THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS COMMITTEE OF THE WHOLE AGENDA Thursday, October 13th, 2011 9:00 a.m.
Page
1. CALL TO ORDER/APPROVE AGENDA
Recommendation: Be it resolved that the Council of the Township of Minden Hills approves the agenda for the Committee of the Whole/General Council Meeting of October 13th, 2011 2. CLOSED SESSION
Recommendation: Be it resolved that the next portion of the Council Meeting be closed to the public in order to consider personal matters about an identifiable individual, including municipal or local board employees, litigation or potential litigation, including matters before administrative tribunals, affecting the municipality Be it resolved that the Closed Session of the Council Meeting adjourn and Open Session commence. 3. OPEN SESSION RESUME
Be it resolved that direction(s) given in Closed Session be approved. Introduction to Chris Voth, Environmental & Property Operations Manager - Reeve 4. DECLARATION OF PECUNIARY INTEREST OR GENERAL NATURE THEREOF
5. DELEGATIONS
5-10 a) Mr. Reg Holloway and Mr. Peter Hynard - Mountain Lake quarries 6. PAYMENT OF ACCOUNTS
11 Recommendation: Be it resolved that the Council of the Township of Minden Hills approves accounts for payment.
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7. ENVIRONMENT
8. ROADS
12 a) Road Report - September 2011 13 b) Memorandum to Council re sale of 1999 International Tandem Truck
Recommendation That Council award the Sale of the 1999 Tandem 2600 International Truck, complete with Plow and Sander to Hawk River Construction in the amount of $24,100.00 payable to the Township of Minden Hills by certified cheque. The Roads Superintendent to deliver the said truck upon the recommendation of this Committee; the amount to be transferred to the roads reserves as part of the 2011 budget. 9. CULTURE
14-27 a) Community Engagement Advisory Committee meeting minutes (September 12, 2011)
Be it resolved that council approves the “Ask CEC” column in the Minden Times; and further that Council approves of a non-municipal email address, which will be accessed by all members of the Community Engagement Committee with regard to the ‘Ask CEC’ column (i.e. askcecminden@ yahoo.ca (or hotmail.com, or gmail.com).
Be it resolved that Council approves and adopts the Terms of Reference for the Community Engagement Committee, as submitted.
28 b) Community Engagement Advisory Committee - appointment of new committee member - Cammy George 29-31 c) Letters of Agreement with municipalities for the Museum and Tech Phase II 32 d) Minutes of the Minden Hills Museum Advisory Committee (September 23rd, 2011)
Recommendation That Council appoints Reginald Holloway, Joe Smith and Pat Campbell to the Minden Hills Museum Advisory Committee for the term of Council. 33-35 e) Museum Advisory Committee Meeting Minutes - (September 9th and accompanying documents)
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10. PARKS AND RECREATION
11. PROTECTIVE SERVICES
36 a) Fire Report – September 2011 37-43 b) By-law Occurrence Report – September 2011 44-57 c) Policy #45 - Docks - deferred from September 29th, 2011 meeting for further discussion 58-61 d) Building Report – September 2011 62-64 e) Protective Services Advisory Committee meeting minutes (July 11, 2011) 12. PLANNING AND DEVELOPMENT
65 a) Planning Report - September 2011 66-68 b) Memorandum from Planning Administrator - Proposed Shoreline Road Allowance Closure & Sale - SRA-11-08 (RICH) 69-73 c) Minutes from Official Plan Open House Workshops - Rural Land Use & Settlement Areas (September 20, 2011) 74-78 d) Site Plan Approval re Gas Bar 79-80 e) Site Plan Approval for Lot 3, Conc. A, Minden (Borcap) 13. ECONOMIC DEVELOPMENT
81 a) Memorandum from Councillor Clarke re appointment of Economic Development Advisory Committee member
Recommendation That Council appoints Marie Gage to the Economic Development Advisory Committee for the term of Council. 14. FINANCE AND GENERAL GOVERNMENT
82-88 a) Memorandum from Treasurer re Policies #10 and #11 b) Appointment of Auditor for 2011 year
Recommendation That Council appoints Collins Barrow as Auditors for the 2011 year. 15. PERSONNEL
89-108 a) Head Hunter Profile Clerk/EDO - Information only (Councillor Clarke)
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16. DRAFT BY-LAWS
17. QUESTIONS FROM THE PRESS
18. OPEN FORUM - QUESTIONS FROM THE PUBLIC
19. ADJOURNMENT
Recommendation: Be it resolved that the Committee of the Whole/General Council Meeting of October 13th, 2011 be adjourned.
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The McBain Quarry 13,495 Highway 35, Municipality of Minden Hills QUARRY IMPACT SURVEY RESULTS September 18, 2011
BACKGROUND
The McBain Quarry is a small operation located on Highway 35 at the south end of Mountain Lake that extracts gneiss for landscape and building stone. Gneiss is an attractive metamorphic rock containing bands of pink and grey that can be split into flat-sided slabs. The rock is broken up by drilling & blasting, then loosened and picked apart by a tracked excavator operating on the hillside.1 Once freed from the hillside in large slabs, the rock is moved by front-end loader to a central yard for splitting by manual workers. Once split, the rock is sized, graded and placed on pallets for outdoor storage until shipping.
