments Collected during year $ 28,066,252 $ 29,987,067 $ 29,304,624 $ 31,232,956 $ 31,966,763 $ 33,086,709 $ 34,284,647 $ 35,571,216 $ 35,724,416 $ 37,057,780

Change in Total Taxes Levied 5.5% 3.5% 2.2% 3.1% 2.7% 1.9% 2.9% 3.9% 2.7% 3.7% Change in Tax Payments Collected 4.4% 6.4% -2.3% 6.2% 2.3% 3.4% 3.5% 3.6% 0.4% 3.6%

Final Tax Bills Issued: 10,357 10,424 10,459 10,491 10,616 10,650 10,668 10,712 10,727 10,773

Collection Fees added to Tax Roll $ 129,293 $ 124,451 $ 159,483 $ 133,237 $ 50,227

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APPENDIX “B”

Summary of Property Tax Collection Activity

Collection Activity 2014 Activity 2015 Activity 2016 Activity 2017 Activity 2018 Activity Arrears paid in full $ 851,564 $ 1,141,624 $ 1,130,846 $ 571,243 $ 427,394

Arrears rolls paid in full 58 88 67 46 32 3rd year arrears paid 53 39 42 41 35 Arrears Notices issued 3,787 3,441 3,134 3,051 2,983 Payment Review letters issued 31 20 16 13 22 Warning letters issued 90 84 82 70 148 Final Demand letters issued 106 51 42 51 30 Pending Tax Registration letters issued 59 42 - 42 15 Files sent for Tax Registration 65 47 20 26 - Files sent to Tax Sale - - 25 9 11 Tax Registration files closed 15 40 35 29 21

Pre-Authorized Payment Plans Custom PAP enrollments 49 52 49 60 63 Installment PAP enrollments 165 218 230 272 297 Monthly PAP enrollments 1,453 1,516 1,521 1,560 1,624 Total Enrollments 1,667 1,786 1,800 1,892 1,984 % of Property Owners 15.7% 16.7% 16.8% 17.6% 18.4%

Electronic Bank Payments Electronic Bank Payment Transactions 10,792 11,688 12,147 12,689 13,179 Electronic Bank Payment Value $ 11,475,686 $ 12,415,986 $ 13,844,719 $ 14,722,945 $ 15,371,133 % of Cash Collected 34.7% 36.2% 38.9% 41.2% 41.5%

Online Credit Card Payments Credit Card Transactions 4 2 40 56 53 Credit Card Payment Value $ 21,081 $ 4,610 $ 48,922 $ 62,177 $ 75,965 % of Cash Collected 0.06% 0.01% 0.14% 0.17% 0.20%

Rebate Programs and Legislated Tax Adjustments Processed Vacancy Rebates 15 14 14 12 10 Charity Rebates 5 6 5 5 4 Assessment Review Board Decisions 10 2 52 21 0 Minutes of Settlement 67 52 46 75 40 Other Legislated adjustments 16 12 10 11 22 357/358 Applications 15 12 9 5 22

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APPENDIX “C”

Results of Sale by Public Tender

Sale Date: June 28, 2018 Minimun Tender Number of Highest Tender File # Roll # Amount Outcome Bids Amount 14-65 4418 060 014 06201 $ 7,360.39 No Bids 0 N/A 15-34 4418 040 010 07504 $ 9,006.51 No Bids 0 N/A 15-35 4418 040 017 03505 $ 7,259.63 No Bids 0 N/A 15-43 4418 050 011 01200 $ 5,201.06 No Bids 0 N/A 15-45 4418 060 004 01801 $ 8,716.51 Cancelled 0 N/A 15-47 4418 060 012 02402 $ 30,138.30 Cancelled 0 N/A 16-04 4418 010 010 01250 $ 8,880.92 Sold 1 $ 8,892.92 16-05 4418 010 010 04102 $ 9,896.03 No Bids 0 N/A 16-08 4418 030 004 04099 $ 8,472.58 No Bids 0 N/A 16-10 4418 030 011 06450 $ 9,324.66 No Bids 0 N/A

16-15 4418 050 016 01600 $ 8,922.23 No Bids 0 N/A

Note: Sales for Files 15-45 and 15-47 were cancelled due to full payment of outstanding taxes.

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APPENDIX “D”

Ministry of Municipal Affairs - Financial Indicator Review

Total Taxes Receivable Less Allowance for Uncollectables as a % of Total Taxes Levied1

Taxes Receivable as Year a % of Tax Levy 2002 15.2% 2003 14.8% 2004 14.6% 2005 14.4% 2006 13.5% 2007 14.0% 2008 12.5% 2009 13.6% 2010 10.9% 2011 13.6% 2012 13.0% 2013 13.1% 2014 12.1% 2015 10.3% 2016 8.0% 2017 7.7%

2018 6.9%

16.00% 14.00% 12.00% 10.00% 8.00% 6.00% 4.00% 2.00%

0.00% I I I I I I I I I I I I I I I I I I N ro s::t- ~ '° r---- oo m 0 .-1 N ro q- ~ r--,. 00 0 0 0 0 0 0 0 0 .-1 .-1 .-1 .-1 .-1 .-1 '°.-1 .-1 .-1 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 N NNNNNNN NNNNNN N N N

Taxes Receivable as a% of Tax Levy

1 As noted in paragraph 57, the Ministry considers amounts below 10% to represent low risk, amounts from 10% - 15% to represent medium risk, and amounts over 15% to represent high risk.

37 Staff Report PW023-19 Page: 1 11S:1><12T\ General Committee ~ April 23, 2019 BRACEBRIDGE The Heart of Muskoka

TO: Councillor C. Wilson, Chair and Members of General Committee

FROM: W. Schmid, P. Eng., Director of Public Works

S. Clayton, C. Tech., Fleet, Yard and Facilities Foreperson

S. Rettie, Director of Finance/Treasurer

SUBJECT: Award of Architectural Services for Bracebridge Public Library Elevator Replacement

RECOMMENDATION

1. That, as permitted under the provisions of the Town of Bracebridge Purchasing Policy and Procedures adopted by By-law 2006-007, the contract for architectural services for the replacement of the elevator at the Bracebridge Public Library be awarded to Mitchell Jensen Architects, as a single-source procurement, at a total cost of $37,053, plus HST.

ORIGIN

2. The Bracebridge Public Library (Library), located at 94 Manitoba Street, is the original Carnegie building which was constructed in 1908. The Library is an important community, technology and knowledge centre providing the public with up-to-date collections and relevant programs.

3. In 1984, an expansion to the Library was completed adding an additional 5,200 square feet that included a new passenger elevator. Over the last number of years, there have been concerns expressed as to the age, accessibility and functionality of the existing elevator.

4. On June 13, 2005, the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) became law. One of the goals of the AODA is to achieve accessibility for Ontarians with disabilities with respect to goods, services, facilities, accommodation, employment, buildings and structures by January 1, 2025.

5. On April 27, 2018, a Bracebridge Public Library Property Condition Assessment Report was completed by Stantec Consulting Ltd. In the report, Table No. 9 outlined the elevator component of the building assessment which is shown in Appendix “A”. The elevator is listed in good condition and it is estimated that it should continue to perform for at least five (5) years. The report also states that the Town would be looking into upgrades to the elevator in accordance with the new AODA guidelines and that structural work may be required to allow for any improvements. A website link to a copy of the 2018 Property Condition Assessment Report is provided for further information.

6. On August 17, 2018, Public Works staff requested the services of Mitchell Jensen Architects (MJA) to complete a short feasibility study to determine potential options for the replacement of the current elevator system at the Library. The study included the expertise of National Elevator Consulting from Toronto, ON.

7. On September 20, 2018, three (3) potential options were outlined in the MJA study and presented to Public Works and Library staff. Each of the three (3) options outlined the features of each elevating device, the estimated cost for each option, and the potential impacts to the building as shown in Appendix “B”. It is noted in the study that additional architectural and structural work would be required with all options.

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8. The Government of Canada’s Enabling Accessibility Fund (EAF) provides funding for capital projects that work to increase accessibility for people with disabilities in Canadian communities and workplaces. Eligible recipients, such as municipalities, can apply for various funding if eligibility criteria are met.

9. On July 11, 2018, Council ratified motion 18-GC-174 as follows:

“1. That the Director of Finance/Treasurer be authorized to submit an application for the Bracebridge Public Library Elevator Replacement Project under the Enabling Accessibility Fund (EAF) for small projects component.

2. That, if the application is approved, the Mayor and Director of Corporate Services/Clerk be authorized to execute a contribution agreement and other related documentation in order to receive EAF funding.”

10. In the fall of 2018, an application to the EAF was submitted for the small projects component. This component of the funding supports small scale construction, renovation or retrofit projects that increase accessibility in communities or workplaces. Grant funding for projects up to $100,000 could be applied for.

11. The Town’s application for funding centered on Option 2 of MJA’s elevator study as shown in Appendix “B”. This option was for a hydraulic limited use/limited application (LULU) Class ‘A’ passenger elevating device.

12. On January 14, 2019, the Town was given notice that the EAF application was successful and that $65,000 of EAF funding was approved for the elevator project at the Library. The EAF funding includes a limited project period that expires on January 31, 2020.

13. The 2019 Municipal Budget and Business Plan includes $300,000 for the replacement of the Library lifting device.

14. This staff report has been prepared to award a contract for architectural services related to the replacement of the elevator at the Bracebridge Public Library to Mitchell Jensen Architects.

ANALYSIS

15. Procuring recent architectural services, such as the current Birds Mill Mews renovation project, has proved to be difficult. Multiple RFP’s were issued in seeking a qualified professional architect with experience in municipal projects without success. MJA were eventually obtained and are currently working on Phase 1 of the Bird Mill Mews renovation project.

16. Based on previous investigative work pertaining to options for the replacement of the Library elevator and due to time sensitivity of the project, MJA was contacted directly to provide a proposal to continue with the work started on the project.

17. The scope of work proposed by MJA includes architectural, structural, mechanical and electrical review of the facility’s elevator. The proposal also includes the preparation of a cost estimate and design documents as well the tendering of the project. The fee estimate includes construction administration services (4 site visits).

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18. On March 15, 2019, MJA submitted a fee proposal for the project which is summarized in Table No. 1 below:

Table No. 1 - Mitchell Jensen Architects Fee Proposal for Bracebridge Public Library

Mitchell Jensen Contract Contract Architects Schematic Tender Documents Administration Fee Proposal

Architectural $3,458 $5,815 $1,330 $10,850

Structural $3,550 $4,275 $475 $2,600

Mechanical/Electrical $1,500 $2,500 $0 $700

Sub-total $8,508 $12,590 $1,805 $14,150

Total Fixed Lump Sum Fee (Excluding HST) $37,053

19. Based on staff’s experience with architectural services, the proposal received provides good value for the Town given the scope of the project. Staff believe that the MJA proposal reflects fair market value.

20. MJA were contacted directly for this project due to their prior knowledge and work completed on the project to-date. The Town’s Purchasing Policy/Procedures, describes single-source purchasing as the “goods and services obtained from one vendor without bid solicitation from other vendors who can provide the same goods and services.”

21. Given the Town’s recent successful experience at Bird Mill Mews; the challenges related to procuring architectural services; the time sensitivity of the project; and MJA’s familiarity with the project, staff are recommending MJA to provide architectural services for the Bracebridge Public Library Elevator Replacement project.

22. Subject to Committee’s direction in regard to securing architectural services, the next steps in the process are as follows:

Timeline Description Council approval for Award of Architectural Services Consulting May 1, 2019 Proposal.

Mid-May 2019 Site visit with Architectural, Structural, Mechanical and Electrical Consultants to confirm existing elevator assemble and building structure and establish final location of the new elevator shaft, mechanical room, etc.

Mid-June Design team to meet with Town representatives and review 80% complete drawings/specifications and confirm final design.

Mid to End July 2019 Issue Tender documents.

Early August 2019 Close Tender.

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Timeline Description

August 27, 2019 Present Staff Report to General Committee for award of elevator construction contract.

September 4, 2019 Council approval for award of construction contract to successful bidder.

Mid to Late January 2020 Construction completion.

LINKAGE TO COMMUNITY-BASED STRATEGIC PLAN

23. Completion of improvements at the Bracebridge Public Library is well-aligned with the strategic themes:

0 Recognize the importance of the Town’s decisions in shaping the future of the community.

Ensure that the Town offers a welcoming and equitable environment for residents and visitors of all ages.

Promote a vibrant community that celebrates the critical role of arts, culture and heritage in promoting quality of life.

t l• ;i Continually strive to improve efficiency and accountability in governance. Encourage civic engagement as a means to foster a strong and GOVERNANCE & transparent relationship between the Town and community. CIVIC ENGAGEMENT Commit to partnering and working with outside organizations to leverage efforts with the community.

24. Investing in improvements at the Bracebridge Public Library will ensure the facility is maintained in a good state of repair and is kept in a safe, accessible and functional condition for its current and future occupants.

LINKAGE TO COUNCIL PRIORITIES

25. The awarding of architectural services for the replacement of the Bracebridge Public Library elevator was not included in Council’s list of priorities.

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ALTERNATIVE(S)

26. The following alternatives are available for Committee consideration:

Alternative #1 The Committee could recommend that approval for authorization to single source the procurement of Mitchell Jensen Architects to provide consulting services related to the replacement of the existing elevator at the Bracebridge Public Library not be authorized and that an RFP process be utilized to obtain required architectural services.

This alternative is not recommended due to the extensive work that has been completed to-date and delays related to procurement of architectural services, which may put receipt of the EAF grant at risk. EXISTING POLICY

27. 2019 Municipal Budget and Business Plan.

28. Purchasing Policy/Procedures adopted by By-law 2006-007.

29. Accessibility for Ontarians with Disabilities Act (AODA).

30. Bracebridge Public Library Property Condition Assessment Report, prepared by Stantec Consulting Ltd, April 27, 2018.

FINANCIAL IMPLICATIONS

31. The 2019 Municipal Budget and Business Plan allocated $300,000 towards the replacement of the existing Library elevator with a new lifting device.

32. The Town was successful in obtaining a $65,000 external grant from the Government of Canada’s Enabling Accessibility Fund (EAF). The project needs to be completed by January 31, 2020 to comply with the conditions set out in the funding agreement.

COMMUNICATIONS

33. This staff report was distributed to Council, Media, and all Town staff and was published on the Town’s website in accordance with the Town’s Procedural By-law.

