Corporate Services Committee Agenda

The Corporation of the Township of Tay Corporate Services Committee Agenda

January 14, 2021 10:00 a.m. Remote Video and Telephone Conference

PUBLIC NOTICE: Due to COVID-19 pandemic precautions regarding physical distancing and in accordance with Ontario Regulation 52/20, which restricts an organized public event of more than five people, Committee will be meeting remotely by video and telephone conference. For details on how to view the video conference meeting visit https://www.tay.ca/Meetings. To listen to the meeting by telephone call 705-999-0385 (a local telephone number) and enter meeting ID number 871 7265 3374.

Pages

1. Call to Order 2. Adoption of the Agenda Recommendation: That the Corporate Services Committee Meeting Agenda for January 14, 2021 be adopted as circulated. 3. Disclosure of Interest 4. Presentations / Delegations 5. Standing Committee Business 5.1. Adoption of Minutes 5.1.1. Corporate Services Minutes December 10, 2020 4 Recommendation: That the Corporate Services Committee meeting minutes of December 10, 2020 be adopted. 5.2. Reports from Municipal Officials 5.2.1. CS-2021-07 Chief Administrative Officer, Council Event Attendance and 10 Reimbursement Policy Recommendation: That Staff Report No. CS-2021-07 regarding the Council Event Attendance & Reimbursement Policy be received; And that the existing Council Conference Policy be amended to also include Council event attendance & other reimbursements; And that the revised policy titled Council Event Attendance & Reimbursement Policy be approved. 5.2.2. CS-2021-01 Clerk, 2021 Council Meeting Schedule 25 Recommendation: That Staff Report No. CS-2021-01 regarding the 2021 Council Meeting Schedule be received for information. 5.2.3. CS-2021-09 Clerk, Revision to User Fees and Service Charges By-law 27 Recommendation: That Staff Report No. CS-2021-09 regarding a revision to the User Fees & Service Charges By-law be received; and That the proposed revision to Schedule “A” of the User Fees & Service Charges By-law for the Township of Tay be approved; and further That the required amending by-law be brought forward to Council for consideration. 5.2.4. CS-2021-08 Deputy Treasurer/Tax Collector, Interim Tax Levy By-law 30 Recommendation: That Staff Report No. CS-2021-08, regarding “Interim Tax Levy By-law” be received for information; And further, that the required by-law be brought forward to Council for consideration. 5.2.5. CS-2021-02 Manager of Financial Services, Development Charge Indexing 34 Recommendation: That Staff Report No. CS-2021-02, regarding development charge indexing, be received for information. 5.2.6. CS-2021-03 Financial Analyst, Financial Operating Report to November 30, 36 2020 Recommendation: That Staff Report No. CS-2021-03 regarding the Financial Operating Report to November 30, 2020 be received for information. 5.2.7. CS-2021-06 Chief Administrative Officer, Monthly Activity Report December 48 2020 5.2.8. CS-2021-05 General Manager, Corporate Services, Monthly Activity Report 50 5.2.9. CS-2021-04 Manager of Financial Services, Financial Services Division 53 Monthly Report

Page 2 of 120 5.3. Other Business 5.3.1. Verbal Report Mayor Walker - Newmarket-Tay Power Distribution Ltd., Board of Director Vacancy 5.3.2. Verbal Report Deputy Mayor La Chapelle - Council Use of Social Media 5.3.3. Correspondence Severn Sound Environmental Association - Value in 56 Township of Tay 5.3.4. Correspondence Royal Canadian Legion - Request for Temporary Relief 115 from Water Bills 5.4. Items for Information 5.4.1. Correspondence St. Theresa's Graduating Student - Thank you 117 5.4.2. Correspondence Simcoe County - LINX Public Transit System 118 5.4.3. Correspondence Simcoe County Federation of Agriculture - Support of 119 Budget Measures Act Bill 229 Schedule 6 6. General Discussion – Committee/Staff Question & Answer Period 7. Requests for Future Reports or Follow-up

• Research potential obligation to assume Private Roads from Estates of Deceased Owners - January 2021

• Hours of Work/Overtime Policy - Review and Report (2021)

• Shift Premium and Banked Overtime - Review and Report (2021)

• Municipal Grants Policy - Review and Report (2021)

• Council Composition and Voting Methods - January 2021 8. Closed Session 9. Adjournment Recommendation: That this meeting adjourn at (time).

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The Corporation of the Township of Tay

Corporate Services Committee Meeting Minutes

Thursday, December 10, 2020, 10:00 a.m. Remote Video and Telephone Conference

Present: Mayor Walker Deputy Mayor La Chapelle Councillor Talbot Councillor Bumstead Councillor Warnock Councillor Raymond * Councillor Norris Staff Present: L. Barron - Chief Administrative Officer D. O'Shea - General Manager, Corporate Services S. Farquharson - General Manager, Protective and Development Services R. Bingham, Interim GM, Operational Services C. Bonneville - Municipal Clerk J. Sanders – Manager of Financial Services J. Genis – Financial Analyst E. Smith – Communications Specialist B. Anderson – Manager of Parks, Recreation & Facilities Services B. Thomas – Fire Chief

* Councillor Raymond left the meeting at 12:12 p.m. following Item 5.2.4 ______

1. Call to Order

Mayor Walker called the meeting to order at 10:00 a.m.

2. Adoption of the Agenda

Moved by Councillor Talbot Seconded by Mayor Walker

That the Corporate Services Committee Meeting Agenda for December 10, 2020 be adopted as circulated.

Motion Carried.

3. Disclosure of Interest

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None were received at this time.

4. Presentations / Delegations

5. Standing Committee Business

5.1 Adoption of Minutes

5.1.1 Corporate Services Committee Minutes November 12, 2020

Moved by Councillor Talbot Seconded by Mayor Walker

That the Corporate Services Committee meeting minutes of November 12, 2020 be adopted.

Motion Carried.

5.2 Reports from Municipal Officials

5.2.1 CS-2020-95 Clerk, Ministry for Seniors and Accessibility - Seniors Community Grant Program

Committee discussed at length the proposed transaction of funds which will result in reducing the safe restart agreement funds for the community reach accessible van and earmark the equivalent amount in the safe restart agreement funds for the Seniors Advisory Committee.

Moved by Councillor Talbot Seconded by Mayor Walker

That Staff Report No. CS-2020-95 regarding Ministry for Seniors & Accessibility – Seniors Community Grant Program be received; and That the remaining balance in the Ministry for Seniors & Accessibility Grant Program Account be utilized to cover a portion of the cost of the $15,000 grant from the Township to Community Reach as a contribution towards their accessibility van; and further That an equivalent amount of funds be set aside in 2021 for the Seniors Advisory Committee.

Motion Carried.

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5.2.2 CS-2020-89 Clerk, Ministry for Seniors and Accessibility - Inclusive Community Grant Application

Committee discussed at length the proper procedures to follow with respect to staff submitting reports on behalf of Advisory Committees. It was noted that the Advisory Council representative is to attend a Council meeting to present requests on behave of the Advisory Committee and at that time Council will consider the proposal and direct staff to proceed with the ground work, if granted. As Council Representative for the Seniors Advisory Committee Councillor Warnock spoke to the positive results if awarded the grant which will ultimately benefit Tay residents’ of all ages. Committee agreed that the Seniors Advisory Committee proceed with the grant application with revisions to remove the request for a Seniors Coordinator and tablets/data and further recommended that programming options be increased to offset the total grant amount requested. Moved by Councillor Talbot Seconded by Mayor Walker That Staff Report No. CS-2020-89 regarding Ministry for Seniors and Accessibility – Inclusive Community Grant Application be received; and That the Council for the Township of Tay endorses the Seniors Advisory Committee’s application to the Inclusive Community Grant Program through the Ministry for Seniors and Accessibility for funding in the amount of $64,810 inclusive of $5,000 of in-kind contributions from the municipality.

Motion Carried.

5.2.3 CS-2020-92 Manager of Financial Services - Capital Budget Update to November 30, 2020

The Manager of Financial Services spoke to the report and responded to questions accordingly. Moved by Councillor Talbot Seconded by Mayor Walker

That Staff Report No. GGF-2020-92 regarding the Capital Budget Update to November 30, 2020 be received for information; and That the expenses for Paradise Point Grandview Beach watermain project recorded in 2020 be funded from the water capital reserve; and

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That the additional expense for Fire Bunker Gear be funded by increasing the transfer from the operating budget.

Motion Carried.

5.2.4 CS-2020-90 Manager of Financial Services - Municipal Grant Applications

The Manager of Financial Services spoke to the report and outlined the Grants and Donations Summary as outlined in the report. The Committee reviewed in detail the individual 2021 requests and directed staff to make revisions to the list accordingly.

Further to the request submitted by the Royal Canadian Legion, Branch 523 - Victoria Harbour for building and landscaping improvements the Interim GM, Operational Services was directed to attend the site and review the water run-off issues and report back to the committee.

Mayor Walker suggested that in support of our small businesses Council consider implementing a yearly Business Facade Improvements Program in the future.

Moved by Councillor Talbot Seconded by Mayor Walker

That Staff Report No. CS-2020-90 regarding Municipal Grant Applications be received; and That grants be approved for the 2021 budget year as follows:

 Canada Day Victoria Harbour $1,300  Port Anglers & Hunters Kids Fishing Derby's $500  Waubaushene Santa Claus Parade $500  Coldwater Fall Fair $200  Talpines Property Owners Association $500  Community Reach $4,500  Legion - Victoria Harbour Branch $1,000  Legion - Port McNicoll Branch $1,000  Legion - Waubaushene Branch $1000  Sistema Huronia Music Academy Sponsor a Student $1,000  Wye Marsh Wildlife Centre $1,000 And further that the in-kind support requests be approved.

Motion Carried.

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5.2.5 CS-2020-91 Financial Analyst - Water System Financial Plan 2020 - 2027

The Financial Analyst provided a PowerPoint presentation summarizing the Water Financial Plan 2020 - 2027 Plan #129-301A.

Moved by Councillor Talbot Seconded by Mayor Walker

That report CS-2020-91 regarding the Water System Financial Plan 2020 - 2027 be received; and That the Council of the Township of Tay, as the Owner and Operating Authority of the Drinking Water Systems, approve the Water System Financial Plan 2020 - 2027, for Tay Area Drinking Water System and Rope Drinking Water System Financial Plan File# 129-301A, which indicates that the Township’s drinking water systems are financially viable; and That a copy of the Water System Financial Plan 2020 - 2027, Plan# 129- 301A, and the Council Resolution approving the plan be submitted to the Ministry of Municipal Affairs and Housing (MMAH) as prescribed by Ontario Regulation 453/07 under the Safe Drinking Water Act, 2002 and to the Ministry of the Environment (MECP) as part of the licensing requirements; and That the approved plan and notice advising the public of the availability of the Water System Financial Plan 2020 to 2027, Plan# 129-301A, be placed on the Township’s website, as prescribed by Ontario Regulation 453/07.

Motion Carried.

5.2.6 CS-2020-94 Chief Administrative Officer - Monthly Activity Report November 2020

At this point in the meeting the C.A.O. introduced Lindsay Bryant who comes to Tay with over 8 years of experience in the HR field. The Chair, on behalf of Council, welcomed Lindsay to the team.

The C.A.O. Monthly Activity Report was received for information.

5.2.7 CS-2020-97 General Manager, Corporate Services - Monthly Activity Report. Received for information.

5.2.8 GGF-2020-93 Manager of Financial Services - Financial Services Division Monthly Report. Received for information.

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5.3 Other Business

5.4 Items for Information

5.4.1 Correspondence from Newmarket-Tay Power Distribution Ltd. - Shareholder Notification Board Director Vacancy Mayor Walker provided an overview of the process to fill the Board Director vacancy. 5.4.2 Correspondence from St. Antoine Daniel Catholic School - Thank You Received for information. 5.4.3 Correspondence from Waubaushene Action Group - Community Centre Received for information. 6. General Discussion – Committee/Staff Question & Answer Period

The Chair expressed concern that agenda packages are being distributed past due the required release time. It was recommended that a meeting be arranged with the C.A.O., Councillor Talbot and the Deputy Mayor to discuss this matter. Staff was provided with direction.

7. Requests for Future Reports or Follow-up

 Interim GM, Operational Services – Review of water run-off from the road to the Victoria Harbour Legion property (Veterans Lane).

8. Closed Session

9. Adjournment Moved by Deputy Mayor La Chapelle Seconded by Councillor Talbot

That this meeting adjourn at 12:42 p.m.

Motion Carried.

Mayor Minute Recorder

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STAFF REPORT

Department/Function: Corporate Services

Chair: Deputy Mayor Gerard LaChapelle

Meeting Date: January 14, 2021

Report No.: CS-2021-07

Report Title: Council Event Attendance & Reimbursement Policy

RECOMMENDATION: That Staff Report No. CS-2021-07 regarding the Council Event Attendance & Reimbursement Policy be received;

And that the existing Council Conference Policy be amended to also include Council event attendance & other reimbursements;

And that the revised policy titled Council Event Attendance & Reimbursement Policy be approved.

INTRODUCTION/BACKGROUND: The current Council Conference Policy was approved in 1993 and has been subject to various amendments over the years. The Policy does not provide a framework with respect to Council attendance at events or any other development & training for Council Members.

At the December 11th, 2019 Committee meeting, Councillor Bumstead made a verbal report with respect to Council attendance at fundraising events requesting that guidelines be established to clarify when Council members attend events, what is paid for by the Township as well as whether or not spouses are paid for by the municipality. As a result, Council directed that staff develop a policy to provide a framework for attendance at fundraising events and that the Council Conference Policy be reviewed as well with respect to costs and frequency of attendance.

Staff researched and developed a policy that has been reviewed and revised by a working group consisting of the Deputy Mayor, Councillor Raymond

Corporate Services Page1 10 of 120 January 14, 2021 Report No. CS-2021-07

(Chair and Vice Chair of General Government at that time), with Councillor Bumstead, the former Clerk, the Treasurer and CAO.

The work done by this working group was largely completed prior to the sudden onset of the COVID pandemic and the departure of our former Clerk, however due to various demands the draft policy created by the group did not come back to Council for final approval.

Given the hope that we will see some relief in the latter part of 2021 on gathering restrictions, this updated policy is now being brought forward for Council’s consideration through our Corporate Services Committee.

ANALYSIS: The attached new policy addresses Council development & training as well as anything considered to be public relations, such as events & fundraisers.

Recognizing that Members do receive a regular stipend and that they have the ability to choose how that is used, it is being recommended that any expenses related to the attendance of guests/spouses/family members at any public events (including fundraising dinners), as well as expenses related to the attendance of guests/spouses/family members at training and development be considered as personal expenses of the Member and not subject to reimbursement.

The new policy also provides limits to Council attendance at conference, seminars and workshops unless otherwise authorized by Council.

FINANCIAL/BUDGET IMPACT: There is no anticipated financial impact as a result of this report. The annual budget for Council conferences, events, as well as training and development remains unchanged for the 2021 approved budget.

CONCLUSION: The working group is recommending the adoption of the attached new Council Event Attendance & Expense Reimbursement Policy and that the existing Council Conference Policy be repealed as its provisions, as amended, have been included within the new Policy.

Prepared and Recommended By: Date: January 4, 2021

Lindsay Barron, CPA, CGA, HBCom. Chief Administrative Officer/Deputy Clerk

Attachments: Council Event Attendance & Expense Reimbursement Policy – clean copy Council Event Attendance & Expense Reimbursement Policy – red lined copy

Corporate Services Page2 11 of 120 January 14, 2021 Report No. CS-2021-07

THE CORPORATION OF THE TOWNSHIP OF TAY COUNCIL POLICIES MANUAL

SUBJECT: Council – Event EFFECTIVE DATE: Attendance & Expense Reimbursement Policy

REVISION DATE: PAGE: 1 of 8

1. POLICY STATEMENT

1.1 Members of Council of the Township of Tay are committed to the discharge of their duties and as such may be required to attend seminars, workshops, conferences and events. This policy is intended to establish standards and parameters for attendance for Members of Council.

1.2 The reimbursement of expenses adheres to the following principles:  Taxpayer dollars are used prudently and responsibly with a focus on accountability and transparency;  Expenses for travel, meals and hospitality support Tay Township business objectives;  Only authorized expenses incurred during the course of undertaking Tay Township business are reimbursed.

2. SCOPE

2.1 The policy applies to all Members of Council.

3. GENERAL

3.1 Guests/Spouses/Family Members If a guest, spouse or family member(s) accompany a Member of Council, any additional or incremental expenses of the guest, spouses or family member(s) for travel, meals or registration are considered personal expenses and not eligible for reimbursement.

3.2 The Township shall reimburse allowable costs, upon the submission of original receipts.

3.3 All receipts for authorized expenses (where applicable) are to be forwarded to the C.A.O. for authorization within 30 days following the seminar, workshop, conference or event, along with the expense report required for reimbursement of allowable costs.

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THE CORPORATION OF THE TOWNSHIP OF TAY COUNCIL POLICIES MANUAL

SUBJECT: Council – Event EFFECTIVE DATE: Attendance & Expense Reimbursement Policy

REVISION DATE: PAGE: 2 of 8

3.4 Council has an operating budget consisting of two reimbursement accounts for undertaking Tay Township business;

 Development & Training are for events that involve formal and informal activities for developing Council members’ ability to discharge their responsibilities for Tay Township, inclusive of conferences, workshops, meetings.

 Public Relations are for public events that require Council members’ participation for the betterment of the event or community groups holding events such as community events, charitable and non-profit fundraisers.

3.5 Development & Training as well as Public Relations expenses shall be in accordance with the approved budget.

3.6 Any expenses that either exceed the allowable amount(s), or are not eligible under this policy will be referred back to the Council member filing the expense. The Council member may then choose to remove the specific expense(s) from the expense report and resubmit the expense report, or, refer the specific expense(s) to Council for Council consideration of approval.

4. SEMINARS & WORKSHOPS (Development & Training)

THE CORPORATION OF THE TOWNSHIP OF TAY COUNCIL POLICIES MANUAL

SUBJECT: Council – Event EFFECTIVE DATE: Attendance & Expense Reimbursement Policy

REVISION DATE: PAGE: 3 of 8

of transportation (i.e. air fare, train) with the reimbursement based on the least cost method (including all transportation costs). Receipts for meter parking and other incidental items where receipts are not reasonably available shall be detailed on the expense form, and are authorized for payment without receipt. c) Reimbursement for meals are authorized enroute to, from and while in attendance when not provided for in the training package, and must be supported by original receipts. d) Accommodation expenses at the standard room rate when travel and an early start the next day is required. e) For meals where gratuities are customary, reimbursement of expenses for gratuities of up-to 10% are authorized.

4.2 The Township shall not reimburse the following: a) Personal entertainment expenses b) Alcoholic beverages of any kind without the prior approval of the Mayor c) Other unauthorized expenses.

5. PUBLIC EVENTS

5.1 Members of Council are occasionally requested to make public presentations outside of Council meetings or attend public events as representatives of the Township of Tay.

Public Events are defined as community events, charitable and non-profit fundraisers including fundraising dinners, golf tournaments, fish fry’s, etc.

5.2 The Township will purchase one ticket for public events with first right of refusal as follows: Mayor, Deputy Mayor and then open to interested ward councillors.

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THE CORPORATION OF THE TOWNSHIP OF TAY COUNCIL POLICIES MANUAL

SUBJECT: Council – Event EFFECTIVE DATE: Attendance & Expense Reimbursement Policy

REVISION DATE: PAGE: 4 of 8

5.3 Attendance at public events and purchase of tickets shall be to the maximum of the annual budget.

5.4 If the Township provides a grant to an organization and that organization holds a public event within the same year, attendance by the Mayor and Deputy Mayor would be considered an allowable expense. If, when not on behalf of the Mayor or Deputy Mayor, a ward councillor attends this would be considered to be a personal expense and not subject to reimbursement.

5.5 Mayor or Deputy Mayor Representative If a member of Council is designated by the Mayor or Deputy Mayor to represent the Mayor in an official capacity, the cost of the tickets for that Council member will be charged to the Mayor’s Events Account.

5.6 The Township shall not reimburse travel costs related to public events and other unauthorized expenses (i.e. alcohol)

6. CONFERENCES

6.1 Approval for participation in conferences is subject to provisions of the approved annual budget.

6.2 Each member is permitted to attend one conference per year within the Province. Council members are encouraged to attend different conferences over the course of their term to increase their knowledge of municipal affairs.

6.3 Should a member wish to attend a conference in another province, approval to attend shall be obtained from Council.

6.4 The Township shall reimburse the following costs related to conference attendance: a) Registration fee. b) Transportation costs to, from and while in attendance. Transportation costs include a mileage reimbursement based Page 15 of 120

THE CORPORATION OF THE TOWNSHIP OF TAY COUNCIL POLICIES MANUAL

SUBJECT: Council – Event EFFECTIVE DATE: Attendance & Expense Reimbursement Policy

REVISION DATE: PAGE: 5 of 8

on actual distance travelled, or reasonable costs for taxis, subway, parking, etc. Members of Council will give consideration to alternate modes of transportation (i.e. air fare, train) with the reimbursement based on the least cost method (including all transportation costs). Receipts for meter parking, and other incidental items where receipts are not reasonably available shall be detailed on the expense form, and are authorized for payment without receipt. c) Reimbursement for meals are authorized enroute to, from and while in attendance when not provided for in the conference package, and must be supported by original receipts. d) Accommodation expenses at the standard room rate. e) For meals where gratuities are customary, reimbursement of expenses for gratuities of up-to 10% are authorized.

6.5 The Township shall not reimburse the following: a) Personal entertainment expenses b) Alcoholic beverages of any kind without the prior approval of the Mayor. c) Other unauthorized expenses.

6.6 A monetary advance may be authorized by the C.A.O. for allowable costs associated with the conference. In the event the Member of Council does not attend all or a portion of the function after an advance has been issued, the member of Council is responsible to reimburse the Township for the entire (or related portion thereof) advance received.

6.7 A per diem of $83.64 per day (2017 rate) shall be paid when a member of Council is attending a conference.

This amount will be adjusted annually at the same rate as the staff adjustment of the Salary Administration Plan.

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THE CORPORATION OF THE TOWNSHIP OF TAY COUNCIL POLICIES MANUAL

SUBJECT: Council – Event EFFECTIVE DATE: Attendance & Expense Reimbursement Policy

REVISION DATE: PAGE: 6 of 8

a) The per diem rate will only apply when conference attendance exceeds one day and overnight accommodations are required. b) The per diem rate will not apply on travel days to or from the conference unless the conference is attended on the same day as the travel day.

6.8 Any Member of Council attending a conference may be required by Council to submit either a verbal or written report concerning the topics, or specific topic, addressed at the conference.

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Formatted: Font: 14 pt

Formatted: Justified, Right: 0.04", Tab stops: 3.28", THE CORPORATION OF THE TOWNSHIP OF TAY Centered + 6.06", Right + Not at 5.46" PERSONNEL POLICY COUNCIL POLICIES MANUAL Formatted: Font: Verdana, 12 pt

SUBJECT: Council – Event EFFECTIVE DATE: Attendance & Expense Reimbursement Policy

REVISION DATE: PAGE: 1 of 78

Formatted: Normal, Space After: 3 pt

Formatted: Font: Verdana, 5 pt, Underline SUBJECT: Personnel - EFFECTIVE DATE: Formatted: English (Canada) Conference - Council April 8, 1993 Formatted: Left: 1.2", Right: 1.2", Top: 1.72", Footer distance from edge: 0.2", Not Different first page header REVISION DATE: PAGE: Formatted: Font: Verdana, 11 pt, Underline November 22, 2017 1 of 3 Formatted: English (Canada)

CONFERENCE AND CONVENTION ATTENDANCE

1. APPROVAL:

1. POLICY STATEMENT

2. SCOPE

2.1 The policy applies to all Members of Council.

3. GENERAL

3.1 Guests/Spouses/Family Members If a guest, spouse or family member(s) accompany a Member of

Page 18 of 120 Formatted: Font: 14 pt

SUBJECT: Council – Event EFFECTIVE DATE: Attendance & Expense Reimbursement Policy

REVISION DATE: PAGE: 2 of 78

Formatted: Normal, Space After: 3 pt Council, any additional or incremental expenses of the guest, Formatted: Font: Verdana, 5 pt, Underline spouses or family member(s) for travel, meals or registration are considered personal expenses and not eligible for reimbursement.