Figure 1: The McBain quarry entrance, as seen from Hwy. 35. It looks much better with the derelict buildings removed and the equipment parked out of sight.
Until ten years ago, the property was a rundown resort dating from the 1950s that had seen better days The property was zoned commercial, although tiny quantities of rock had been removed from the foot of Gainer’s hill at one time or another. About that time, owner Jim Batterby allowed a quarry operator to remove rock from the property, which soon morphed into a 3,000 tonne/year operation. At some time, the Municipality zoned six acres of the 18-acre property for extraction.
In 2007, when the Aggregate Resources Act was extended to Minden Hills, the Municipality was required to “grandfather” all pre-existing pits and quarries whether zoned for extraction or legally non- conforming. The MNR then licensed the entire 18-acre McBain property and gave a license for 70 acres to what the Council regarded as “a small operation” on the Cowan property a few hundred metres to the south, both as class B quarries allowing the licensees to remove up to 20,000 tonnes a year. There was no public consultation process required to allow this to happen.
Currently the McBain property is owned and operated by McBain Quarries Inc. with an annual production of 3,000 to 5,000 tonnes. Although it is a requirement of the regulations under the Aggregate Resources Act, the quarry does not yet have an official site plan dealing with environmental protection or rehabilitation after extraction. Much of the rock has been removed over the past ten years but there remains sufficient resource for the quarry to operate for many years to come.
1 Hydraulic hammers mounted on the excavator have been used at the quarry by previous owners but they are not currently in use. The hammers ranked as the number one noisemaker by residents within the 500-metre zone. The excavator without the hammer ranked as number two.
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The quarry impact survey resulted from a meeting of 28 distraught quarry neighbours at the home of Reg and Anna Holloway on September 18, 2010.2 The quarry’s new owner, Lorne McNeil, bravely attended and kindly offered to participate in finding workable solutions to the problems associated with his operations. McBain Quarries Inc. had just taken over ownership of the quarry and its operations three weeks before.3
At the meeting, the group formed a committee and assigned it the task of conducting a quarry impact survey and working with Lorne to develop methods of reducing its neighbourhood impact. The intent was to embed the outcome in the quarry’s official site plan where it would be subject to MNR compliance monitoring and enforcement.4
It has taken the committee until now to complete its work but, in the meantime, Lorne McNeil and McBain Quarries Inc. have made considerable progress on their own by reducing hours of operation, changing blasting methods, eliminating the hydraulic hammer and removing the derelict buildings and equipment that were in plain view of Highway 35 and the homes across the road. Six survey returns commented on the improvement since McBain Quarries took over from Mountain Lake Stoneworks.
SURVEY METHODS
The survey was devised and conducted by the committee established at the September 18, 2010 meeting. It asked residents to rank and rate the type and degree of impact that they experience from the quarry at their location. A draft of the survey was provided to quarry owner, Lorne McNeil, who endorsed its content prior to release. A copy of the survey is available on request.
The survey was released on May 23, 2011 with a return deadline of June 15. The survey was hand- delivered to 30 of the 34 residences within 500 metres of the quarry and sent by e-mail to the 15 persons who left their e-mail address at the September 18, 2010 meeting.
In addition, 200 copies were mailed to members of the Mountain Lake Property Owners Association along with their spring newsletter and the return deadline was extended to June 25 to accommodate the association’s timeframe.
Recipients were not asked to identify themselves or their location, other than their estimated distance from the quarry. No attempt was made to remind recipients of the deadline. Respondents were left to fill out the survey on their own and not coached in any way. The survey closed on the due date and was compiled soon after.
A total of 35 survey forms were completed and returned, which is considered sufficient to form the conclusions that were reached. Two returns were completely incongruous and taken to be intentionally or unintentionally misleading. Those two were discarded and the remaining 33 were compiled.
It’s no surprise that the farther you live from a quarry the better and it was obvious from the returns that distance was the single most important factor affecting impact. As a result, the returns were arranged according to distance from the quarry and separated into three zones:
- less than 500 metres, - 500 to 1,000 metres, and - more than one kilometre.
2 Minutes of the meeting are available on request. 3 Lorne McNeil is the president and principal shareholder of McBain Quarries. 4 MNR has since advised the committee that any restriction in hours of operation do not belong in a site plan and should be dealt with by municipal by-law (Justin Bryant, aggregate technician and acting stewardship coordinator, Ministry of Natural Resources, Minden Area Office, July 2011).
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Some of the questions, such as length of ownership were simply averaged while other inputs were tallied or weighted according to how items were ranked and rated. A copy of the compilation spreadsheet is available on request.5
Not all respondents answered all of the questions and many added their own comments and suggestions, which we have tried to capture in this report. In general, respondents appear to have taken considerable time and thought in completing their returns, which proved very helpful.
Figure 2: Map showing residence locations within the 500-metre zone
GENERAL CONCLUSIONS
There is considerable concern among residents close to the quarry but concern diminishes rapidly with distance. Almost half of all survey returns were from residents who live within 500 metres of the quarry. Despite their potentially much greater numbers, only nine returns were from residents located 500 to 1,000 metres from the quarry, and nine were from residences located over a kilometre away.
Most residents in the area have owned their properties for a long time. Seventy percent of respondents had owned their properties for ten years or more and 40% had been there for more than 20 years. The average length of ownership was 21 years.