Prepared By: Approved By: Approved for Submission to General Committee By:

S. Clayton, C. Tech W. Schmid, P. Eng. J. Sisson Fleet, Yard & Facilities Director of Public Works Chief Administrative Officer Foreperson Ext. 230 Ext. 229 Ext. 239 S. Rettie, CPA, CMA Director of Finance/Treasurer Ext. 262

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APPENDIX “A”

Bracebridge Public Library Property Condition Assessment Report - Table No. 9

PROPERTY CONDITION ASSESSMENT REPORT

CONVEYANCE April 27. 2018

9.0 CONVEYANCE

COMPONENT DESCRIPTION COMMENT/ ASSESSMENT TSSA license certificate valid until June Number of Cabs One. 15. 20 18. The elevator is maintained by Thyssen Krupp, under a contrac t for quarterly Manufacturer Thyssen Krupp. with Econolift cab. maintenance and repairs. See Nole 9A. Maintenance manuals reviewed. No Type Hydraulic enclosed vertical platform lift. issues identified. See Note 98. Operation appeared lo be Controls Solid-state (electronic) controls. acceptable. No reports of any problems. See Nole 98. Finishes appeared to be in good condition. Vinyl walls. egg-crate ceiling. metal Cab Rnishes plate flooring. The interior dimensions of the cab are not barrier free, and likely do not meet future building needs. See Nole 98.

~ 9A) According lo ThyssenKrupp, the mechanical contractor, the elevator is in good condition, and parts for maintenance are readily available. The elevator is not the subject o f any TSSA directives. and no breakdowns or maintenance call-backs have occurred as far back as their system shows. They estimate that the elevator should c ontinve to perform for ot leost 5 yeors, ond thot ony vpgrodes before then wov!d likely relote to oesthetic considerations or a change in operational requirements. 98) The Town is reportedly in the process of soliciting q uotes for upgrades to the elevator in accordance with new AODA guidelines. According to the Point of Contact. structural work to the 1984 building addition may be required ta allow for these improvements. Pending an official quote. the Town 's estimated allowance for general modernization/retrofit of the elevator has been included in year two of the Capital Reserve Table.

IMMEDIATE ITEMS IDENTIFIED: No immediate work items were identified.

CAPITAL RESERVE ITEMS IDENTIFIED: 9. 1 Elevator Modernization / Retrofit No other ca pital items were identified.

RECOMMENDED FURTHER INVESTIGATION: No further investigation recommended al this time.

~ Stantec

Project No.: l6101 1724.210 19

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APPENDIX “B”

Mitchell Jensen Architects Study – Option 1

BRACEBRIDGE PUBIC LIBRARY - ELEVATOR STUDY Option 1: Hydraulic dual-jack holeless Class 'A' Passenger Elevating Device Features Option 1 is a fu ll size. fu y au tomatic elevating device with a range of loading capacity options to su t tne needs of tre owner. A fu ll-size elevating device Is capable of operat.ng at the ignest speed o' tne three options. and our recomfT'endation would be 100 FPM for the Bracebridge Public Library. Th is dev ce would also have the fas test operating times of the three options, resu lting in the 'astest serv ce to passengers. It also has the large st dimensions and capacity of the three options, al lowing better accommodation for del ive rab es and all owing rrore passengers to comfortab y use tne elevator simu ltaneous y

Cost A total budget of approx mately $550,000.00 - $650,000.00 should be considered for Option 1. Approximately $150,000.00 of the budget wou ld go towards the elevator insta ll ation port on of the wo rk, the remain.ng budget wou d be al located for work by other trades/diciplines. An Arch tect, Structural Engineer, Electrical, HVAC, and General Contractor would al l be requi red to complete the project. - he scope of work oft ese other disc iplines includes determin ng tne exact location for the new elevator ard Elevator Mechaiical Room within the buildirg, acquiring any requ ired bu ilding permit(s), developing working drawings, buildi g a new elevator ho·stway, excavating an elevator pit, providing air condIt1oni g to tne Elevator Me cnanical Room, prov1d1ng power, an d prov1d·ng fire signa ls to the elevating device. Impact to Existing Th is device would not fi t into the existing hoistway at Bracebridge Pub lic L brary.

Products M ltiple elevator insta llation compan ies, incl ding Otis, Thyssenkrupp, Sch ,ndler, and Delta wou ld be ab e to bid if the fo ll owing ho1stway dimensions are utilized· Shaft Sizes 2000-2100 lbs capacity (smallest ava ,lable capacity) (Not fully AODA compliant) New Hoistway Width - 2335 mm (existing is 1335mm) New Hoistway depth -1800 mm (existing is 1680mm) New Pt Depth - 1525 mm (existi g Is 1300mm) New Clear Overnead - 3800 mm (existing Is 3360mm) . 1 2500 lbs capacity (AODA compliant) New Hoistway Width - 2640 mm (existi g Is 1335mm) New Hoistway Depth - 1800 mm (existing is 1680mm) New Pt Depth - 1525 mm (existi g Is 1300mm) New Clear Over ead - 3800 mm (existing Is 3360mm) MITC HELL Nattonal Elevator Consulting JENSEN Experts in vertical transportatron ARCHITECTS

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APPENDIX “B” cont’d

Mitchell Jensen Architects Study – Option 2

BRACEBRIDGE PUBIC LIBRARY - ELEVATOR STUDY Option 2: Hydraulic Limited Use/ Limited Application (LULA) Class 'A' Passenger Elevating Device Features Opt on 2 1s a sma ll er, fu lly automatic elevatin g device wi th a loading capac ity restricted to 1400 lbs., and a max mum speed of 30 'eet per min ute. The cab dimensions are smaller than a full size hydrau •·c elevator. Th ·s al lows 'or li ght loading 'or deliverables, and less passengers would be able to se the e1evator s1mu taneous 'y.

Cost A tota budget of approximately $250,000.00 - 5350,000.00 shou ld be cons dered for Option 2. Approxi mately S80,000.00 of the budget would go towards the elevator 1nsta llat1on port on of the work, the rema ining budget wou d be all ocated for work by other trades/diciplin es . An Arch ;tect, Structural Engineer, Electrica l, HVAC, and Genera l Contractor wou ld all be requ ired to complete the project. -he scope of work of these otner disciplines includes determ1n;ng tne exact location for the new eleva tor and Elevator Mechanica l Room within the building, acquiring any requ ired bu lding perm it(s), develop, g wo rking drawings, build ng an e eva tor hoistway, excavating 14" 'or an elevator pit, providi g a,r cond1t oning to the Elevator Mechan·ca l Room, and providirg power to the elevating device . Impact to Ex isting This deVce wou'd have a sma l1er footpr.nt than Option 1, but like OptiOn 1, it would also not 'it within the existing no stway at the Bracebridge Pub·i c Library. Products Mu ltiple elevator insta l atio~ compan ies. nc:ud1ng Sa varia, Garaven ta, and Delta wou d be able to bid if the fo ll owirg hoistway dimensions are utilized:

Shaft Sizes 1.::.00 lbs capac ity (Not ful ly AODA compliant) Ho1stway Width - 1753 mm (existing 1335mm) Hoistway Depth - 1854 mm (existi g 1680mm) Pit Depth - 356 mm (existing 1300mm) Clear Overhead - 3429 mm (existing 3360mm)

MITC HELL Nattonal Elevator Consulting JENSEN ~xperts ,n vertical transportat,on ARCHITECTS

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APPENDIX “B” cont’d

Mitchell Jensen Architects Study – Option 3

BRACEBRIDGE PUBIC LIBRARY - ELEVATOR STUDY Option 3: Hydraulic Vertical Platform Lift Class 'A' Passenger Elevating Device

Features Opt"on 3 is the sma llest elevating device of the three options. It requires keyswitch ard cons tant button pressure to operate and is restricted to use only by personne tra in ed in its operation. The oading capacity of th s device is 750 lbs. (Not fu lly AODA compliant), with a contract speed of 20 fee t per mi ute. The cab d1mens o s are the sma ll est out of the three options, and w th a capacity of 750 lbs, this device would not be suitable for loading. ·t is primarily an access biii ty lift and wo Id replace the existing lift, with essen tially the same f rct'o al ty.

Cost A total budget of approximately $40,000.00 - S60,000.00 shou d be cons idered for Op tion 3. Approximatey S25,000.00 - 35,000.00 of the budget would go towa rds the ele vator insta ll at on portion of the work, the rema ini ng budget wou ld be all ocated for work by other trades.

Impact to Existing Mn ma l

Products The fo l owing elevator companies and products would be suitable choices for Option 3:

1. (Garaventa - Genesis Shaftway Model (Compact Model))

2. (Delta - Delta 7000 AccessIb il ,ty Lift Model 3660F) Note: based on the finish ed hoist way w·dth measurement on the provided blueprint, the ex sting hoistway has a w dth that is 12mm shorter t han Delta's minimum requirement for their Delta 7000 Access ibi l ity Ut. If a new nydrau!i c vertica p at'orm lift is the crosen opt on, then Delta should to be contacted to conf;rm i~ the use of the existI g hoistway dimension of 1333mm wou'd be possible with the r standard prod ct, or f customIzatIons would be required.

3. (Sava ria - V1504 Shaftway Model) Note: based on the fin shed hoistway widt mea surement on the provided bluepr,nt, the ex isting hoistway has a width tha t is 26mm shorter than Savaria's mini mum req ui rement fort eir V1 so.:. shaftway ve rtica l platform lift. If a new hydra lie vert ca l platform li;i: is the chosen option, then Savar ia should to be contacted to confirrr if the use oft e existing hoistway dimension of 1333mm wo Id be possible with t heir stardard prod ct, or if customizations wou ld be required.

Shaft Sizes Utilizes the existing shaft

MITCHELL Nattonal Elevator Consulting JE NSE N Experts 111 vertical Jransportallon A RCHITECTS

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TO: Councillor C. Wilson, Chair and Members of General Committee

FROM: W. Schmid, P. Eng., Director of Public Works

S. Clayton, C. Tech., Fleet, Yard and Facilities Foreman

SUBJECT: Purchase of One (1) Single-Axle Truck and Associated Equipment from the Town of Huntsville

RECOMMENDATION

2. That Public Works staff be authorized to send the Single-Axle Truck to Alliston Equipment Ltd. for modifications to meet Town of Bracebridge specifications as set out in Staff Report PW024-19.

ORIGIN

3. The Town of Bracebridge (Town) currently maintains a fleet of eleven (11) heavy-duty plow trucks as summarized below:

Heavy Plow Truck Fleet

Mileage* Make Type Year Number (km)

Western Star Tandem Axle 2018 20,000 18-27

Western Star Tandem Axle 2013 126,000 12-39

Western Star Tandem Axle 2012 135,000 11-32

Western Star Tandem Axle 2011 143,000 10-38

Western Star Single Axle 2010 79,000 79-31

Sterling Tandem Axle 2010 145,000 79-37

Sterling Tandem Axle 2009 172,000 78-35

Sterling Tandem Axle 2007 240,000 77-34

Sterling Single Axle 2007 88,000 76-36

Sterling Tandem Axle 2006 187,000 75-33

Sterling Tandem Axle 2019 1,100 18-33

* Mileage as of April 7, 2019

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4. Two (2) single-axle combination (dump/plow/sander) units are included as part of the heavy truck fleet primarily for in-town winter road maintenance. These smaller vehicles are able to maneuver the tighter turning movements that are required on subdivision cul-de-sacs, intersections and dead-end roads. These vehicles are also utilized during the summer months for material delivery, tree removal and float/trailer haulage of backhoes and excavators.

5. Due to its age and condition, single-axle truck No. 76-36 has been scheduled for replacement in 2019. Truck No. 76-36 was originally purchased by the Town in 2007 and is now 12-years old.

6. The 2019 Municipal Budget and Business Plan, adopted by Council on February 27, 2019, included $215,000 for the replacement of Truck No. 76-36.

Tender 2019-TOB-T-005

7. Tender 2019-TOB-T-005 was issued for the replacement of Truck No. 76-36 on January 17, 2019 for the supply and delivery of a 2019, combination single-axle truck with 400 HP engine, automatic transmission, dump box, plow and wing, sand/salt spreader controller and liquid pre- wet capabilities to aid in the reduction of salt usage.

8. The Tender was advertised on the Town’s website, on Biddingo.com and in the Bracebridge Examiner on January 17 and 24, 2019. Tender submissions were received up to 2:00 p.m. on January 31, 2019 and opened publicly beginning at approximately 2:02 p.m. The Tenders received were reviewed by staff to ensure they met the Town’s specifications.

9. Three (3) bids were received in response to Tender 2019-TOB-T-005 as summarized in Appendix “A”.

10. The three (3) submitted bids were competitively priced with only $1,870.44 separating the lowest bid from the highest bid.

11. All three bids were $40,000+/- in excess of the allocated budget. This price is significantly more than the budgeted amount of $215,000. It is understood that the recently applied 25% U.S. steel and aluminum tariffs and the depreciation of the Canadian dollar are contributors to the 2019 cost increase.

12. All three (3) bidders deleted the warranty clauses specified in the Tender document and were therefore deemed non-compliant.

13. Staff contacted each of the three (3) bidders to discuss the reasons for deleting the warranty clauses from their Tenders and where the vehicle specifications could be revised to reduce the vehicle price without negatively affecting the trucks performance.

Tender 2019-TOB-T-008

14. Based on discussions with the original bidders, staff removed the warranty clauses in the original tender document which required the successful supplier provide an equivalent backup vehicle in the event of the prolonged vehicle repair or liquidated damages amount of $250/day. Vehicle specifications relating to engine size and transmission requirements were also amended.

15. The revised tender called for the supply and delivery of one (1) 2019 single-axle truck and associated equipment, 370 HP engine, Alliston 3000 RDS automatic transmission, dump box, plow and wing, sand/salt spreader controller and liquid pre-wet capabilities.

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16. Tender 2019-TOB-T-008 was advertised on the Town’s website, Biddingo.com and in the Bracebridge Examiner on February 28, 2019. Tender submissions were received up to 2:00 p.m. on March 14, 2019 and opened publicly beginning at approximately 2:08 p.m. The Tenders received were reviewed by staff to ensure they met the Town’s specifications.

17. Two (2) bids were received in response to Tender 2019-TOB-T-008 as summarized in Appendix “B”.

18. The submissions received in response to Tender 2019-TOB-T-008 were approximately $25,000+/- in excess of the amount included in the 2019 Municipal Budget and Business Plan ($215,000) for the standard truck purchase.