3.2 The Township shall reimburse allowable costs, upon the submission of original receipts.

3.3 All receipts for authorized expenses (where applicable) are to be forwarded to the C.A.O. for authorization within 30 days following the seminar, workshop, conference or event, along with the expenses report required for reimbursement of allowable costs.

3.4 Council members are provided withhas an operating budget consisting of two reimbursement accounts for undertaking Tay Township business;  Development & Training are for events that involve formal and informal activities for developing Council member’s’ ability to discharge their responsibilities infor Tay Township, inclusive of conferences, workshops, meetings.

 Public Relations are for public events that require Council members’’s participation for the betterment of the event or community groups holding such events such as community events, charitable and non-profit fundraisers.

3.5 Development & Training as well as Public Relations expenses shall be in accordance with the approved budget.

Page 19 of 120 Formatted: Font: 14 pt

SUBJECT: Council – Event EFFECTIVE DATE: Attendance & Expense Reimbursement Policy

REVISION DATE: PAGE: 3 of 78

Formatted: Normal, Space After: 3 pt 4. SEMINARS & WORKSHOPS (Development & Training) Formatted: Font: Verdana, 5 pt, Underline

4.1 The Township shall reimburse the following costs related to seminars & workshops under Development & Training (up to a maximum of 2 per Council member, per fiscal year, unless otherwise authorized by Council): a) Registration fee. b) Transportation costs to and from, excluding travel within North Simcoe (Tay, Tiny, Midland and, Penetanguishene, and Midland). Transportation costs include a mileage reimbursement based on actual distance travelled, or Formatted: English (Canada) reasonable costs for taxis, subway, parking, etc. Formatted: English (Canada) Members of Council will give consideration to alternate modes Formatted: English (Canada) of transportation (i.e. air fare, train) with the reimbursement based on the least cost method (including all transportation costs). Receipts for meter parking and other incidental items Formatted: English (Canada) where receipts are not reasonably available shall be detailed on the expense form, and are authorized for payment without receipt. c) Reimbursement for meals are authorized enroute to, from and while in attendance when not provided for in the training package, and must be supported by original receipts. d) Accommodation expenses at the standard room rate when travel and an early start the next day is required. e) For meals where gratuities are customary, reimbursement of expenses for gratuities of up-to 10% are authorized. Formatted: Indent: Left: 0.64", No bullets or numbering Formatted: Normal, No bullets or numbering 4.2 The Township shall not reimburse the following: a) Personal entertainment expenses b) Alcoholic beverages of any kind without the prior approval of the Mayor Formatted: Font: Verdana, 12 pt c) Other unauthorized expenses. Formatted: Normal, No bullets or numbering Formatted: English (Canada) Formatted: Indent: Left: 0.79", No bullets or numbering, Tab stops: Not at 0.79"

Page 20 of 120 Formatted: Font: 14 pt

SUBJECT: Council – Event EFFECTIVE DATE: Attendance & Expense Reimbursement Policy

REVISION DATE: PAGE: 4 of 78

Formatted: Normal, Space After: 3 pt

Formatted: Font: Verdana, 5 pt, Underline 5. PUBLIC EVENTS

5.1 Members of Council are occasionally requested to make public presentations outside of Council meetings or attend public events as representatives of the Township of Tay.

Public Events are defined as community events, charitable and non-profit fundraisers including fundraising dinners, golf tournaments, fish fry’s, etc.

5.2 The Township will purchase one ticket for public events with first right of refusal as follows: Mayor, Deputy Mayor and then open to interested ward councillors.

5.3 Attendance at public events and purchase of tickets shall be to the maximum of the annual budget.

5.4 If the Township provides a grant to an organization and that organization holdsis a public event within the same year, Formatted: English (Canada) attendance by the Mayor and Deputy Mayor would be considered Formatted: English (Canada) an allowable expense. If, when not on behalf of the Mayor or Deputy Mayor, a ward councillor attends this would be considered Formatted: English (Canada) to be a personal expense and not subject to reimbursement.

5.6 The Township shall not reimburse travel costs related to public events and other unauthorized expenses (i.e. alcohol) Formatted: English (Canada)

6. CONFERENCES

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Formatted: Normal, Space After: 3 pt 6.1 Approval for participation in convention/conferences is subject to Formatted: Font: Verdana, 5 pt, Underline provisions of the approved annual budget provision and approval Formatted: Indent: Left: 0", Hanging: 0.39", Space After: by Council. 0 pt Requests are to be forwarded for discussion during budget deliberations Formatted: English (Canada) for the related year. Formatted: Indent: Left: 0", Hanging: 0.39" Formatted: Font: 12 pt, English (Canada) 2. EXPENSES: Formatted: Indent: Left: 0", Hanging: 0.39" 2.16.2 Each member is permitted to attend one conference per Formatted: English (Canada) year within the Province. Council members are encouraged to attend different conferences over the course of their term to increase their knowledge of municipal affairs.

6.3 Should a member wish to attend a conference in another province, approval to attend shall be obtained from Council.

6.4 The Township shall reimburse allowablethe following costs Formatted: Indent: Left: 0", Hanging: 0.39", Space After: associated withrelated to conference attendance at approved 0 pt events, upon the submission of original receipts. Allowable costs include the following:: a) Registration fee. Formatted: Indent: Left: 0.39", Hanging: 0.39", Space After: 0 pt, Outline numbered + Level: 1 + Numbering Style: b) Transportation costs to, from and while in attendance at the a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0.39" function. Transportation costs include a mileage + Tab after: 0.64" + Indent at: 0.64", Tab stops: 0.79", List reimbursement based on actual distance travelled, or tab + Not at 0.64" + 1" reasonable costs for taxis, subway, parking, etc. Formatted: Font color: Red, English (Canada), Strikethrough Consideration may be givenMembers of Council will give Formatted: English (Canada) consideration to alternate modes of transportation (i.e. air Formatted: English (Canada) fare, train) with the reimbursement based on the least cost Formatted: English (Canada) method (including all transportation costs). Formatted: English (Canada) Receipts for meter parking, bell hop tips and other incidental items where receipts are not reasonably available shall be detailed on the expense form, and are authorized for payment without receipt. c) Reimbursement for meals are authorized enroute to, from and while in attendance at a functionwhen not provided for in the conference package, and must be supported by original receipts showing the names and business relationships of

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SUBJECT: Council – Event EFFECTIVE DATE: Attendance & Expense Reimbursement Policy

REVISION DATE: PAGE: 6 of 78

Formatted: Normal, Space After: 3 pt attendees. Formatted: Font: Verdana, 5 pt, Underline d) Council recognizes that there are occasions where the provision of Formatted: Font color: Red, English (Canada), Strikethrough hospitality/entertainment is appropriate and can result in benefits to the Township. In such occasions, hospitality/entertainment expenses maybe incurred and paid by the Mayor or C.A.O. d) Accommodation expenses at the standard room rate. Formatted: English (Canada) e) For meals where gratuities are customary, reimbursement of expenses for gratuities of up-to 10% are authorized. Formatted: English (Canada) Formatted: English (Canada) 6.5 The Township shall not reimburse the following expenses are Formatted: Right: 0", Space After: 1 pt excluded: Formatted: Space After: 0 pt, Tab stops: 0.39", Left a) Spousal/Companion registration and all other Formatted: Font color: Red, English (Canada), Strikethrough spousal/companion expenditures Formatted: Indent: Left: 0.39", Hanging: 0.39", Space b) Personal entertainment expenses After: 0 pt c) Travel, meals and accommodation expenses for family Formatted: English (Canada) members Formatted: Font color: Red, English (Canada), Strikethrough d) Alcoholic beverages of any kind without the prior approval of Formatted: English (Canada) the Mayor or C.A.O. Formatted: Font color: Red, English (Canada), Strikethrough e) Other unauthorized expenses. Formatted: English (Canada) f) 6.6 Council recognizes that there are occasions where the Formatted: Indent: Left: 0", Hanging: 0.39", Right: 0", Space After: 0 pt, No bullets or numbering, Tab stops: provision of hospitality/entertainment is appropriate and can result 0.39", Left in benefits to the Township. In such occasions, Formatted: Font color: Red, English (Canada), Strikethrough hospitality/entertainment expenses maybe incurred and paid by the Mayor or C.A.O. 2.2 All receipts (where possible) for authorized expenses associated Formatted: English (Canada) with conference/convention participation are to be forwarded to the C.A.O. as soon as possible following the function, along with the expenses report required for reimbursement of allowable costs. 2.3 6.7 A monetary advance may be approved authorized by the C.A.O. for Formatted: Font color: Red, English (Canada), Strikethrough allowable costs associated with the conference/convention. . Formatted: English (Canada) In the event the Member of Council does not attend all or a portion Formatted: Indent: Left: 0.39", First line: 0", Space After: of the function after an advance has been issued, the member of 0 pt Council is responsible to reimburse the Township for the entire (or

Page 23 of 120 Formatted: Font: 14 pt

SUBJECT: Council – Event EFFECTIVE DATE: Attendance & Expense Reimbursement Policy

REVISION DATE: PAGE: 7 of 78

Formatted: Normal, Space After: 3 pt related portion thereof) advance received. Formatted: Font: Verdana, 5 pt, Underline 2.4 6.8 A per diem of $83.64 per day (2017 rate) shall be paid when a Formatted: Indent: Left: 0", Hanging: 0.39" member of Council is attending a conference/convention. This amount will be adjusted annually at the same rate as the staff adjustment of the Salary Administration Plan. Formatted: Indent: Left: 0", Hanging: 0.49"

SUBJECT: Personnel - EFFECTIVE DATE: Formatted: Font: Verdana, 11 pt, Underline Conference - Council April 8, 1993 Formatted: English (Canada)

REVISION DATE: PAGE: November 22, 2017 3 of 3

3. REPORT: 3.1This amount will be adjusted annually at the same rate as the staff adjustment of the Salary Administration Plan. a) The per diem rate will only apply when conference attendance exceeds one day and overnight accommodations are required. b) The per diem rate will not apply on travel days to or from the conference unless the conference is attended on the same day as the travel day.

6.9 Any Member of Council attending a conference/convention may be required by Council to submit either a verbal or written report concerning the topics, or specific topic, addressed at the conference/convention..

Formatted: Font: 10 pt, English (Canada) Formatted: Indent: Left: 0", First line: 0"

Page 24 of 120

STAFF REPORT

Department: Corporate Services

Chair: Deputy Mayor Gerard La Chapelle

Meeting Date: January 14, 2021

Report No.: CS-2021-01

Report Title: 2021 Council Meeting Schedule

RECOMMENDATION: That Staff Report No. CS-2021-01 regarding the 2021 Council Meeting Schedule be received for information.

INTRODUCTION/BACKGROUND: In accordance with the Council Procedural By-law, the Standing Committees of Council shall meet on the second Wednesday of each month and the Thursday following the second Wednesday of each month (with Standing Committee meetings not be scheduled during the month of July or during the month of November of a regular municipal election year), and that Council shall hold its Regular Meetings on the fourth Wednesday of each month and shall not be scheduled during the month of November of a regular municipal election year.

The Council Procedural By-law also indicates that notice of Standing Committee of Council meetings and Regular Council meetings shall be provided to the public through publication of the Agenda on the Township Website by Friday the week prior to the meeting.

ANALYSIS: Although not outlined in the Council Procedural By-law at the beginning of each year staff is tasked to upload the yearly Council Calendar to the Township Website to provide meeting dates and times as a reference to those seeking information as to when Council meets. As a result of the above-noted items, the meeting schedule for 2021 is as follows:

Corporate Services Page1 25 of 120 January 14, 2021 Report No. CS-2021-01

Council (7:00 p.m.) January 27 July 28 February 24 August 25 March 24 September 22 April 28 October 27 May 26 November 24 June 23 December 22 Protective & Development Services (9:30 a.m.) Operational Services (1:30 p.m.) January 13 July (No meeting Summer Break) February 10 August 11 March 10 September 8 April 14 October 13 May 12 November 10 June 9 December 8 Corporate Services (10:00 a.m., except November 11) January 14 July (No meeting Summer Break) February 11 August 12 March 11 September 9 April 15 October 14 May 13 November 11 (2:00 pm) June 10 December 9

Budget Meetings A plan for annual budget meetings will be brought forth in the coming months. Generally, draft budgets will be brought forward to a number of committee and Council meetings throughout the summer and fall. A couple of Special Council meetings may be required in the late summer or fall.

FINANCIAL/BUDGET IMPACT: There is no financial impact as a result of this report.

CONCLUSION: Staff is recommending that the 2021 meeting schedule be received for information purposes.

Prepared By: Cyndi Bonneville, Clerk Date: December 18, 2020

Recommended By: Date: January 6, 2021

Daryl C. W. O’Shea General Manager, Corporate Services

Reviewed By: Date: January 6, 2021

Lindsay Barron, CPA, CGA, HBCom. Chief Administrative Officer/Deputy Clerk

Corporate Services Page2 26 of 120 January 14, 2021 Report No. CS-2021-01

STAFF REPORT

Department: Corporate Services

Chair: Deputy Mayor Gerard La Chapelle

Meeting Date: January 14, 2021

Report No.: CS-2021-09

Report Title: Revision to the User Fees & Service Charges By-law

RECOMMENDATION: That Staff Report No. CS-2021-09 regarding a revision to the User Fees & Service Charges By-law be received; and That the proposed revision to Schedule “A” of the User Fees & Service Charges By-law for the Township of Tay be approved; and further That the required amending by-law be brought forward to Council for consideration.

INTRODUCTION/BACKGROUND: After a review of the fire department fees listed on Schedule “A” of By-law 2018-35, staff identified that fees charged to obtain a fire permit had been omitted.

ANALYSIS: The Fire Chief’s monthly report under date of December 13, 2017 spoke to a software system that would have the ability to issue Fire Permits and that full operation of this system was anticipated to commence early 2018.

Fees charged to obtain a Fire permit were introduced April 2018 at an annual fee of $20.00.

Is important to maintain a current fee structure to ensure the Township is properly compensated for items that are a fee for service.

FINANCIAL/BUDGET IMPACT: There is no financial/budget impact as a result of this report.

Corporate Services Page1 27 of 120 January 14, 2021 Report No. CS-2020-09

CONCLUSION: Staff is recommending that the revision to Schedule ‘A’ of the User Fees and Services Charges By-law be approved.

Prepared By: Cyndi Bonneville, Clerk Date: January 7, 2021

Recommended By: Date: January 7, 2021

Daryl C. W. O’Shea General Manager, Corporate Services

Reviewed By: Date: January 7, 2021

Lindsay Barron, CPA, CGA, HBCom. Chief Administrative Officer/Deputy Clerk

Attachment: Draft By-law Ammendment – User Fees and Service Charges By-law

Corporate Services Page2 28 of 120 January 14, 2021 Report No. CS-2020-09

THE CORPORATION OF THE TOWNSHIP OF TAY

BY-LAW NO. 2021-XX

Being a by-law to amend By-law No. 2018-35 being a By-law to Establish User Fees and Service Charges for the Township of Tay

WHEREAS Section 391 of the Municipal Act, 2001, as amended requires municipalities and local boards to maintain and make available to the public a list indicating which services and activities will be subject to fees and charges and the amount of each fee or charge;

AND WHEREAS it is deemed necessary to amend Schedule ‘A’ of said by- law;

NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF TAY ENACTS AND BE IT ENACTED AS FOLLOWS: 1. That the following be appended to the Fire Department Section of Schedule ‘A’ of By-law 2018-35:

Fee Title Description of Fee FEE (plus H.S.T. where applicable) Fire Issuance of a Fire $20.00/per year Permits Permit from January to December of a calendar year.

2. That this By-law shall come into force and take effect immediately after the final passing thereof.

BY-LAW READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 27th DAY OF JANUARY, 2021.

THE CORPORATION OF THE TOWNSHIP OF TAY

______Mayor, Ted Walker

______Clerk, Cyndi Bonneville

Page 29 of 120

STAFF REPORT

Department: Corporate Services

Chair: Deputy Mayor Gerard La Chapelle

Meeting Date: January 14, 2021

Report No.: CS-2021-08

Report Title: Interim Tax Levy By-law

RECOMMENDATION: That Staff Report No. CS-2021-08, regarding “Interim Tax Levy By-law” be received for information and;

And further, that the required by-law be brought forward to Council for consideration.

INTRODUCTION/BACKGROUND: The Municipal Act, Section 317, allows a municipality to levy, on all rateable properties, an interim tax levy. The amount levied on a property shall not exceed 50% of the total amount of taxes for municipal and school purposes levied on the property for the previous year.

To enable the Township to bill and collect the 2021 interim tax levy, Council approval of the 2021 Interim Tax Levy By-Law is required.

ANALYSIS: In January 2021, staff will commence the billing process for 2021 interim taxes. To be consistent with prior years, the installment due dates for the interim levy for property taxes should be set as February 26, 2021 and April 30, 2021.

The attached By-law also sets the 2021 penalty rate of 1.25% per month which is consistent with municipalities and the maximum rate permitted under the Municipal Act, 2001, c.25 s.345.

Corporate Services 1 Page 30 of 120 January 14, 2021 Report No. CS-2021-08

FINANCIAL/BUDGET IMPACT: The interim levy is required to provide the necessary cash flow to meet the obligations of the Township including interim payments to the County of Simcoe and the School Boards until the annual tax rate can be set and final billing prepared in May 2021.

CONCLUSION: It is recommended that the Interim Tax Levy By-law 2021-03 as attached be passed by Council to allow for staff to go forward with the issuance of the interim tax levy.

Prepared By: Date: January 7, 2021

Kim LaRose, Deputy Treasurer/Tax collector

Recommended By: Date: January 7, 2021

Joanne Sanders Manager of Financial Services / Treasurer

Reviewed By: Date: January 7, 2021

Daryl C. W. O’Shea General Manager, Corporate Services

Corporate Services 2 Page 31 of 120 January 14, 2021 Report No. CS-2021-08

THE CORPORATION OF THE TOWNSHIP OF TAY

BY-LAW NO. 2021-03

Being a By-Law to confirm the Levy and payment of interim taxes

WHEREAS the Municipal Act, S.O. 2001, Section 317 provides that, the Council of a local municipality, before the adoption of the estimates for the year, may pass a by-law to impose an interim levy on the assessment roll for taxation for property in the municipality, rateable for local municipal purposes; AND WHEREAS the Act states that the tax rates to be levied are subject to the following restrictions: 1. The amount levied on a property shall not exceed the prescribed percentage, or 50 per cent if no percentage is prescribed, of the total amount of taxes for municipal and school purposes levied on the property for the previous year. 2. The percentage under paragraph 1 may be different for different property classes but shall be the same for all properties in a property class. 3. For the purposes of calculating the total amount of taxes for the previous year under paragraph 1, if any taxes for municipal and school purposes were levied on a property for only part of the previous year because assessment was added to the tax roll during the year, an amount shall be added equal to the additional taxes that would have been levied on the property if the taxes for municipal and school purposes had been levied for the entire year. AND WHEREAS the Council of the Corporation of the Township of Tay deems it appropriate to provide for such interim levy on the assessment of property in this municipality and to fix the dates upon which such interim tax levy shall become due and payable;

NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF TAY ENACTS AND BE IT ENACTED AS FOLLOWS:

1. The interim tax levies based on 50% of the amount of taxes that would have been levied for the assessed value of the property for the previous year, shall be levied and collected upon the whole of the rateable property classes shown below: Property Class Class Code Residential/Farm R Multi-Residential M Pipelines P Farmlands F Managed Forests T Commercial C and X Industrial I and J Utility Hydro UH

2. The first installment of the interim tax levy shall become due and payable on the 26th day of February and the second installment shall become due and payable on the 30th day of April, for the year 2021. 3. There shall be imposed a penalty of 1.25% of the amount due for non-payment of taxes on the first day of default and an additional penalty of 1.25% shall be added on the first day of each calendar month thereafter on the balance remaining unpaid, up to and including December 31, 2021.

Page 32 of 120

By-Law No. 2021-03 Page 2

4. On all taxes of the interim tax levy, in default on January 1st, 2022, interest will be added at the rate of 1.25 % per month for each month or fraction thereof. 5. Penalties and interest added on all taxes of the interim tax levy in default shall become due and payable and shall be collected forthwith as if the same had originally been imposed and formed part of such unpaid interim tax levy. 6. All taxes payable under the 10 month Pre-Authorized Payment Plan, shall be due and payable starting in January and continuing until October in the year 2021. 7. The treasurer shall send a tax bill to the taxpayer’s residence or place of business or to the premises in which the taxes are payable unless the taxpayer directs the treasurer to send the bill to another address or electronically in the manner specified by the municipality, if the taxpayer has chosen to receive the tax bill in that manner. 8. A failure to receive the aforesaid notice in advance of the date for payment of the interim levy or any installment does not affect the timing of default or the date from which interest shall be imposed. 9. Taxes shall be payable to the Corporation of the Township of Tay. Taxes are payable at the Township office, 450 Park Street, Victoria Harbour, or by mail to P. O. Box 100, Victoria Harbour, Ontario L0K 2A0 or by online/telephone banking. 10. That this by-law shall come into force and take effect on January 1, 2021.

BY-LAW READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 27TH DAY OF JANUARY, 2021.

THE CORPORATION OF THE TOWNSHIP OF TAY

MAYOR, Ted Walker

CLERK, Cyndi Bonneville

/kl

Page 33 of 120

STAFF REPORT

Department: Corporate Services

Chair: Deputy Mayor Gerard La Chapelle

Meeting Date: January 14, 2021

Report No.: CS-2021-02

Report Title: Development Charge Indexing

RECOMMENDATION: That Staff Report No. CS-2021-02, regarding development charge indexing, be received for information.

INTRODUCTION/BACKGROUND: The Development charges Act, 1997 paragraph 10 of subsection 5 (1) and O.Reg. 82/98 (s.7) as amended provides the authority for adjusting development charge rates for inflation using the Statistics Canada Non- residential Building, Construction Price Index as the prescribed index. Development Charges By-law 2019-07, Section 5.1, provides that development charges be adjusted, without amendment to the by-law, on January 1st of each year based on the third quarter of the prescribed index.

ANALYSIS: The appropriate indexing rate to be applied is obtained from the 3rd Quarter 2020 Statistics Canada Construction Price Index which results in an increase of 2.3%, January 1, 2021. The development charges schedule has been amended accordingly and is shown below for your information.

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2021 Rates - per By-law 2019-07 Residential Charge by Dwelling Unit Type

Single Non Residential Detached Apartment Apartment Multiple Charge Service Dwellings & Units 2 or Units Dwellings (per square Semi-Detached more Bachelor and meter of gross Dwellings Bedrooms 1 Bedroom floor area) General Government $ 391 $ 310 $ 244 $ 325 $ 2.28 Library $ 531 $ 419 $ 330 $ 442 $ - Fire $ 1,138 $ 900 $ 711 $ 948 $ 6.66 Parks & Recreation $ 1,219 $ 965 $ 762 $ 1,016 $ - Public works $ 643 $ 509 $ 403 $ 537 $ 3.77 Roads and Related $ 2,184 $ 1,729 $ 1,366 $ 1,820 $ 12.79 Subtotal $ 6,106 $ 4,832 $ 3,816 $ 5,088 $ 25.50 Water $ 4,615 $ 3,653 $ 2,884 $ 3,845 $ 27.41 Wastewater $ 8,210 $ 6,499 $ 5,130 $ 6,842 $ 48.75 Total $ 18,931 $ 14,984 $ 11,830 $ 15,775 $ 101.66

Section 3.8.1 (e ) by the By-law 2019-07 states: Charges for the Apartment Units under the Residential Charge By Dwelling Type will be phased in by charging 88% of the charge from Febraury 6, 2019 to February 6, 2021 and 100% of the charge thereafter.