Most respondents (75%) were unaware of the quarry’s existence when they purchased their property and many stated on their forms that there was no quarry at the time (which is apparently true). Only those respondents who had purchased their property recently were aware of the quarry’s existence at the time of purchase.
Most respondents (70%) complained that the quarry’s impact had grown worse in recent years and gave the period from 2004 to 2009 as the time when things worsened. Six returns remarked on the improvement since the new owners took over in 2010 while two respondents felt things had deteriorated further.
Public safety does not appear to be a major issue at the McBain Quarry. Only five of the 33 respondents listed safety as a concern. Three returns cited trucks turning as a highway safety issue and two cited insufficient warning before blasting as a safety issue within the home. One respondent suggested that MTO be asked to place a highway caution sign warning of trucks turning into the quarry entrance.
5 The individual returns represent a privacy concern and are not available for release. Some were signed and others contain details that allow the respondents to be identified.
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THE <500-METRE ZONE
It is apparent that residents within 500 metres of the quarry are the people most affected. Respondents in this category rated the quarry’s impact on them at an average of seven on a scale of one to ten.
NOTE: The survey form provided respondents with a scale against which they should rate impact. Using this scale, 0 means no impact at all, 2 means a minor annoyance, 4 means bothersome at times, 6 means disruptive of outdoor activities, 8 means audible within your own home and a rating of 10 is so bad you want to move.
Three of the fifteen respondents in this category rated the quarry’s impact at the maximum 10 and two had put their homes up for sale at the time of writing.
Half of the respondents in this zone can see the quarry from their home or property. Not counting drilling & blasting (which can be heard much farther), all of them can hear the quarry’s operations from within their home and 80% cannot escape the noise even with the doors and windows closed.
Noise is the number one concern for people in the 500-metre zone. The noise factor is followed by loss of property resale value, concern over structural damage to their home, concern over damage to their water supply and the quarry’s appearance, in that order. Dust from blasting was an issue for four respondents living within 100-200 metres of the quarry and concern over the effect on Mountain Lake was an issue for seven respondents in this zone who live on the lake.
The hydraulic hammer was listed by this group as the worst noisemaker6, followed by the excavator, drilling & blasting and back-up beepers, in that order. Trucks turning into the quarry were cited as a noise-maker by three respondents and workers shouting by two. One respondent objected to the coarse language used by quarry workers while her children were within earshot waiting for the school bus.7
People in the 500-metre zone are angry about the situation. Most respondents in this zone (87%) gave a long list of angry comments, compared to only one third in the 500-1,000 metre zone and one fifth in the one-kilometre+ zone. Here is a small selection of comments from the 500-metre zone:
- We can’t even have people over for a BBQ. Operations should not be allowed before 9 a.m., after 5 p.m. or on weekends and statutory holidays. - I no longer come to the cottage because it’s too noisy. My property is now for sale and has been reduced $50,000. Two buyers with offers walked away after hearing the quarry noise. - We really object to the noise. We bought this place for the peace and quiet. - It’s the constant clanging and clanking. There are sound absorbers that can be put on equipment. - We shouldn’t have to listen to operations from within our own home with the doors and windows closed. Even people we’re talking to on the phone can hear it. - We have had rocks come across the highway from blasting. We have had diesel fuel leaked into Mountain Lake. Our well water has sulphur and iron and has turned black since the quarry opened.7
6 The hydraulic hammer, which is not in use presently, is mounted on the excavator and used in fracturing the rock. 7 These complaints arose from operations under the previous quarry’s owners.
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THE 500- TO 1,000-METRE ZONE
The quarry’s impact diminishes with distance. Respondents in the 500-1,000 metre zone rated the quarry’s impact on them at an average of 3, compared to 7 for the 500-metre zone.
The degree of impact was less for these respondents but the issues were similar. Noise was ranked as number one, followed by the quarry’s appearance and the effect on property resale value. Most of the people in this zone live on Mountain Lake and the quarry’s potential effect on the lake was a concern for them. Even so, they gave lake-effect a lower ranking than noise, unsightliness and property value.
In the noise category, drilling & blasting were the worst offenders at this distance but respondents reported being able to hear the excavator working, the hydraulic hammer and back-up beepers as well. Seven of the nine respondents said they could hear operations from within their home and, surprisingly, six could hear operations with the windows closed. The sound of the equipment working appears able to drift down the open lake farther than where there is tree cover.
THE ONE-KILOMETRE-PLUS ZONE
Beyond one kilometre the effect is much diminished. Only nine property owners responded out of the more-than 100 that must have received the Association’s mailing. These nine reported an average impact of 2 on the scale of 1 to 10, which amounts to a minor annoyance.
Concern for Mountain Lake and the quarry’s potential effect on water quality was the number one issue for this group. The quarry’s unsightly appearance was the number two issue and noise was number three. At this distance, drilling & blasting were the main offending noisemakers.
RESPONDENTS’ SUGGESTIONS
Overall, noise was the number one impact and seven respondents suggested restricting hours of operations as a means of dealing with it. Six respondents suggested an actual time-of-day, with an apparent consensus of 8:30 a.m. to 5:00 p.m. weekdays, not including statutory holidays. One respondent suggested placing sound-absorbing buffers on the rock-handling equipment, as is done in aggregate crushing operations. Two respondents asked for better notice before an upcoming blast and one asked for an MTO highway sign warning of trucks turning at the quarry entrance. One respondent asked for a minimum 100-metre setback from roadways and residences. One respondent suggested that the site be kept clean of food waste as it was attracting bears.