Town of Huntsville Truck Purchase Proposal

19. During the tender period for Tender 2019-TOB-T-008, staff from the Town of Huntsville Public Works Department contacted Bracebridge Public Works staff inquiring whether Bracebridge was interested in purchasing a recently acquired 2019 Western Star single-axle plow/sander truck, similar to that specified in Tender 2019-TOB-T-008. Huntsville was seeking to streamline their operations approach and wished to divest the single-axle truck/plow/sander unit from their fleet.

20. This staff report has been prepared to provide council with background information on recently issued Tender calls for a single-axle truck/plow/sander and seek approval to purchase a 2019 Single-Axle Western Star combination snowplow / sander from the Town of Huntsville.

ANALYSIS

Town of Huntsville Proposal

21. In February 2018, the Town of Huntsville awarded a Contract for the supply of a single-axle, diesel powered combination snowplow/spreader with a two-way slusher and wing and sand/salt spreader controller. The tender was awarded to Northland Truck Centre (Bracebridge, ON) at a cost of $206,050, excluding HST. The specialized plowing equipment component of Huntsville’s tender was to be built by Alliston Equipment Ltd. (Bolton, ON). The truck was delivered to Huntsville in early 2019.

22. Prior to Huntsville receiving the tendered vehicle, a decision was made to streamline their operations that did not include the utilization of a single-axle plow truck. Knowing that the Town of Bracebridge was currently tendering for a single-axle truck, Huntsville Public Works staff contacted Bracebridge staff to determine if there was an interest in purchasing the Huntsville single axle combination plow/sander.

23. To determine the suitability of the Huntsville vehicle, Bracebridge Public Works Operators were given the opportunity to test-drive the truck for several weeks to determine its suitability for the urban Bracebridge application. Operators found the vehicle well suited for the Bracebridge application.

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24. A comparison of key equipment components inherent with the Huntsville Truck and those that were specified in Bracebridge Tender 2019-TOB-T-008 is provided below:

Comparison of Key Equipment Components Between Town of Huntsville Truck and Town of Bracebridge Tender 2019-TOB-T-008

EQUIPMENT ITEM TOWN OF HUNTSVILLE TRUCK TENDER 2019-TOB-T- 008

Year of Manufacture 2019 2019

Engine 370 HP Cummins Engine 370 HP Diesel Engine

Alliston Automatic 3000 RDS Alliston Automatic 3000 RDS Transmission transmission transmission

Material Spreader Controller Compu Spread 550 sand/salt controller Compu Spread 550 sand/salt controller

Not included, (Dump box frame has Liquid Pre-Wetting Liquid Pre-Wetting Capabilities been outfitted to accommodate future Capabilities (Alliston Equipment Ltd.) installation of Pre-Wet Tanks) Hydraulic Material Gate Material Shoot Gate Manually Controlled Gate (Alliston Equipment Ltd.)

Wing Plow Control Cable Hydraulic

Slusher Plow Two-way swivel plow Two-way swivel plow

Vehicle Colour(s) Yellow Blue and Black

25. To bring the Huntsville truck into Bracebridge service, the following changes are recommended:

25.1. Paint cab and box to meet Bracebridge standard blue and black colours at a cost of $6,500 with Fralor Collision Inc. (Mississauga, ON), and

25.2. Install pre-wet tanks and equipment to reduce road salt usage at a cost of $9,200 with Alliston Equipment Ltd. (Bolton, ON).

26. Use of a cable controlled wing plow and a manual material gate is deemed acceptable.

27. The cost to purchase the 2019 Single-Axle Western Star combination snowplow / sander from the Town of Huntsville is $193,050.00.

28. Additional costs to paint the truck and install pre-wet tanks and equipment in order to place the truck into Bracebridge service increases the cost to $208,750 (excluding HST), placing the truck purchase within the 2019 budget allocation of $215,000.

29. The cost to purchase the low bid single axle combination plow/sander truck as submitted by Currie Truck Centre as part of Tender 2019-TOB-T-008 is $239,100.42 (excluding, HST). The tendered bid exceeds the approved 2019 Budget and Business Plan allocation.

30. Staff in the Public Works Department have confirmed with Northland Truck Centre, Alliston Equipment Ltd. and the Compu-Spread Controller provider that they will honor the warranty provisions of the equipment purchased by Huntsville.

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31. At the present time 1,180 km / 67 hours have been logged onto the Huntsville truck.

32. In their response to Tender 2019-TOB-T-008, the low bidder, Currie Truck Centre, indicated a vehicle delivery time of 345 to 395 days from the time of order. This time frame places the receipt of the new vehicle into the spring of 2020, after the 2019/20 winter control season.

33. The Huntsville truck can be placed into service immediately upon completion of the installation of the pre-wet tanks/equipment and paint work.

34. The low bidder in Tender 2019-TOB-T-008, Currie Truck Centre, is located in Barrie, ON. Any warranty work required to the vehicle will require the truck to be taken to Currie’s maintenance facility in Barrie. Delivery of the truck and subsequent pick-up will take two (2) operators out of service as they drive back and forth dropping-off and picking-up the vehicle.

35. The Huntsville truck would be serviced in Bracebridge at Northland Truck Centre, a Western Star dealer, thereby creating efficiencies for staff.

36. Based on staff’s comparison of the submissions received for Tender 2019-TOB-T-005 and Tender 2019-TOB-T-008 (including cost, delivery time and convenience of warranty work), and the proposed truck purchase from the Town of Huntsville, it is recommended that the Town of Bracebridge purchase the 2019 Western Star single-axle truck and associated snow plow/spreader equipment from the Town of Huntsville at a cost of $193,050.00 and that staff proceed with the installation of pre-wet equipment and painting as described in Report PW026- 19.

LINKAGE TO COMMUNITY-BASED STRATEGIC PLAN

37. Awarding the purchase of (1) Single-Axle Truck and Associated Equipment from the Town of Huntsville is well-aligned with the strategic themes:

Develop and engage in policies and initiatives to enhance Bracebridge as ®) a service community for the surrounding areas.

MODERN & PROSPEROUS Work to diversify the local economy to create an open for business all year ECONOMY round environment.

, .• ..... Continually strive to improve efficiency and accountability in governance. .,_ , __, Encourage civic engagement as a means to foster a strong and GOVERNANCE & transparent relationship between the Town and community. CIVIC ENGAGEMENT

Commit to partnering and working with outside organizations to leverage efforts with the community.

38. The Award of the Contract for Supply and Delivery of One (1) Single-Axle Truck and Associated Equipment is supported by the Town’s Community-Based Strategic Plan as approved by Council.

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LINKAGE TO COUNCIL PRIORITIES

39. The purchase of the single-axle plow truck and sander from the Town of Huntsville is consistent with responsible asset management and road maintenance which have been identified as key Council priorities.

ALTERNATIVE(S)

40. The following alternatives are available for Committee consideration:

Alternative #1 Committee could recommend that the Contract for Tender 2019-TOB-T- 008 Supply and Delivery of One (1) Single-Axle Truck and Associated Equipment be awarded to Currie Truck Centre at a cost of $239,100.42.

This alternative is not recommended as the purchase of the truck from the Town of Huntsville meets the needs of the Town of Bracebridge, can be put into service shortly after acquisition, is more economical to purchase and assists in maintaining a fleet of reliable and versatile vehicles to ensure adequate road maintenance operations.

EXISTING POLICY

41. 2019 Municipal Budget and Business Plan.

42. Council’s 2018-2022 Priorities and Related Project Priorities.

43. Town of Bracebridge Purchasing Policy and Procedures, adopted by By-Law 2006-007, Item No. 9 provides that the Department Head of Public Works and Fire Department are authorized to purchase used fleet equipment that is sold by other municipalities by private sale providing that:

43.1. The equipment meets or exceeds the departmental equipment requirements.

43.2. It is documented that it is fiscally responsible to purchase a used piece of equipment rather than purchase a new one.

44. Public Works Staff believe the information provided in Report PW026-19 illustrates that the purchase of the single axle truck from Huntsville meets the requirements of the Purchasing Policy and Procedures.

FINANCIAL IMPLICATIONS

45. The approved 2019 Municipal Budget and Business Plan included $215,000 for the replacement of the Town’s Single-Axle Combination, Unit No. 76-36.

46. The purchase price of the single axle plow truck/sander from the Town of Huntsville is $193,050. Additional pre-wet system and painting costs increases the truck acquisition expense to $208,750.

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COMMUNICATIONS

47. The Tender was advertised on the Town’s website, Biddingo.com and in the Bracebridge Examiner.

48. This staff report was distributed to Council, Media, and all Town staff and was published on the Town’s website in accordance with the Town’s Procedural By-law.

Prepared By: Approved By: Approved for Submission to General Committee By:

S. Clayton, C. Tech. W. Schmid, P. Eng. J. Sisson Fleet, Yard and Facilities Director of Public Works Chief Administrative Officer Foreperson Ext. 239 Ext. 230 Ext. 229

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APPENDIX “A”

Tender 2019-TOB-T-005 Submissions

TENDER AMOUNT (EXCLUDING HST) DESCRIPTION Currie Truck Centre Lewis Motors Sales Inc. Northland Truck Centre (Barrie, ON) (North Bay, ON) (Bracebridge, ON)

Make of Truck FREIGHTLINER INTERNATIONAL WESTERN STAR

Base Price For Vehicle $133,239.56 $134,268.89 $135,110.00

Price for Equipment $121,344.00 $121,344.00 $121,344.00 and Accessories

383 to 411 Days 24-26 Weeks Approximately Delivery Date from Order Date from Order Date December 2019

TOTAL PRICE $254,583.56 $255,612.89 $256,454.00

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APPENDIX “B”

Tender 2019-TOB-T-008 Submissions

TENDER AMOUNT (EXCLUDING HST)

DESCRIPTION Currie Truck Centre Northland Truck Centre (Barrie, ON) (Bracebridge, ON)

Make of Truck FREIGHTLINER WESTERN STAR

Base Price For Vehicle $117,756.42 $119,929.00

Price for Equipment and Accessories $121,344.00 $121,344.00

345 to 395 Days Delivery Date Approximately December 2019 From Order Date

TOTAL PRICE (EXCLUDING HST) 239,100.42 $241,273.00

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TO: Councillor C. Wilson, Chair and Members of General Committee

FROM: W. Schmid, Director of Public Works

SUBJECT: Big Island Road Traffic Calming

RECOMMENDATION

1. That, in the summer of 2019, a petition be circulated to Big Island Road property owners and Prospect Lake water access property owners who use the Prospect Lake Boat Launch to determine the level of support for the installation of traffic calming speed humps on the first 430 metres of Big Island Road, and report back to General Committee prior to the presentation of the 2020 Capital Budget.

ORIGIN

2. Resulting from concerns from a number of residents on Big Island Road regarding the speed of traffic travelling on the roadway, a request for the installation of temporary rubber speed bumps as a trial project to address the perceived speeding problem was received. On October 24, 2018, Council ratified Motion 18-PD-090, as follows:

“That staff in the Public Works Department review the feasibility of installing, on a trial basis, rubberized temporary speed bumps or other traffic calming measures on Big Island Road, and report back to General Committee”.

3. Staff Report PW025-19 is presented to Committee to provide comment on the feasibility of installing temporary speed bumps on Big Island Road or alternative traffic calming measures.

ANALYSIS

4. Accessed from Prospect Lake Road, Big Island Road is a 900 metre long, single lane, municipally maintained road servicing approximately 36 cottage properties on Prospect Lake as shown in Appendix “A”.

5. The first 50m of the roadway is maintained on a year round basis while the remaining 850m is seasonally maintained.

6. The surface treatment of Big Island Road is a combination of gravel and double hi-float surface treatment and hot mix asphalt pavement. The condition of the road at this time is poor with many deformities.

7. In accordance with Traffic Control By-law No. 2019-028, the posted speed limit of Big Island Road is 10 km/hr.

8. A site review by Public Works staff on March 29, 2019, indicated that 10/km/hr speed limit signs were in place on the road in both directions. There were also cautionary signs warning drivers of pedestrians walking and children playing, when travelling in an east bound direction on Big Island Road. A reduced number of cautionary signs were posted in the westbound direction of the roadway. Photos of this signage are shown in Appendix “B”.

9. Based on aerial photography, the first 430 metres of Big Island Road is located on the original shore road allowance on the north side of Prospect Lake. The travelled road separates the first twelve (12) cottage properties from Prospect Lake as shown in Appendix “C”.

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10. Property owners in the first 430 metres of the roadway use the shore road allowance as an extension to their own property which provides a waterfront component to their cottages and homes. During the summer months, lawn furniture, boats, docks and fire pits are placed on the shore road allowance. The Public Works Department is not aware of any Licenses of Occupation for these amenities on Town property.

11. The aforementioned property owners have expressed concern that vehicles using Big Island Road are travelling too fast and are exceeding the posted speed of 10 km/hr. A petition bearing the signatures of the ten (10) property owners abutting the area of concern on Big Island Road was provided to Councillor Buie. The petition covering letter and supporting plans are attached as Appendix “D” (Note: the actual petition inclusive of names and contact phone numbers has not been included from a privacy perspective).

12. To best address Motion 18-PD-090, Public Works staff undertook a technical literature review of various traffic calming policies and procedures used by other jurisdictions including the City of Toronto; Town of Innisfil; City of Ottawa; and City of Prescott. The literature review was used in evaluating and determining potential traffic calming measures for Big Island Road.

13. “Traffic Calming” is defined as a combination of mainly physical measures that reduce the negative effects of motor vehicle use, altering driver behavior thus improving conditions for non- motorized street users”, as noted from the Institute of Traffic Engineers.

14. Different traffic calming measures can be used to alter driver behavior to reduce vehicle speed. Measures may include: Signage; Speed Bumps; Centre Island Narrowing; Chicane; Narrowing; Closure; Speed Table; Raised Intersections; Speed Humps; Traffic Circles/Roundabouts and Turn Restrictions.

15. The application of traffic calming measures must be appropriately applied to the correct street classification, i.e. Local, Collector or Arterial. For instance, where signage improvements can be applied in all three (3) street classifications; speed humps or chicanes are best applied on local streets and speed bumps on lower speed/volume laneways such as parks.

16. A short description of each traffic calming measure and their appropriate road classification application is provided in the Traffic Calming Literature Review shown in Appendix “E”.

17. Components of the Traffic Calming Literature Review have been used in determining the feasibility of using temporary rubber speed bumps on Big Island Road or other traffic calming measures.