FINANCIAL/BUDGET IMPACT: Annual indexing of Development charges enables the funding to grow to match the cost of growth related capital works.

CONCLUSION: The authority to adjust Development Charges annually on January 1st for inflation is provided for under the Development Charges Act and Development Charges By-law 2019-07. This report is provided for Council information.

Recommended By: Date: January 6, 2021

Joanne Sanders Manager of Financial Services

Reviewed By: Date: January 6, 2021

Daryl C. W. O’Shea General Manager, Corporate Services

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STAFF REPORT

Department: Corporate Services

Chair: Deputy Mayor Gerard La Chapelle

Meeting Date: January 14, 2021

Report No.: CS-2021-03

Report Title: Financial Operating Report to November 30, 2020

RECOMMENDATION: That Staff Report No. CS-2021-03 regarding the Financial Operating Report to November 30, 2020 be received for information.

INTRODUCTION/BACKGROUND:

The attached financial report is provided to give Council summary information on operating revenues and expenses to-date compared to the annual budget. This report includes all transactions that have been posted to the financial system as of November 30, 2020.

When reviewing the summary, the reader should consider what the pro- rated year to date (YTD) percentage of revenues and expenses should be at this time of year (approximately 11/12ths or 92%). This approach will be successful if all revenues and expenses are spread evenly throughout the year. In actuality, we know that some expenses are paid in full at the beginning of the year (insurance), while others are affected by seasonality (road maintenance) and cannot be pro-rated. It is also important to consider the timing of when expenditures are posted to the financial system, as all vendor invoices for the month may have not yet been recorded.

Therefore, for the purposes of this analysis, this target percentage is merely used as a guideline. As a comparator, the YTD totals for 2019 have also been provided in the attached report.

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ANALYSIS:

A detailed report was provided to all managers showing the total recorded revenues and expenses for their respective areas for analysis in November 2020. On a regular basis, the Financial Analyst meets with each of the managers (if required) to help identify any significant variances that should be reviewed in detail. The Financial Analyst provides additional account details as requested by managers to assist in their analysis. The managers are responsible for the monitoring of their budgets and will bring to Council significant budget variances as they occur throughout the year. The Financial Analyst prepares summary reports for Council on a regular basis in order to report the overall position for the Municipality.

The attached report has been prepared by the Financial Analyst and has been separated into three components: General Municipal, Water/Wastewater and Library.

VARIANCES – OPERATING

Schedule “A” attached shows at a high level, the variances compared to budget.

In order to effectively read the schedules, the reader should know that:  A favourable variance is revenue that is over budget or an expense that is under budget. This is displayed on the report as a positive number.  An unfavourable variance is revenue that is under budget or an expense that is over budget displayed as a negative number.

GENERAL MUNICIPAL HIGHLIGHTS

Revenues

Taxation Final taxes have been billed. The 2020 budget did not budget for tax adjustments or supplementary billings. To date supplementary tax revenue is down considerably from previous years. With continued new builds and building improvements taking place throughout the Township, we believe this continues to be related to the assessment staff’s ability to work in the field as a result of COVID-19. The assessment office has been working on strategies to mitigate this backlog in work. We do not expect to see a significant increase in supplementary billings prior to year end.

Grants Year-to-date grant revenue is on track with the annual budget. All four quarterly payments from the Province have been received as of October 2020.

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User Fees and Service Charges User Fees and Service Charges are below target, at 61% of the budget. This has increased from 54% at September 30, 2020. Many of the revenue streams included in this line are directly related to services we were unable to provide for a portion of the year due to COVID-19. This category includes program registration fees (camps, soccer, and fitness), marriage solemnization fees, and administration fees for adding unpaid utilities to taxes. The reduction in revenue in this category will be offset somewhat by a reduction in expenses, as well as the Safe Restart Agreement funding.

Licences, Permits, Rents Total Licenses, Permits, and Rents are on track with the budget at 94%. Facility rentals in particular are below budget, and are $21,032 less than this time last year as a direct result of COVID-19. Not reflected in Schedule A, but important to note is that rental income for the Tay rink is expected to surpass the 2020 budget by year end due to the rink being used exclusively for private rentals.

Fines and Penalties The Provincial Offences Act payments for 2020 are significantly below budget. We anticipate receiving approximately $10,000 by for the year compared to the $55,000 budget.

Penalties and Interest on Taxes have exceeded the 2020 budget by 5% and are $24,547 greater than 2019 YTD actuals. For a number of years, we had been experiencing a continual reduction in tax arrears resulting in less penalties and interest revenue, however in 2019 this trend appeared to be reversing with approximately $450,000 more in arrears owing. 65% of this increase is attributable to one property owner. This increase in tax arrears has mitigated the loss of revenue due to the waiver of penalties on current accounts.

Transfers from Reserves / Reserve Funds The entries in this category are related to funding sources approved during the budget process. Reserve transfers for specific projects are done upon project completion or at year end.

Land Sales To date we have had no land sales. One inquiry fee has been received in November in the amount of $500. Net revenues from land sales are transferred to the reserves at year end.

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Investment & Interest Income Investment income from Tay Hydro Inc. is typically received bi-annually and dividends paid are recorded at the end of the calendar year.

Bank Interest recorded to date represents 61% of the annual budget. An estimate of interest has been allocated to the water and wastewater department, which will be adjusted at year end to reflect actual interest earned. Although interest earned is anticipated to be below budget for 2020 due to lower interest rates being earned on investments, as outlined in the Township’s Reserve and Reserve Funds Policy, any interest income earned above $78,000 (2017 budget) is transferred to the Future Capital Reserve during the year-end adjusting entries.

Other Other revenue includes categories such as donations, cost recoveries, garbage tag revenue, and $7,000 from Fire Marque Ontario. This category also includes revenue from SSEA for the provision of financial services. This category is over budget at 133%, mainly due to donations received for the antique fire truck and the Fire Marque Ontario payments that were not included in the 2020 budget.

Expenditures

Salaries & Benefits Overall Salaries & Benefits are below target and currently represent approximately 73% of the total budget (excluding committee stipends, and inter-departmental allocations). Positions which have been vacant for a period of time, positions with newer staff at lower levels on the grid and the absence of summer students are the greatest contributors to this. This category does not include payments to outside contractors assisting as a result of vacancies in operational services.

Contracted Services The Contracted Services category contains a number of different accounts and is currently at 77% of the total budget. This category also contains amounts for caretaker contracts and special outside services necessitated by COVID-19.

Administrative/Overhead The Administrative / Overhead category is currently at 88% of the 2020 budget, and YTD total as of November 30, 2020 is $94,000 lower than 2019. This category contains a large number of accounts, including licenses, meals, travel, dues and memberships, seminars and courses, and insurance.

Utilities Total Utilities are below the target budget at 64%. Although some telephone and cellular expenses are higher than last year, an offsetting savings has been seen in natural gas and electricity expenses for several departments.

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Materials & Equipment Materials and Equipment are below budget overall at 65%. The increase over 2019 is a reflection of the increase in operating budget for roadside maintenance (ditching, gravel) in 2020.

Repairs and Maintenance Total Repairs & Maintenance are below budget at 80%, and YTD actuals are $35,000 lower than 2019. Although this category overall is under budget, the 2012 plow truck and the 2017 sidewalk tractor have required repairs that have exceeded the budget for those particular vehicles for the year.

Transfer to Own Funds Budgeted transfers to reserves have been completed. Transfers related to the net proceeds on land sales (if any) and revenue earned from vehicle charge-outs are typically completed at year-end.

Taxation Paid to Others The Province has deferred the payment of school taxes for 3 months to assist municipalities with cash flow and therefore only 50% of school board taxes have been remitted. Although the County of Simcoe presented a deferral option for a portion of the County tax remittances, the staff time to calculate and track this deferral did not justify the loss of interest on funds held and ultimately would result in additional financing costs to the County (our ratepayers). County tax remittances were processed for their legislated deadlines.

Taxes Receivable Taxes Receivable is currently at $2.1 million and has increased in 2020 by $423,000 or 25% compared to an increase of $520,000 or 43% at the close of 2019. The greatest change has occurred in the amounts owing for the 2019 year at a total of $730,000. We are aware of one property owner who currently holds $574,000 or 27% of the total taxes receivable. The postponed tax sale processes and the later transfer of water and waste arrears and COVID-19 have contributed to increasing our taxation arrears.

WASTEWATER AND WATER HIGHLIGHTS Revenue

Billings The November billing for residential customers has been processed, and the YTD revenue recorded represents approximately 99% of the annual budget. Approximately $92,000 in additional revenue has been billed compared to this time last year due to new users being added to the systems throughout the year along with the rate increase of $8.75 per billing in wastewater.

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Grants & Interest Interest income earned on our Water & Wastewater reserves are typically allocated in the fall and again after the year end spending is complete. For 2020, interest has been estimated to year end. This calculation showing 92% of the target budget will be adjusted again after the year end spending is complete.

Users Fees and Service Charges Late payment penalties have been waived due to COVID-19. As a result, revenue from penalties is only 2% of the budget.

Transfers from Reserves/Reserve Funds: These transfers have not yet been completed and relate to debt payments that are funded from Development Charges.

Expenses

Salaries & Wages Overall Salaries & Wages are approximately 78% of the budget. This is related in part to the engineering technician position that was budgeted and not yet filled as well as vacant water / wastewater operator position for half of the year, and new staff hired starting at a lower step on the grid.

Contracted Services This category is currently 61% of the budget. Of note is that sludge disposal costs for the Victoria Harbour plant have exceeded the budget for the year by approximately $27,000 and sewermain televising costs have exceeded the 2020 budget by $20,000. The increased expenditure in the sewer televising program was approved by Council with the acceptance of the recommendation in staff report PW-2020-51.

Administrative/Overhead This category contains a large number of accounts, and is currently over budget by 13%. The overage is mainly due to an increase in the assessed value of the wastewater treatments plants. Staff is investigating the reason for the assessment increase.

Utilities Utilities are currently 76% of the budget, and are $31,915 lower than at November 30, 2019. This trend is the result of increased efforts to find efficiencies in plant operations that have resulted in reduced expenditures on natural gas and electricity.

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Materials & Equipment Materials & Equipment are below budget overall, at 85%. YTD actuals are lower than the prior year in several categories, including vehicle and equipment rental and chemical costs.

Repairs and Maintenance Overall this category is within budget at 99%. Expenditures for repairs to equipment at the Tay Area Water Treatment Plant are currently $52,000 over budget due to the unexpected replacement of the UVT analyzer, caustic heater, and boiler. Expenditures for the wastewater collection system in Victoria Harbour have exceeded the 2020 budget by $40,000. This is due to Winfield and Ellen force main repairs.

Transfers to Own Funds Budgeted transfers to reserves have been completed. Excess revenue over expenses is transferred to the respective capital reserves for current and future infrastructure replacements.

LIBRARY HIGHLIGHTS Revenue

Donations/Fundraising Fundraising and donations are at 79% of the 2020 budget, and below prior years at all branches due to COVID-19.

Grants The Provincial operating grant of $33,932 was received at the beginning of August, and grant funding has now reached the budget for the year.

Other Other Revenue includes membership fees, overdue book fees, fax and photocopy income, and bank interest earned on the Library’s bank account. Considering the extended branch closures arising from COVID-19, it is not surprising that these revenues are below target at 32% of the budget.

Expenses

Salaries and Benefits: Library staff were laid off for a period of time in the spring due to COVID-19 branch closures. As a result, salaries and benefits are only 74% of the budget.

Administrative/Overhead Administrative / Overhead costs are well below budget at 53%. This is to be expected given the extended closures, and accounts such as postage,

Corporate Services Page7 42 of 120 January 14, 2021 Report No. CS-2021-03 seminars, and advertising that have not been used. Insurance costs have been allocated to the Library for the year, and are included in this amount.

Utilities Total utility costs are currently 90% of the budget. Several of the individual utility accounts are below or on target with the budget. Telephone costs are slightly above budget, and rent expense for each of the three branch libraries has been recorded for the entire year.

Materials & Equipment The Materials & Equipment category includes the cost of Symphony Consortium licensing and the annual contribution to the County of Simcoe for the E-Book collection. As the Symphony license and contribution to the County have both been paid for the year, this category is at 98% of the budget, and has not changed since the September 30, 2020 report.

Repairs & Maintenance This category is below budget overall at 63%. Although the repairs and maintenance budget for the Victoria Harbour branch has been over spent for the year, repairs at the other two branches remain well below budget.

Program Expenditures Program expenditures include materials and equipment purchases that are directly related to library programs. This category is below budget for 2020 at 38%, and compared to 2019 YTD, program expenditures are down $1,329.

CONCLUSION: From our review, the total operating revenues and expenses to November 30, 2020 are well within the approved 2020 budget. The next report will be a year end summary report to the end of December, and we anticipate presenting that report in March after year end entries have been completed.

Corporate Services Page8 43 of 120 January 14, 2021 Report No. CS-2021-03

Prepared By: Jacquelyn Genis, Date: January 5, 2021 Financial Analyst

Recommended By: Date: January 6, 2021

Joanne Sanders Manager of Financial Services

Reviewed By: Date: January 6, 2021

Daryl C. W. O’Shea General Manager, Corporate Services

Reviewed By: Date: January 6, 2021

Lindsay Barron, CPA, CGA, HBCom. Chief Administrative Officer/Deputy Clerk

Corporate Services Page9 44 of 120 January 14, 2021 Report No. CS-2021-03

Township of Tay Financial Operating Report As At November 30, 2020

2019 2020 2019 2020 Variance Percentage of Year to Date Annual In Dollars Budget Used Actual Budget From 2019-01-01 From 2020-01-01 to 2019-11-30 to 2020-11-30

GENERAL MUNICIPAL

REVENUE:

Taxation - Municipal (Incl OPP) 9,313,111 9,481,203 9,094,425 9,387,278 93,925 101.%

Taxation - Other 6,728,418 6,872,430 6,565,737 6,751,075 21,355 102.%

Grants 1,913,328 1,517,375 1,218,986 1,195,450 321,925 127.%

User Fees and Service Charges 257,147 118,562 222,722 195,819 (77,257) 61.%

Licences, Permits, Rents 599,403 392,601 407,300 415,800 (23,199) 94.%

Fines and Penalties 239,324 255,383 292,000 292,000 (36,617) 87.%

Transfers from Reserves/ Reserve Funds 120,567 314,500 247,316 513,925 (199,425) 61.%

Land Sales 11,501 500 35,000 35,000 (34,500) 1.%

Investment & Interest Income 242,856 293,801 325,800 355,800 (61,999) 83.%

Other (cost recoveries, sundry, donations) 134,401 95,339 72,639 71,444 23,895 133.%

TOTAL REVENUE 19,560,055 19,341,694 18,481,924 19,213,591 128,103 101.%

EXPENSES:

Salaries & Benefits 3,637,430 3,532,432 4,615,711 4,832,088 1,299,656 73.%

Contracted Services 1,970,846 2,020,189 2,535,783 2,639,011 618,822 77.%

Administrative / Overhead 1,183,117 1,088,746 1,198,716 1,235,636 146,890 88.%

Utilities 396,024 322,070 500,629 502,434 180,364 64.%

Materials & Equipment 188,378 359,116 248,536 556,300 197,184 65.%

Repairs and Maintenance 347,644 312,092 361,328 388,078 75,986 80.%

Debt 172,440 197,946 230,827 230,984 33,037 86.%

Transfer to Own Funds 2,148,781 1,968,992 2,224,657 2,077,985 108,993 95.%

Taxation Paid To Others 4,954,434 4,397,191 6,565,737 6,751,075 2,353,884 65.%

TOTAL EXPENSES: 14,999,095 14,198,774 18,481,924 19,213,591 5,014,817 74.% SURPLUS/(DEFICIT) 4,560,959 5,142,920 0 0 5,142,920

Corporate Services Page10 45 of 120 January 14, 2021 Report No. CS-2021-03

Township of Tay Financial Operating Report As At November 30, 2020

2019 2020 2019 2020 Variance Percentage of Year to Date Annual In Dollars Budget Used Actual Budget From 2019-01-01 From 2020-01-01 to 2019-11-30 to 2020-11-30

WATER & WASTEWATER REVENUE:

Billings 5,024,868 5,117,500 4,973,316 5,161,619 (44,119) 99.%

Grants & Interest 90,830 64,673 35,000 70,000 (5,327) 92.%

User Fees and Service Charges 32,889 972 40,000 40,000 (39,028) 2.%

Transfers from Reserves/Reserve Funds 272,011 (973) 271,951 271,954 (272,927) (0.%)

Sale of Assets 0 0 0 0 0

Other 6,429 5,446 500 500 4,946 1089.%

TOTAL REVENUE 5,427,027 5,187,617 5,320,767 5,544,073 (356,456) 94.%

EXPENSES:

Salaries and Benefits 845,555 844,228 1,137,855 1,081,677 237,449 78.%

Contracted Services 281,632 253,563 403,267 413,667 160,104 61.%

Administrative/Overhead 274,284 378,542 291,469 336,313 (42,229) 113.%

Utilities 492,535 460,620 624,900 607,613 146,993 76.%

Materials & Equipment 302,298 193,844 184,300 229,300 35,456 85.%

Repairs and Maintenance 402,530 421,947 426,272 426,272 4,325 99.%

Debt 749,908 815,282 866,001 865,785 50,503 94.%

Transfer to Own Funds 1,393,104 1,647,721 1,386,704 1,583,447 (64,274) 104.%

TOTAL EXPENSES: 4,741,846 5,015,746 5,320,767 5,544,073 528,327 90.%

SURPLUS/(DEFICIT) 685,181 171,871 0 0 171,871

Corporate Services Page11 46 of 120 January 14, 2021 Report No. CS-2021-03

Township of Tay Financial Operating Report As At November 30, 2020

2019 2020 2019 2020 Variance Percentage of Year to Date Annual In Dollars Budget Used Actual Budget From 2019-01-01 From 2020-01-01 to 2019-11-30 to 2020-11-30

LIBRARY REVENUE:

Donations/Fundraising 5,568 749 950 950 (201) 79.%

Grants 444,649 499,376 479,885 499,376 0 100.%

Transfers from Reserves/Reserve Funds 0 0 1,650 1,650 (1,650) 0.%

Other 6,405 2,130 5,750 6,750 (4,620) 32.%

TOTAL REVENUE 456,622 502,255 488,235 508,726 (6,471) 99.%

EXPENSES:

Salaries and Benefits 311,753 280,530 365,343 378,748 98,218 74.%

Contracted Services 9,389 6,835 11,100 11,850 5,015 58.%

Administrative/Overhead 21,998 13,394 18,700 25,112 11,718 53.%

Utilities 35,507 32,338 37,842 35,841 3,503 90.%

Materials & Equipment 4,993 5,599 5,000 5,700 101 98.%

Repairs and Maintenance 4,124 3,328 5,300 5,300 1,972 63.%

Program Expenditures 3,034 1,705 5,775 4,500 2,795 38.%

Transfer to Own Funds 39,175 41,175 39,175 41,675 500 99.%

TOTAL EXPENSES: 429,974 384,904 488,235 508,726 123,822 76.% SURPLUS/(DEFICIT) 26,648 117,351 0 0 (117,351)

Corporate Services Page12 47 of 120 January 14, 2021 Report No. CS-2021-03

STAFF REPORT

Department/Function: Corporate Services

Chair: Deputy Mayor Gerard La Chapelle

Meeting Date: January 14, 2021

Report No.: CS-2021-06

Report Title: Monthly Activity Report-December 2020 Office of the Chief Administrative Officer

ORIGIN The activity highlights for the office of the Chief Administrative Officer for December 2020.  Planned, scheduled and conducted H.R. introduction interviews with all inside staff. Planning and scheduling H.R. introduction interviews with outside staff for January 2021.  Reviewed proposed coverage and executed insurance renewal documents for 2021. Followed up on insurance coverage, claims, disputes and other legal matters.  Updated and enhanced COVID-19 Response & Safety Plan as per the current instructions for additional public health measures as directed by the Medical Officer of Health and the Simcoe Muskoka District Health Unit. COVID-19 protocol reminders sent out to staff and Council.  Reviewed and determined appropriate action for various H.R. related items.  Prepared for a more centralized, and direct contact approach to customer service. Reviewed draft question and answer customer service guide for distribution to staff.  Created, reviewed and edited various corporate materials and reports.  Consulted staff and determine the recommended course of action on various items. Inform Council of significant decisions and actions taken.  Analyzed and prioritized Operational Services department development related items of concern and provided policy advice and direction to staff and consulting engineer to ensure priority items are being addressed in a timely fashion.

Page 48 of 120 Corporate Services 1 January 14, 2021 Report No. CS-2021-06  Reviewed draft staff reports on significant topics and provided further policy advice and clarification to staff to ensure that proposed solutions aligned with Council direction on desired outcomes.  Reviewed job description for Planner after maintenance revisions by General Manager, Protective and Development Services and HR Specialist were completed ahead of posting of the position.

MEETINGS (CAO)  Emergency Control Group meetings  Senior Leadership Team meetings  Committee of All Council, Regular and Special Council meetings  Calls with North Simcoe CAOs  Newmarket/Tay Hydro Board of Directors meeting  Calls/meetings with the Mayor and members of Council  Service Delivery Review interviews (3)  Service Delivery Review Virtual Town Hall Meeting  Emergency Management Program Committee Meeting  Status meetings with North Simcoe CAO’S and Optimus sbr (re: Joint Service Delivery Review)  Leadership Team meetings re: flush out project nominations and details for Investment in Canada: Resilience Infrastructure Stream  Joint Health and Safety Committee meeting  Tay Area Water Treatment Plant Phase 2 meeting re: status update and extension request  Meet with Operational Services managers to discuss proposed winter control policy amendments and options for winter trail maintenance

Prepared By:

Lindsay Barron, Chief Administrative Officer/Deputy Clerk

Date Prepared: January 6, 2020

Page 49 of 120 Corporate Services 2 January 14, 2021 Report No. CS-2021-06

STAFF REPORT

Department: Corporate Services

Chair: Deputy Mayor Gerard La Chapelle

Meeting Date: January 14, 2021

Report No.: CS-2021-05

Report Title: Monthly Activity Report General Manager, Corporate Services

ORIGIN General Manager, Corporate Services, department activity highlights for December 2020. The Financial Services division reports separately on division activities and is not included in this report.