The survey asked respondents to choose from among six possible actions for reducing visual impact and invited respondents to offer their own suggestions as well.
Of the six possibilities that were offered, landscaping was the first choice of most respondents, followed by a combination of berming and tree planting, then parking equipment out-of-sight after hours.
The removal of waste rock to improve appearance (which would be an enormous, noisy and expensive effort itself) was selected by only 10 of the 33 respondents. Improving the buildings on the property was selected by only six.8
8 All of the quarry’s derelict buildings have now been removed and no buildings remain. One storage trailer is parked at the back of the property where it is visible to only one residence.
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THE COMMITTEE’S CONCLUSIONS AND RECOMMENDATIONS
1. The committee agrees with the suggestion that restricting hours of operations is the best means of dealing with noise and we recommend that the hours in which heavy equipment is allowed to operate be restricted to the hours of 8:00 a.m. to 5:00 p.m. weekdays with no operations on weekends or statutory holidays. This restrictions refers to drilling and blasting, hydraulic hammers, excavator operations and crushing. It does not apply to other quarry activities, including sales.
This appears to be the best possible compromise in that it would allow residents complete peace and quiet in the early hours, in the evenings and on weekends, and at the same time allow the quarry to operate a normal 40-hour workweek. The alternative of prohibiting certain types of equipment or certain methods doesn’t seem feasible or enforceable, and doing so might endanger the economics of the operation.
This is the committee’s most important recommendation but, according to MNR aggregate technician Justin Bryant, it cannot be implemented through the official site plan. It is therefore proposed that Minden Hills council be requested to amend existing quarry noise by-law #2007-23 accordingly. The new by-law could be designed to provide some type of exemption for quarries located where noise is not an issue.
2. Landscaping was the number one remedial action named by respondents to improve the quarry’s appearance. Landscaping the McBain quarry is a particular challenge, given its lack of a natural buffer along the highway, the small area to work with and the height of the hill that is being exposed to view. Quarry site plans are meant to deal with progressive rehabilitation both before and after extraction. The Ministry of Natural Resources has taken upon itself the task of preparing the official site plan for the McBain quarry.
The committee recommends that MNR be requested to include a landscape plan as a part of the quarry’s official site plan that deals with its visual appearance. This plan should also address some of the past complaints of unsightly derelict buildings and broken-down equipment left in plain view.
3. Drilling & blasting operations were ranked as the number one noisemakers in the past and the lack of adequate warning as an aggravating factor. The committee recommends that the official site plan contain a provision requiring proper notice of blasting operations to all residents within 500 metres of the blast. The exact wording of how this should be done can be left to MNR who is preparing the plan, and the committee sees no reason why this couldn’t be done by automated telephone message or other electronic means.
Blasting is not an issue presently due to the quarry’s current use of low-intensity methods. The site plan could be worded in such a way so as to require this for high-intensity blasting methods only
4. Back-up beepers were cited as an irritant by two thirds of respondents in the 500-metre zone, one third in the 500-100-metre zone and one fifth in the one-kilometre-plus zone. The committee recommends that McBain Quarries be asked to install low-intensity beepers on their equipment, such as the one presently on their CAT front-end loader.
Back-up beepers are required by Ministry of Labour regulations but there are different intensities of beepers allowed. It’s important that workers can hear the beepers but it isn’t necessary that they be so piercing as to be irritating inside a resident’s home, or heard as far away as the other side of the lake.
______Peter Hynard Kathie Porter
______Norma Sexsmith Estella Burch
Page 10 of 108 Township of Minden Hills Accounts Payable Recap Thursday, October 13, 2011
Accounts Payable Listing: Beginning Ending Cheque# Cheque# General Fund 23255 23319 $ 98,472.80 Total Cheques $ 98,472.80
Preauthorized Payment - Telizon Month: to October 12, 2011 $ 1,864.38 Preauthorized Payment - Hydro Month: to September 30, 2011 $ 17,534.38
Direct Deposit - Payroll PP#20 Hourly & Salary $ 57,250.32
Total $ 175,121.88
The Treasurer is authorized to pay the above noted accounts.