18. Review of various General Traffic Calming Criteria indicates that traffic calming devices:

• Must not be located on a designated emergency response route;

• Should only be considered on the appropriate corresponding street classification, (Local, Collector or Arterial);

• Should be appropriately located so as not to interfere with items such as driveways, manholes, drains, valves, hydrants, etc.;

• Should only be installed where minimum stopping sight distance can be provided, i.e. not placed in an area where trees’ brush, horizontal or vertical curves limit the visibility of the device; and

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• Installation must not result in traffic diversion that would negatively affect other neighbourhoods.

19. In addition to general criteria, traffic calming policies typically include a “speed control criteria”. This criteria would normally require that a speed study be undertaken to determine whether the expressed concern is factual or perceived.

20. Typically, traffic engineers use the 85th percentile speed to aid in determining whether traffic calming measures should be applied. The 85th percentile speed defines the speed that 85 percent of drivers will drive at or below, under free flowing conditions. In the evaluation of a traffic calming device installation, it is common practice that the 85th percentile speed be a minimum of 10km/h over the warranted speed limit (not posted speed limit). It is staff’s opinion that the 10km/h posted speed limit on Big Island Road does not reflect the warranted speed limit. It is understood that the existing 10 km/h posted speed limit was introduced as a traffic speed control measure many years ago at the request of the area residents. As a result of this artificially low speed posting, it is not surprising that residents believe that vehicles are exceeding the posted speed limit on Big Island Road.

21. Introduction of traffic calming measures can be controversial. To ensure that the requests of a vocal minority do not misrepresent the desires of the majority, petitions are typically required to initiate a traffic calming study. The percentage support for a study varies from municipality to municipality. For instance, the City of Toronto requires 25% support from the affected area while the City of Prescott requires 75%. In the case of the Big Island Road, staff would recommend that a petition area include all Big Island Road property owners, plus waterfront residents who use Big Island Road to access the Prospect Lake Boat Launch. Based on a preliminary review, staff believe that there would be thirty-six (36) property owners to be contacted for their input. It is also recommended that emergency services be contacted for their input to determine whether the introduction of a traffic control device would have a negative impact on their service delivery.

22. In accordance with Motion 18-PD-090, the use of temporary rubberized speed bumps was to be considered for application on Big Island Road. The following observations are provided below:

Rubberized Speed Bumps as Traffic Calming Measures on Big Island Road

23. Rubberized speed bumps have been considered as a traffic calming device on Big Island Road. A minimum of six (6) speed bumps, in series, over a 430 metre length of road should be considered in order to be effective.

24. The associated short span and 3 to 4 inch height of the rubber speed bump can create a sharp jar and possible damage to a vehicle if the vehicles speed was too fast.

25. There is the potential for vehicle passenger injury if a vehicle hits a speed bump at too high a velocity.

26. In general, rubber speed bumps are not recommended for travelled public roadways but are more appropriately used in parking lots, shopping malls and low speed/volume laneways such as a park setting.

27. When used in the appropriate setting, speed bumps should be clearly marked to show their location by using colorized rubber and appropriate cautionary signage showing the bump location both in advance of and at the speed bump location. Speed bump cautionary signage may be esthetically unpleasing in the Prospect Lake waterfront setting.

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28. Rubberized speed bumps are affixed to an asphalt surface using steel spikes. Considering the deformed surface condition of the of Big Island Road, securing temporary rubber speed bumps to the existing surface is considered problematic and possibly dangerous should spikes come loose from the asphalt.

29. Installation of speed bumps typically requires the presence of concrete curbs to prevent vehicles from by-passing the bump. Considering the absence of curbing on Big Island Road, it is possible that some traffic will by-pass or attempt to by-pass the speed bump thus introducing vehicles onto the adjacent grassed areas.

30. Big Island Road is maintained during the winter months by private contractors. Unseen speed bumps could easily damage plow equipment. Similarly, it is very likely that the plow equipment will damage the speed bump thus requiring replacement or repair the following spring. Temporary rubberized speed bumps would require removal prior to each winter season.

31. For the aforementioned reasons, the use of rubberized speed bumps as a traffic calming device is not recommended.

Alternative Traffic Control Devices

Speed Humps:

32. Speed humps have been considered as an alternative traffic calming device for Big Island Road. A minimum of six (6) speed humps in series would be required over a 430 metre length of road.

33. Speed humps are typically 10 to 20 feet in width and 3 to 4 inches in height being constructed of hot-mix asphalt. Speed humps are similar to speed bumps with the exception that the hump has an extended width. This width mitigates the impact experienced by the vehicle when riding over the hump while still making the vehicle operator and passenger’s rider uncomfortable if travelling at too high a speed. The resulting affect is to slow the vehicle’s speed.

34. Speed humps present less risk of damage to the vehicle and significantly less risk of injury to the occupants if travelling at too high a speed.

35. Similar to speed bumps, it is believed that some vehicles may by-pass the speed humps and travel across the adjacent grass surface. This could create an unsafe condition for individuals on the adjacent beach and lawns. Artificial barriers, such as cedar posts or large rocks, could be installed in the boulevard area of the speed hump preventing vehicles from by-passing the traffic calming device. There may be a number of locations on Big Island Road where the adjacent topography would prevent vehicles from leaving the roadway. Further investigation of these locations could be undertaken once the spring freshet season has ended.

36. The cost of installing six (6) speed humps is estimated to be $10,000 to $15,000, subject to the amount of road preparation work required. Funds have not been allocated in the 2019 Budget and Business Plan for this project.

37. Big Island Road has been identified in the 2018 Draft Road Needs Study as requiring rehabilitation in the near future. Speed humps could be installed as part of a future road rehabilitation program at a significantly reduced cost if included as part of the road rehabilitation.

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Signage:

38. As mentioned previously, cautionary and regulatory signage already exists on Big Island Road which should alert the driver to possible pedestrian movements on or near the roadway. There are some areas where the signage has been obscured by trees or brush since the signs were originally installed. Clearing of brush and branches away from signage and the addition of new signage could be considered on Big Island Road as a traffic calming measure. These activities can be accommodated through the approved 2019 Operating Budget and do not require Council direction to implement.

Traffic Calming Recommendation

39. For the 2019 budget year, additional regulatory signage (10 km/h) and cautionary signage will be installed in both the east and west bound directions of Big Island Road within the 430 metre road segment east of Prospect Lake Road. As stated previously, Council direction is not required to implement these measures.

40. Additionally, it is recommended that in the summer of 2019, a petition be circulated to Big Island Road property owners and Prospect Lake water access property owners who use the Prospect Lake Boat Launch to determine the level of support for the installation of traffic calming speed humps on the first 430 metres of Big Island Road.

41. As a result of the petition and subject to Council direction, if it is determined that traffic calming speed humps are to be installed on the first 430 metres of Big Island Road, a minimum of six (6) speed humps would be included as part of the road restoration program for Big Island Road.

42. Staff in the Public Works Department will report back to General Committee on the petition results prior to the presentation of the 2020 Capital Budget.

LINKAGE TO COMMUNITY-BASED STRATEGIC PLAN

43. Installation of additional signage and circulating a petition regarding speed humps as a traffic calming device as part of a future Big Island Road restoration program, is well aligned with the strategic theme(s):

Develop and engage in policies and initiatives to enhance Bracebridge as (® a service community for the surrounding areas.

MODERN & PROSPEROUS ECONOMY

0 Recognize the importance of the Town’s decisions in shaping the future of the community.

CREATIVE & CONSIDERATE PLANNING Ensure that the Town offers a welcoming and equitable environment for residents and visitors of all ages.

44. Implementing traffic calming measures on Big Island Road is in keeping with the Community- Based Strategic Plan as it incorporates the continued effort to have an engaged, healthy and socially sustainable community.

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LINKAGE TO COUNCIL PRIORITIES

45. Introduction of speed humps on Big Island Road has not been identified by Council as a 2018- 2022 priority.

ALTERNATIVE(S)

46. The following alternative is available for Committee consideration:

Alternative #1 The Committee could recommend that temporary rubberized speed bumps be installed on Big Island Road as a traffic calming speed control measure.

This alternative is not recommended as it is staff’s opinion that temporary rubberized speed bumps on a municipally maintained road is an inappropriate traffic calming measure and presents a potential hazard for motorists and users of the beach area. Asphalt speed humps and additional signage are recommended.

EXISTING POLICY

47. Nil.

FINANCIAL IMPLICATIONS

48. The installation of additional signage can be accommodated within the 2019 Public Works operating budget.

49. The cost of installing six (6) speed humps estimated to be $10,000 to $15,000 subject to the amount of road preparation work required has not been included in the 2019 Municipal Budget and Business Plan. Construction of speed humps as part of the 2020 road rehabilitation program would be more cost-effective.

COMMUNICATIONS

50. This staff report was distributed to Council, Media, and all Town staff and was published on the Town’s website in accordance with the Town’s Procedural By-law.

Prepared By: Approved By: Approved for Submission to General Committee By:

W.Schmid W.Schmid J. Sisson Director of Public Works Director of Public Works Chief Administrative Officer Ext. 230 Ext. 230 Ext. 229

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APPENDIX “A”

Big Island Road and Prospect Lake

~o'?.o ~ BIGiS~NO ~ ~ a HIDER /$LAND BJG /$LAND Prospec,B~q LJ,;ls.land HALBUSAL ISLAND

Prospect l.ake

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APPENDIX “B”

Photos of Current Regulatory and Cautionary Signage on Big Island Road

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APPENDIX “C”

First 430 metres of Big Island Road

First 430 metres on Big Island Road

64 Staff Report PW025-19 Page: 10 tJSJ><12T\ General Committee File #: ~ April 23, 2019 BRACEBRIDGE The Heart of Muskoka

APPENDIX “D”

Big Island Road Petition Covering Letter and Plans

June 18, 2018

Attention: Bracebridge members of council responsible for Prospect Lake Area.

At issue: Traffic safety zone constantly being ignored.

Dear members,

Please take a few moments to seriously consider ·a major concern that we, the undersigned, are adamantly once again bringing up for immediate rectification.

At issue is the continued disregard for the posted l0km/hr speed zone along the very narrow, hilly and curvy access road (Big Island Rd.) fronting our lakefront properties on the North side of Prospect Lake. Violators range from visitors, ATV users, dirt bikes, boat launch and garbage bin users, beach users, partyers, private and commercial vehicles including those from various Bracebridge departments. This is a red flag alert stressing the imminent danger and possible injuries likely to be suffered by children and senior pedestrians along this busy recreational roadway.

Ongoing efforts by the concerned citizens to encourage motorists to abide by the speed limit have been met by offensive remarks and flips of the finger. There is no apparent enforcement of this speed zone and therefore a workable solution must be found.

SUGGESTION:

Seeing as active enforcement would be a time-consuming effort we would like to have council immediately approve a passive solution, mainly the installation of a seasonal speed bump at each property line to effectively slow the traffic to its intended level.

A more appropriate and ideal suggestion might be to have council entertain the notion of building a small access road at the rear of our properties thus freeing the frontage area of this ongoing issue. The cost of this road could be somewhat recovered by selling the corresponding frontage to each individual property owner.

We are open to any suggestions, steps or measures to ensure the safety of our citizens especially our children and grandchildren.

Yourssi/#· TOWN OF BRACEBRIDGE DATE REC'D

Jay Beaulieu (Contact person - JUL 2 3 2013

1023 Big Island Road, Prospect Lake REC'D BY ____

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APPENDIX “D” cont’d

Big Island Road Petition Covering Letter and Plans

' Muskoka Web Map

Coordinate System: UTM Zone 17 (NAO 83) [EPSG 26917] Scale c 1 : 6771

This map has baen crealed for Iha purpose of shownlng basic locality Information over lhe Dlslricl The Information contained herein may be erroneous. Inaccurate or misleading. The parties compiling and/or of Muskoka . Property boundary line network date Is supplied by MPAC. Any error should be disclosing the fnformatlon make no warranties whatsoever as to lhe accuracy of any or all of the lnformallon reported to the GIS Section, Dlstrlct of Muskoka. ccnlained herein. Produced by Iha Olslrict of Muskoka under llcenca from Onlerio Ministry of Natural Resources, Any party relying on this lnlormatlon does so at !heir own risk and shall not, under any circumstances, make any

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APPENDIX “D” cont’d

Big Island Road Petition Covering Letter and Plans

' Muskoka Web Map

WorkContext: Baso Map Coordinate System : UTM Zone 17 (NAD 83) (EPSG 26917] Scale" 1 : 1693

!.., ! ~.... i i; i @i ~ l \ \

~ 7 -.\, I

/. t ... Prospec/Lk

Is map has been created for the purpose of shownlng basic locality lnformatlon over the District The lnformatlon contained herein may be erroneous, Inaccurate or misleading. The partles compiling and/or f Muskoka. Property boundary line network dala is supplied by MPAC. Any error should be disclosing the Information make no warranties whatsoever as to the accuracy of any or all of the Information epor\ed to the GIS Sectlon, 01s!rlct of Muskoka. contained herein. reduced by Iha Olslrtcl of Muskoka under licence from Ontario Ministry of Natural Resources, Any party relying on this lnformaUon does so at their own risk and shall not, under any circumstances, make any

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APPENDIX “E”

Traffic Calming Technical Literature Review

Definition

“Traffic Calming is the combination of mainly physical measures that reduce the negative effects of motor vehicle use, alter driver behavior and improve conditions for non-motorized street users”. (Institute of Traffic Engineers)

Road Classifications

• Local Roads: Include roads and streets that are primarily used to gain access to the property bordering the roadway. Typically low volume, low speed roads.

• Collector Roads: Roads with low to moderate capacity which serves to move traffic from local streets to arterial roads. Also provides access to abutting properties. Typically low to moderate speeds.

• Arterial Roads: A high capacity road that’s primary function is to deliver traffic from collector roads to freeways, and between urban centers at the highest possible level of service.

Alternative Traffic Calming Devices

1. Signage: Cautionary, regulatory or electronic information signage installation, to enhance the recognition of posted speed limits or to reflect unusual circumstances which should be brought to the driver’s attention.

• Used on arterials, collectors, locals, park laneways

2. Rubberized Speed Bumps: Rubberized speed bumps are comprised of Recycled, Resin Epoxy or similar material, typically 12 to16 inch width and 3 to 4 inches in height. The bumps are installed across all or part of the travelled roadway. Normally installed in series. The rubberized speed bumps are typically affixed to an asphalt surface with steel spikes. Speed bumps may sometimes be constructed of hot mix asphalt.