COMMUNICATION SERVICES  Created, purchased and organized the signing and distribution of the holiday card and small gift to volunteers, committee members and staff, thanking them for their service to Tay  Designed creative holiday message graphic for electronic signs  Scripted, shot, edited and delivered Holiday Mayors Message Video that aired on Rogers tv holiday special in early December  Attended the Grand Opening of Cheeky Mama with Mayor and Council members, welcoming them to the community  Reworked Tay Township job posting standard introduction, making it more engaging and attractive to those seeking employment, and more representative of the Township’s vision and commitment to our residents  Drafted and distributed media releases on o Tay Township Council Approves 2021 Budget o Tay Township & SSEA 2021 Seedling Distribution Program o A Holiday Message from Mayor Ted Walker (video) o Municipal Office Holiday Hours o Thank you Georgian Bay General Hospital Frontline Staff (video) o Tay Community Rink Covid Impacts  Worked on back-end of website ensuring videos can be embedded and played through

Corporate Services Page1 50 of 120 January 14, 2021 Report No. CS-2021-05

 Attended North Simcoe Service Delivery Review Public Meeting, helped promote next steps of engagement via public survey  Worked with Fire Chief and Municipal Law Enforcement staff to get out information on Fire Permit extensions - updated fire permit webpage, created social media posts, sent internal staff update to make sure everyone is on the same page.  Attended Waubaushene Pines school tour and shot short “walk through” video of building  Drafted policy and covering report on Flag Policy/Protocol  Scripted, shot, edited and sent Thank You message with Mayor Walker to GBGH staff – video was distributed to hospital staff over the holiday.  In December, published 25 tweets and earned: o 12,000 tweet impressions o 1,809 profile visits (number of times users visited our profile page) o 28 mentions o 7 new followers (1,652 total followers)  Top 3 tweets in December: o Today is Giving Tuesday at GBGH Foundation o Safe Ice reminder in partnership with SGB OPP o Thank you to our community for Tay Toy Drive Donations  Created and distributed eNewsletter “News & Notes” Dec. 2020  Completed pre-production work for the Water Treatment Video, including interviewing Mike Emms, location scout of the facilities, final draft of script and shooting. Editing and approval process will begin in early January.  Posted meeting notices and Zoom meeting information to news feeds and website  Website edit reviews and approvals  Review and edits of various corporate materials

LEGISLATIVE SERVICES (CLERKS’) • Commence process from residents request to purchase Township land (2), review ongoing land sale files • Process FOI request and research ongoing FOI request (contact previous IC) • Work with Jodi Ball (Consultant) final copy of Age-Friendly Community Plan • Staff reports (5) • ARIS (MTO) Authorized Requester Agreement renewal • Marriage licence (2) • Lottery licencing - final reports and research requests for use of proceeds. Complete year end process for lottery licences • Work with Acting CEO, Library review process for minutes, motions and agendas • Emails/conference call with IC in preparation of workshop • Parking spaces easement Gospel Hall - conference call

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• Website updates - notices/calendar schedule/agendas/minutes • Research request from property owner to purchase balance of unopened Beacon Street • Correspondence - Set fine approval Ministry of the Attorney General • Attend Council/Committee meetings (6) • Create Agendas/Minutes • Create Bylaw files and update indexing copies for the vault • Cemetery - plot inquiries and general calls for information on other cemeteries in the Township • Commission documents • Delegation requests review process arrange dates and times

TECHNOLOGY SERVICES • Monthly security updates installed • End-user support • Windows 10 Tips and Tricks guide • William Street LED sign offline - LTE module power cycled. • Library support: . Configure and transfer laptop to acting CEO . Troubleshoot and correct firewall access . Setup workstation for library staff to conduct virtual lessons and classes • Research tablets and mounts for fire trucks • Website maintenance: . Correct issue for downloading Agenda • Major upgrade of financial system software and supporting technology platform upgrades completed • Telephone system upgrade/migration programming completed and ready for deployment and cut-over

MEETINGS (General Manager)  Emergency Control Group meetings  Senior Leadership Team meetings  Committee of All Council and Regular Council meetings  ICIP grant application staff meetings  Special Council meeting  Service Delivery Review interviews (2)  Service Delivery Review Virtual Town Hall Meeting  Committee of Adjustment meeting  Broadband Discussion Meetings  Meetings with members of Council  Emergency Management Program Committee Meeting  Province of Ontario Cyber Security Community of Practice Meetings

Prepared By: Date: January 6, 2021

Daryl C. W. O’Shea General Manager, Corporate Services

Corporate Services Page3 52 of 120 January 14, 2021 Report No. CS-2021-05

STAFF REPORT

Department: Corporate Services

Chair: Deputy Mayor Gerard La Chapelle

Meeting Date: January 14, 2021

Report No.: CS-2021-04

Report Title: Financial Services Division Monthly Report

ORIGIN Financial Services Division activity highlights for December 2020.

Property Tax and Utility Billing  Property Tax PAP recalculation and notices to customers (976)  Residential quarterly water billing due date  Residential quarterly past due water penalty added (654) totaling $9,953.74  Ownership changes processed (51)  Issued Tax Certificates (21), Water Certificates (3), Municipal Records Search (2)  Property Tax Arrears Notices (777)  Mortgage Co. Tax Arrears Statements (24)  Tax Sale Final Notices prepared and sent (5)  Tax Sale Properties remaining (4)  Add property tax monthly penalty to taxes $27,006  Tax and Water account adjustments (32)  Monthly metered utility billing processed (134 accounts)  Add penalty to past due commercial water accounts (26 accounts)  Review and follow-up unusual commercial metered water reads.  Provide and track information regarding Paradise Point Grandview Beach water connection project.  Communications with customers regarding tax and water/wastewater charges, tax sale cancelation price calculations and communications, billing processes, methods of payment, outstanding charges, and adjustments including rebate programs.  Follow up with MPAC and MTE on active Assessment Review Board appeals and valuation  Ongoing assessment and severance follow-up with MPAC on behalf of property owners

Corporate Services January 14, 2021 Page 1 of 3 Report No. CS-2021-04 Page 53 of 120

Accounts Payable / Accounts Receivable  Accounts Payable Invoices processed (1010)  Electronic Funds Transfer payments issued (193)  Cheques issued (103)  Visa accounts reconciled and imported (20)  Accounts Receivable, invoices issued (14) credits processed (2) including those for SSEA.  Accounts Receivable Statements issued (3) and follow-up.  Deposit Accounts updated and reconciled monthly (30) accounts  Development Charges remitted (2) $13,319.  WSIB Clearance Certificate review and update for contractors.

Cash Receipting  Issue cash receipts for SSEA Tree Program (129)  Balanced and posted cash receipt batches(9) totalling $359,738  EDI online payments imported and processed (2,056) totalling $685,959  Monthly, due date and arrears preauthorized payment plans processed for tax and utility accounts consisting of 980 payments totalling $327,738.  Processed, direct payments and deposits from the bank (54) including interest and service charges to the bank reconciliation module

Payroll  Processed Bi-weekly and monthly payrolls for Township staff, library, Firefighter, SSEA and Council.  Processed annual volunteer firefighter payroll.  Processed employee changes for payroll and benefits  Prepared monthly CRA, WSIB, EHT, and OMERS reports and remittances (8)  Update overtime and vacation bank balances payout/carry-forward.  Update individual employee vacation entitlements for 2021.

Reporting  Stats Canada Job Vacancy & Wage Survey.  Financial operating report.  Review and prepare for year-end tasks and reporting.  Financial software system issues follow-up with Central Square and IT.  Municipal Property Assessment Corp. review and implement new procedure for address updates.

Budgets and Financial Reporting  Interim Audit preparation and reporting.  Complete and submit insurance renewal application.  Prepared Water Financial Plan in accordance with water systems license requirement.  Prepared and presented Water financial plan to Corporate Services Council Committee.

Corporate Services January 14, 2021 Page 2 of 3 Report No. CS-2021-04 Page 54 of 120

 Library Board Monthly Variance Report to Nov.30/20.  SSEA financial report to Nov. 30/20.  SSEA payroll allocation journal entries.  Report to Council, ICIP - Covid-19 Resilience Infrastructure Stream  Journal Entries  Prepare and submit grant application for Port McNicoll Fire Hall Upgrades to ICIP – Covid-19 Resilience Infrastructure Stream.  Update 2020 project for OCIF Formula Based grant.  Submitted grant application to Ontario Trillium Foundation Resilient Communities Fund for funding to run COVID-19 compliant 2021 summer day camp programs.  Monthly HST claim ($24,930 rebate)  Prepared bank reconciliations for the Township’s bank accounts including the General Account, Development Charges, Parkland, Library, Cemetery and SSEA.

Legislation  Review of new legislation for Special Education Rate proposed for select Payments in Lieu of Taxation.  Research and report on new legislation for issuance of T2200 working from home credit.

Human Resources  Monthly employee benefit update and invoice reconciliation  SSEA follow-up on procedures for new hires and OMERS administration

Staff Training  Ongoing training and assistance for new HR Specialist  MPAC Webinar – Municipal Connect updates.

Prepared By:

Kim LaRose, Deputy Treasurer / Tax Collector Date: January 6, 2021

Recommended By: Date: January 6, 2021

Joanne Sanders Manager of Financial Services

Reviewed By: Date: January 6, 2021

Daryl C. W. O’Shea General Manager, Corporate Services

Corporate Services January 14, 2021 Page 3 of 3 Report No. CS-2021-04 Page 55 of 120 Severn Sound Environmental Association 489 Finlayson St, PO BOX 460, Port McNicoll ON L0K 1R0 Tel: 705-534-7283 Fax: 705-534-7459 Email: [email protected] Website: www.severnsound.ca

November 25, 2020

Mayor and Council c/o, Cyndi Bonneville, Municipal Clerk Corporation of the Township of Tay 450 Park Street, P.O. Box 100 Victoria Harbour ON L0K 2A0

Dear Mayor and Council:

RE: Severn Sound Environmental Association – Value in Township of Tay

Thank you for your ongoing support. This letter and attached document are provided in response to your letter requesting further details as to the 2020 budget increase and the services the SSEA provides to the Township of Tay. We have included information on our 2021 budget request as a separate attachment (see 2021 Tay Budget request letter and 2021 budget highlights and municipal shares).

As you know we have all shared the struggle to adapt and adjust to the COVID-19 pandemic. Our team transitioned to working from home and our office remains closed with limited access for staff as needed. This decision is reviewed with our Board and using advice from the Medical Officer of Health as updates on the pandemic are available. We continue to adjust to our new working environments and as such we were not able to meet your request to respond by June 30th. We trust you will understand our challenges and that the information we provide will provide the clarification you are seeking.

Now more than ever, ensuring that you are providing and protecting drinking water and the water residents and visitor use to swim, boat and fish in, as well as the natural assets in the municipality, are vital assets and services that the Township of Tay provides to your ratepayers. The SSEA is how you ensure that you do that and do it in a cost-effective way through shared services. As you indicated in your letter, at the SSEA we work hard to protect your “most prized asset, Georgian Bay and the watershed”.

The SSEA Board directs staff to develop a budget that ensures the future of SSEA minimized financial risk for our partners ensuring we budget for real cost and not incur a deficit. The SSEA budget is developed in consultation with and approved by the SSEA Board. Attached please find attached documents detailing the areas with significant impact on our 2020 budget request; the reason for the significant increase over 2019 (see Tay Summary and Tay Highlights. Note that pink highlights core increase details). Please note that based on the SSEA agreement, core services and Risk Management Services are mandatory and municipality specific project expenses are discretionary for member municipalities. The 2020

Page 56 of 120 budget that was presented to the Township of Tay and the projected 5-year Core Budget that was included, is what the SSEA Board, which includes representatives from each member municipality, helped develop and approved. In 2020 the Core request to the Township of Tay was $103,773, an increase of $45,535 from 2019. The SSEA 2020 CORE and SSS invoiced to Tay was $108,381 (a savings/cost reduction of $9,156 from what Tay originally approved) an increase of $32,443 (not the $45,535) over 2019 for the combined services of SSEA and SSS. See summary table below.

• Our 2020 fiscal year was the first year of merging Sustainable Severn Sound (SSS) into the SSEA as a project under the SSEA umbrella as per our Municipal members direction. As such, you did not receive a separate ask from SSS, that budget item was included in SSEA request. This ask was $13,764 for 2020 which you approved, and we thank you. We were able to identify significant cost saving part way through the year and passed those on as a 66% or $9,156 reduction to the SSS project cost invoiced to Tay. We asked for and you approved $13,764 and we invoiced for $4,608. • Managing significant increases in cost in the move from Midland to our Tay location including building and insurance costs and IT costs. Prior to 2018 our IT costs were approximately $700 per year. In 2018 we had to set up our own network in the new building along with other IT infrastructure and set up costs and the actual cost in 2018 was $19,809. In 2019 our IT costs were $2,089 but budget in 2020 and 2021 are $15,343 and $16,242 respectively due to increased need for remote work including laptops, online and software licensing costs etc. We have had a significant cost increases in IT due to our own network setup and due the unexpected changes required to adapt to the COVID-19 Pandemic. These costs will continue and are a regular ongoing cost to operate. 2020 approved 2020 actual invoiced 2019

SSEA Municipal share – Township of $ 103,773 $103,773 $58,238 (+ $7,500 IS) Tay for Operations in 2020 = $65,738 (including Invasive Species and Provincial downloading of Ontario Drinking Water Source Protection) Municipal Drinking Water Source $2,823 $2,823 $3,060 Protection Risk Management Services (delegating responsibility for Part IV implementation under the Ontario Clean Water Act to the SSEA (+HST) Sustainable Severn Sound (+HST) $13,764 $4,608 $10,200 (no separate ask a $9,156 or 66% (ask was from SSS) from SSS) reduction on your invoice.

Core request (not including RMO) $117,537 $108,381 $75,938 Total Request $120,360 $111,204 $78,998 Note: Victoria Harbour WTP Survey was also requested in 2019 and 2020 as $7,810 and $7,855 respectively. 2

Page 57 of 120

I guarantee our Board, our Staff, our organization conducts our operations in the most prudent and cost-conscious approach possible. Some of our partner municipalities have recognized the shared nature of our cost and therefore any associated cost savings and have provided us with partner support on items like HR policy sharing and the use of gas pumps for lower cost fuel (no longer an option at the Town of Midland). We have left our office manager/corporate manager position vacant and hired a part time treasurer in an effort to keep our costs low, again being conscious of our costs. This has led to a significant strain on the staff having to take on the administrative tasks these positions would normally deliver. In 2020 we were able to pass on a $9,156 or 66% reduction on your invoice due to a savings we were able to find in the SSS program. Being fiscally prudent, we should have put that in our own SSEA reserves but our Board chose to pass the savings back to our partners.

We have no budget for staff and/or our Board events like Christmas parties. We have either potluck events where staff also provide potluck to our Board members or the Executive Director and Board members provide money personally to offset part of the cost (not the full cost) of a Christmas lunch for staff. When we have needed space for events or meetings, we look to our partners to donate the space to us and we look to community sponsors for coffee and cookies at our community open house events. We have not updated our event display materials in over 15 years. Until 2020 we bought vehicles from our partners that even they would no longer drive. We minimize the cost of our water quality sampling programs by partnering with the Province so that there is mutual benefit from the data and in turn we are able to access the Provinces analytical labs at not cost for analysing our samples. We do not provide staff with corporate “swag” or clothing giving them the option to purchase it with their own money unless we can get it donated. We use group buying power through municipal connections to purchase our office supplies including paper for printing and washroom and kitchen supplies. We do not provide coffee or any other “luxuries” to our staff or our Board. We do not pay per diems to our Board members, nor do we cover any of their expenses associated with our meetings. SSEA, until 2020, made do with the older desktop computers we had for staff, upgrading one at a time to keep our cost down. This is no longer possible as we had to enable staff to continue to work as they transitioned to working from safer isolated environments during the 2020 COVID pandemic and we have suffered a significant hard drive failure in one of our main aging GIS/IT computers. Our costs in 2020 have shifted and increased as they will have for all of our partners with increases in office cleaning, PPE, IT hardware and software, insurance and regular cost of living and CPI increases. We do not have reserves to draw on yet in times of financial crisis and we were not recipients of any COVID-19 relief funding from the Provincial or Federal Governments.

I assure you that we are using a prudent and cost-conscious approach. We do note that the Township has invoiced us for IT services over and above those included in the treasurer municipality agreement. We do pay the Township of Tay approximately $30,000 annually for treasurer services.

The Severn Sound Environmental Association is proud of the work we do and the expert services we offer you, our member municipalities. Severn Sound has a proven track record with over 30 years of expertise in water quality monitoring, environmental program development and implementation, and as the caretakers of the Severn Sound watershed. This letter and attached documents serve to provide the Township of Tay Council and staff with a 3

Page 58 of 120 better understanding of the SSEA and the services and expertise we bring to our municipal members. This is achieved through our unique and effective partnership structure, our invaluable historical and current science based data-sets, and our significant watershed and Province-wide strategic relationships with leading agencies and organizations. This and the knowledge and expertise of our staff complement, distinguishes the SSEA Team as the leading environmental service agency in the Severn Sound area.

Since the 1980’s the Severn Sound Teams, first the Remedial Action Plan (SSRAP) Team and then the Environmental Association (SSEA) Team (1997 onward), have been working to restore and protect water quality, and improve and enhance the health of the Severn Sound watershed and its ecosystem. With leadership and vision, the Severn Sound municipalities established the unique Joint Municipal Service Board (JMSB) structure, the SSEA, in 2009 to ensure restoration was achieved and maintained by sharing environmental services across multiple Severn Sound municipalities. The Township of Tay was one of the founding members of the SSEA JMSB in 2009, recognizing the value of the long-term commitments needed from all the watershed partners to ensure water quality is restored, protected and maintained.

The SSEA is watershed based and the Severn Sound watershed is a scientifically defensible boundary, identified and established during the Remedial Action Plan process in the late 1980’s. The boundary is also recognized as the Severn Sound Source Protection Authority boundary. The Township of Tay in its entirety is and will always be, part of Severn Sound and its watershed.

As a Joint Municipal Service Board under the Ontario Municipal Act, SSEA operates as a Not for Profit but is not a registered charity. Charitable receipts for donations can be made through the treasurer municipality, currently the Township of Tay. We operate in a fiscally responsible, cost-effective manner, as set out in the 2009 JMSB Letter of Agreement. All revenues and expenditures are documented in accordance with accepted municipal financial accounting practices. Annual SSEA Audited Statements are available at https://www.severnsound.ca/about/meetings. The SSEA pays the Township of Tay approximately $30,000 annually out of our core operations budget for “treasurer municipality” services. The core operations budget is funded by the 8 Municipal members apportioned through a formula which takes into account number of properties and assessment in each respective municipality.

The SSEA is not a private consultant. As a JMSB we have a clear mandate to support the Member Municipalities in the management of their environmental activities and assets, to continue to coordinate the Long-Term Sustainability Plan and to assume the duties and responsibilities assigned to the Severn Sound Source Protection Authority (as regulated under the Clean Water Act, 2006), all in accordance with the SSEA Strategic Plan 2018 to 2023. As such, SSEA Executive Director and Staff take direction from the SSEA Board, which is comprised of council representatives from all 8 municipal members. Each Board member has an equal vote on each recommendation/motion. It is the responsibility of each municipal representative to bring their municipalities’ interest and needs to the Board table, and that they collectively decide on direction and budget. Township of Tay is well represented currently by Councillor Paul Raymond.

Page 59 of 120 The SSEA is committed to the mission and vision set forth by our Board of Directors representing the 8 municipal members. The SSEA JMSB structure is recognized as a unique cost-effective approach to providing watershed-based expertise and services eliciting interest from watershed municipalities within and outside of Ontario. Sharing services through a JMSB with 8 municipal members with the same mission and vision means more effective and efficient use of resources for the ratepayers of the 8 member municipalities. Membership gives the Township of Tay access to expertise and resources through the SSEA Team and our far- reaching contacts. Expertise includes biologists and water scientist/limnologists, algae identification, invasive species, Provincial and Federal government relations and policy, agriculture, non point source pollution, nutrient management, Provincial Source Water Protection, Source Water Risk Management Official/Inspector, surface and groundwater quality monitoring, natural heritage assessment, natural heritage and water quality planning review, climate change action planning, GHG emissions assessment and reporting, GIS, fish habitat mapping and evaluation, wetland evaluation, community and stakeholder communication, outreach and education, and the list continues. The attached document, Documentation of SSEA Services in Tay Township, provides a more comprehensive list of the services that the SSEA offers, and those that it can provide to our member municipalities. This document also includes our staff list and bio’s which provides an overview of the expertise that can be accessed by your municipality as a member of the SSEA.

The advantages of shared services include: • Water quality lab analysis/analytical costs low to nil due to partnership with the Provincial Government and use of their world class labs • A long-term one-of-a-kind scientific water quality and habitat data set for Severn Sound and the watershed • Access to a variety of water quality, environmental, program and project, government relations and policy experts • Access to expanded expertise (e.g., hydrologists, engineers) at a low membership rate • Effective and efficient service delivery • Shared vision for water quality • One-window for information, issues and opportunities in Severn Sound and the watershed from water quality to climate change • One-window for ratepayers to call for water quality and ecological issues including blue green and green algae blooms, habitat destruction and invasive species concerns • One-window resource for ratepayers to access tree seedlings and tree planting • A coordinated science-based approach to water quality and ecosystem issues that do not recognize municipal boundaries; such as invasive species, nutrient loading, water levels, habitat restoration, increasing tree/forest cover, etc. • Strength in multi-municipal approach to issues/opportunities and government influence • A coordinated science-based approach to submission and support for delegations to Federal and Provincial representatives at AMO and ROMA • Coordinated science-based support for members of Great Lakes St. Lawrence Cities Initiative.

These services and the long-term knowledge and expertise that the Township of Tay has access to in the SSEA is not something that can be found or obtained in one place or from one staff person. Many of Team SSEA have been appointed to local Boards and committees 5

Page 60 of 120 including Georgian College Environmental Program Advisory Committee, the Huronia Land Conservancy and the Huronia Community Foundation. Most recently the SSEA Executive Director was re-appointed by the Province to the Muskoka Watershed Advisory Group whose mandate is to provide advice and recommendations to the Minister of the Environment, Conservation and Parks regarding the Muskoka Watershed Initiative.

The Township of Tay, like all SSEA municipal members, receives regular updates including Board meeting summaries, quarterly activity summaries, annual reporting, and Source Water Protection reporting, and the Township Board member and staff are included in/copied on articles that are written by SSEA and that the Team feels are relevant to the Township. The Township also benefits from the joint submissions that have led to successful delegations and audience with Provincial and Federal Politicians at AMO and ROMA regarding Great Lakes water levels, support for building community shoreline resilience, support for stewardship programs to improve Severn Sound water quality and many others. The SSEA also supports all member municipalities who are members of the Great Lakes St Lawrence Cities Initiative in their memberships.

Highlights of SSEA services and activities in the Township of Tay since 2018 include: • Annually, the SSEA handles on average 50-60 calls/inquiries from Township of Tay ratepayers/residents/cottagers. Up to 10 of these calls are issue related including algae blooms, invasive species and other aquatic phenomena, and can take up to 8 hrs of staff time per inquiry to manage including investigating, researching, coordinating with appropriate officials, responding and resolving. o Save time for Township staff who can and have also deferred inquiries to SSEA. o Prevent many issues from becoming issues for municipality and municipal staff o Provide early detection through on-site visit and expertise in algae, including toxic blue green, identification o Protect human health, empower community to be proactive and vigilant o Engage & inform community • Provide training and outreach in identification and removal technique for invasive species through workshops (average 2 in person workshops annually pre-COVID), training calls, on site and now online videos. o Detection and mapping of 32 invasive species within the Township including high-risk invaders such as: phragmites, emerald ash borer, Miscanthus, Giant Hogweed, Japanese Knotweed and Dog-strangling Vine o Ensuring new and emerging invasive species are identified quickly o Help reduce/slow the spread and protect native species and habitat with proper identification and removal o Engage and empower the community • Distribute an average of 2,500 tree seedlings to between 20 and 40 Tay Township property owners annually. o Increase native tree cover o Engaged and informed community • Attend events, make presentations to ratepayer groups reaching approximately 100 people annually o Engaged and informed community will result in better understanding of water quality and human impacts

Page 61 of 120 • To date, 6 Tay residents have participated in Citizen science under 3 different programs o Increase watershed awareness through engaged, informed and empowered community leads to better protection of local water quality o Expand data collection, early detection of issues • Through the Drinking Water Source Protection program, SSEA staff represent the Township at the Provincial and local level on several committees through meetings (average 12 per year) specific to the program, staying current with changes and sharing lessons learned. o Protect municipal drinking water sources for ratepayers in the Township o Save time and therefore cost of Township staff having to attend Provincial and Regional meetings as well save their time by helping with annual reporting to the Province. o Ensures the Township has access to a dedicated person who is fully entrenched in this dynamic program. • Accurate scientific data and science expert interpretation available to the Township on request including interpretation of water quality and real-time, local water levels from Midland water level gauge • Coordinate 1-2 student research projects annually o Expands water quality information o Promoting value of Township, opportunity for young researchers and added data at no cost to SSEA and therefore none to the Township

SSEA operates as the eyes, ears and the voice for the watershed and for our watershed municipalities. We provide the Township of Tay and our 7 other municipal members with vital environmental services designed to safeguard the health of Severn Sound now and into the future. It is difficult to predict what Severn Sound water quality would be like if SSEA didn’t exist. Changes in water quality, positive or negative, cannot be measured without long term consistent monitoring. I must stress, without SSEA, there would be no single body dedicated to advancing environmental stewardship and security across the watershed. Environmental advice and guidance would not be provided to the 8 watershed municipalities. Funds would not be leveraged to allow joint projects and special initiatives to be undertaken collaboratively. Severn Sound specific biological and ecological expertise would not be provided. Local advice and guidance to landowners on important matters of environmental integrity would be lost. There would be no Severn Sound watershed focused environmental monitoring services. There would be a significantly reduced ability to collaborate or jointly undertake projects in a cost-efficient and effective manner that focuses on the overall quality of the Severn Sound watershed. The expectations and needs of residents would not be met. Moreover, the commitment we have made to the watershed and the lessons learned over the last three decades will be forgotten, if not lost. No single local municipal government can achieve the accomplishments of the SSEA without collaborating with others and making a major investment in time and resources both of which have been the intention and function of the SSEA since the outset.