CAO, Gerry Morrison Reeve, Barb Reid
Page 11 of 108 Road Report September/2011
Maintenance Activities Culverts- 2 culverts replaced Osprey Road and Sawyers Road. Grading- All roads being graded in rotation. Cold Patching- Cold patching of roads is ongoing. Brushing- NA Ditching Started Boundary Road Mowing- Mowing on Township roads completed August 2nd. Dust Control- Completed- Water truck being used on small less traveled roads. Surface Treatment- Completed July 28th. Gravel Resurfacing- NA Sweeping- All roads completed by June 7th Snow plowing- NA Sanding- Filled all sand domes, completed August 23rd. Hauling Snow- NA Road Patrol- As required
Construction Newcastle Street - Newcastle Street construction started September 6th. Bridge construction- Clergy House and Francis bridges finished July 7th . Surface Treatment- Orde Street and single surface treatments completed July 28th
Page 12 of 108 Roads Superintendent Memorandum
To: Council
From: Kevin Hill, CRS-S, Roads Superintendent
Date: October 10, 2011
Re: Sale Tender closed September 29, 2011 – 1999 Tandem 2600 International Truck, complete with Plow and Sander
For your information, the Municipality has received the following submissions in regards to the above noted tender:
Hawk River Construction $24,100.00
Don Cordingley Gradall Rental Ltd. $21,500.00
Thomas Contracting $18,300.00
Kathy Anderson $4117.00
Representatives for Don Cordinglly and Hewitt Construction, Shannon Prentice and I have reviewed the submissions and pursuant to Council policy, recommend the following;
RECOMMENDATION
That Council award the Sale of the 1999 Tandem 2600 International Truck, complete with Plow and Sander to Hawk River Construction in the amount of $24,100.00 payable to the Township of Minden Hills by certified cheque.
Respectfully submitted
Kevin Hill, CRS-S Roads Superintendent
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THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS COMMUNITY ENGAGEMENT COMMITTEE MEETING MINUTES
Monday, Sept. 12, 2011 at 11:30 am Minden Hills Municipal Council Chambers
Present: Councillor Brigitte Gall, Chair Jeanne Anthon Sally Moore Kate Hall Heather Ross
Guests: Cammy George
CALL TO ORDER: The Chair welcomed everyone and called the meeting to order. Ross agreed to take minutes
1. Approval of Agenda: Motion M/S Hall/Ross
2. Approval of Minutes: Motion: M/S Ross/Hall
3. Identify any Pecuniary Interest: None declared
4. Notice board Cammy George discussed work that she has previously undertaken regarding community notice boards. She noted that the board in Coboconk is excellent, informative and full of community events information. The Dysart board asks that community groups provide a month’s notice requesting space, and that the community group prepares and mounts the sign. The Minden sign which is near the entrance to Home Hardware on Bobcaygeon Rd. is small, with only 4 groups able to use it at one time. There is greater demand and Parks and Recreation must refuse some requests. Parks and Rec do not put up the information. Letters are provided. If specific letters are missing the advertising group must pick them up from County Signs. The sign at the information centre on Highway 35 is too static and rented by primarily out of community businesses.
Additional locations for the notice board were discussed including municipal land backing the Tim Horton’s drive through, Water Street, Bobcaygeon Road, Riverwalk close to the downtown area or to the bridge, municipal land to the right of the Post Office. It was noted that there is no consistency in municipal signage in terms of branding. Consideration was also given to management of the notice boards with preference for having such management not done by the municipal staff.
Community Engagement, Sept. 12, 2011 Page 1
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Actions: Brigitte will explore getting the planning, economic development and CEC together to begin to look at consistency in signage and possibly a community brand. Brigitte will gather information on how the Dysart notice board is managed Brigitte will inform the Post Office of the notice board discussions Jeanne will review the history of the Home Hardware sign Cammy will look into a broad cost estimate for the notice board Cammy will identify the municipal property line at the Post Office and Tim Hortons
Motion: M/S Hall/Moore that Cammy George become a member of the CEC
5. Municipal advertising fee The cost of a half page ad in the County Voice is $350. The Voice can do the lay out and will guarantee the same place in the paper each time. Several suggestions for sharing the costs were made including asking for a quarter page, sharing the space with other Townships or with other Minden Hills committees or sharing the cost with Minden Hills businesses. It was felt that there might be a role for the BIA.
Action: Brigitte will follow-up with the BIA.
6. Ask CEC email address It was felt that the best strategy would be to have a CEC email address which could be monitored by all committee members.
Motion: M/S Hall/Ross that the email address be askcecminden@either gmail or hotmail or yahoo.ca (preferred)
7. OP meeting Sept. 20 All information concerning the Official Plan must go through the department head. Given the lack of personnel in the planning department it was felt that the CEC could not act to advertise the meeting. However committee members, through their own email lists, could provide information on this meeting.
The relationship between CEC and senior staff is not clear. How does CEC work with staff to effectively carry out its Terms of Reference? CEC suspects that this question is or will be faced by other committees.
Action: Sally with Kate’s assistance will draft a memo to the Reeve, CAO, cc to council, acknowledging the municipality’s communications challenges due to under-staffing and request a strategy so that committees can be more effective.
Community Engagement, Sept. 12, 2011 Page 2
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8. Website up-date Motion: M/S Hall/Ross that the discussion go off record.
Motion: M/S Moore/Hall that a small, focused report on web-based communications and accessibility be presented to the Council in closed session.
9. Recommendations for Sept.29th Council package a) TOR. Version 4 has been accepted by the CEC and will be presented to Council for approval. b) Locations for public Notice Boards. (see item 4) c) Selection of Good Neighbour award committee. The selection committee will include a seasonal resident, a permanent resident, a representative from the Service community, from newspapers, from Council. The award will be presented at the Christmas party.
Action: Committee members will email Brigitte with suggestions for persons to sit on the selection committee to choose the Good Neighbour.