• Used in low speed/volume parking lots and laneways.

3. Centre Island Narrowing: Raised islands along the centerline of a street which narrows the travel lanes at a location.

• Used on local, minor collector, or major collectors.

4. Chicane: A series of narrowing’s or curb extensions that alternate from one side of the street to the other, forming S-shaped curves.

5. Choker: Curb extensions at mid-block or intersection corners that narrow the travelled way width of a street by extending the sidewalk or widening the planting strip.

• Used on local, minor collector streets.

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6. Closure: Full, or partial closures, typically applied only after other measures have failed or been determined inappropriate.

• Used only on local streets.

7. Speed Table: Long, raised humps with a flat section in the middle, and ramps on the ends; sometimes constructed with brick or other textured material on the flat section.

• Used only on local streets.

8. Raised Intersections: Flat, raised areas covering an entire intersection, with ramps on all approaches, sometimes constructed with brick or other textured material on the flat section.

9. Speed Hump: Rounded, raised areas of pavement typically 10 to 20 feet in width and 3-4 inches in height, normally installed in series.

• Used only on local streets.

10. Traffic Circles/Roundabouts: Sometimes called neighbourhood circles; include raised circular islands usually placed at local street intersections around which traffic must navigate.

• Used on local street intersections.

11. Turn Restrictions: Restrictions mainly through signing and striping by which specific turn movements are prohibited.

• Used on local, minor collector or major collector streets. (Relatively restricted application in Bracebridge due to snow packed road conditions for a significant number of months during the year. Should only be considered on roads that receive salt application in the winter).

12. Other: Limited use of other types of traffic calming devices may be approved in the case of exceptional circumstances, following evaluation of measures on the preceding list and a conclusion that such measures would be ineffective or objectionable.

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TO: Councillor C. Wilson, Chair and Members of General Committee

FROM: W. Schmid, P. Eng., Director of Public Works

Y. Gravel, C.E.T., Engineering Technologist

SUBJECT: Initial Acceptance of Clearbrook - White Pines Subdivision Phase 5

RECOMMENDATION

1. That, in accordance with the Subdivision Agreement with Clearbrook Building Corporation, Initial Acceptance of the municipal road and services for Phase 5 of the Clearbrook Subdivision as illustrated in Appendix “A” to Staff Report PW031-19 be approved.

ORIGIN

2. On October 6, 2006, the Town of Bracebridge (Town) entered into the initial Master Subdivision Agreement with Clearbrook Building Corporation for Phase 1 of the Clearbrook Subdivision off Manitoba Street and Douglas Drive. Phase 1, which is built out, was for the construction of municipal roads and services for thirty-one (31) detached units on Clearbrook Trail.

3. The Town subsequently entered into several additional Amending Agreements to the Master Subdivision Agreement with Clearbrook Building Corporation for the construction of municipal roads and services on Phases 2, 3, 4, 6 and 7 of the Clearbrook Subdivision for an additional one hundred and sixteen (116) detached lots on Clearstream Court, Windsong Crescent, Rosemead Close, Fieldstream Chase, Pheasant Run and Heron’s Hill, which are also built out.

4. Phases 1 through 4, 6 and 7 have been assumed for municipal maintenance. The various Phases of the Clearbrook Subdivision, current and future, are illustrated in Appendix “A” to Staff Report PW026-19. Clearbrook Building Corporation is currently constructing the roads and services for Phase 8 of the Clearbrook Subdivision.

5. The Master and Amending Agreements between the Town and Clearbrook Building Corporation outline various responsibilities of the parties with respect to the development including, in part:

5.1. Conveyance of lands to the Town by Clearbrook Building Corporation for municipal purposes;

5.2. Retention of a consulting engineer by Clearbrook Building Corporation to design the municipal services, oversee the construction, and certify it’s conformance to the approved construction drawings; and

5.3. Deposit of securities with the Town by Clearbrook Building Corporation in the amount of 100% of the estimated cost of the work.

6. On August 31, 2017, the Town entered into an Amending Agreement with Clearbrook Building Corporation for the construction of municipal roads and services for forty-four (44) detached lots in Phase 5 of the Clearbrook Subdivision. Upon entering into the Agreement, Clearbrook Building Corporation provided the Town with a security of $2,211,122.23.

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7. Clearbrook Building Corporation retained R.J. Burnside & Associates Limited (R. J. Burnside) as the Consulting Engineer on the project.

8. As per the Master and Amending Subdivision Agreements, the municipal roads and services are eligible for Initial Acceptance when:

8.1. the municipal roads and services to and including base course of asphalt on the roads have been constructed to the satisfaction of Town staff and certified by Clearbrook Building Corporation’s Engineer to be in accordance with the approved plans and specifications;

8.2. Clearbrook Building Corporation’s Engineer provides the Town with a list of remaining works and deficiencies to completed works including an estimate of cost to complete the services that is acceptable to staff; and,

8.3. the Town is in receipt of ‘red-line’ as-constructed drawings.

9. Once Items 8.1, 8.2 and 8.3 have been completed, Clearbrook Building Corporation can request the Town issue Initial Acceptance of the municipal roads and services. A resolution of Council shall confirm Initial Acceptance.

10. Under the Agreements, Clearbrook Building Corporation is responsible to maintain the roads and services for a minimum of two (2) years from the date of Initial Acceptance.

11. As per the Master and Amending Subdivision Agreements, the municipal roads and services are eligible for Final Acceptance when:

11.1. all the municipal roads and services have been constructed to the satisfaction of Town staff and certified by Clearbrook Building Corporation’s Engineer to have been constructed in accordance with the approved plans and specifications; and,

11.2. the Town is in receipt of final as-constructed drawings.

12. Once Items 11.1 and 11.2 have been completed, Clearbrook Building Corporation can request the Town issue Final Acceptance of the municipal roads and services. In accordance with the Agreement, a resolution of Council shall confirm Final Acceptance.

13. At no time prior to the Town granting of Initial Acceptance, is the value of securities reduced below 100% of the cost of incomplete or deficient work added to 15% of the total cost of completed work. All securities are released following the resolution of Council granting Final Acceptance of the municipal roads and services.

14. The purpose of this report is to recommend Initial Acceptance of the municipal roads and services for Phase 5 of the Clearbrook Subdivision on Windsong Crescent, Fawnbrook Lane and Colton Court.

ANALYSIS

15. The Town received a request for Initial Acceptance of Phase 5 of the Clearbrook Subdivision from R.J. Burnside on behalf of Clearbrook Building Corporation on November 23, 2018. Since that time, staff have been working with R.J. Burnside, to obtain the documentation necessary to move forward with the request for Initial Acceptance.

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16. All underground municipal services for Phase 5 of the Clearbrook Subdivision, including the construction of Windsong Crescent, Fawnbrook Lane and Colton Crescent to base course of asphalt, have been constructed.

17. R.J. Burnside has provided certification to the Town that the roads and municipal services completed to date have been constructed in accordance with the approved plans and specifications.

18. R.J. Burnside has provided the Town with a list of remaining works and deficiencies to completed works, including an estimate of cost to rectify the deficiencies and complete the services that is acceptable to staff.

19. The Town is in receipt of red-line as-constructed drawings for Phase 5 of the Clearbrook Subdivision.

20. Town staff met with staff from R.J. Burnside to conduct visual site inspections of the municipal roads and services completed to date and, other than some minor deficiencies, is satisfied the works have been constructed in accordance with the approved plans and specifications.

21. Clearbrook Building Corporation has fulfilled all the obligations of the Subdivision Agreements necessary in order to receive Initial Acceptance of the municipal roads and services.

22. The total value of the security is $2,211,122.23. As there is incomplete and minor deficient work, securities are proposed to be released to 100% of the cost of incomplete or deficient work, $189,042, added to 15% of the total cost of completed work, $331,668.34, for a total of $520,710.20. This amount will be held until the Town grants Final Acceptance of the municipal roads and services.

23. Staff is recommending Initial Acceptance of the municipal roads and services in Phase 5 of the Clearbrook Subdivision.

24. Municipal works that are yet to be completed include concrete curbs, concrete sidewalks, surface course of asphalt and sodding of boulevards.

25. As previously discussed, Clearbrook Building Corporation is responsible to maintain the roads and services for a minimum of two (2) years from the date of Initial Acceptance. Notwithstanding, such maintenance extends to a minimum of one (1) year following the completion of all works and placement of the final course of asphalt on the roads, at which time the works will be eligible for Final Acceptance.

26. Subsequent to granting of Final Acceptance of the municipal roads and services, the Town will take ownership and assume maintenance of the municipal services under its jurisdiction (i.e. storm sewers, roads, sidewalk, street lighting and storm water management facility).

27. Final Acceptance of Windsong Crescent, Fawnbrook Lane and Colton Court as public roadways would confirm the Town’s ability to enforce speed limits, regulatory signage and on-street parking.

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LINKAGE TO COMMUNITY-BASED STRATEGIC PLAN

28. Granting Initial Acceptance of the municipal services in Phase 5 of the Clearbrook Subdivision is well-aligned with the strategic themes:

,~•'h Promote health and wellness in the community through Town facilities and ,,,- r--- programmes.

COMMUNITY WELLNESS & CULTURAL VITALITY

Recognize the importance of the Town’s decisions in shaping the future of 0 the community.

CREATIVE & CONSIDERATE PLANNING

29. Phase 5 of the Clearbrook residential development supports the creation of housing to meet the needs of the community.

LINKAGE TO COUNCIL PRIORITIES

30. Granting Initial Acceptance of Phase 5 of the Clearbrook Subdivision is consistent with balanced growth which has been identified as a key Council priority.

ALTERNATIVE(S)

31. The following alternative is available for Committee consideration:

Alternative #1 The Committee could recommend not granting Initial Acceptance of Phase 5 of the Clearbrook Subdivision.

This alternative is not recommended since the developer has fulfilled all conditions of the Subdivision Agreement necessary in order to be eligible for Initial Acceptance. Upon inspection, staff is of the opinion the roads and municipal services completed to date have been constructed in accordance with the approved plans and specifications.

EXISTING POLICY

32. Municipal Servicing Standards By-Law 82-34, as amended.

FINANCIAL IMPLICATIONS

33. None.

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COMMUNICATIONS

34. This staff report was distributed to Council, Media, and all Town staff and was published on the Town’s website in accordance with the Town’s Procedural By-law.

Prepared By: Approved By: Approved for Submission to General Committee By:

Y. Gravel, C.E.T. W. Schmid, P. Eng. J. Sisson Engineering Technologist Director of Public Works Chief Administrative Officer Ext. 240 Ext. 230 Ext. 229

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APPENDIX “A”

Clearbrook Subdivision Phasing Plan

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TO: Councillor C. Wilson, Chair and Members of General Committee

FROM: C. O’Regan, Director of Recreation

D. Campbell, Manager of Facilities

SUBJECT: Junior “A” Hockey Club Lease Agreement for Use of Bracebridge Memorial Arena

RECOMMENDATION

2. That the final form and content of the Lease Agreement be to the satisfaction of the Director of Recreation and the Director of Corporate Services/Clerk.

ORIGIN

3. The Bracebridge Memorial Arena has been the home arena for a number of Junior Hockey Clubs over the past years. In the 1970’s it was the Bracebridge Bears; the 1980’s Muskoka Bears; 2012 the Bracebridge Phantoms and most recently the Bracebridge Pioneers.

4. On April 26, 2017 Council ratified motion 17-GC-102 as follows:

1. That the Mayor and Director of Corporate Services/Clerk be authorized to execute a Lease Agreement between the Town of Bracebridge and the Bracebridge Pioneers Hockey Club for use of the Bracebridge Memorial Arena, by the Bracebridge Pioneers Hockey Club, for a three year term beginning on September 1, 2017 and expiring on May 30, 2020, in accordance with the details set out in Appendix “A” to Staff Report RC006- 17.

2. That the final form and content of the Lease Agreement be to the satisfaction of the Director of Recreation and the Director of Corporate Services/Clerk.

5. The Bracebridge Pioneers Hockey Club operated during the 2017/2018 season. However, due to an extended illness of the Owner/General Manager, the Bracebridge Pioneers Hockey Club were unable to continue operations in the 2018/2019 season and therefore the lease was terminated.

6. For the 2018/2019 ice season South Muskoka Minor Hockey, schools, private rentals and adult shinny were able to utilize some of the ice time left vacant by the Pioneers; however, staff were unable to rent all the vacant time.

7. In March 2019, Mr. Dave Ryan, owner representative of the South Muskoka Shield Junior “A” Hockey Club (South Muskoka Shield) met with staff in the Recreation Department and expressed an interest in moving the South Muskoka Shield to Bracebridge for the 2019/2020 season and beyond.

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8. This staff report is presented to General Committee to seek authorization to proceed with the execution of the Lease Agreement with South Muskoka Shield Junior “A” Hockey Club for use of the Bracebridge Memorial Arena.

ANALYSIS

9. The South Muskoka Shield will be entering their fourteenth (14th) season in the GMHL. Mr. Ryan and Mr. Demasi, both residents of Muskoka, have been co-owners of the South Muskoka Shield Junior “A” Hockey Club for the past five (5) years.

10. Mr. Ryan lives in Port Sydney and Mr. Demasi lives in Bracebridge. It is their intention is to continue building a successful, long term, Junior “A” Hockey team in Bracebridge. Their aim is to provide a strong product on the ice so members of the community can enjoy exciting hockey in an atmosphere that promotes fun and pride.

11. Mr. Ryan and Mr. Demasi, and their assistant coach, Mr. Baker, are focused on player development and fostering a safe and positive environment so each of their players can flourish on and off the ice. They have a history of advancing their players to higher levels of hockey, whether it is US College, Canadian University or professional hockey in North America or Europe. Also understanding that not all players will make a living playing hockey, they ensure their players learn the values derived from hard work, team play, and community involvement so they are prepared when they advance in their hockey or professional career of their choice.

12. Furthermore, the South Muskoka Shield wants to develop relationships which support businesses, the community and the Town and they expect their players to conduct themselves with resect on and off the ice and to understand that they represent the South Muskoka Shield and the Town of Bracebridge. Attached as Appendix “B” to Staff Report RC006-19 is a letter of introduction from Mr. Ryan.

13. The South Muskoka Shield will have approximately twenty six (26) players on their roster and will play twenty one (21) home games plus playoffs. The games will be played on Saturday evenings between 6:30 p.m. and 9:30 p.m. and practices will be held during the day on weekdays.