What’s ahead? The SSEA team continues to “pivot” to adapt to the impacts of the COVID-19 pandemic. We are looking to increase our stewardship activities and watershed community engagement as we look ahead to 2021. This includes developing a “Healthy Shorelines” pilot program using SSEA’s legacy of stewardship program success. Outreach and education to

Page 62 of 120 engage and empower the community to care for their shoreline and take responsibility and ownership in caring for the exceptional water quality that they have come to expect. We will work with you, our SSEA municipal partners, to see success continue.

We at the SSEA are proud of our history with the Township of Tay and the collaborative of 8 municipal members across the Severn Sound watershed. Thank you for supporting and participating in the Severn Sound Environmental Association as we endeavor to make Severn Sound the most resilient and thriving Great Lakes watershed. We look forward to continuing to provide our exceptional unparalleled services and expertise to your Township and your ratepayers. The SSEA continues to stand ready to provide advice and respond to ongoing environmental needs of the municipality.

We trust this satisfies your request. If you have any questions, or if you would like to discuss other service opportunities, I welcome you or your staff to contact me.

Yours truly,

Julie Cayley, Executive Director Steffen Walma, Chair of the Board SSEA SSEA

CC: L. Barron, Chief Administrative Officer J. Saunders, Manager of Financial Services/Treasurer SSEA Board of Directors D. O’SHea, General Manager, Corporate Services

Attachments.

Page 63 of 120

Severn Sound Environmental Association (SSEA) Services Provided to the Township of Tay: Focus on 2018-2020

SSEA Staff www.Severnsound.ca 10/15/2020

Page 64 of 120 Documentation of SSEA Services in Township of Tay

Contents

Services Provided to the Township of Tay: Focus on 2018-2020 2 1. Environmental Quality Monitoring Programs 4 Open Water and Drinking Water Intake Raw Water Monitoring 4 Tributary Monitoring: Water Quality 7 Tributary Monitoring: Temperature 8 Tributary Monitoring: Benthic Macroinvertebrate Sampling 8 Groundwater Monitoring: 9 Climate Monitoring 10 Citizen Science 11 2. Data Analysis and Reporting 12 3. Drinking Water Source Protection 14 4. Regional Climate Planning 16 Partners for Climate Protection (PCP) Program (Federation of Canadian Municipalities (FCM)-ICLEI) 18 5. Fish & Wildlife Habitat and Natural Heritage Assessments 19 Invasive Species Program 19 Fish Habitat 21 Species at Risk 22 Natural Heritage Evaluations 23 6. Tree Programs 23 Community Tree Planting Program 23 Tree Seedling Distribution Program 24 7. Land Use Planning 25 Plan Input and Plan Review 25 Policy Review and Comment 26 8. Education and Outreach 27 9. Funding and Grant Applications 31 10. Networking and Partnership Building 34 11. Staff Complement, Professional Development 35 Qualifications of SSEA Personnel 37

Page 65 of 120

Services Provided to the Township of Tay: Focus on 2018-2020

The table below provides a summary of deliverables related to the services provided by SSEA, specific to the Township of Tay, unless otherwise noted. For additional information about each service, plus additional services not listed here, refer to descriptions below. These summary values are based on the best available information at the time of writing. Note that 2020 activities for many services are still in progress.

Number of Category Items Notes Environmental Monitoring Sites Monitored in TWP (incl. open water, PWQMN, temperature, benthic inverts, intakes, groundwater) 15 Field Days to Support Sampling Programs 104 Environmental Datasets Maintained 16 Citizen Science & Landowner Inquiries Citizen Science Volunteers (Shore Watch and Ice Spotters) 6 Landowner Inquiries Responded to (nuisance algae) 2 Drinking Water Source Protection Meetings/Workshops Attended 49 SSEA-wide SS SWP Municipal Working Groups Facilitated 3 SSEA-wide Development Application Comments, Property Reviews 5 Inquiries 7 Site Visits 1 Risk Management Plans signed 1 Pre-consultation meetings 1 Climate Change Planning/PCP Program Presentations - Municipal 7 Presentations - Other Agencies or Events 8 Reports and Plans Produced - Municipal 10 SSS Sustainability Committee Meetings Organized/Hosted 10 SSEA-wide Articles Published 5 E-Newsletters Released/Distributed 4 SSEA-wide Community Engagement Actions 4 PCP Milestone Reached 3 Invasive Species Invasive Species Training Sessions Attended 25 2020 activities in Invasive Species Training Sessions Hosted 4 progress Invasive Plant Management Sites 1

Page 66 of 120 Tree Planting Landowners participating in Tree Distribution 51 Reflects 2018-2019 program; 2020 program deferred to 2021 due to Tree Seedlings sold through Tree Distribution 3270 COVID-19 Community Tree Plants 2 Reflects 2018-2019 program; 2020 program deferred to 2021 due to Trees Planted through Community Tree Plants 1350 COVID-19 Land Use Planning Items Commented on (Environmental Registry Postings, Provincial Policy, Municipal Planning Reviews) 44 Municipal Inquiries Responded to 7 Education and Outreach Twitter Posts 431 SSEA-wide Total since account Twitter Followers 331 created Youtube Videos 25 SSEA-wide Total since channel Youtube Channel Subscribers 17 created Instagram Posts 47 SSEA-wide Total since account Instagram Followers 165 created Conference/Workshop Presentations 18 Community Association Presentations and Event Displays 4 Municipal Council/SSEA Board Meeting Presentations 14 School Presentations 3 SSEA-wide Students Mentored (Georgian College Env Tech Pgm) 6 SSEA-wide Reports Produced and Contributed to 6 Displays Created/Updated 13 SSEA/SSS Hosted Events 7 Factsheets Published (all topics) 5 Media Articles and Press Releases 39 TV News Coverage 1 Inquiries Responded To ~150 Funding Leverage Total Grants/Wage Subsidy Applications 19 SSEA-wide Successful Grants/Wage Subsidies 15 SSEA-wide Co-op Placements (No Cost) 4 SSEA-wide Staff Professional Development Conferences/Workshops Attended 49 SSEA-wide Training Sessions Attended 20 SSEA-wide

Page 67 of 120 Preamble In each section detailing SSEA’s services below, a high-level description of the service is provided, along with detail, if applicable and/or available, on each sub-service and or program, including: ● Tay cost from 2019 – reflect the amount paid into a program by Tay over and above the Tay annual contribution to SSEA Core Operations. ● Tay value from 2019 - value of all activities within a program, within Tay (includes in- kind SSEA staff time, staff time or other support from external partners (e.g. lab analysis), value of specialized equipment, volunteer contributions, etc.) ● Total value (where applicable) from 2019 - value of all activities within a program, over entire SSEA area ○ Many programs include monitoring sites across the watershed which are used for comparison purposes, giving value beyond municipal boundaries ○ Surface and groundwater cross municipal boundaries and as such, work done to monitor and protect water quality and ecosystem health benefits all municipalities within the entire watershed ○ Benefits from stewardship activities cross municipal lines and have value to entire watershed/Severn Sound ecosystem ○ Localized climate work or activities (monitoring, GHG reduction, mitigation and adaptation) have far reaching impacts and benefits ● Importance of the service/program - includes benefits to Tay

Note that for costs/values, an internal rate of $60/hr was used for staff time (includes overhead costs). These rates are current as of year-end, 2019 and are under review.

Also provided, where applicable, are examples of services provided to other municipal partners that Tay could also take advantage of. This report includes activities UP TO October 2020)

1. Environmental Quality Monitoring Programs

Our monitoring programs help to build on the environmental legacy of the Severn Sound Remedial Action Plan (SSRAP) and now the SSEA. Continuing legacy watershed monitoring ensures our expansive datasets are continuously improved, expanded and relevant securing ongoing knowledge about Severn Sound and the watersheds contributing to it. This establishes a basis for a healthier Severn Sound by enabling adaptive management through more informed municipal decision making and encouraging stewardship actions by local landowners. Our climate is changing, and so are we! We are looking at new opportunities and programs to fill information gaps, and innovative ways to continue to inform residents of the Severn Sound watershed.

Open Water and Drinking Water Intake Raw Water Monitoring The Open Water program involves biweekly monitoring at 14 locations across Severn Sound, throughout the ice-free season. Samples are collected for general chemistry (including sodium and chloride), nutrients, algae and in some locations, metals and

Page 68 of 120 zooplankton. Physical measurements of temperature, oxygen, and conductivity are also made. This dataset goes back as early as 1969 for some locations. The purpose of this program is to track changes in water quality, specifically related to indicators of nutrient enrichment, and in the lower food web of Severn Sound by monitoring algae and zooplankton populations. Information is used to improve understanding of impacts of multiple stressors such as invasive species, climate change and land use change on water quality and nuisance algae. Data is also used to support municipal activities, including assessment of drinking water sources, and land use planning.

Monitoring is also done from the raw water intakes at Tay Township’s Rope Subdivision (Severn River Mouth) and Tay Area (Hogg Bay) drinking water intake stations. The raw water represents conditions of the Severn Sound open waters in the vicinity of the intake locations, and data are used to report on raw water characteristics for the Township’s drinking water license, and also as proxy sites to describe water quality conditions in Hogg Bay and the Severn River Mouth when sampling by boat is not possible (e.g. winter, early stages of the pandemic).

Open Water Monitoring - 2019 Valuation ● Tay cost $0 (included in core contribution)

● Tay value $20,105

● Tay value detail: ○ Includes in-kind staff time, equipment use, lab analysis, boat costs (boat/captain/operation) for biweekly sampling downstream of Port Severn, Sturgeon Bay, 2 sites in Hogg Bay, and 2 open water sites for comparison purposes ○ Includes staff time for coordinating maintenance and data downloads for Midland Harbour water level gauge ○ Access to water quality dataset, data analysis and reporting (summary results available: website, annual report, open house, partner reception, Georgian Bay Biosphere’s (GBB’s) State of the Bay report, Sturgeon Bay report (2011) ● Importance of the program: ○ Protect and preserve aquatic life and recreational potential of surface waters within the watershed ○ Ability to compare current status to past conditions, and identify where current conditions fall outside range of expected conditions based on recent trends ○ Benefit of having local water level gauge that reflects real time, local conditions ○ Basis for assessing concerns over increases in nuisance/harmful algae ○ Water quality and level data used as background information for reviews and studies that are municipally relevant, such as Wastewater Treatment Plant (WWTP) Environmental Study Reports (ESRs), and risk assessments for development proposals

Page 69 of 120 Tay Intakes Monitoring - 2019 Valuation ● Tay cost $7,810

● Tay value $27,135

● Tay value detail: ○ Includes staff time for sampling and shipping for 2019 sampling of the Tay Area Intake (17 runs), and algae sample analysis, and algae/zooplankton analysis for open water site in Hogg Bay (12 runs) ○ Includes in-kind value for equipment use, lab analysis, additional in-kind staff time for data analysis and reporting ○ For each location, water is analyzed for a total of 19-45 parameters, depending on the site, including general chemistry, metals, and nutrients; samples are processed for algae and zooplankton identification and biomass calculation; and field data is recorded, including temperature, dissolved oxygen, conductivity and turbidity ○ Access to water quality dataset, data analysis and reporting (2015 and 2020 Raw Water Assessments) ● Importance of the program: ○ Ability to describe the characteristics of and track changes in the raw water supply for the Tay Area intake, compare current status to past conditions, and identify where current conditions fall outside range of expected conditions based on recent trends (outlier identification) ○ Basis for assessing concerns over increases in nuisance/harmful algae and taste and odour issues ○ Data available for use as background information for reviews and studies that are municipally relevant, such as raw water assessments ○ From a spills contingency perspective, samples from the open water sites or the raw water intake can be used to monitor for contaminants

Open Water and Drinking Water Intake Raw Water Monitoring - 2018-2020 Activities 2018 ● Preparations for 2018 field season: lab load request submitted to Ministry of Environment, Conservation and Parks (MECP), Dorset Lab to secure cost-free water sample analysis, checking and calibrating equipment, obtaining consumables, etc. ● 12 biweekly open water sampling events at Hogg Bay, Sturgeon Bay and Severn River mouth station (4 stations, no cost) ● 17 sampling events at Tay Area raw water intake (funded by Tay) 2019 ● Preparations for 2019 field season: lab load request submitted to MECP, Dorset Lab to secure cost-free water sample analysis. checking and calibrating equipment, obtaining consumables, etc. ● 12 biweekly open water sampling events at Hogg Bay, Sturgeon Bay and Severn River mouth stations (4 stations, no cost) ● 17 sampling events at Tay Area raw water intake (funded by Tay)

Page 70 of 120 2020 ● Preparations for 2020 field season: lab load request submitted to MECP, Dorset Lab to secure cost-free water sample analysis. checking and calibrating equipment, obtaining consumables, etc. ● Field Protocols developed for sampling during COVID-19 pandemic ● 3 biweekly open water sampling events to date including Hogg Bay, Sturgeon Bay and Severn River mouth stations (4 stations, no cost) ● 9 sampling events to date at Rope Subdivision and Tay Area raw water intakes

Tributary Monitoring: Water Quality Through a partnership with the MECP, SSEA monitors tributary water chemistry (general water chemistry, nutrients, and metals) by sampling the Severn, Wye, Sturgeon, Coldwater and North Rivers, and Hogg and Copeland Creek. This ensures the current status and trends in water quality of the major rivers are understood, and provides information necessary to determine nutrient assimilative capacity used in land use planning.

Tributary Monitoring: Water Quality - 2019 Valuation ● Tay cost $0 (included in core contribution)

● Tay value $6,610

● Tay value detail: ○ Provincial Water Quality Monitoring Network (PWQMN) sampling is done at 12 stations throughout the watershed including Wye, Sturgeon, Hogg, North and Coldwater Rivers - includes in-kind staff time, equipment used, travel/shipping costs, lab analysis ○ For each location, water is analyzed for a total of 38 parameters including general chemistry, metals, and nutrients, and field data is recorded, including temperature, pH, conductivity and turbidity ○ Access to water quality dataset, data analysis and reporting (summary available: annual report, open house, partner reception; raw data on Provincial website) ● Importance of the program: ○ Assess effectiveness of stewardship projects, determine quality trends for waters entering Severn Sound ○ Data available for use in municipal reviews/studies

Tributary Monitoring: Water Quality - 2018-2020 Activities 2018 ● 8 PWQMN sampling events at the Wye, Sturgeon, and Hogg River stations in Tay Township (3 stations) 2019 ● 6 PWQMN sampling events at the Wye, Sturgeon, and Hogg River stations in Tay Township (3 stations) 2020 ● 4 PWQMN sampling events at the Wye, Sturgeon, and Hogg River stations in Tay Township (3 stations)

Page 71 of 120 ● Province recently re-initiated program, SSEA planning for 1 additional run before year end

Tributary Monitoring: Temperature Stream temperature is monitored at numerous long-term sites across the watershed, including Hogg Creek, Sturgeon River, and the Wye River using continuous data loggers. The data collected allows SSEA to monitor climate change impacts, and inform government decisions to protect fish habitat.

Tributary Monitoring: Temperature - 2019 Valuation ● Tay cost $0 (included in core contribution)

● Tay value $2,365

● Tay value detail: ○ Temperature data collection using HOBO ware Pendent temperature loggers – which log data at 30 min intervals from April-Oct ○ Install loggers in spring, download and manage data, remove loggers in fall ○ Access to temperature dataset, data analysis and reporting (summary available: annual report, open house, partner reception) ● Importance of the program: ○ Allows for determination of stream thermal stability and classification of thermal regimes that will support different fish communities ○ Thermal stability used to identify potential cold water fish habitat and prioritize areas for protection/restoration ○ Used to track climate change impacts ○ Data available for use in municipal reviews/studies

Tributary Monitoring: Temperature - 2018-2020 Activities 2018/2019 ● Staff installed and managed temperature loggers and processed data for 5 sites in Tay (Hogg Creek, and Sturgeon river) 2020 ● Staff installed and managed temperature loggers and processed data for 6 sites in Tay (Hogg Creek and Sturgeon River)

Tributary Monitoring: Benthic Macroinvertebrate Sampling Benthic macroinvertebrates are small aquatic organisms living in the bottom sediments of streams and lakes. Studying macroinvertebrates are excellent indicators of water quality conditions because of their limited habitat, pollution tolerances, and lack of mobility which reflects localized conditions. Monitoring macroinvertebrates helps SSEA staff monitor for changes in water quality and ecosystem health and build scientific knowledge and understanding of specific habitat conditions for other species, including fish.

Page 72 of 120 Tributary Monitoring: Benthic Macroinvertebrate Sampling - 2018/19 Valuation ● Tay cost $0 (included in core contribution) ● Tay value $21,705 (2018 plus 2019 for sites sampled biennially)

● Tay value detail: ○ Samples collected in Hogg Creek and Sturgeon River biennially, preserving and identification/counting ○ Data analysis and summary available ● Importance of the program: ○ Invertebrates are an important part of stream ecosystems, excellent indicators of changing water quality conditions and stream health ○ Used to describe habitat conditions and environmental health, and indicate the quality and quantity of food sources available to fish

Tributary Monitoring: Benthic Macroinvertebrate Sampling - 2018-2020 Activities 2018 ● Identify and analyze data from 2017 stream invertebrate samples, characterize stream health, sampled one Sturgeon River location 2019 ● Sampled four Hogg Creek stations, identified and analyzed 2018 Sturgeon River location 2020 ● Identify and analyze 2019 Hogg Creek stream invertebrates samples, sampled one Sturgeon River location

Groundwater Monitoring: Similar to the PWQMN program, the SSEA participates in MECP’s Provincial Groundwater Monitoring Program (PGMN). Water quality is monitored from samples collected annually, and data loggers that measure water levels on a continuous basis are downloaded regularly. Data are publicly accessible on the program’s website. While there are no PGMN monitoring wells in Tay, groundwater flows across municipal borders, and data from wells in neighbouring municipalities may be relevant for Tay (e.g. Midland, Oro-Medonte). A partnership was formed with the Ontario Geological Survey (OGS) and Martyrs’ Shrine to install a new monitoring well to measure water levels.

Groundwater Monitoring: Water Quality - 2019 Valuation ● Tay cost $0 (included in core contribution) ● Tay value $410

● Tay value detail: ○ New monitoring well installed in 2018 in partnership with Martyrs’ Shrine and OGS (estimated value $16, 777, no cost to SSEA or to Tay) ○ Access to drilling records, pump test and initial characterization sampling of well ○ Annual water level monitoring ● Importance of the program:

Page 73 of 120 ○ Track changes in water table height ○ Data available for use in municipal reviews/studies ○ If support can be provided for water quality sampling, monitoring would allow for tracking of trends in groundwater

Groundwater Monitoring: Water Quality - 2018-2020 Activities 2018 ● OGS drilled 1 new sampling well in partnership with Martyrs’ Shrine and SSEA 2019 ● Characterization sampling completed by OGS ● SSEA submitted well for consideration as a new MECP PGMN monitoring station 2020 ● Manual water level reading completed annually

Climate Monitoring SSEA continues to monitor localized conditions with our network of rain gauges and weather stations. By collecting weather conditions, the state of the local environment is better understood. Precipitation data provides valuable information used in interpreting the results of our water chemistry and tributary temperature. In 2020 SSEA is updating the weather station in Midland shared by Tay, Midland and Penetanguishene. Georgian Bay Water levels are also monitored by SSEA in partnership with Canadian Hydrographic Service.

Climate Monitoring - 2019 Valuation ● Tay cost $0 (included in core contribution) ● Tay value $1,115

● Tay value detail: ○ Precipitation and air temperature monitoring throughout the watershed, and operation of 2 weather stations (Midland and Tiny Township) that include wind, humidity, pressure, solar radiation etc. - includes in-kind staff time, equipment use ○ Access to climate dataset, data analysis and reporting (summary available: open house, partner reception; climate station data available on our website) ● Importance of the program: ○ Precipitation and air temperature vary across the watershed, important to have localized data for use in municipal public works project planning ○ Allows for description of climate conditions that can be related to water quality, algae growth, steam temperature and stream flow patterns ○ With climate conditions changing and more intense localized storm events putting pressure on municipal infrastructure, accurate long-term climate data sets are required

Climate Monitoring - 2018-2020 Activities ● For 2018-2020, the following were downloaded and compiled: ○ Georgian Bay water levels (Canadian Hydrographic Service)

Page 74 of 120 ○ Local river discharge and climate data (Water Survey of Canada, Environment and Climate Change Canada) ● Compiled 2018-2020 ice cover observation data from SSEA’s Ice Spotters Program and additional data sources ● Compiled SSEA rain gauge, air temperature logger and weather station data

Climate Monitoring - Additional Service Examples ● Weather station installed and maintained at Midland Wastewater Treatment Facility

Citizen Science Citizen science involves community members as volunteer scientists, drawing on local knowledge and their passion for important places. It helps increase “eyes on the ground," providing observations over a wider area, and allows for participation in hands-on sampling and data collection. It also engages watershed residents in motoring and awareness of the watershed ecosystem. Citizen science is a great tool for scanning a watershed for potential problems, and is an effective way to involve and educate the community about environmental issues. Sampling includes: lake and tributary quality, timing of ice cover, algae bloom occurrences, stream invertebrates, and stream temperature. Local residents are welcome to participate in these programs, as well as Stream Watch (more info: http://bit.ly/sseacit-sci). Existing SSEA monitoring programs can verify the information, making citizen-collected data more reliable and useful. The SSEA Citizen Science programs were expanded in 2020 due to an unexpected external grant as well as demand and to accommodate changes in programs due to COVID-19. SSEA provides Citizen Scientists with training, tools and kits for their respective volunteer programs.

Citizen Science (Ice Spotters, Shore Watch) - 2019 Valuation ● Tay cost $0 (included in core contribution) ● Tay value $1,675

● Tay value detail: ○ Implementation of Ice Spotters and Shore Watch programs - includes in-kind staff time, equipment use, travel costs ○ Volunteers on Severn Sound in Port McNicoll, Victoria Harbour and Waubaushene reporting ice conditions and general environmental observations ○ Includes in-house identification of nuisance algae, verified by a professional taxonomist ○ Access to datasets, data analysis and reporting (available on website) ● Importance of the program: ○ Helps increase “eyes on the ground," providing observations over wider area; allows for participation in hands-on sampling and data collection ○ Great tool for scanning watershed for potential problems ○ Effective way to involve, and educate the community about environmental issues ○ Monitoring can include: lake and tributary quality and temperature, timing of ice cover, and algae bloom occurrences

Page 75 of 120 ○ Identification of areas in need of restoration is important when SSEA applies for project based grant funding

Citizen Science - 2018-2020 Activities 2018 ● 2 Ice Spotters volunteers in Tay ● 1 landowner inquiry regarding algae reported and responded to in Tay (Port McNicoll) - provided identification services and education on appropriate actions

2019 ● 3 Ice Spotters volunteers in Tay ● New partnership with Water Rangers to test Citizen Science water quality analysis kits 2020 ● Initiated and expanded 2 programs, Shore Watch and Stream Watch, including creating monitoring kits and training materials for volunteers ● 3 Ice Spotters volunteers, 2 Shore Watch volunteers in Tay

2. Data Analysis and Reporting

SSEA takes pride in the scientific datasets we maintain. Each year, datasets are updated and quality control checked, and statistical analyses are updated to reflect current trends in environmental quality. Staff also respond to data requests from outside agencies with the appropriate supporting metadata in a timely manner.