10. Adjournment: Moved by Hall
Next Meeting Date: Oct 3, 11:00 am
Community Engagement, Sept. 12, 2011 Page 3
Page 16 of 108 TERMS OF REFERENCE TOWNSHIP OF MINDEN HILLS COMMUNITY ENGAGEMENT COMMITTEE
DRAFT V.4
1. Purpose
The purpose of the Community Engagement Advisory Committee is to connect and engage the residents of the Township of Minden Hills with their community and with the government process. The committee will work actively to formulate and recommend opportunities to enhance inclusiveness, embrace diversity, and to build a culture of engagement between the Township and the citizens of Minden Hills. This will be accomplished by creating opportunities for understanding, discussion, community building and celebration. As ambassadors, committee members will support and promote a sense of belonging for every Minden Hills resident.
2. Mandate
The Community Engagement Committee shall report to the Municipal Council through the Committee of the Whole. Committee members shall work at all times using the following principles of engagement: openness, transparency, inclusivity and collaboration. The Community Engagement Committee shall be responsible for the following:
a) When asked or requested, the Community Engagement Committee will provide advice on policy and practices relating to inclusiveness and community building. The Committee will strive to ensure that the contributions, interests, and needs of residents are reflected in the Township’s operations and service delivery;
b) To provide opportunities to engage community residents in discussion on current issues in their Wards, and how the Township may be able to respond or to assist in addressing these concerns;
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c) To act as a resource to and/or work in collaboration with other Municipal advisory/working groups;
d) Develop a proposed community engagement framework that;
Has a common definition of engagement which builds on current strengths and best practices Respects and represents the community culture Involves community dialogue and input Includes a policy on Community Engagement Includes best practices and policies from other municipalities
The Community Engagement Committee may make recommendations to Council about funding, however, neither the Chair nor any member of the Community Engagement Advisory Committee will commit any funds or resources (including in-kind resources) on behalf of the Township. Neither the Chair, Vice-Chair, nor any member of the Community Engagement Advisory Committee will speak on behalf of the Council.
3. Meetings/ Timelines
The Committee will meet a minimum of four times per year. Regular scheduled meetings will be determined with the committee availability and needs as required.
4. Reporting Relationship
A member of the committee will be chosen by the committee to take the minutes of each meeting. The Department Head and the Chair will review the minutes provided by the Secretary. After the Chair, the Department Head, and the Secretary have agreed that the minutes are faithful to the discussion in the meeting, the minutes will be forwarded to the committee for adopting. Once the
Page 18 of 108 minutes have been adopted by the Committee, they will be forwarded to the Deputy Clerk for inclusion in the Council package.
Agendas for meetings will be prepared by the Chair and the Department Head and forwarded to the committee and to the Deputy Clerk for posting online.
The committee is an advisory body to Council. Recommendations requiring implementation, expenditures, reports or Department Head actions must first be considered by Department Head and/or Council. Council may ask the committee to review and report on matters pertaining to the committee’s mandate. The committee will report to council through the Chair, and accompanying reports from the Department Head if required.
5. Reporting to Council
The Community Engagement Advisory Committee will report to the Council through the Chair.
Minutes including actions and recommendations of the committee are copied to council for consideration. With no objections, those minutes are passed and carried.
6. Committee Composition
The Community Engagement Advisory Committee shall be comprised of residents of the Township of Minden Hills. It is preferable that appointments will run concurrent with the term of Council (From the date of formalization of committees of Council, to November 30th, 2014.) Members will be expected to attend scheduled meetings and notify the Chair of absences. In the event that participation is limited, resignation and reappointment may be required.
Advisory Committee meetings must follow the same procedure as meetings of council. All meetings are open to the public unless there is a need to meet in closed session as set out in the Township’s Procedural By-law.
Page 19 of 108 Resource members, The Reeve, and others may participate in the meeting subject to conflict of interest rules as non-voting participants in the discussion.
If a member of the public wishes to speak to the Committee, they can request to be added to the agenda as a delegation.
7. Sub-committees
From time-to-time, the Community Engagement Advisory Committee may establish Work Groups or Sub-committees to support or complete a specific scope of work related to the Committee’s mandate. Members of the Work Group or Sub-committee will be selected through a call for Expressions of Interest. All Work Groups and Sub-committees are accountable to the Community Engagement Advisory Committee and will bring their discussion or action items back to the committee. A member of the Community Engagement Advisory Committee will Chair the Work Group or Sub- committee.
8. Quorum
“Quorum” – is 50% of membership participation plus one. The Chair will make every effort to ensure that agreement is reached through active participation.
9. Role of the Chair
Chair and Department Head will prepare the agenda and make this available to the Committee. Committee members may make recommendations and comment on the agenda.
As well, the Chair is responsible for the following:
1) Reviewing and approving all minutes and documents before distribution to Community Engagement Advisory Committee members.
Page 20 of 108 2) Ensuring the goals, objectives and outcomes for the Community Engagement Advisory Committee are clearly defined and that their achievement is well documented. 3) Chairing the meetings.
The role of the Vice-Chair will be to fill in for the Chair in the event that the Chair is not available to attend a meeting. The Vice-Chair position will be selected from within the committee. Should there be a change in the Vice-Chair, every effort will be made to fill the position from within the Community Engagement Committee. If members of the committee are not interested in filling the vacancy, a call for Expressions of Interest will be advertised. The committee will review applications, and once they have determined which of the application(s) they would like to accept, a recommendation is made to Council. Council will discuss potential appointments before adopting the recommendation of the Committee.