14. It is anticipated the South Muskoka Shield will utilize sixty three (63) hours of ice on Saturday evenings and sixty to eighty (60 to 80) hours of weekday day ice.

15. The GMHL is a Canadian developmental junior ice hockey league where many players begin their junior careers. The league opened its doors in early 2006, with a unique concept and approach to improving the standard of developing young hockey players within a Junior “A” league format setting. To achieve this, the league had two clearly articulated goals: to increase the international flavor of Junior Hockey in Central Canada as well as locate and establish teams in the cities and towns passionate about hosting this brand of Junior Hockey.

16. The GMHL is focused on player development. Their mission statement: “Our success prevails from a shared loyalty & respect for each other and the desire to improve ourselves both on and off the ice. To be of good character, professional and wise in ways only the best learners can achieve. Dedicated to the game we love, we endeavor to produce the finest performance through constant training & development.”

17. The GMHL has continued to solidify its existing teams, 22 teams in 2018/2019, securing a long- term future of the GMHL and propelling even more young players and coaches to higher levels of hockey and education.

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18. Staff in the Recreation Department spoke with South Muskoka Minor Hockey regarding the potential return of a Junior “A” Hockey Club to Bracebridge. South Muskoka Minor Hockey indicated that they are willing to relinquish the periodic Saturday evening ice they booked in the 2018/2019 season as it was not well used and they do not anticipate the need for Saturday evening ice in the 2019/2020 season.

19. Staff have also contacted tournament and event organizers regarding their need for Saturday evening ice and have advised the South Muskoka Shield of these scheduled black-out dates.

20. With the proposed South Muskoka Hockey game and practice schedule, staff anticipate the weekday day ice used by schools and private renters and Adult shinny hockey can still be accommodated.

21. The Lease Agreement is for a three (3) year term with a provision for renewal.

LINKAGE TO COMMUNITY-BASED STRATEGIC PLAN

22. A Lease Agreement with a Junior “A” hockey club is well aligned with the strategic themes:

Develop and engage in policies and initiatives to enhance Bracebridge as ®) a service community for the surrounding areas.

MODERN & PROSPEROUS Recognize the importance of Town decisions in attracting and retaining ECONOMY talent.

Work to diversify the local economy to create an open for business all year round environment.

0 Recognize the importance of the Town’s decisions in shaping the future of the community.

Focus on specific areas highlighted as priorities, including, develop options to support the diversification and affordability of housing options to meet the needs of the entire community.

Ensure that the Town offers a welcoming and equitable environment for residents and visitors of all ages.

Promote a vibrant community that celebrates the critical role of arts, culture and heritage in promoting quality of life.

... ~••,., Promote health and wellness in the community through Town facilities ,,- T-- and programs.

COMMUNITY WELLNESS & CULTURAL VITALITY

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Continually strive to improve efficiency and accountability in governance.

Encourage civic engagement as a means to foster a strong and GOVERNANCE & transparent relationship between the Town and community. CIVIC ENGAGEMENT

Commit to partnering and working with outside organizations to leverage efforts with the community.

23. The Lease Agreement with South Muskoka Shield will:

• ensure fiscal responsibility and efficient operation of the Town while continuing to offer high quality services to the community;

• create a sense of community;

• is an economic generator through sport tourism; and

• the sport itself supports physical activity encouraging a healthy lifestyle.

LINKAGE TO COUNCIL PRIORITIES

24. Although the presence of a Junior “A” Hockey Team in Bracebridge is not specifically identified as a project in the 2019 Municipal Budget and Business Plan, the revenue generated through such a Lease Agreement is included in the 2019 Municipal Budget and Business Plan.

EXISTING POLICY

25. The Town of Bracebridge Fees and Charges By-law includes provision for Junior Hockey under a lease agreement.

ALTERNATIVE(S)

26. The following alternative is available for Committee consideration:

Alternative #1 Committee could recommend that the Town not enter into an agreement with South Muskoka Shield Hockey Club to operate a Junior “A” Hockey Team in the Bracebridge Memorial Arena.

This alternative is not recommended as a Junior “A” Hockey Team aligns with the Town’s Community Based Strategic Plan.

FINANCIAL IMPLICATIONS

27. The recommended ice fee for Junior “A” Hockey is $177.00 per hour for prime time ice and $115.50 per hour for non-prime time ice. This is ten (10) percent above the proposed Town of Bracebridge 2019/2020 fees for adult prime and non-prime ice. The Bracebridge Pioneers, for their 2017/2018 season, were paying $170.00 and $111.00 per hour.

28. The estimated annual rental from a Junior Hockey Club is $18,000 for the 2018/2019 season.

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29. The 2019 Municipal Budget and Business Plan includes revenue in the amount of $6,900 that was allocated between Minor Hockey Ice and Arena Ice Other for sale of ice that would have been allocated to a Junior Hockey Club.

30. Since the development of the 2019 Budget and Business Plan, South Muskoka Minor Hockey has indicated that they do not require Saturday evening ice.

31. With the addition of a Junior “A” Hockey Club it is anticipated that the 2019 revenue in Arena Ice Other will increase by $10,000 to $50,000 and Minor Hockey will decrease by $4,900.

32. If approved, the draft 2020 Municipal Budget and Business Plan will include a full year of Junior “A” hockey fees which are estimated at $18,000.

33. Although annual revenues to be received from the proposed Lease Agreement are subject to external factors such as number of games to be played and number of practices, staff are of the opinion that the estimated revenue amount is achievable for 2019 and beyond.

34. Mr. Ryan has agreed to pay the required deposit of $3,000 due upon execution of the Lease Agreement.

COMMUNICATIONS

35. South Muskoka Minor Hockey, Bracebridge Memorial Arena tournament and event organizers.

36. This Staff Report was distributed to Council, Media and all Town staff and was published on the Town website in accordance with the Town’s Procedural By-Law.

Prepared By: Approved By: Approved for Submission to General Committee By:

D. Campbell C. O’Regan J. Sisson Manager of Facilities Director of Recreation Chief Administrative Officer

705-645-1921 Ext. 226 705-645-1921 Ext. 224 705-645-6319 Ext. 229

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APPENDIX “A”

Draft 2019-2022 Junior Hockey Lease Agreement

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THIS LEASE AGREEMENT made in triplicate as of this __ day of ______, 2019

B E T W E E N:

THE CORPORATION OF THE TOWN OF BRACEBRIDGE

hereinafter called the “Lessor”

OF THE FIRST PART

- and -

SOUTH MUSKOKA SHIELD JUNIOR “A” HOCKEY CLUB

hereinafter called the “Lessee”

OF THE SECOND PART

WHEREAS The Lessee is a corporation properly incorporated under the laws of the Province of Ontario, Ontario Corporation Number xxxxxxxx and incorporated on xxx xx, 2019 and which operates as the South Muskoka Shield Hockey Club;

AND WHEREAS the Lessee operates a Junior Hockey team known as the South Muskoka Shield participating in a Junior Hockey League (the “League”) and wishes to practice and play its home games at the Bracebridge Memorial Arena (the “Premises”);

AND WHEREAS the Lessor wishes to lease the ice facilities at the Premises to the Lessee for games and practices during the hockey season;

In consideration of the rents to be paid and the covenants contained in this lease contract, the Lessor leases the Premises to the Lessee and the Lessee leases the Premises from the Lessor, to have and to hold the Premises during the Term, at the rate and rent contained herein, subject to the conditions and limitations and in accordance with the covenants contained in this leasing agreement.

Upon execution of this agreement, any prior agreement between the Lessor and Lessee concerning the Premises is null and void and of no consequence to either party thereto and shall terminate without indemnity or penalty payable by, or any other recourse against, the Lessor or the Lessee.

NOW THERFORE THE PARTIES AGREE AS FOLLOWS:

1. TERM and FACILITIES

1.1 The term of this Lease Agreement begins on August 1, 2019 and expires on May 30, 2022, or when the Bracebridge Memorial Arena closes (the “Term”). The Lessee may indicate its desire to enter into a further agreement to use the Premises by notifying the Lessor at least ninety (90) days prior to the expiry of the Term. This agreement may be renewed on generally the same terms and conditions as stated herein, save and except for Rent.

1.2 Unless expressly stated otherwise, all rights of the Lessee under the Lease with respect to the Premises may only be exercised by the Lessee during the Junior Hockey Season.

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1.3 The Lessor reserves the right at all times to cancel scheduled games and practices, where necessary because of an Act of God, labour dispute, mechanical failure, emergency repair, or any other cause that is beyond the control of the Lessor. Where the Lessor cancels games and/or practices under this provision, the Lessor shall not be liable to the Lessee for any loss of revenue, or any other costs, expenses, loss or damage incurred by the Lessee or any other person as a result of such cancellation.

1.4 The Lessee and the Lessor agree that all home games provided for in its team’s schedule and all home play-off games shall be played in the Bracebridge Memorial Arena, if the Arena is available, unless otherwise mutually agreed upon in writing by the parties hereto or if ordered by the League.

1.5 Facilities: The following are the Facilities and the times during which the Lessee shall use the Facilities:

a) use of the public portions of the Bracebridge Memorial Arena for the South Muskoka Shield regular season and play-off games, not earlier than September 1st of each year unless mutually agreed upon in writing by the parties hereto, and terminating no later than May 30th of each year. Subject to date confirmation, it is understood that the games will generally occur on Saturday evenings between 6:30 p.m. and 9:30 p.m. and from time to time on Sunday afternoon/evenings. Practices shall be scheduled on an average of three (3) times per week. Subject to date confirmation, practices will generally occur during the day on Tuesday, Wednesday and Thursday;

b) exclusive use of one (1) designated dressing room throughout the South Muskoka Shield hockey season;

c) use of two (2) visiting teams dressing rooms from one (1) hour before, until one (1) hour after, each game;

d) use of the referees dressing room from one (1) hour before, until one (1) hour after, each game;

e) use of the ticket booth from one (1) hour before, until one (1) hour after, each game;

f) use of the music room from one (1) hour before, until one (1) hour after, each game and practice;

g) use of the lobby space for ticket and merchandise sale from one (1) hour before, until one (1) hour after, each game;

h) upon receipt of a refundable deposit of one hundred dollars ($100.00), the Lessee shall be issued three (3) keys to the assigned club dressing room. The Lessee will not reproduce, or cause to be reproduced, the keys. The keys shall be returned to the Lessor within fourteen (14) days of the completion of the playoffs. The deposit shall be refunded upon receipt of all keys by the Lessor; and

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i) on or before May 15th of each year during the Term, or any extension thereof, the Lessee shall provide the Lessor with a tentative schedule of the dates and times of all pre-season and regular season games for the upcoming season. The Lessee will then provide the Lessor with a confirmed schedule by July 30th of such.

2. DEPOSIT AND PAYMENT

2.1 Upon execution of this Agreement, the Lessee shall provide the Lessor with a deposit in the amount of $3,000.00. This amount shall be applied to the last payment of rent due and owing at the end of the hockey season or may be used to repair damages to the Premises arising out of the Lessee’s use of the Premises. This deposit will be required annually and shall be due on August 1st of every year.

2.2 The Lessee shall pay a rental rate for game ice of $177.00 per hour plus H.S.T. for the 2019/2020 hockey season. The Lessee acknowledges that the total hour rental for ice time includes ice maintenance time of up to ten (10) minutes.

2.3 Practice times shall be charged at the rate of $115.50 per hour plus H.S.T. for the 2019/2020 hockey season. The Lessee acknowledges that the total hour rental for ice time includes ice maintenance time of up to ten (10) minutes.

2.4 Any ice time purchased during the summer season (April 15 to September 1) shall be at the rate of $115.50 per hour plus H.S.T.for the summer of 2019. The Lessee acknowledges that the total hour rental for ice time includes ice maintenance time of up to ten (10) minutes.

2.5 The Lessee acknowledges and agrees that the rental rates for the Premises are set annually by the Lessor’s Council and such rates shall be provided to the Lessee by the Lessor as soon as possible after such rates are established.

2.6 The Lessee must pay, on the first day of the previous month, the amount owing for games and practices for that month in advance. An invoice detailing the scheduled month’s usage shall be provided on the 1st day of the previous month by the Lessor.

2.7 The Lessee shall give thirty (30) days advance notice for the cancellation of any ice time to the Lessor. If advance notice is not received within the stipulated time frame, the Lessee shall be charged the full rental fee for the reserved ice time.

3. OBLIGATIONS OF THE LESSEE

3.1 The Lessee shall pay all salaries, wages, fees and commission of all personnel employed by it, all royalties, author’s, publishers’, and composer’s fees, which may become payable as a result of any of the Lessees scheduled games or practices, as well as all assessments or taxes lawfully imposed thereon.

3.2 The Lessor may demand the Lessee hire more staff or police officers, at the Lessee’s sole cost and expense, if projected attendance at an event is expected to exceed usual numbers.

3.3 The Lessee shall strictly observe, obey and act in accordance with all statutes, bylaws, regulations, and legal requirements of any kind relating to the Premises.

3.4 The Lessee shall use and maintain the Premises in a clean and sanitary condition at all times.

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3.5 The Lessee undertakes that its players, members and staff, by their acts, speech, music, conduct or manner will not violate or incite others to violate any statute, law, by-law, regulation, rule, policy or local standard concerning decency or obscenity.

3.6 The Lessee shall not tolerate any violence on the part of any person taking part in any activity in the Premises. The Lessee or Lessor may eject from the Facility any persons who are creating a disturbance or behaving in an objectionable or improper manner.

3.7 The Lessee will present its games and all game related activities in a manner that is suitable for family audiences, and will not permit within the Premises, any act, entertainment or material that is of an obscene or unduly violent nature.

3.8 If an audience becomes appreciably unruly and violates the above regulations, the Lessee, the officials and players shall stop the game and the announcer must announce that this action is not permitted and the game will resume as soon as the audience is re-seated and orderly.

3.9 The Lessee shall provide all furniture and equipment that may be required to use the Premises for purposes of this agreement. The Lessee agrees to pay for all repairs for any damages to the Premises arising out of its use of the Premises.

3.10 The Lessee shall be responsible for providing normal day to day cleaning and janitorial services to the designated home team dressing room and shall keep the dressing room in a clean and sanitary condition at all times.

3.11 The Lessee shall arrange for appropriate security protection for any games played by the Lessee’s team at the Lessee’s sole cost and expense, having due regard for crowd size and anticipated problems.