We are continually seeking effective ways to communicate results to municipal council, staff and the public. A more informed community leads to one that is more engaged and interested in taking actions that result in a healthier Severn Sound. SSEA shares information through displays, presentations, articles and reports, which are showcased at events, workshops, conferences, youth programs and through local news outlets and social media. This sharing of knowledge leads to the public having a better understanding of the issues facing Severn Sound, and enabling them to make positive change.

Data Analysis and Reporting - 2018-2020 Activities 2018 Data Management & Analysis ● 2018 datasets and trend analyses updated, including: Seven Sound Open Water, Georgian Bay Water Levels, PWQMN, benthic invertebrates, stream temperature, and Tay Water Intake ● Open water phosphorus data shared with GBB for State of the Bay report ● Climate and water level data compiled and trends updated Reporting ● Updated displays for Severn Sound Open Water, and Severn River water quality, climate indicators, Citizen Science monitoring results, Georgian Bay water levels

Page 76 of 120 2019 Data Management & Analysis ● Staff compiled and analyzed 2018 datasets for: open water chemistry, algae, zooplankton, and Georgian Bay water levels ● Staff updated 2018 datasets for: Severn Sound data analysis and trends, and air temperature and stream thermal stability

Reporting ● Staff contributed Severn Sound water quality data to the Updated State of Knowledge for South-Eastern Georgian Bay report, led by GBB ● Staff contributed to GBB’s Science Synthesis reporting to Environment and Climate Change Canada ● Updated displays for Severn Sound Open Water and Severn River water quality, climate indicators, Citizen Science monitoring results, Georgian Bay water levels, PWQMN ● Analysis of sodium and chloride data for Severn Sound, inland lakes and municipal intakes for reporting to Simcoe Muskoka District Health Unit 2020 Data Management & Analysis ● Severn Sound-wide sodium and chloride analysis completed, and draft sodium map produced ● Updated algae and zooplankton analysis for open water sites ● Compilation of flow data from Water Survey of Canada sites ● Compilation of climate, ice off and water level data (regional) ● To support Municipal Emergency Preparedness, SSEA staff completed a GIS desktop inventory of building structures adjacent to Severn Sound southern shoreline areas with potential flood risk during high water condition periods Reporting ● SSEA board report on sodium in surface and groundwater across Severn Sound watershed, including Tay ● Ongoing in 2020+

Data Analysis and Reporting - Additional Service Examples ● In 2018, SSEA prepared and released The Orr Lake Subwatershed 2017 Conditions report, identifying the status, trends, and baseline conditions of Orr Lake and its subwatershed using the most recent data sets available to support improvement of watershed health with recommended best management practices and stewardship actions. ● In 2019, SSEA prepared and released the Farlain Lake Water Levels report at the request of the Township of Tiny, which resulted in multiple partners contributing to installation of a water level gauge. ● 2019-20 SSEA prepared the draft Bass Lake Subwatershed 2018 conditions report ● Ongoing in 2020+

Page 77 of 120 3. Drinking Water Source Protection

Source water is untreated water from streams, lakes, rivers or underground aquifers that is used for public and private water supplies. The Drinking Water Source Protection program is the first step in Ontario's multi barrier approach to protecting Ontario’s municipal drinking water from overuse and contamination and complements water treatment and monitoring by reducing risks to water supplies at its source. The South Georgian Bay Lake Simcoe Source Protection Region, one of 19 regions in the Province, oversees Source Water Protection for the Black Severn, Lake Simcoe, Nottawasaga Valley, and Severn Sound watersheds. The SSEA provides services as a Risk Management Official (RMO) and Risk Management Inspector, under the Clean Water Act, 2006 Part IV delegation agreements, for the following municipalities; the Townships of Georgian Bay, Oro-Medonte, Severn, Tay, Tiny, the Towns of Midland and Penetanguishene, as well as the District Municipality of Muskoka.

Drinking Water Source Protection: Technical Support - 2019 Valuation (Source Protection Authority Work) ● Tay cost $0 ● Tay value is $10,560 ○ Value is total funds received from the Province and divided equally by all member municipalities ○ Shared service for all member municipalities on a watershed basis

● Tay value detail: ○ Assisting with annual reporting requirements ○ Attending local, regional, and provincial meetings and working groups ● Importance of the program: ○ Municipal drinking water sources are protected from overuse and contamination ○ Municipalities are represented at various committees and working groups ○ Support system to ensure municipalities has the tools and knowledge to fulfill their legal obligations ○ Most up to date science used to influence planning decisions/ direction

Drinking Water Source Protection: Risk Management Services - 2019 Valuation (RMO) ● Tay cost $3,060 ● Tay value $3,060

● Tay value detail: ○ Fulfilling annual reporting requirements as Tay Risk Management Official ○ Performing data management/administrative duties to ensure legal obligations are met and file systems are maintained ○ completing 1 site visit, commenting on 3 development applications, answering 4 inquiries and starting the required negotiation for the remaining risk management plan

Page 78 of 120 ● Importance of the program: ○ Municipal drinking water sources are protected from overuse and contamination ○ Shared resource across all member municipalities who have delegated Part IV authority under the Clean Water Act, 2006 to the SSEA ○ Cost saving, affordable option for member municipalities while ensuring the municipality’s legal obligation is met

Drinking Water Source Protection - 2018-2020 Activities 2018 ● Submitted draft 2018/19 funding application (approved $119,192) and 2018/19 work plan to Source Protection Region and Ministry of the Environment, Conservation and Parks (MECP) ● Attended 28 regional Source Water Protection Committee meetings, provincial teleconferences and provincial webinars ● Facilitated 3 Severn Sound Source Water Protection Municipal Working Group meetings in 2018 ● As a region, submitted a Clean Water Act section 36 work plan to the Province through Lake Simcoe Region Conservation Authority (LSRCA) ● Hosted 2 Source Water 101 workshops; hosted approximately 50 municipal staff and Council from the 8 SSEA member municipalities ● Facilitated 2 Clean Water Act Section 36 municipal consultation meetings ● Coordinating meeting with the Minister of Environment, Conservation and Parks regarding Drinking Water Source Protection program/funding concerns 2019 ● Submitted draft 2019/20 funding application (approved $93,503) and 2019/20 work plan to Source Protection Region and Ministry of the Environment, Conservation and Parks (MECP) ● Assisted municipalities in meeting their 2019 annual reporting requirements ● Attended 16 regional Source Water Protection Committee meetings, provincial teleconferences and provincial webinars ● Sent update letter regarding status of Risk Management Plans to member municipalities including a copy of what was submitted to the Minister (MECP) as part of the legally required annual reporting process ● Continued to support municipalities in updating Assessment Reports for new or changing water systems ● Commented on changes to the Directors Technical Rules ● Involved in Source Protection Committee member replacement, at a local municipal level and regionally for public and economic members 2020 ● Submitted draft 2020/21 funding application (approved $79,397) and 2020/21 work plan to Source Protection Region and Ministry of the Environment, Conservation and Parks (MECP) ● Assisted municipalities in meeting their February 1st Provincial annual reporting requirements

Page 79 of 120 ● Attended 5 regional meetings and held a special Severn Sound Source Protection Authority meeting to endorse new Severn Sound municipal representatives to the local Source Protection Committee ● Continuing to support municipalities in updating Assessment Reports for new or changing water systems

Drinking Water Source Protection - Additional Service Examples ● Across the watershed in 2019, SSEA’s Risk Management Official commented on 67 development applications, responded to 34 inquiries, conducted 36 site visits, attended 3 pre-consultation meetings, issued 4 notices under the Clean Water Act, and 270 prohibitions.

4. Regional Climate Planning

The objective of SSEA’s SSS special project is to advance the adoption of practices and policies within municipal operations to support climate change action, greenhouse gas mitigation and sustainable communities. The SSS project will grow its climate-focused role to support Severn Sound communities to build resilience and continue to add value for the SSEA’s 8 partner municipalities while complementing the core environmental services provided by the SSEA.

Climate Change Support - SSEA 2019 Valuation ● Tay cost $0 (included in core contribution) ● Tay value is $840 plus LID workshop (value included under Education & Outreach)

● Tay value detail: ○ SSEA representative on Simcoe Muskoka District Health Unit’s Climate Change Exchange ○ Work to support municipal staff and elected officials in LID/stormwater best practices, to help inform collaboration and planning for managing stormwater quality and quantity in the face of more frequent and extreme weather events ○ SSEA’s climate monitoring and data analysis cost/value included in 2019 Activity Table; SSEA tree plant programs contribute to mitigating impacts of climate change, and their cost/value is included in 2019 Activity Table ● Importance of the service: ○ Ensure local priorities are represented at regional networks/initiatives ○ Increase capacity of municipalities to deal with impacts of climate change, such as stormwater related flooding, by providing resources, data and mitigation programs ○ Build climate resilience in Severn Sound watershed

Page 80 of 120 Climate Change Support - SSS 2019 Valuation ● Tay cost $10,200 ● Tay value is approx. $65,000

● Tay value detail (Partners for Climate Protection (PCP) program): ○ With the integration of SSS with SSEA, there is continued support for Tay’s work in the PCP Program, joined May 2018; achieved Milestone 1 in 2018 (Create a Greenhouse Gas (GHG) Baseline Emissions Inventory and Forecast), Milestone 2 (Set GHG Emissions Reduction Targets) and Milestone 3 (Develop a Local Action Plan) in 2019, Milestone 4 (Implement the Local Action Plan) and Milestone 5 (Monitor and Report on Progress) in- progress in 2020) ○ Tay contribution used to leverage additional resources (e.g. equal municipal funding, OTF and FCM grants) ● Importance of the program: ○ Support municipalities in climate change mitigation at an operational level, connecting staff/council to resources such as the PCP Program/FCM funding, municipal case studies and best practices

2018-2020 Climate Planning Activities (SSEA & SSS) 2018 ● Staff presented to Tay council on the development of the Local Climate Change Action Plan, a regional-scope document designed to introduce the region to climate change mitigation and propose corporate and community solutions ● Staff presented to the Environmental Services Staff Team (approx. 25) at the Simcoe Muskoka District Health Unit on the regional-scope Climate Change Action Plan and regional climate planning efforts by our member municipalities ● Staff contributed 3 articles to community news agencies (i.e., Tay Report, Midland Mirror) featuring the development of the regional-scope Climate Change Action Plan and corporate-Climate Change Action Plans ● Staff developed and released a survey to acquire input on climate change priorities throughout the watershed (+300 responses received) ● Staff produced a survey teaser and video featuring the development of the Climate Change Action Plan, images of the Severn Sound area and appearances by Sustainability Committee members ● Staff prepared the regional-scope Climate Change Action Plan, representing 7 Severn Sound municipalities, including Tay; plan included community engagement efforts, GHG baseline inventory compilation and 18 recommended regional actions ● Staff hosted an Implementation Plan Workshop in October, 2018 for the regional- scope Climate Change Action Plan, session attended by 14 municipal and partner representatives, including Tay Council 2019/2020 ● SSS project shifted focus to corporate-level Climate Change Action Plan preparation and implementation, and supporting SSEA’s PCP program member municipalities

Page 81 of 120 ● SSS provided successful recommendation to Tay staff for inclusion of Tay’s Climate Change Action Plan within the Township’s Conservation and Demand Management Plan, 2019-2023

Partners for Climate Protection (PCP) Program (Federation of Canadian Municipalities (FCM)-ICLEI)

In March 2018, Tay Council passed a model resolution to join the Partners for Climate Protection (PCP) Program, which is a 5-milestone performance-based model to reduce GHGs. At the same time, SSS was approved as Tay’s Associate Member to the PCP program, responsible for completing program requirements on their behalf. The PCP program is a national network of municipal governments working to address climate change, and is a joint initiative between FCM and ICLEI – Local Governments for Sustainability. The PCP network includes over 350 Canadian municipalities, each working in alignment with the PCP’s 5-Milestone performance-based framework.

2018-2020 PCP Program Activities 2018 ● Staff presented to Council in March, 2018 on the benefits of joining the PCP program, acquired approval of the recommended resolution to commit to the PCP 5- Milestone program ● Staff approved as the Township's designated Associate Member to the PCP program (approved by CAO R. Lamb and Council though a signed Letter of Understanding), named SSS staff as responsible for PCP program membership requirements (GHG inventory; on-going until 2028, selection/recommendation of GHG reduction targets and development/Council approval of Tay’s Climate Change Action Plan, on-going plan implementation support to the municipality) ● SSS prepared Tay’s GHG baseline inventory (corporate and community), submitted to FCM for Tay to achieve PCP program Milestone 1 in April, 2018 ● Staff contributed content and survey links to Tay’s 2018 tax and water mail outs to enhance awareness of climate change and the Township’s commitment to the PCP program ● Staff hosted a Community BBQ event at St. Marie Among the Hurons to present each PCP program member municipality with their PCP program statue and to recognize their commitment to climate action ● Staff researched corporate and community GHG reduction targets for recommendation and approval by staff and Council ● Staff prepared a funding application for the Agrispirit Fund on behalf on the Public Works Department to purchase new roads equipment (unsuccessful) 2019 ● Staff prepared an Environmental Bill of Rights (EBR) Submission: SSS (climate change perspective) response (re: Preserving and Protecting our Environment for Future Generations: A Made-in-Ontario Environment Plan, EBR Registry Number 013-4208) on behalf of PCP program member municipalities

Page 82 of 120 ● Presentation to Tay staff in January and February, 2019 on the draft corporate-level Climate Change Action Plan to receive initial comment and recommendations for revision ● Revision per municipal staff and management recommendations to Tay’s corporate- level Climate Change action Plan ● Submission to Council in March, 2019 (re: Staff Report PW-2019-25) recommending the approval/adoption of Tay’s Climate Change Action Plan ● Refinement and submission of Tay’s corporate and community GHG targets and record of Council approval, sent to the PCP program Secretariat for approval of PCP Milestone 2 ● Refinement and submission of Tay’s Climate Change Action Plan, staff report and record of Council's adoption of the plan, sent to the PCP program Secretariat for approval of PCP program Milestone 3 ● Completion of annual PCP program FCM National Measures Survey to contribute to FCM’s National Measures Report on behalf of PCP program member municipalities 2020 ● Assessed the Township in the Federal GHG Maturity Scale (GHG reduction Readiness) in 3 competencies: Policy, Human Resources and Governance, and Technical Capacity, submitted to FCM’s PCP program Secretariat by SSS in final report form in early 2020 (re: Tay Final GHG Maturity Scale) ● SSS project website updated to reflect the progress of the SSEA PCP program member municipalities, municipal/corporate-level Climate Change Action Plans and municipal progress through the PCP program Milestones (1-3) ● Re-engaged PCP member municipalities and their respective Council/staff PCP program representatives after SSS position vacancy, developing new monthly PCP member updates ● Completing a long-term work plan for the SSS project which complements the SSEA core services and Strategic Plan, while considering the needs of each of the PCP program member municipalities

5. Fish & Wildlife Habitat and Natural Heritage Assessments

SSEA undertakes several activities that serve to protect habitat and natural heritage, including invasive species management, fish habitat assessments, species at risk management and wetland evaluations. Municipal land use planning benefits from these activities as they inform decision makers on appropriate actions needed to protect terrestrial and aquatic habitats, such as recommended buffer setbacks, stormwater management, and invasive species management protocols.

Invasive Species Program There is a growing concern with alien (non-native) invasive species and the impacts they can have – and there is good reason to be concerned. Alien invasive species are a serious problem. Too often, a species becomes well established before we realize how much of a problem it can be. Learning more about these invasive species can help in management, as well as improve early detection and rapid response to new invaders. SSEA offers

Page 83 of 120 expertise in invasive species identification, education, monitoring, removal and post- removal monitoring.

Invasive Species Program - 2019 Valuation ● Tay cost $7,500 ● Tay value $21,425

● Tay value detail: ○ Includes staff time, equipment use, volunteer time ○ Development of Severn Sound IS Strategy and SSEA IS Biosecurity Protocol; provide invasive species identification, detection and management training ○ Identification and mapping of IS on Tay property ○ Coordination of regional IS Working Group ○ Support of IS management activities on private land ○ Public workshops to educate residents about IS issues ○ Work directly with community associations and the public to address inquiries, complaints and requests for assistance regarding IS removal ● Importance of the program: ○ Preserve the environmental quality of the Severn Sound watershed ○ Reduce IS control costs through early detection and rapid response ○ Limit public infrastructure damage ○ Increase public safety by removing toxic plants ○ Inform IS management decision making through monitoring of public properties ○ Act as source of local expertise for residents seeking IS identification and control information

Invasive Species Program - 2018-2020 Activities 2018 ● Held Severn Sound Invasive Species municipal Working Group meetings and field tour ● Prioritized IS sites for management in 2018 ● Facilitated 2 meetings with representatives from Pollinator Partnership, Hydro One and Tay staff to discuss options to establish high-quality pollinator habitat ● Participated in the IS Awareness Week social media campaign ● Responded to public inquiries about native and invasive species ● Terrestrial and aquatic invasive species monitoring in Tay ● Applied for Invasive Species Act Authorization to possess and transport prohibited invasive species for management and education purposes within Ontario 2019 ● Staff participated in webinars on Phragmites, Hydrilla, Dog Strangling Vine and Asian Carp ● Planning for 2019 invasive species monitoring, management and outreach activities ● Finalizing Draft SSEA Invasive Species Strategy ● Planning for volunteer-based invasive plant management projects in Tay, including contacting property associations to assist with invasive species removal

Page 84 of 120 ● Initiated invasive aquatic plant sampling program at marinas and boat launches ● Assessed gypsy moth, emerald ash borer, Himalayan balsam and periwinkle populations on private land to provide identification and management guidance ● Received Ontario Invasive Species Act Authorization that permits SSEA Invasive Species Program staff to collect and transport prohibited invasive aquatic plants ● Completed baseline invasive species monitoring on municipal properties in Tay; 32 terrestrial and aquatic invasive species detected to date, including plants, fish and invertebrates ● Completed input and analysis of 2019 invasive species monitoring data and drafted municipal invasive species reports ● Conducted post-treatment monitoring of 1 invasive species management site 2020 ● Assisted the Ontario Invasive Plant Council with updating provincial Best Management Practices (BMP) documents for: Eurasian Water-milfoil, Phragmites and European Water Chestnut ● Customized 2019 Invasive Species Program reports submitted to municipal partners ● Responded to inquiries about invasive species, confirming identification and providing information and advice ● Created educational content for social media ● Created educational videos for YouTube on European Gypsy Moth, Invasive Phragmites, Eurasian Water-milfoil ● Created factsheets on European Gypsy Moth, Chinese Mystery Snail, Banded Mystery Snail ● Staff participated in webinars on Starry Stonewort, Gypsy Moths, Phragmites, Hydrilla, Asian Carp and Water Soldier ● Partnering on special project: Friends of Wye Marsh’s Phragmites multi-year management project

Fish Habitat Fisheries and Oceans Canada defines fish habitat as all areas that fish depend on directly or indirectly throughout their life stages. It includes spawning grounds and nursery, rearing, food supply and migration areas. The nearshore of Severn Sound is a dynamic system, with substrate, aquatic vegetation community composition and water levels changing over time. Recent work on fish habitat includes the SSEA Nearshore Fish Habitat Evaluation Project. The purpose of SSEA’s Nearshore Fish Habitat Evaluation Project is to inventory fish habitat in selected nearshore areas of Severn Sound and contribute to a Fish Habitat Management Plan that will provide local planning authorities and review agencies with current information on nearshore habitat conditions. This will allow for greater protection of fish habitat in the context of fluctuating water levels, and identify opportunities for habitat enhancement initiatives.

Page 85 of 120 Nearshore Fish Communities Project - 2018 Valuation ● Tay cost $0 (included in core contribution) ● Tay value is $9,960

● Tay value detail: ○ Concluded habitat condition mapping for selected portions of Sturgeon and Hogg Bays ○ Includes information on nearshore substrate, vegetation, and shoreline delineation ● Importance of project: ○ Identifies areas of high quality habitat that should be a priority for protection or restoration ○ Studying the quality of fish habitat and the ability of Severn Sound to sustain fish populations helps to address the Remedial Action Plan (RAP) legacy issue of restoring and maintaining the walleye fishery. Fish Habitat - 2018-2020 Activities 2018 ● Processed aquatic vegetation, substrate and depth/elevation data in portions of Hogg Bay and Sturgeon Bay as inputs to habitat modelling for the Severn Sound Nearshore Fish Communities Project (2016 to 2018; partners included Ministry of Natural Resources and Forestry – Great Lakes Protection Fund, Fisheries and Oceans Canada, University of Windsor and Habitat Solution North America)

Fish Habitat - Additional Service Examples ● Planning and implementation of a multi-year, multi-partner stream restoration project located in the Township of Tiny (grant from The W. Garfield Weston Foundation through Swim Drink Fish)

Species at Risk SSEA staff have expertise in identification of various flora and fauna as well as knowledge of Species at Risk status and relevant legislation. We provide identification services to municipalities and the public, as well as provide contacts with relevant provincial agencies. Through the land use planning process, we also work with municipal partners to ensure that Species at Risk habitats are protected.

Species at Risk - 2019 Valuation ● Tay cost $0 (included in core contribution) ● TOTAL value is $1,200 (across all municipalities)

● Tay value detail: ○ Provide municipalities access to species identification services, resources and referrals to provincial agencies, if applicable ● Importance of the service: ○ Promote protection of Species at Risk and their habitats

Page 86 of 120 Natural Heritage Evaluations Land use planning can be enhanced by knowing the value of natural heritage features (such as wetlands and woodlands) so that significant features can be protected from development. Assessments of habitat help provide the technical basis for municipalities to make informed planning decisions. Upon request, SSEA has completed Natural Heritage Evaluations on behalf of our municipal partners.

Natural Heritage Evaluations - 2019 Valuation ● Tay cost $0 (special project)

● Tay value $0 (no projects in municipality in 2019)

● Tay value detail (applicable if there are future projects in Tay): ○ Mapping habitat conditions such as forest cover, riparian zones, degree of habitat fragmentation, and an evaluation of natural heritage features ● Importance of the service: ○ Assists municipalities in identifying areas that should be protected through Official Plans

Natural Heritage Evaluations - Additional Service Examples ● At the request of the Township of Tiny, a Natural Heritage Evaluation (2015) and an update to Significant Woodlands (2017) were completed in support of their Official Plan update ● At the request of the Township of Tay, an Evaluation of Natural Heritage Conditions in priority areas (Settlements and rural buffers) was completed (2010)

Natural Heritage Evaluations - 2018-2020 Activities 2018 ● Completed and submitted evaluation mapping and scoring record for Tay Bog Wetland Complex to MNRF for review 2019/2020 ● No projects in municipality in 2019/2020

6. Tree Programs

The SSEA and local volunteers plant thousands of trees each year. Since 1992, nearly 240,000 tree seedlings have been planted across the watershed to restore habitat and improve stream water quality. The planting of native trees within the municipality which will provide a host of environmental benefits, including clean air and shade/climate regulation, carbon storage, stormwater retention and wildlife habitat.

Community Tree Planting Program SSEA engages volunteers in native tree planting projects that enhance woodland cover, biological diversity, wildlife habitat or stream water quality. Seedling costs are covered by a County of Simcoe Forestry department grant. Depending on the size, location and the

Page 87 of 120 goals of the tree plant, the SSEA provides assistance with project planning, provided native tree and shrub seedlings, and coordinated volunteers to plant the trees. Priority is given to tree planting projects that increase forest cover and biological diversity, or improve wildlife habitat and water quality.