10. Role of designated Department Head
The Department Head shall provide advice and recommendations to the Committee. As well, the Department Head will provide budgetary or contractual information, which the CEC may require in order to bring fully informed recommendations to Council.
11. Role of Advisory Committee Members
Members of all Advisory Committees of Council must be residents of the Township of Minden Hills.
Members are selected on the basis of their experience, knowledge, interest, and ability to support the mandate of the Committee. If a Committee member is unable to attend three consecutive meetings without first having a discussion and acknowledgement of the Chair, the member shall be asked to step down from the Advisory Committee and
Page 21 of 108 allow another member of our community the opportunity to fill this position.
Members are subject to the provisions of the Municipal Conflict of Interest Act and shall declare any direct or indirect pecuniary interest in a matter before the Committee. If the member has direct or indirect interest in a matter to be identified on the agenda, they are obliged to refrain from participating in any discussion or voting on that matter.
Committee members are responsible for reviewing minutes and discussions for meetings they were unable to attend.
12. Role of Resource Members
A Resource member of the Committee is entitled to participate in the meeting subject to conflict of interest rules. This person of expertise, preferably from within the community, will be called upon to enhance discussion and content; to educate and inform the Committee; and to share best practises; however, they are not entitled to vote on any of the matters being discussed.
Length of membership may be for the full term of Council, or may only be until the specific project is completed.
13. Letters of Agreement & Memo’s of Understanding
Should the Community Engagement Committee need to draft a Letter of Agreement or Memo of Understanding with a service provider, these drafts will be forwarded to Council for approval. All Letters of Agreement and Memo’s of Understanding will be reviewed annually by the Committee. Any subsequent changes or recommendations will be presented to Council for consideration and adoption.
14. Terms of Reference
The Terms of Reference will be reviewed annually at the beginning of each calendar year. The Committee may make changes and recommendations
Page 22 of 108 to the Terms of Reference. Changes and recommendations will be forwarded to Council for consideration. If there are no objections from Council regarding the proposed changes, the most recent Terms of Reference will be adopted by council and supersede the former Terms of Reference for the Committee. Adoption and date of adoption by Council will be noted on the last page of the Terms of Reference so that there is a record of evolution.
15. Township Resources
The Community Engagement Committee will be supported in its mandate with the appropriate Township resources.
Date:______
Chair:______
Signature:______
Department Head:______
Signature:______
Adopted by Council on:______
Page 23 of 108 COMMUNITY ENGAGEMENT COMMITTEE Council Meeting of September 29th, 2001
To: Members of Council and Staff
Re: Appointment of Cammy George to Committee; Public Notice Board update; ‘Ask CEC @’ alternative website address; Website Report; Council; Terms of Reference
On Monday, September 12th, the Community Engagement Committee met and made the following recommendations:
1. That the nomination of Cammy George as a member of the Community Engagement Committee be approved by council.
2. The discussion regarding the public notice board location(s) and branding/look of the boards expanded – identifying more than one location, as well as potentially two different notice boards. The CEC will extend an invitation to the chair of the Economic Development committee, and chair of the Planning Committee to have a larger conversation regarding the above.
3. Social Media and Electronic Media used by other municipalities with a Social Media Policy in place, allows municipal staff and council the opportunity to share information and notices with constituents. Since the township does not yet have that policy in place, it was felt that the best strategy would be to have a CEC email address which could be monitored by all committee members - rather than requiring staff (municipal and county) time.
4. Report to Council from CEC for Close Session Re: Website.
5. Draft 4 of the Community Engagement Committee Terms of Reference submitted to council for consideration.
RECOMMENDATIONS:
1. That the nomination of Cammy George as a member of the Community Engagement Committee, be approved by council.
2. That council approves a non-municipal email address, which will be accessed by all members of the CEC with regard to the ‘Ask CEC’ column approved by council for The Minden Times. That the email address be askcecminden@either gmail or hotmail or yahoo.ca (preferred).
Page 24 of 108
3. That the Terms of Reference for the Community Engagement Committee be approved and adopted by council.
Respectfully submitted,
Brigitte Gall Chair CEC
Page 25 of 108 TOWNSHIP OF MINDEN HILLS
(EXCERPTS) DEPARTMENT HEAD MEETING MINUTES
Wednesday, October 5th, 2011 – Municipal Boardroom 9:15 a.m.
DELEGATION: Councillor Brigitte Gall
Councillor Gall thanked Department Heads for inviting her to speak to the recommendations of the Community Engagement Committee: b) That council approves a non-municipal email address, which will be accessed by all members of the CEC with regard to the ‘Ask CEC’ column approved by council for The Minden Times. That the email address be askcecminden@either gmail or hotmail or yahoo.ca (preferred).
Councillor Gall described the method in how the committee wanted the public to be able to email them and ask a question. The answer would then be placed in a specific column, secured with the local newspaper. For instance, each department head was asked for their top 10 most recent questions. These could be used to start the column. The committee decided that they would use the expertise of the respective department head. The top 10 questions as noted above would be in the “hopper” of questions to be used first; then as questions came in, they would be vetted to the appropriate department head for the answer. A respectable amount of turn-around time would be anticipated. There is no expectation of a fee or cost to the committee or Township; this has been arranged with the local newspaper.