4. CONCESSION OPERATIONS AND SOUVENIR SALES

4.1 Food & Beverages: The Lessor or its contractor has the exclusive right to sell food and beverages in the main floor snack bar servicing the Premises and to retain all profits generated therefrom.

4.2 The Lessee may, upon written consent of the Lessor, rent the Bracebridge Memorial Arena Auditorium (the “Auditorium”) located on the second floor of the Premises to sell food and beverages, programs and merchandise. This shall be conducted under a separate permit used in the ordinary course of the Lessor’s rental of the Auditorium. Under no circumstances will the food or beverages sold by the Lessee be the same as the food and beverages being sold in the snack bar. The following conditions must be met:

a) The bar operation must adhere to all the guidelines for special occasion liquor permits, as set out by the Alcohol and Gaming Commission of Ontario. The bar in any event must be closed no later than 12:00 midnight. The building must be vacated no later than thirty (30) minutes thereafter, by which time a preliminary clean up (tables cleared, equipment/supplies locked up in storage areas etc.) must be carried out by the Lessee. Any such use of alcohol must include alcohol liability insurance coverage;

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b) Except for the sale and service of spirits, beer, wine, and food as required under L.C.B.O. regulations, it is agreed that the Lessee shall not sell, dispose or give any merchandise or confection of the type normally stocked and sold in main floor concession booth without the written permission of the concession contractor operators and the Lessor; and

c) Soft drink supplies must be purchased from the approved supplier determined by the Lessor (currently Pepsi Bottling Group). The Lessor further agrees to provide a dedicated storage closet area for use by the Lessee to store non-flammable goods normally needed in hosting such events (i.e. extra soft drinks, cups, non- perishable food and beverages, etc.) Any revisions, alterations or betterment of said area will be at the cost of the Lessee. The Lessee shall be responsible for regular cleaning and maintaining this space in a condition satisfactory to the Lessor in its sole and absolute discretion.

4.3 Novelties: The Lessee may sell souvenirs, programs, equipment and promotional articles at the Premises provided the Lessee complies with the Lessor’s reasonable requirements.

5. FACILITY ACCESS

5.1 Public Access: The Lessee shall have control over the entrances to the Premises at all times during a game or scheduled event and may permit persons with tickets to such game or event to enter the Premises and use and have access to those portions of the Premises normally open to the public at rink events. The Lessee has the right to restrict public access to any portion of the Premises that may interfere with the security of property and/or production of the event. In the event of an emergency, the Lessee shall allow access in these areas as to not impede emergency evacuation procedures.

5.2 The Lessor shall ensure staff and contractors have proper identification tags to enable the Lessor to perform its obligations under this agreement and to otherwise operate and maintain the Premises and the Lessee shall honour such identification tags at all games while staff and contractors are performing their duties.

6. TICKETS

6.1 The Lessee shall determine the price of, charge and retain any and all of the revenues from admissions to the Premises for team games.

6.2 The maximum number of tickets sold or distributed shall not exceed 1200.

6.3 The Lessee is responsible for any and all costs associated with ticketing, ticket sales, including but not limited to collection, advertisement, ticket printing, and reimbursement of sold tickets or otherwise.

7. ALTERATIONS AND IMPROVEMENTS

7.1 Except as otherwise expressly provided in this Agreement, the Lessee must not construct, erect, attach or permit to be constructed, erected or attached any device, fixture or any other thing in or on the Premises without the prior written consent of the Lessor.

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7.2 Ownership of Permanent Improvements at Termination: At the expiration of the Term, or any extension thereof, or earlier termination of this agreement, any permanent improvements, extensions, installations, alterations, renovations or additions to the Premises whether done by or on behalf of the Lessee or not, are forfeited to and become the permanent property of the Lessor. Non-permanent improvements, to the Premises may, at the expiration of the Term, or any extension thereof, or earlier termination of this Agreement be removed by the Lessee.

8. DECORATIONS, PLAQUES AND ADVERTISEMENTS

8.1 The Lessee may, with prior written consent of the Lessor, erect, install or affix decorations, bills, plaques, or other similar things at the Premises provided that they comply with any requirements set out in this Agreement.

8.2 No advertising shall be placed in the Premises without the Lessor’s written approval as to the advertised product or advertising content. The Lessee shall be solely responsible for all costs of preparing, installing, maintaining and removing any such advertising.

8.3 The Lessee shall have advertising rights on an annual basis as follows:

a) One (1) large exterior banner on the west face of the Bracebridge Memorial Arena of a quality and look approved by the Lessor, in writing; and

b) Posters and handbills, as approved in advance and in writing by the Lessor, in the Lessor’s facilities during the season.

8.4 The Lessor has the right to temporarily cover up all advertising, decorations and plaques as necessary during special events hosted at the Premises.

8.5 The Lessee and Lessor hereby agree the Lessee’s hockey team shall be known as the South Muskoka Shield and the term “Town of Bracebridge” shall be used in all publicity identifying the location of home games played at the Premises.

9. RESTRICTIONS OF USE

9.1 No lottery or gambling activity of any kind is permitted unless specifically authorized in writing by the Town of Bracebridge Lottery and Licencing Office.

9.2 Without written permission of the Lessor, the Lessee shall not put up or operate any engine or motor or machinery in the Premises, or use a flammable substance for either mechanical or other purposes, nor use anything except electrical lighting for illuminating the Premises.

9.3 The Lessee shall not stage any act or game in which fire or flame is involved without the prior written permission of the Fire Marshal or the Fire Chief or the Director of Recreation.

9.4 The Lessee must not use any decorative material which may pose a risk to the Premises or public.

9.5 The Lessee shall not carry on or do anything, or suffer or permit the carrying on or doing of anything in or upon the Premises, which may result in an increase of the premium payable by the Lessor for the insurance of the Premises against fire or other perils, or which may make void or voidable any such policy of insurance.

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9.6 The Lessee shall not assign this Agreement nor any of the rights granted to it by this Agreement to any other person or entity nor sublet or grant sub-licenses in respect of the Premises, except the right of admission to spectators, without the prior written consent of the Lessor, such consent not to be unreasonably withheld.

9.7 The Lessee shall not sell or dispose of, or permit to be sold or disposed of, tickets in excess of the seating capacity of the Premises, or admit a larger number of persons than can safely and freely move about in the Premises (see Section 6.2).

9.8 Only bona fide players, working personnel, guests, and the employees will be permitted in dressing rooms before, during and after a game.

9.9 It is understood and agreed by both parties that storage of the Lessee’s hockey equipment shall be provided for at the Premises. It is also understood and agreed that any such equipment which the Lessee may store in the assigned club room or storage space shall be stored at the sole risk of the Lessee and the Lessor assumes no responsibility for its loss or damage, however so caused.

9.10 The Lessee shall not use the assigned club room ice surface access door to enter the spectator seating area or the ice surface at any time other than at scheduled ice time. Any unauthorized use of the ice access door resulting in penalties or costs shall be at the sole expense of the Lessee.

10. LESSOR OBLIGATIONS

10.1 The Lessor shall be responsible for providing hydro, heating, water and HVAC systems when in use by the Lessee. No extra heating devices shall be allowed unless it is approved in writing by the Lessor. The Lessor shall provide heating when it deems appropriate in its absolute and sole discretion, acting reasonably.

10.2 The Lessor shall provide normal janitorial and maintenance services for the Premises except as outlined in Section 3.10.

10.3 The Lessor shall staff the building with its normal compliment of one Facility Operator and one Facility Assistant. Should the need arise for additional staff to help clean up and restore the building to an acceptable cleanliness standard after a game, practice or event hosted by the Lessee, such standard to be determined by the Lessor in its absolute and sole discretion acting reasonably, the Lessee shall pay for additional cleaners as required.

10.4 The Lessor shall provide necessary premises repairs to make the Premises fit for the Lessee’s purposes.

10.5 The Lessor or its contractor shall operate and provide personnel for snack bar services during scheduled games.

10.6 The Lessor shall not permit, without authorization, any entry to the assigned club dressing room save and except the Lessee’s Team Owner, General Manager, Coaching Staff and Head Trainer. Authorization to allow others access shall be valid only when received from said Owner, General Manager, Coaching Staff or Head Trainer.

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11. RIGHTS OF THE LESSOR

11.1 The Lessor, by the Director of Recreation, the Manager of Facilities or by any person designated by it may, at any time while the Premises are used by the Lessee, enter the Premises, inspect the Premises and make any alterations, repairs, or additions which, in their opinion, may be necessary for the safety or preservation of the Premises, and may in the case of fire or other catastrophe cause the evacuation of the Premises.

11.2 If, in the opinion of the Lessor, a threat of arson, bombing or other violence has been made in connection with the Premises, the Director of Recreation or its designate may cause the Premises to be evacuated.

11.3 Unless the threat was caused by the negligence or wilful misconduct of the Lessee, its servants or agents, the Lessee has the right at some time convenient to the Lessor, to use the Premises for the purpose of making up for time lost due to the evacuation.

11.4 If the Lessee is obligated by reason of an evacuation to refund any tickets sold, the Lessee has no claim against the Lessor for any loss of revenue, or for any costs, expenses, losses or damages incurred by the Lessee or any other person.

11.5 The Lessor shall retain the option to use the dressing room during the Term of this Agreement, if mutually agreed upon in writing and only in special circumstances. Written notification of such intent will be provided to the Lessee seven (7) days prior to such an event. The Lessor shall be liable for any damage or losses incurred as a result of this use.

11.6 The Lessor shall have the right to inspect the Premises, and specifically the designated dressing rooms, at any time.

12. TELECOMMUNICATIONS AND MEDIA

12.1 The Lessee shall have the sole and exclusive right to photography, radio, television and internet recording rights with respect to all games. The Lessee shall be solely responsible for any and all associated costs. Any monies or fees from such rights are the sole property of the Lessee.

12.2 The Lessee shall supply internet and cable television for their own purposes if desired.

13. INSURANCE

13.1 The Lessee shall throughout the Term (and at any other time during which the Lessee is in possession of the Premises), at its sole cost and expense, take out and keep in full force and effect and in the names of the Lessee and the Lessor as an additional insured, the following insurance:

a) The Lessee shall take out all risk property insurance on its trade fixtures, chattels and all items owned by the Lessee;

b) Business interruption insurance for the Term;

c) Public liability and property damage insurance, including personal injury liability, contractual liability, employers' liability, non-owned automobile liability and owners'

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and contractors' protective insurance coverage with respect to the Premises and the Lessee's use of the Premises, coverage to include the activities and operations conducted by the Lessee and any other person on the Premises, and by the Lessee and any other person performing work on behalf of the Lessee and those for whom the Lessee is in law responsible for. Such policies shall: (1) be written on a comprehensive basis with inclusive limits of not less than $5,000,000.00 per occurrence and $5,000,000.00 in the aggregate for bodily injury to any one or more persons, or property damage, and such higher limits as the Lessor, acting reasonably, requires from time to time; and (2) contain a severability of interests clause and a cross-liability clause; and

d) Any other form of insurance as the Lessee or the Lessor, acting reasonably, requires from time to time in a form, in amounts and for insurance risks against which a prudent lessee in the same circumstance would insure.

13.2 All policies:

a) shall be taken out with insurers acceptable to the Lessor;

b) shall be in a form satisfactory from time to time to the Lessor in its absolute and sole discretion, acting reasonably;

c) shall be non-contributing with, and shall apply only as primary and not as excess to, any other insurance available to the Lessor; and

d) shall not be invalidated as respect to the interests of the Lessor by reason of any breach or violation of any warranties, representations, declarations or conditions contained in the policies. All policies shall contain an undertaking by the insurers to notify the Lessor in writing not less than thirty (30) days prior to cancellation or termination thereof.

13.3 The Lessee agrees that:

a) certificates of insurance or, if required by the Lessor, certified copies of each such insurance policy, will be delivered to the Lessor as soon as practicable after the placing of the required insurance; and

b) no review or approval of any such insurance certificate by the Lessor shall derogate from or diminish the Lessor's rights or the Lessee's obligations contained in this Lease.

13.4 The Lessee agrees that if the Lessee fails to take out or to keep in force any such insurance referred to in this Section or should any such insurance not be approved by the Lessor, the Lessee shall commence to diligently rectify (and thereafter proceed to diligently rectify) the situation within forty-eight (48) hours after written notice by the Lessor to the Lessee (stating, if the Lessor does not approve of such insurance, the reasons therefore) the Lessor has the right without assuming any obligation in connection therewith, to effect such insurance at the sole cost of the Lessee and all outlays by the Lessor, shall be paid by the Lessee to the Lessor as Rent on the first day of the next month following said payment by the Lessor without prejudice to any other rights and remedies of the Lessor under this Lease.

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14. INDEMNIFICATION

14.1 The Lessor shall not be liable for any death or injury arising from or out of any occurrence in, upon, at, or relating to, the Premises, or damage to property of the Lessee or of others located on the Premises, nor shall the Lessor be responsible for any loss of or damage to any property of the Lessee or others from any cause whatsoever, whether or not any such death, injury, loss or damage results from the negligence of the Lessor, its agents, servants or employees or other persons for whom it may, in law, be responsible. All property of the Lessee kept or stored on the Premises shall be so kept or stored at the sole and absolute risk of the Lessee only and the Lessee shall indemnify the Lessor and save it harmless from any claims arising out of any damages to same including, without limitation, any subrogation claims by the Lessee’s insurers.

14.2 Notwithstanding any other terms, covenants and conditions contained in this Lease, the Lessee shall indemnify the Lessor and save it harmless from and against any and all loss, claims, actions, damages, liability and expense in connection with loss of life, personal injury, damage to property or any other loss or injury whatsoever arising from or out of this Lease, or any occurrence in, upon or at the Premises, or the occupancy or use by the Lessee of the Premises or any part thereof, or occasioned wholly or in part by any act or omission of the Lessee or by anyone permitted to be on the Premises by the Lessee. If the Lessor shall, without fault on its part, be made a party to any litigation commenced by or against the Lessee, then the Lessee shall protect, indemnify and hold the Lessor harmless and shall pay all costs, expenses and reasonable legal fees incurred or paid by the Lessee in connection with such litigation. The Lessee shall also pay all costs, expenses and legal fees (on a substantial indemnity basis) that may be incurred or paid by the Lessor in enforcing the terms, covenants and conditions in this Lease.

15. GENERAL PROVISIONS

15.1 State of Premises at Termination: At the expiration of the Term, or earlier termination of this agreement, the Lessee must leave the Premises in good repair and condition, excepting reasonable wear and tear. If the Lessee fails to leave the Premises in a condition required by this Agreement, the Lessor may perform the Lessee’s obligations in that regard and the Lessee must, on demand, compensate the Lessor for all costs incurred by the Lessor.