Community Tree Planting Program - 2019 Valuation ● Tay cost $0 (included in core contribution)

● Tay value $10,700

● Tay value detail: ○ Habitat, biodiversity and water quality improvement projects, and community involvement in tree planting activities; program is available throughout SSEA area, project locations vary considerably from year to year depending on uptake by landowners ○ SSEA provides assistance with project planning, provides native tree and shrub seedlings, and coordinates volunteers to plant the trees ● Importance of the program: ○ Trees and forests provide a wide variety of benefits to people, wildlife and the environment, including providing clean air and shade/climate regulation, and storing carbon. ○ Planting projects allow community members the opportunity to volunteer and contribute to positive action in their local environment

Community Tree Planting Program - 2018-2020 Activities 2018 ● 1 project site in Tay ● 240 native tree and shrub seedlings ordered/planted ● 162 total participating landowners(watershed-wide) ● 7,930 native tree and shrub seedlings ordered/planted 2019 ● 1 project site in Tay ● 1,110 native tree and shrub seedlings ordered/planted 2020 ● Participating landowners from Tay ● Program deferred to 2021 due to the COVID-19 pandemic

Community Tree Planting Program - Additional Service Examples ● In 2018, SSEA organized 6 community planting events, planting 3,150 native tree and shrub seedlings by 310 volunteers, representing 699 hours of volunteer service ● In 2019, SSEA organized/coordinated 4 community tree planting sites in Tay, Springwater, Midland and Tiny; 3,580 trees planted, 425 youth and community volunteers provided 997 hours of in-kind service

Tree Seedling Distribution Program SSEA provides reasonably-priced native tree and shrub seedlings to residents for planting in the Severn Sound area.

Page 88 of 120

Tree Seedling Distribution Program - 2019 Valuation ● Tay cost $0 (included in core contribution) ● 2019 Tay value $2,400

● Tay value detail: ○ Provides residents in the Severn Sound area with reasonably-priced seedlings, to encourage planting of native trees and shrubs ○ 1,810 trees/shrubs distributed in spring 2019 to 28 Tay participants (plus 30,935 more seedlings in previous years) ○ More than 115,700 tree seedlings purchased and planted by residents of the participating municipalities to date ● Importance of the program: ○ Allows residents the opportunity to improve habitat quality on their property and contribute to positive action in their local environment

Tree Seedling Distribution Program - 2018-2020 Activities 2018 ● 23 participating landowners from Tay ● 1,460 native tree and shrub seedlings ordered/planted 2019 ● 28 participating landowners from Tay ● 1,810 native tree and shrub seedlings ordered/planted 2020 ● Participating landowners from Tay ● Program deferred to 2021 due to the COVID-19 pandemic

7. Land Use Planning

Support is provided to municipal partners on a variety of land use planning and policy matters, including review and comment on policy and legislation with implications to all Severn Sound municipalities.

Plan Input and Plan Review Development reviews are undertaken at the request of the municipality on a cost recovery basis. These can include peer reviews of environmental impact assessments, stormwater management plans, and environmental study reports.

Plan Input and Plan Review - 2019 Valuation ● Tay cost $200 (costs for development reviews are recoverable from proponents)

● Tay value $6,775

● Tay value detail: ○ Access to staff with expertise in measures to protect habitat and water quality

Page 89 of 120 ○ 11 development applications, reports and Environmental Impact Studies reviewed at the request of the Township in 2019; plus 2 additional reviews within the Township: 1 County Forest Conservation By-law application review, 1 provincial property review ● Importance of the service: ○ Ensure that habitats and environmental quality in the Severn Sound watershed are maintained and protected from harm

Plan Input and Plan Review - 2018-2020 Activities 2018 ● Commented on 14 development applications, reports and Environmental Impact Studies 2019 ● Commented on 13 development applications, reports and Environmental Impact Studies 2020 ● Commented on 4 development applications, reports and Environmental Impact Studies

Plan Input and Plan Review - Additional Service Examples ● Staff participation in development review sessions as a member of the Town of Midland’s Technical Review Committee (TRC) ● Participation in Official Plan updates for Midland, Penetanguishene, Tiny and Oro- Medonte (2018) and Tay (2016)

Policy Review and Comment SSEA also reviews and comments on proposed legislation and policy that could apply to the Severn Sound area, helping to protect and preserve the quality and environmental health of the watershed. SSEA comments on behalf of all member municipalities, taking the best interests of all members into account.

Policy Review and Comment - 2019 Valuation ● Tay Cost $0 (included in core contribution) ● TOTAL value is $3,900 ● Tay value detail: ○ Staff hours for commenting on provincial policies (e.g. Provincial Policy Statement, Growth Plan, Made in Ontario Plan, etc.) ○ Comments are made that reflect the needs and interests of Severn Sound municipalities, including Tay ● Importance of the service: ○ Ensures the interests and needs of the Severn Sound community are heard at the federal and provincial level

Page 90 of 120 Policy Review and Comment - 2018-2020 Activities 2018 ● Commented on: Environmental Registry posting on proposed Greenbelt Expansion; Ontario’s Existing Water Quality Management Framework; Environmental Registry posting on draft Provincial Watershed Planning Guidance; Update on the Repeal of the Green Energy Act (GEA) and its impact on Tay, and submitted that response to the Township in a Council report 2019 ● Commented on: Environmental Registry postings/Provincial Policy, including: Proposed Open-for-Business Planning Tool under Bill 66; Amendment 1 to the Growth Plan for the Greater Golden Horseshoe; Preserving and Protecting our Environment for Future Generations: A Made-in-Ontario Environment Plan; 10th Year Review of Ontario’s Endangered Species Act: Discussion Paper; Bill 108 - More Homes, More Choice Act, 2019; Provincial Policy Statement; proposed amendments to the Aggregate Resources Act; Use of Environmental Penalty Monies 2020 ● Commented on: draft provincial policy on a Ontario Water Quantity Framework; changes to Invasive Species Act

8. Education and Outreach

SSEA conducts significant stewardship, outreach and communication activities to complement our core services. This includes attendance at and participation in community events and technical conferences, in-school environmental education programs, water quality monitoring programs, invasive species removal, tree planting and community cleanup initiatives.

Education and Outreach - 2019 Valuation ● Tay cost $0 (included in core contribution) ● Tay value is approx. $4,000 ○ Plus $42,000 for activities that benefit all SSEA Municipalities

● Tay value detail: ○ Municipal staff inquiries, public inquiries, phone calls, site visits ○ LID/stormwater workshop, limnology 101 workshop ○ IS Program Activities: resident inquiries, general education - cost/value is included in the IS 2019 Valuation ● Importance of the service: ○ Increased transfer of knowledge on watershed condition and issues to municipal staff/council, special interest groups, members of the public, and the scientific/technical community

Page 91 of 120 Education and Outreach - 2018-2020 Activities 2018 ● SSEA hosted: ○ Annual Partner’s Reception and Open House, welcomed (approx. 120) attendees representing 8 municipalities and local community organizations/ groups/ businesses and members of the public ○ Launch of SSEA Strategic Plan (municipal workshop) ● Sustainable Seven Sound (SSS) project staff hosted: ○ 6 Earth Week Film Series events, with 1 hosted in Victoria Harbour (Tay Public Library), 2 held in Georgian Bay Twp, 1 in Penetanguishene,1 in Midland and 1 in Tiny Township, resulted in +70 attendees across the watershed ○ SSS Speaker Series - A Conversation on Climate Change with Dr. Dianne Saxe, attended by (approx. 75) Council representatives, municipal staff and community members ● Staff presented at: ○ Georgian Bay Science Forum - Long Term Trophic Trends in Severn Sound ○ Southern Georgian Bay Sharing Knowledge meeting hosted by Parks Canada Georgian Bay Island National Park - presented 2018 update and future work plan ○ Fisheries and Oceans Canada Asian Carp program staff - aquatic plant training ○ Ontario Phragmites Working Group meeting ○ Ontario Invasive Plant Council Invasive Plant Conference - Community Based Invasive Species Initiatives ○ International Association for Great Lakes Research Conference - Long Term Trophic Trends in Severn Sound and Citizen Science in Severn Sound ○ Latornell Conservation Symposium - Community Based Management of Invasive Species Populations and Long Term Trophic Trends - A Look at 45 Years of Monitoring in Severn Sound ○ Invasive Species Centre Seminar presentation ○ SSEA Board Meeting on Georgian Bay Water Levels and Ice conditions, and Invasive Species update ● Staff attended: ○ South Georgian Bay Coastal Initiative, Environment and Climate Change Canada’s Great Lakes Coastal Wetlands Information Sharing Workshop, Innovative Phosphorus Removal Technologies Workshop, Great Lakes St Lawrence Cities Initiative, Georgian College’s Environmental Technician/Technologist Annual Meet and Greet ● SSEA displays at: ○ Tay Canada Day ● SSS released 4 seasonal Sustainability E-newsletters, distributed to all municipal staff and Council through distribution by Tay Clerk (e.g., April E-News), also distributed to 23 Tay residents via SSS’s e-mail newsletter registration list (full list of 286) Severn Sound area residents), and shared via social media (Facebook, Twitter)

Page 92 of 120 Media ● Twitter: @SSEA_SSRAP ○ 166 Tweets on topics including: algae, invasive species, SSEA sampling activities, Drinking Water Source Protection, observations from the field, National Forest Week, Partner Reception highlights, Tree Distribution program, and links to resources ○ Community engagement on Twitter during Invasive Species Awareness Week ● 10 Articles in Midland Mirror and Simcoe.com 2019 ● SSEA hosted: ○ Stormwater Management/Low Impact Development (LID) workshop for (approx. 100) municipal staff and elected officials ○ Annual Partner’s Reception, welcomed (approx. 100) attendees representing 8 municipalities and local community organizations/groups/businesses ○ SSEA Open House - Baxter Ward Community Centre, with guest speaker Arunas Liskauskas ● Staff presented at: ○ International Association for Great Lakes Research Conference - Habitat Survey and Management Recommendations for a Walleye Spawning Shoal in Severn Sound ○ Meeting with Ministry of Environment, Conservation and Parks, Great Lakes Section - Maintaining Partnerships in Water Quality Monitoring in Severn Sound ○ Meeting with Métis Nation of Ontario - SSEA 101 ○ Georgian Bay Public Science Forum - Lower Food Web in Severn Sound ○ Latornell Conservation Symposium - Managing Invasive Species: Lessons from the Field ○ Simcoe & District Maple Syrup Producers Association meeting and species ID field tour - Invasive Species Monitoring, Identification and Control ● SSEA displays at: ○ Georgian Bay Hunters and Anglers Dinner, Tay Seniors Day, Tay Bike Day ● Staff attended: ○ Rural Ontario Municipal Association (ROMA) conference, Georgian College’s Environmental Technician/Technologist Annual Meet and Greet, Provincial Water Quality Monitoring Network Water Quality Workshop (hosted by MECP), Municipal Stormwater Management Workshop (hosted by Lake Simcoe Region CA), Community Climate Change Planning workshop (hosted by Georgian Bay Biosphere (GBB)), Accelerating Climate Action workshop, ON Nature natural heritage mapping session, We Are All Treaty People workshop, Georgian Bay Forever’s Underwater Autonomous Vehicle launch, 5 webinars by the Lake Huron Centre for Coastal Conservation, Low Carbon resilience & Green Infrastructure Asset Management webinar, Huronia Community Foundation Giving for a Cause event, Global Lake Ecological Observatory Network conference, State of the Bay Science Workshop (GBB), Georgian College GIS Day, Municipal Septic Re-inspection Programs

Page 93 of 120 webinar, International Joint Commission (IJC) consultation “Step In and Speak Out for the Great Lakes: Lake Huron” ● SSEA orientation session for MPP Jill Dunlop ● Presented to Doug McNeil, provincial flooding advisor as part of Action Plan 2030 to Protect the Great Lakes, represented Severn Sound communities re: flood resilience/shoreline protection in the face of changing climate ● SSEA provided technical support for SSEA municipal attendees at Great Lakes St. Lawrence Cities Initiative Annual General Meeting and Conference ● SSEA provided information briefing note on Biodiversity for Warden Cornell for Symposium on the IPBES Global Assessment on Biodiversity and Ecosystem Services and its implications for the Great Lakes region ● ED one of 8 thought leaders presenting at “Climate Change: Are you Ready” at the Near North Environmental Education Centre on The SSEA joint municipal services board structure and role in municipal climate change mitigation and adaptation ● New section on SSEA website on Citizen Science programs ● SSEA press release addressing the recent increase of gypsy moth populations within the Severn Sound area Media ● Twitter: @SSEA_SSRAP ○ 168 Tweets on topics including: algae, invasive species, SSEA sampling activities, Drinking Water Source Protection, observations from the field, National Forest Week, Partner Reception highlights, Tree Distribution program, and links to resources ○ Community engagement on Twitter during Invasive Species Awareness Week ● YouTube: ○ New video content on gypsy moths and Fish Communities in Georgian Bay presentation by Arunas Liskauskas at SSEA Open House ● 2 Interviews with Midland Mirror on Open Water Sampling Program and on Climate Change in Severn Sound ● Contributed article to Simcoe.com on TD FEF Grant for Shore Watch Program ● CTV news story featuring Severn Sound ● 6 Articles in Midland Mirror and Simcoe.com School Involvement ● Presented to grade 11 class at Georgian Bay District Secondary School (GBDSS): The Key to Keeping Our Water Healthy ● Conducted walking tour of Penetanguishene Rotary Waterfront Park with GBDSS grade 9 students, focusing on SSEA’s role in environmental protection ● Mentored Georgian College student for 3rd year Student Applied Research Projects on “Microplastics Entering Severn Sound by Wastewater Effluent”; included microplastics sampling at 2 Tay wastewater treatment plants

2020 ● SSEA hosted: ○ Meeting on Sharing Field Protocols during COVID-19 Pandemic, attended by Conservation Authorities and other water research agencies in Ontario

Page 94 of 120 ○ In partnership with the Canadian Environmental Law Association, hosted webinar for municipal staff: Severn Sound - Value of Investing in Water Quality ● Staff presented at: ○ virtual International Association for Great Lakes Research Conference (Climate Change, Invasive Species and Nutrients as Drivers of Plankton Dynamics in Severn Sound) ○ Delegation to Minister Yakabuski (Minister of Natural Resources and Forestry) on behalf Township of Tiny and Tay and Towns of Penetanguishene and Midland at the Association of Municipalities of Ontario 2020 conference: Great Lakes Water Levels – Shoreline Community Resilience ● Staff attended: ○ Forests Ontario conference, Assessing and Enhancing the Resilience of Great Lake Coastal Wetlands meeting ● Staff participated in a University of Guelph research project on Collaborative Municipal Climate Change Planning ● SSEA Accomplishments document produced, specific to Tay ● 2018 Annual Report - Tay summary page ● 2019 Invasive Species Monitoring Summary Report produced for Tay Media ● Instagram: @severnsoundea ○ 42 posts, 162 followers since April 2020 ○ Post topics include stewardship, algae, invasive species, SSEA sampling activities, Drinking Water Source Protection, observations from the field, citizen science and links to resources ● Twitter: @SSEA_SSRAP ○ 91 posts, 328 total followers to date ○ Post topics include algae, invasive species, SSEA sampling activities, Drinking Water Source Protection, observations from the field, citizen science and links to resources ● YouTube: ○ Citizen Science Training Video Series, Invasive Species - Phragmites, Invasive Species - Gypsy Moth, Invasive Species - Eurasian Water-milfoil, Algae in the Severn Sound Area, Severn Sound Source Protection Authority and Area, The Role of a Risk Management Official, Drinking Water Source Protection 101, The Key to Keeping Our Water Healthy, Drinking Water Protection Zone Signs ● 4 Articles in Midland Mirror and Simcoe.com

9. Funding and Grant Applications

SSEA operates as a partnership between the 8 municipalities in the Severn Sound watershed, and each municipality pays a portion of SSEA’s operating budget as set out in the funding formula approved by the SSEA board of directors - this forms SSEA’s core budget. In addition to the core, municipal partners pay additional costs for fee-for-service

Page 95 of 120 activities such as specific monitoring programs, habitat assessments or land use planning reviews. SSEA works to secure additional external funds through federal and provincial grants, along with grants from private and non-profit agencies. This ability to leverage additional funds is critical to the success of SSEA’s programs and services.

Funding and Grant Applications - 2019 Valuation ● Tay cost $0 (included in core contribution) ● Tay value is approx. $15,590

● Importance of the service: ○ Fundraising/grant applications may benefit multiple municipalities (e.g., internships, summer students that work across the watershed; purchase of equipment used in the whole SSEA area; restoration projects) ○ Funding from municipalities often used as ‘matching contributions’ for grant applications, and allows SSEA to leverage additional support and resources

Funding and Grant Applications - 2018-2020 Activities 2018 ● Received $9,086 from BioTalent Canada to support the SSEA Invasive Species Program Coordinator ● Received $89,700 from the Federation of Canadian Municipalities: Municipalities for Climate Innovation program (multi-year program, watershed-wide) ● Received $5,000 from Land Stewardship and Habitat Restoration Program to support Invasive Species program ● Received $7,500 from Eco Canada Wage Funding Program grant for Watershed Monitoring Technician ● Received $2,000 from the TD Friends of the Environment Foundation for Community Empowerment in Managing Invasive Species project ● Received $5,040 from Service Canada-Canada Summer Jobs grant for two Environmental Monitoring Student positions ● Received $3,748 from the County of Simcoe towards Board Governance ● Received $631 from the Huronia Community Foundation on behalf of the C.P. Stow Endowment Fund for support of SSEA ● Received $1,200 from the Huronia Community Foundation Smart and Caring Fund in support of SSEA ● Received $3,900 from Ontario Federation of Hunters and Anglers for summer Invasive Species Technician ● Received $2,000 from the Ministry of Natural Resources and Forestry for Nearshore Fish Community Evaluation ● Received $6,401 from the Great Lakes and St. Lawrence Cities Initiative/The Wege Small Cities Sustainability Best Practices Award program ● Received $2,250 from the Ministry of Natural Resources and Forestry for Invasive Species ● Received $2,641 from the County of Simcoe support for Tree Planting Program ● Received $4,000 through Ausable Bayfield Conservation Authority (re: Environmental and Climate Change Canada and Ontario Ministry of Environment

Page 96 of 120 and Climate Change COA) for project monitoring open water in Severn Sound area of Georgian Bay ● Received Year 2 of Ontario Trillium Foundation Seed Grant ($34,350) to support the development of the regional-scope Climate Change Action Plan and Implementation Plan with 7 partner municipalities ● Applied to the Federation of Canadian Municipalities Climate Change Staff grant program for a 2-year position in the amount of $118,000 (unsuccessful due to concurrent FCM funding) ● Partnered with GBB on ECCC Great Lakes Protection Initiative (GLPI) application in the amount of $1,181,208 for citizen science monitoring (unsuccessful) ● Supporting partner with Lake Huron Centre for Coastal Conservation on GLPI application for citizen science grant focusing on microplastics (unsuccessful) 2019 ● Received $3,920 from Service Canada-Canada Summer Jobs grant for two Watershed Health Field Assistant Student positions ● Received $3,374 from County of Simcoe support for Tree Planting Program ● Received $1,500 from Huronia Community Foundation for invasive species & lake sampling equipment ● Received $4,625 TD Friends of Environment Foundation grant for Citizen Science Shore Watch program development ● Received $1,098 from County of Simcoe for Tree Distribution Program (Tay portion) ● Applied for Great Lakes Commission Green Infrastructure grant in the amount of $15,000 (not successful) 2020 ● Received $19,600 from Canada Summer Jobs grants for 5 positions for invasive species (3 positions), citizen science, and climate change ● Received $7,500 from Lake Huron Georgian Bay Framework for Community Action grant for Citizen Science programs ● Received $15,000 from BioTalent Canada’s Career Starter Program funding to support the SSEA Invasive Species Program Coordinator ● Subsidy of $0.25 per tree from Forests Ontario approved for 2020 Tree Seedling Distribution program (program deferred due to COVID) ● Staff submitted final Federation of Canadian Municipalities: Municipalities for Climate Innovation Program funding report to close-out $89,700 grant received to support the development our municipal partner’s corporate-level Climate Change Action Plans

Funding and Grant Applications - Additional Service Examples ● Received funding from: Swim Drink Fish Canada ($130,000), Dufferin Simcoe Stewardship ($18,000), and Georgian Bay Metis Council ($2,500) for Copeland Creek Flow Restoration Project in Township of Tiny

Page 97 of 120 10. Networking and Partnership Building

Collaborative partnerships are formed as needed to assist SSEA in addressing shared objectives. Effective partnerships leverage the strengths of each partner and allow our organization to strategically apply these strengths to the issue at hand. Strong partnerships build valuable relationships, shared understanding and collective focus to make lasting progress on environmental issues that impact the Severn Sound watershed.

Networking and Partnership Building - 2019 Valuation ● Tay cost $0 (included in core contribution) ● Tay value is approx. $6,000 ○ Plus $22,000 for activities that benefit all SSEA Municipalities

● Tay value detail: ○ Collaborations with government and non-government agencies such as: Georgian Bay Forever, Huronia Land Conservancy, Simcoe Muskoka District Health Unit, Ministry of Environment, Conservation and Parks, Ministry of Natural Resources and Forestry, Metis Nation of Ontario, Friends of Wye Marsh Inc., Clean Air Partnership, Federation of Canadian Municipalities (FCM), FCM Regional Climate Advisors, Partners for Climate Change Protection (PCP) Program Secretariat, Pollinator Partnership, Hydro One ○ Also includes partnerships that benefit all or multiple municipalities (e.g., Ontario Nature, connections with First Nations, Métis) ● Importance of the service: ○ Networking is crucial in developing partnerships, securing grants, and expanding our network of professionals for technical support

Networking and Partnership Building - 2018-2020 Activities 2018 ● Discussion with Boating Ontario on collaboration opportunities ● Ontario Federation of Anglers & Hunters (OFAH) Invading Species Awareness Program - two way exchange of resources and information ● Participation in Simcoe Muskoka Climate Change Exchange, led by Simcoe Muskoka District Health Unit ● Advisor to Dufferin Simcoe Land Stewardship Network committee ● Participation on Wye Marsh Stewardship Committee 2019 ● Attended Simcoe Muskoka Climate Change Exchange (CCE) quarterly meetings, led by the Simcoe Muskoka District Health Unit ● Staff participated in finalizing the Terms of Reference for the CCE ● ED explored Severn Sound municipal participation in the Collaborative Climate Change issue table reference group on shoreline resiliency pilots ● Georgian Bay Métis Council partnership established, discussion on accessing funding through MNO and collaborating on stewardship projects ● Advisor to Dufferin Simcoe Land Stewardship Network committee

Page 98 of 120 2020 ● Contributed to summary compiled by GBB on science and monitoring needs to be submitted to Environment and Climate Change Canada ● Preliminary discussions with McMaster University research group on possible SSEA networking role in municipal monitoring of COVID-19 in wastewater ● Preliminary discussions with Canadian Water Network on possible SSEA participation and networking role in COVID-19 Wastewater Coalition ● Advisor to Dufferin Simcoe Land Stewardship Network committee ● Partner with Friends of Wye Marsh on invasive Phragmites project

11. Staff Complement, Professional Development

SSEA provides exceptional services to member municipalities through the high level of expertise and experience of staff. SSEA staff includes the following positions: Executive Director, IT Manager/GIS Applications Specialist, Wetlands and Habitat Biologist, Ecosystem Technologist, Water Scientist, Risk Management Official/Risk Management Inspector, Watershed Health Monitoring Technician, Treasurer (PT), Invasive Species Program Coordinator and Sustainability Coordinator. Additional contract positions are hired as funding is available. As part of their employment with SSEA, staff are offered professional development opportunities to further enhance their expertise, which is then provided back to our municipal funders and partners.

Staffing and Professional Development - 2018-2020 Activities 2018 ● Invasive Species (IS) program coordinator hired, partly funded through wage subsidy programs ● IS summer student hired in partnership with Ontario Federation of Anglers and Hunters (OFAH) ● Hired 1 FT Climate Change Coordinator, funded through the Municipalities for Climate Innovation Program administered by the Federation of Canadian Municipalities, approved 2017 funding of $89,700 ● College/High school co-op students hired to support monitoring and invasive species programs (no cost) ● Staff Training: ○ Ontario Wetland Evaluation System, Invasive Species Community Outreach, Class 2 Electrofishing Course, First Nations Cultural Training, Phragmites Adaptive Management Framework 2019 ● SSEA Board orientation ● Hired 2 Environmental Monitoring Seasonal Staff, and an Invasive Species Technician, all partially funded through grants ● Hired Drinking Water Source Protection Assistant ● College co-op student hired to support monitoring programs (no cost)

Page 99 of 120 ● Staff Training: ○ Working on Ice and WHMIS training, Property Entry, Risk Management Official/Risk Management Inspector refresh training (provided free from Ministry of Environment, Conservation and Parks) 2020 ● 4 Canada Summer Jobs staff hired: Invasive Species (3 positions) and Citizen Science/Communications, funded at 100%, plus SSEA wage top-up ● College spring co-op placement (no cost) ● Staff Training: ○ Truth and Reconciliation Training Session #1 (through GBB), Provincial Water Quality Monitoring Network (PWQMN) quarterly workshop ○ Numerous webinars attended, all no charge, on topics including: Organizational Excellence and Managing through a Pandemic webinar, Business Tools and Skills, Data Management and Analysis, Communication during COVID-19, Climate Change, Water Levels, Great Lakes Collaborations and Policy, Road Salt Usage, Drinking Water, Conservation and Invasive Species, Citizen Science, Managing Budgets and Cash Flow during COVID- 19

Page 100 of 120 Qualifications of SSEA Personnel

Julie Cayley, B.Sc., P.Ag., Executive Director Julie is a Professional Agrologist, has an H.B.Sc. in Environmental and Resource Science from Trent University and is a graduate of Class 8 of Ontario’s Advanced Agricultural Leadership Program (AALP). Julie has a strong history with Severn Sound having been part of the team that completed the Severn Sound Remedial Action Plan (1991 to 2000) ultimately removing Severn Sound from the international list of degraded Great Lakes Areas of Concern (AOC).

A Government and Industry relations expert with a significant background in creating successful connections within Government, Industry and NGO/Not for Profits, Julie has worked for Government (OMAFRA) and NGOs (Ducks Unlimited Canada) as well as running her own consulting business. She has expertise in nutrient management and non-point source water quality program design and implementation and is Certified to deliver Farmland Health Check-Up (FHCU). Julie was the first woman to Chair the North East Agriculture and Biological Engineering Community, is a Director on the Huronia Community Foundation Board and in 2019 was appointed by Minister Yurek (MECP) to the Muskoka Watershed Advisory Group. She specializes in Environment and Conservation with agriculture and rural municipal partnerships and has a passion for working with communities on the Great Lakes.

Lex McPhail, Information Technology Manager and Geographic Information Systems (GIS) Specialist

Lex is a graduate of Fleming College in both Terrain and Water Resources and GIS Application specialist. Lex has been working as a Geographic Information System (GIS) Applications Specialist for the SSEA for over 23 years. He has a proficiency in the use of GIS and database technology to maintain, collect, analyze and interpret ecosystem, agriculture, water quality and urban land use data sets. Through the SSEA, Lex has been involved in numerous projects providing GIS services to SSEA Municipal Members, as well as other government agencies including the Ontario Ministry of Environment, Conservation and Parks, the County of Simcoe and Parks Canada.

Lex has contributed to Natural Heritage Evaluation Studies for the Towns of Penetanguishene and Midland, the Township of Tay and most recently the Township of Tiny. Another project Lex was involved in was the assessment of lake bottom habitats (coastal margins) in selected areas of Severn Sound. The project was a multi-year collaboration between SSEA, University of Windsor, Department of Fisheries and Oceans Canada (DFO) and Habitat Solutions North America with additional support from Ontario Ministry of Natural Resources and Forestry and County of Simcoe to map portions of fish habitat.

Between 1993 and 2003, Lex was part of the team that completed the Severn Sound Remedial Action Plan, which was instrumental in removing Severn Sound from the international list of degraded Areas of Concern in the Great Lakes. He continues to provide GIS support to the SSEA and its member municipalities in his role as the Information Technology/GIS Manager.

Michelle Hudolin, B.Sc. Env. Sc., Wetlands and Habitat Biologist Michelle graduated from the University of Guelph with a Bachelor of Science in Environmental Science. Michelle has been working as Wetlands and Habitat Biologist for the SSEA since 2000. Through the SSEA, Michelle has been involved in numerous habitat assessment and rehabilitation projects, including wetland evaluations, near shore fish habitat evaluations, biological inventories,

Page 101 of 120 shoreline naturalization and stream rehabilitation initiatives. She has also assisted with the development of natural heritage evaluations and reviews of development applications from a natural heritage perspective to provide municipalities with the technical basis for making planning decisions.

Michelle has experience in collecting field data and conducting a variety of wildlife surveys according to standard methodologies and best practices and holds certificates in Ecological Land Classification and the Ontario Wetland Evaluation System. Her training also includes the Temperate Wetland Restoration Training Course, the Ontario Reptile and Amphibian Field Survey Training Course, an Ecology for Planners Species At Risk (SAR) Course, Green Communities Canada’s Well Aware Water Guide Training on private drinking water wells, and Fundamentals & Stewardship of Onsite Wastewater Treatment Systems.

Michelle’s expertise and responsibilities include:

● Identification of Species At Risk, ● Providing support and input to terrestrial and aquatic invasive decision makers about land use and species, and native flora and fauna; development with respect to natural ● Providing technical information and heritage features and functions, advice to landowners, promoting through conducting habitat awareness and encouraging wise assessments and natural heritage stewardship of groundwater, natural evaluations as well as review of site- heritage resources and native species; specific development proposals and ● Working with landowners and partners municipal projects; to plan and implement land and water ● Developing communications and stewardship projects that protect and educational products, including restore water quality and habitat, technical training workshops, reports, including tree seedling distribution and presentations, fact sheets, videos, community tree planting projects; articles and media releases, displays, ● Recruiting and coordinating volunteers and informational signs. to assist with habitat projects;

Paula Madill, Ecosystem Health Monitoring Technologist Paula graduated from Canadore College in North Bay with an Environmental Biology Technologist diploma. Paula has been employed with the SSEA for more than 20 years as the Ecosystem Health Monitoring Technologist. Over the years she has created, coordinated and implemented a variety of field monitoring programs and tracked changes in groundwater, surface water and climate change indicators. This includes corresponding with laboratories, contractors, and landowners, and as the Health and Safety representative, training field staff and volunteers.

A major component of Paula’s role involves collecting and identifying benthic invertebrate stream and lake samples using a variety of protocols including Ontario Benthic Biomonitoring Network. Benthic samples are identified in house by Paula to family level (species when requested). Data is used to assess biological health, gauge progress of remedial actions, and measure impacts. Paula’s expertise and responsibilities include: ● Water sampling techniques for phytoplankton) in open water, inland chemistry and biological parameters lakes, river/tributaries and beaches; (chemistry, metals, zooplankton and

Page 102 of 120 ● Liaising and collaborating with ● Launching a variety of climate change Provincial and Federal Government loggers, software and Agencies to secure lab analysis and creating/troubleshooting field implement Provincial Groundwater installations (rain, air, stream Quality Monitoring Network (PGQMN) temperature and water levels); and Provincial Water Quality ● Licensed Ontario pesticide Monitoring Network (PWQMN); exterminator for mosquitoes and biting ● Benthic invertebrate monitoring design flies, assist municipal partners with and data collection; permits, purchasing and application; ● Scientific data collection and and management; ● Development and delivery of ● Maintaining sampling and monitoring educational water quality programs for equipment; schools. ● Understanding of proper sampling protocols for surface and groundwater quality;

Aisha Chiandet, B.Sc. Env. Sc.; M.Sc., Water Scientist Aisha graduated with a Bachelor of Environmental Science (Environmental Protection Major, Water Resources Area of Emphasis) (B.Sc. Env. Sc.) from the University of Guelph and a Master’s of Science degree in Watershed Ecosystems (M.Sc.) from Trent University. Aisha is author/co-author of several peer reviewed scientific papers and has been providing water quality expertise to SSEA for over 10 years. Aisha has led the development, implementation and expansion of SSEA’s Citizen Science Programs and has successfully secured project grants from a variety of funders. Aisha is sought after for her knowledge and understanding of complex water chemistry, algae and zooplankton communities in Severn Sound. Aisha currently holds the position of Water Scientist with the SSEA.

Aisha’s expertise and responsibilities include: ● Design/implement environmental quality ● Proven success in grant writing, monitoring programs, processing and creating/managing project budgets; analyzing environmental datasets ● Involvement in numerous monitoring including physical, chemical/biological projects with municipal partners and variables in lakes, streams/groundwater, partner agencies such as MECP, climate and soils data; Environment and Climate Change ● In-depth knowledge of monitoring Canada, and local community/cottage equipment, data management associations; principles, extensive use of database, ● On-going partnerships within statistical, graphics and GIS software; academia and upper level government ● Identification of algae, zooplankton, agencies, with potential to initiate aquatic invertebrates and plants; research projects relevant to the ● Extensive experience in interpreting Severn Sound watershed (e.g. and summarizing results for microplastics survey); reports/communications; ● Facilitation of data sharing requests ● Skilled in the use of social media with municipal, academic and upper platforms, and presenting to a variety level government partners; and of audiences (e.g., partner agencies, ● Technical input to municipal land use municipal councils, the scientific planning reviews, proposals/reports community, special interest groups, from municipal partners/outside school groups general public); agencies.

Page 103 of 120

Melissa Carruthers, Risk Management Official / Risk Management Inspector Melissa graduated from Niagara College with an Environmental Technician diploma and has completed additional courses through the Ministry of Environment, Conservation and Parks including Risk Management Official/Inspector and Property Entry training. Melissa has been with the SSEA since 2011 and has held various titles such as Field Technician, Data Management Technician, Risk Management Inspector, and currently holds the position of Risk Management Official / Risk Management Inspector at the SSEA and for 8 municipalities.

Melissa’s expertise and responsibilities include: ● Investigation - Conduct site visits, ● Community Engagement - programs phone calls, and surveys to obtain such as the Yellow Fish Road™ and information; Great Canadian Shoreline Cleanup; ● Negotiation - risk management plans and and enforce prohibitions as applicable; ● Ability to liaise between various ● Source Water Protection - expert internal and external agencies. knowledge in the Clean Water Act and local Source Protection Plan;

Nikole Priestman, B.Sc. Env. Sc., Watershed Health Monitoring Technician

Nikole graduated from Lakehead University with an Honors Bachelor of Arts and Science, majoring in Environmental Sustainability. Nikole is also a graduate of Georgian College with an Advanced Diploma in Environmental Technology. Nikole has been working with the SSEA since she was hired as a cooperative work placement student in 2018. She has advanced to a contract position as SSEA’s Watershed Health Monitoring Technician.

Nikole’s expertise and responsibilities include: ● Knowledge of aquatic ecosystem ● Installing, maintaining, and using functions and adaptation to climate environmental equipment frequently to change; monitor climate, water quality and ● Collecting benthic invertebrate quantity; samples following the SSEA and ● Designing field protocols, managing (Ontario Benthic Biomonitoring and interpreting climate data, Network) OBBN protocols for examples include: rain, air and water identification; temperature data (stream thermal ● Assisting with invasive species and stability); nuisance algae investigations which ● Collecting baseline groundwater level include documenting event and and quality data for the Provincial collecting samples; Groundwater Quality Monitoring ● Assisting with the organization and Network (PGQMN) and collecting set-up of SSEA’s 2020 Citizen stream water quality data for the Science program; and Provincial Water Quality Monitoring ● Assisting with Source Water Network (PWQMN); Protection data management, organizing meetings, and site visits related to risk management plans.

Page 104 of 120 Judy Limoges, CPA, CMA, Treasurer Judy has been the contract Treasurer for SSEA since 2017. She is a professional accountant who has specialized throughout her career in municipal accounting. Having worked for the Treasurer municipality for SSEA since its inception through 2015, Judy brings with her some history around SSEA practices and procedures. Judy graduated from Ryerson Polytechnical Institute with a diploma in Business administration prior to achieving her professional accounting designation. As contract Treasurer, Judy is the liaison between the SSEA team and the SSEA Treasurer municipality. She works with the Executive Director to establish annual budgets, policies and procedures and assists with administration including processing invoices for payment and issuing SSEA invoices. She also prepares and presents financial reports to the SSEA board of directors and advises on financial matters.

Tamara Brincat, BSc., CERPIT, EPt., Invasive Species Program Coordinator Tamara graduated from the University of Guelph with a Bachelor of Science, majoring in Biological Science and in addition has also completed a Graduate Certificate from Niagara College in Ecosystem Restoration. Tamara is a member of the Society for Ecological Restoration as a Certified Ecological Restoration Practitioner (in Training) and is also a certified Environmental Professional (in Training). Tamara began with SSEA in 2020 as a seasonal Invasive Species Technician and has advanced to the contract position of Invasive Species Program Coordinator.

Tamara has experience in Invasive Species Management and Ecosystem Restoration and Rehabilitation, including designing and implementing restoration plans. Her training also includes Canadian Wetland Classification, wildlife monitoring, collecting and sampling water quality as well as benthic invertebrates as per the Ontario Benthic Biomonitoring Network (OBBN) protocol. Tamara’s additional certifications include Ecological Land Classification and Electrofishing to survey fish populations.

Tamara’s expertise and responsibilities include: ● Developing and delivering education ● Working with volunteers and and outreach materials relating to community partners on invasive invasive species; species activities; ● Collecting and evaluating invasive ● Supporting and providing expert species data through identification and advice on community-based invasive mapping; species management; and ● Facilitating and participating in ● Providing planting plans with native terrestrial and aquatic invasive species flora alternatives to invasive plants to management activities/ workshops facilitate natural ecosystem recovery. and events;

Tracy Roxborough, Sustainability Coordinator Tracy is a graduate of Fleming College, School of Natural Resource Science, Lindsay, Ontario with an Honours Diploma in Ecosystem Management Technology. Prior to that, Tracy completed a Certificate Program, Writing on the Environment, at Camosun College in Victoria, British Columbia. Tracy’s involvement in local food systems/collaboratives and the development of community partnerships in British Columbia and various locations in the United States was a precursor to her education and contributed to her understanding and experience in the sustainability sector. Tracy has been the Sustainable Severn Sound Project Manager since

Page 105 of 120 2013, working with Conservation Authorities in stewardship and environmental monitoring roles prior to that.

As the Project Manager for the SSS project, Tracy works to support the SSEA municipalities and their communities in climate change action and greenhouse gas (GHG) mitigation by providing information services and technical GHG analysis. Tracy is also recognized as the Associate Member to the Federation of Canadian Municipalities Partners for Climate Change Protection (PCP) program on behalf of the project’s partner municipalities. As the Associate member, Tracy is responsible for implementing the required steps to progress these municipalities through the PCP 5-milestone framework, designed to support local governments in the reduction of GHGs. Certifications include: Health, Safety and the Law: Ontario’s Occupational Health and Safety Act, Bill 168 Training and Competent Supervisor Training; Water Hazards Theory and Practical Training; Ontario Benthic Biomonitoring Network (OBBN) protocol; and Ecological Land Classification.

Tracy’s expertise and responsibilities include: ● Climate change planning and ● Conflict Resolution; greenhouse gas mitigation measures; ● Communications, Social Media and ● Project Management; Public Relations; ● Grant Writing, Securement and ● Digital Design Standards; Reporting; ● Municipal Freedom of Information and ● Performance Measurement; Protection of Privacy Act (MFIPPA); ● Change Management; and ● Community Engagement; ● Environmental Restoration and ● Partnership Development; Stormwater Management Techniques. ● Volunteer Management;

Page 106 of 120 Page 107 of 120 Page 108 of 120 Page 109 of 120 Page 110 of 120 Page 111 of 120 SEVERN SOUND ENVIRONMENTAL ASSOCIATION 2020-2024 DRAFT BUDGET HIGHLIGHTS - CHANGE IN MUNICIPAL SHARE and SSS Project BUDGET 2020 VS 2019 TAY 2020 2019 2020 CORE & SSS BUDGET BUDGET INCREASE $ SHARE

Payroll changes - full staff complement 2020, see Staff Complement chart below: $820,191 $716,802 $ 103,389 12,992 Seasonal field positions/intern - includes 2 additional seasonal positions & the Invasive Species Program Coordinator intern moving to FT 54,323 Office Manager - return full time position, have PT contracts since 2017 26,845 2% wage increase, 1% benefits increase, steps 22,221 103,389

Source Water Implementation - project no longer funded by province in 2020; moved to core 73,649 0 73,649 9,254

Invasive Species Project - project moved to core in 2020. Project cost to municipalities in 2019 = $54,000 55,080 0 55,080 6,921

Other Projects - reduction in funding includes Inland Lakes, RMO and Habitat Restoration (97,152) (124,028) 26,876 3,377

Reduction in Cost Recovery revenues (budget previously set high) (50,000) (80,000) 30,000 3,770

Sustainable Severn Sound (SSS) - Municipalities previously paid directly to SSS. In 2020 will be paid to SSEA. Increase due to unbalanced budget from SSS. SSS advised SSEA to increase municipal contributions to balance budget. 96,352 71,400 24,952 3,564

Contribution to Contingency Reserve - rationale attached 10,000 0 10,000 1,257

Contribution to Strategic Plan Reserve- rationale attached 5,000 0 5,000 628

Contribution to Well Decommissioning Reserve- rationale attached 1,800 0 1,800 226

Vehicle purchase/lease - SSEA has never owned or leased vehicles; borrowed vehicles in the past CAPITAL 15,000 0 15,000 1,885

IT - SSEA set up own independent network in 2018 with disentanglement from Town of Midland network. 2019 budget set early, too low. Increase in 2020 includes 2 computers, software upgrades, IT support from Tay, UPS. (Capital = $11,992) CAPITAL 15,343 5,310 10,033 1,261

Legal fees - increase relates to SSS merger 3,000 1,000 2,000 251

Pay Equity and Market Review - consultant 0 13,521 (13,521) (1,699)

TOTAL HIGHLIGHTS CORE AND SSS (NOTE 1) 948,263 604,005 344,258 43,687 TOTAL INCREASE CORE AND SSS 922,199 587,696 334,503 49,236 23,947

ITEMS TO RECONSIDER:

Potential Pay Equity/Compensation payouts-Additional increase in municpal share? ???

TOTAL CAPITAL $ 26,992

STAFF COMPLEMENT 2020 2019 FT 9 8 1 PT - 4 (4) INTERN to FT in 2020 1 1 FT - SEASONAL FIELD POSITIONS-@28 HRS/WEEK 2@10MOS, 1 @5MOS 3 1 1 @5MOS 2 TOTAL 13 14 (1)

NOTE 1:

THE TOTAL HIGHLIGHTS PRESENTED REPRESENT THE MAJOR INCREASES FROM 2019 BUDGET TO 2020 BUDGET AND AS SUCH, VARIES SLIGHTLY FROM THE TOTAL COSTS.

Page 112 of 120 TOWNSHIP OF TAY SSEA/SSS FUNDING 2020 vs 2019 HST EXCLUDED

2019 2020 ACTIVITY ACTUAL PROPOSED CHANGE

CORE (2020+ includes Source Water downloaded by the Province and Invasive Species) $58,238 $87,598 29,360 INVASIVE SPECIES (included in CORE 2020+) 7,500 $6,921 (579) SOURCE WATER $9,254 9,254 VICTORIA HARBOUR WTP SURVEY 7,810 7,855 45 RISK MANAGEMENT SERVICES (RMO) 3,060 2,823 (237) SUSTAINABLE SEVERN SOUND (SSS) 10,200 13,764 3,564

TOTAL $86,808 $128,215 41,408

SUMMARY CORE $58,238 $103,773 45,536 PROJECTS 28,570 24,442 (4,128) GRAND TOTAL $86,808 $128,215 41,408

Page 113 of 120 SEVERN SOUND ENVIRONMENTAL ASSOCIATION HIGHLIGHTS - CHANGE IN MUNICIPAL SHARE CORE OPERATIONS 2021 BUDGET vs 2020 BUDGET

Changes including unexpected Covid-19: $

2% wage increase, 1% benefits increase 18,205

Reduction in project funding for labour/benefits 26,367

Intern - 6 months 18,017

Labour savings SSS (16,621)

Legal fees 2,000

Insurance 1,438

Health & safety supplies 1,250

Administration expenses - various 1,426

Increase in general revenues (1,644)

Source water costs (2,089)

Other 494

TOTAL INCREASE IN MUNICIPAL SHARE $48,843

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December 18, 2020 VIA EMAIL

Mayor Ted Walker Township of Tay 450 Park Street, P.O. Box 100 Victoria Harbour, Ontario L0K 2A0

Dear Mayor Walker,

Subject: Simcoe County LINX Public Transit System

Thank you for your letter of December 9, 2020. The transit team will review the information you have provided with respect to implementing a transit stop at the intersection of Triple Bay Road and Talbot Street in the community of Port McNicoll. David Parks and Dennis Childs from our Transit Team will be making a presentation to Tay Township Council on February 11, 2021 regarding the County of Simcoe LINX Transit service and Route 6.

I appreciate the level of detail included and the time required for the preparation of your proposed Route 6 stop.

Sincerely,

George Cornell Warden

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Simcoe County Federation of Agriculture ADMINISTRATION CENTRE, 1110 Hwy, MIDHURST, ON L9X 1N6 (705) 726-9300 X1224

Mayors and Councillors:

I am writing to you on behalf of the Simcoe County Federation of Agriculture to ask for your support for Schedule 6 (proposed changes to the Conservation Authorities Act including amendments) in Budget Measures Act Bill 229.

We as farmers represent less than 3% of the population but we own or rent most of the lands affected by the Conservation Authorities. Most, if not all, farmers have completed an Environmental Farm Plan, a Nutrient Management Plan for any increase in livestock production and are good stewards of the land. Some of us practice no till, minimum tillage and/or strip tillage in our farming operations.

We welcome the amendment to section 14(4) “authorizes the Minister to appoint a member of the agricultural sector”. The agricultural community has grown frustrated by the board members with little or no understanding of our issues and challenges with the Conservation Authority’s boards and policies.

We support section 21:2: Fees and Section 28.1 (8) and (9). Our members believe that fees imposed upon farmers are excessive with no opportunity for appeal. The amendment with an option to request a Minister’s review with a further option to have their appeals heard by the Local Planning Appeals Tribunal (LPAT) will add accountability and transparency to the Conservation Authority decisions.

New sections 23.2: and 23.3 will add much needed accountability to the operations and the mandate of Conservation Authorities as well as reducing the burden inflicted on the agricultural sector. Farmers have become frustrated with Conservation Authorities constantly updating their regulated areas mapping with no notice to the landowner, and no physical inspection of the property. These actions result in more permits and expenses for the farmer in addition to a lengthy approval process with little or no opportunity for appeal. The practice of conveying land to a Conservation Authority to receive a permit approval is another current practice that we strongly oppose. It isn’t surprising that land under their ownership increases in acreage more and more each year. We believe this section will ensure that Conservation Authorities do not stray from their mandate.

Bill 229 proposes to amend section 1(2) of the Planning Act. We support this amendment as it adds Conservation Authorities to the public bodies that are barred from independently appealing or become a party to an LPAT appeal. It is our contention that the role of Conservation Authorities at the municipal level has evolved from one of a commenting authority to one of an approval authority. It is indeed difficult for an appellant to distinguish the difference between conservation authority and the municipality when for all intents and purposes, they seem to have exceeded their mandate. The paid appointment of elected municipal councillors to the Conservation Authorities certainly blurs the lines on what is a public body and what is not.

Page 119 of 120 We applaud these changes to the Conservation Authority Act and our members look forward to a more streamlined approval process without the lengthy and costly approval process that has restricted our ability to grow our farms and feed the people of Ontario.

We are asking you for your support to Section 6, (proposed changes to the Conservation Act including amendments) in Bill 229.

Respectfully, John Morrison President, Simcoe County Federation of Agriculture

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