15.2 Termination Due to Default: If and whenever:

a) the Lessee makes any assignment for the benefit of creditors or becomes insolvent or bankrupt;

b) proceedings are begun to wind up the Lessee or the Lessee is dissolved;

c) the Lessee fails to pay any amount due hereunder on the day or dates appointed for the payment thereof (provided the Lessor first gives five (5) days' written notice to the Lessee of any such failure and the Lessee fails to make the payment within the 5 day period);

d) the Lessee fails to observe or perform any other of the terms, covenants or conditions of this Agreement to be observed or performed by the Lessee provided the Lessor first gives the Lessee ten (10) days, or such shorter period of time as is otherwise provided herein, written notice of any such failure to perform and the Lessee within such period of ten (10) days fails to commence

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diligently and thereafter to proceed diligently to cure any such failure to perform;

e) the Lessee assigns, transfers, encumbers, sublets or permits the occupation or use or the parting with or sharing possession of all or any part of the Premises by anyone except in a manner permitted by this Lease; or

f) the Lessee ceases to operate a hockey team in a Junior League at the Premises;

g) then and in every such case the Lessor, in addition to any other rights or remedies it has pursuant to this Lease or by-law, has the immediate right of re- entry upon the Premises and it may repossess the Premises and enjoy them as of its former state and may expel all persons and remove all property from the Premises and such property may be removed and sold or disposed of by the Lessor as it deems appropriate. The Lessor may also, in its absolute and sole discretion, terminate this Lease Agreement and relet the ice to others. The Lessee shall indemnify and hold harmless the Lessor from any claim, damage, action or cause of action as a result of such entry, sale or relet by the Lessor.

15.3 Damage or Destruction: If the Premises, or any part of it, is destroyed or damaged by any cause so that in the opinion of the Lessor the Premises are no longer reasonably fit for the purposes set out in this agreement for any period of time in excess of 90 days, the Lessor may terminate this agreement within 30 days of the damage occurring without any liability to the Lessee whatsoever.

15.4 Remedies Cumulative: No reference to or exercise of any specific right or remedy by the Lessor will prejudice or preclude the Lessor from exercising any other right or remedy, whether at law or in equity or expressly provided for in this agreement. No such right or remedy is exclusive or dependent upon any other such right or remedy and the Lessor may from time to time exercise any one or more of such rights and remedies independently or in combination. Without limiting the foregoing, the Lessor may commence and maintain an action against the Lessee to collect any Fee not paid when due, without terminating this agreement.

15.5 Notices: Any notice, demand, request or other instrument which may be or is required to be given under this Lease shall be delivered by courier, faxed or sent by registered mail postage prepaid and shall be addressed:

a) to the Lessor at:

Director of Corporate Services/Clerk Town of Bracebridge 1000 Taylor Court Bracebridge, Ontario P1L 1R6 [email protected] Phone: 705-645-5264 Ext. 243

b) to the Lessee at:

? South Muskoka Shield Junior “A” Hockey Club ? or to such other person or at such other address as the Lessor or the Lessee designates

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by written notice. Any such notice, demand, request or consent is conclusively deemed to have been given or made on the day upon which such notice, demand, request or consent is delivered at the address by courier or fax number as set out above, or, if by registered mail, then five (5) days following the date of mailing, as the case may be, and the time period referred to in the notice commences to run from the time of delivery or five (5) days following the date of mailing. Either party may at any time give notice in writing to the other of any change of address of the party giving such notice and from and after the giving of such notice, the address therein specified is deemed to be the address of such party for the giving of notices hereunder. If the postal service is interrupted or is substantially delayed, any notice, demand, request or other instrument shall only be delivered by courier or by fax.

15.6 Severance: If any portion of this agreement is held invalid by a court of competent jurisdiction, the invalid portion shall be severed and the provision that it is invalid will not affect the validity of the remainder of the agreement.

15.7 Binding on Successors: This agreement shall ensure to and be binding upon the successors and assigns of the parties hereto.

15.8 Interpretation: It is understood that should any disagreement or misunderstanding arise through the interpretation of this document, that the parties will meet and use their best endeavours to amicably settle problems so that the population of The Corporation of the Town of Bracebridge, visitors and other Lessees will be disrupted as little as possible. However, if a settlement is not reached within ten (10) days of such meeting, an Arbitration Board composed of one person appointed by the Lessor, one person appointed by the Lessee and a third person to act as Chairman, as chosen by the other members of the Arbitration Board. The decision reached by the Arbitration Board shall be binding on both parties hereto.

15.9 Change in Control: The Lessor reserves the right to terminate this Lease in whole or in part, or alter it in any manner, should there be a change in control of the Lessee.

15.10 Counterparts: This Agreement may be executed by electronic means and in counterparts and each such counterpart shall for all purposes constitute one document binding on all Parties hereto, notwithstanding that all Parties are not signatories to the same counterpart, provided that each Party has signed at least one counterpart. All Parties agree that this Agreement may be transmitted by facsimile or other form of electronic communication (including email) or other electronic means and that the reproduction of signatures by such means will be treated as though such reproductions were executed originals.

15.11 Acknowledgment of the Lessee: The Lessee acknowledges that the Lessor has given no representations or warranties with respect to the Arena or the Premises, or the condition of either.

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93 The Corporation of the Town of Bracebridge DRAFT South Muskoka Shield Hockey Club Lease Agreement

BRACEBRIDGE The Heart of Muskoka

IN WITNESS WHEREOF the parties have properly executed this Lease Agreement on the day first above written.

Authorized by Motion The Corporation of the Town of 19-GC-XXX and Bracebridge Confirming By-law XXXX- XXX dated- Month DD, YYYY

Graydon Smith, Mayor Date:

Lori McDonald, Date: Director of Corporate Services/Clerk

I/We have the authority to bind the Corporation

THE SOUTH MUSKOKA SHIELD JUNOR “A”HOCKEY CLUB

?????, Date: Owner South Muskoka Shield Hockey Team

I/We have the authority to bind the Club

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94 Staff Report RC006-19 Page: 7 f1SJ>

APPENDIX “B”

Mr. Ryan’s Letter of Introduction/Proposal

95 Junior "A" Hockey Club (2405002 Ontario Inc.) 91 Mack's Road, Port Sydney, Ontario, P0B 1L0

April 5, 2019

Town of Bracebridge Recreation Department By email: [email protected] 110 Clearbrook Trail [email protected] Bracebridge, ON PlL OA3

Attention: Cindy O'Regan, Director of Recreation Don Campbell, Manager of Facilities

South Muskoka Shield - Bracebridge Memorial Arena 2019/2020

Thank you for meeting with me on March 29, 2019 to discuss the possibility of the South Muskoka Shield using the Bracebridge Memorial Arena as our home arena for the 2019/2020 hockey season, and potentially further into the future.

I have received Mr. Campbell's email to me dated April 3, 2019, and I ask that you accept this letter as confim1ation that we would like to proceed on the basis set out in that email. I understand that you will present our interest to Town Council on this matter. Please advise if I can be of any assistance in that process, or provide any information that may be of use to the Town Council in coming to a decision on the matter.

As discussed, I live in Port Sydney and Frank Demasi, a part owner of the team, lives in Bracebridge. We are both interested in operating our team in Bracebridge on a long-term basis. We hope that when the new arena is constructed, that we can be an anchor tenant and provide entertaining junior hockey to the people of Bracebridge and South Muskoka for many years to come. I attach some information about our past, and our present and

96 future goals for the team. During my tenure with the team ( 5 years) we have striven to play an active and positive role in the community, and we intend on doing so in Bracebridge.

I would be pleased to discuss this matter further or answer any questions that you may have. Please feel free to contact me at 705-783-1769.

Thank you again for your consideration.

South Muskoka Shield

Per: ------David A. Ryan,

97 OUR HISTORY

More than a decade ago a group of business owners and hockey fans in the South Muskoka region came together and decided to join a new and exciting venture.

The group entered a franchise in the Greater Metro Junior Hockey League. South Muskoka Shield which takes its name from the strength and vitality of the Precambrian Shield, joined the Bradford Rattlers, Deseronto Thunder, King Wild, Nipissing Alouettes, Richmond Hill Rams, and Toronto Moose for the inaugural 2006-07 season.

While some of these teams have moved (King Wild is now the Wiarton Rock; Toronto Moose is now the Toronto Ice Jets), left the league (Deseronto and Richmond Hill), South Muskoka has stayed true to its moniker, standing strong and firm like the very Precambrian Shield it was named after.

However, year one was not a particularly good one for the Shield, as the team won only 4 times in its 42 game season. The faith of the team paid off the following season, as the Shield posted their first .500 season with a 19-18-5 record, giving local fans hope that better things were to come. They didn't have to wait long for their trust to be rewarded. The Shield took off in the 2008-09 season capturing the regular season title with a 38-4-1 record, and winning the Russell Cup in a 6 game final over the Deseronto Storm. The team would go on to reach the cup finals the next two seasons, losing in 2010 to the Storm in a seven-game battle, which featured the final game in front of more than 1,500 fans, the largest GMHL crowd to date; and to Elliott Lake in 2011.

South Muskoka is the only team in league history to reach the cup finals three consecutive years, and has only lost more than 13 times once since its second season, a legacy that is hard to find in any junior hockey league anywhere.

Since its inauguration back in 2006 the team holds a winning percentage of more than 72%.

There is a reason why the Shield organization has been so successful for so long ... THE PLAYERS. Our players buy into our game plan and expectations of them on and off the ice. It is a privilege to be a member of this historic franchise and everyone from volunteers, arena staff, coaches, sponsors, fans and players take pride in wearing the Shield logo and representing the club. We hold ourselves to a high standard and want to see our players succeed.

One of our most recognized accomplishment so far has been Nikita Jevpalovs who is playing in the San Jose Sharks organization. He currently plays for their AHL affiliate, San Jose Barracudas. Nikita joined us as a young 16 year old where he honed his skills for a year before moving on to play Major Junior hockey in the QMJHL. This is just one of many examples of how young raw talent joins the Shield for a year or two of development and growth before moving on to college or professional ranks. We are very proud of all our players that have worn the Shield jersey and represented our team and community with respect.

It is this commitment to excellence that has made the South Muskoka Shield one of the preeminent franchises in the history of the Greater Metro Hockey League.

98 ABOUT US

We are a Junior 'A' Hockey Club which consists of players from around the world ranging in age from 16 - 21. The 2018/19 season saw us host players from countries such as Slovakia, Belarus, Czech Republic, Japan, Switzerland, Belgium, USA and Canada. Our players w_ill arrive in Bracebridge starting September 2nd, 2019 and our training camp is set to begin shortly thereafter.

Our focus is to foster a safe and positive environment for each of our players to flourish on and off the ice. We expect our players to conduct themselves with respect on and off the ice and to understand that they are representatives of our club and the town of Bracebridge.

We have a strong history of advancing our players to higher levels of hockey, whether it be US College, Canadian University or professional hockey in North America or Europe. While most of our players will not make a living playing hockey, they will learn the importance of being a valued member in a community and a team-player in their workforce. Moving away from home as a teenager to play hockey in Canada is a big step. We ensure to put our players in positions to succeed and teach them the values of hard work and dedication to their craft so they are prepared when they advance in their hockey and professional careers in their job of choice.

These players come to us for more than hockey; they come for the experience of living in Canada, strengthening their grasp on the English language and forging life-long relationships with their teammates and members of our community. With that said it is important that we supply them with a strong community and we feel Bracebridge would be a perfect fit.

99 WHAT WE WILL BRING TO THE TOWN OF BRACEBRIDGE

Moving our club from Port Carling to Bracebridge is a long-term plan. We are inaugural members of the GMHL and we will be entering our 14th season. We plan to continue for many more years to come! An example of our commitment to a long-term plan is maintaining to the highest standard the dressing room for our club. We pride ourselves on being professional on and off the ice and a pro style dressing room supports that.

Financially we project (based on past experience in Gravenhurst) to bring the town approximately $120,000 to $150,000 through groceries, rent, and ice fees. As an example, our players pay their billet hosts $550 per month for food and lodging. 26 players x $550 x 6 months= $85,800 into the local community for food and lodging. Note that this is not an exact figure as some of our players may be local players, which would exclude them from the preceding example. We anticipate rental fees directly to the Town of Bracebridge for the arena to be between $18,000 and $19,000 excluding playoff games. Another revenue stream the town of Bracebridge will benefit from is from visiting teams and their friends and families staying in local hotels and frequenting restaurants and shops. Our team is known throughout the junior hockey world and we believe this will also benefit Bracebridge in regards to tourism.

We will have 26 players on our roster and they will play a big role in community involvement by volunteering in such endeavours as Winterfest, Lions Events, Skating Trail, Trails Committee and Park Projects, just to name a few. Being active members in the community benefits our club and the town of Bracebridge. We understand volunteering in the community helps to support local causes but it also shows the community we care about its members and local businesses, and in turn we hope the community will come out to our games to cheer on and support our team. Running a junior hockey club comes with plenty of work. It is imperative for us to build strong and lasting relationships with the community and its local businesses. We aim to provide a strong product on the ice so members of the community can enjoy a fun family outing at affordable prices. We will strive to make our Saturday evening home games something the community looks forward to attending.

We want to create an atmosphere of fun, excitement & pride in the town of Brace bridge. There are so many wonderful things we can do together and enjoy the process. Hockey is meant to be fun and we want to bring some of that enthusiasm to Bracebridge.

100

From: Elaine StPierre [mailto:[email protected]] Sent: April-02-19 3:52 PM To: Tina Arbuckle Subject: Request for Delegation to Council

Hi Tina,

Thanks so much for providing the requirements for requesting a council delegation.

For many years, Canadian Blood Services has operated regular blood donation events in Bracebridge, and I would like the opportunity to provide council with a brief history on our collections and needs, as well as highlight some changes to our organization, and ultimately ask for council’s support in helping to raise awareness of the constant need for blood.

I would be very happy to present on Tuesday April 23rd, if given the opportunity.

Best regards,

BLOOD Canadian PLASMA Blood STEM CELLS ORGANS Services & TISSUES

Elaine St. Pierre Territory Manager Barrie, Muskoka, Simcoe, Dufferin & Grey

T 905-301-4991 [email protected] blood.ca

Together, we are Canada’s lifeline.

oeooe

101 102