It was stated that there should be no additional work placed on staff while staff is not at full complement. When staff are at full complement, advisory committee members will be amazed at what staff can do for them.
Rick expressed concern that the correct information be placed in the newspaper correctly, and subsequently on the website, if council approves. Everyone appreciates where the committee is coming from, but any article in the newspaper is bound to generate more communication to the Township office and more work for staff. More information on the website will cause more work for staff. If an item is going in to the newspaper, department heads must be made aware first so they are not blind-sided. It was noted that many of the questions are already dealt with in the Township’s Newsletters that go out twice a year in the tax bills.
Currently, all information that goes on the Township website comes through, or receives approval, of the respective department head. Everything is funnelled through one staff member to go onto the website, and that staff person is not currently doing that sole job at the moment; she is juggling other positions. Again, it was stated, no new projects should be undertaken until the Township staff is at full complement. Councillor Gall advised she would check with the other Townships in the county to determine how they dealt with the information going onto their respective websites.
The CAO stated that any questions to do with the election should not be dealt with by a councillor/candidate/potential candidate – only through the Clerk of the Township.
Page 26 of 108
Councillor Gall offered to obtain copies of Social Media Policies and provide them to department heads for discussion. She stated that the committee never expected to create more work for staff; they just feel that this column is another way to get the word out to the ratepayers. c) That the Terms of Reference for the Community Engagement Committee be approved and adopted by council.
Department Heads have no concern with the Terms of Reference for the Community Engagement Committee.
Page 27 of 108 TOWNSHIP OF MINDEN HILLS
(EXCERPT) DEPARTMENT HEAD MEETING MINUTES
Wednesday, October 5th, 2011 – Municipal Boardroom 9:15 a.m.
a) That the nomination of Cammy George as a member of the Community Engagement Committee be approved by council.
It is acknowledged that under the Terms of Reference for each advisory committee there is an expectation that each committee would have a manager attend a reasonable amount of meetings, as a resource person. With this said, discussion ensued regarding other staff sitting on committees, as volunteer members, during Township business hours. Concern was raised that if one staff person is allowed to sit on a volunteer committee during business hours that this would open the doors to others wishing to do so as well. It was felt that non-managerial staff should be allowed to volunteer on any committee during their own time and not during Township business hours. Staff are not being paid by the ratepayers to sit as volunteers on committees during Township business hours when they are expected to be available to the ratepayers during those hours in their respective departments.
(Draft) October 5, 2011 Dept. Head Meeting Minutes Page 1
Page 28 of 108 Museums and Technology Fund 2011 Grant Agreement between The Township of Minden Hills and The Township of Algonquin Highlands and The Municipality of Dysart et al. and The Wilberforce Heritage Guild 1991 Preamble
The Ontario Ministry of Culture’s Museums and Technology Fund invests in innovative projects and partnerships that enable collections-based arts and heritage organizations to use digital technology to support community economic development, education and life-long learning.
The Program Objectives are to:
Provide citizens with access to the diversity and richness of Ontario’s heritage and its history. Maximize the role of collections-based arts and heritage organizations in stimulating cultural tourism, community economic development and municipal cultural planning. Encourage innovative museum partnerships and models that support education, life-long learning and new audience development.
The Township of Minden Hills applied for and received a grant of $49,200 on behalf of the following partners:
The Minden Hills Cultural Centre, a department of the Township of Minden Hills The Stanhope Heritage & Discovery Museum, of the Township of Algonquin Highlands The Dorset Heritage Museum, of the Township of Algonquin Highlands The Haliburton Highlands Museum, of the Municipality of Dysart et al. The Wilberforce Red Cross Outpost Historic House Museum, operated by the Wilberforce Heritage Guild 1991
This grant represents 80% of the project expenditure with an input of 10% cash and up to 10% in kind expense required by the parties.
Terms of Agreement
A general allocation of the project expenditures and required inputs by the partners is detailed on the attached Budget, which forms part of this agreement. The Township of Minden Hills will maintain a record of expenses incurred on behalf of the partners and report as requested during the project on the expenditures made on behalf of the partners. This Budget expenditure allocation may be revised during the course of the project in consultation with the partners, based on actual work produced for each partner or capital assets purchased.
Each party to the agreement will purchase the capital assets through their own organizations for ownership and licensing purposes. If these purchases represent more or less than the 10% cash input required, an equalization payment will be made between the parties. Page 1 of 3
Page 29 of 108
The Museum & Technology Coordinator assigned to execute the project will be an employee of the Township of Minden Hills, working under the supervision of the Director of the Minden Hills Cultural Centre in compliance with the budgeted hours and workplan assignment agreed to between the partners. The Assistant to the Museum & Technology Project Coordinator will also be an employee of the Township of Minden Hills.
The project partners will provide adequate workspace and a work environment in compliance with the Occupational Health & Safety Act, as well as administrative support and consultation time, as part of the partners’ in kind contribution.
All work product produced for the partners by the Museum & Technology Coordinator and the Assistant will belong to the respective partners, and the Township of Minden Hills will not claim ownership nor copyright of these works.
The partners will report as requested to the Township of Minden Hills in order for the Township to fulfill its obligations under the terms of the funding agreement with the Ministry of Culture.
Township of Minden Hills
______Signature Name Date
______Signature Name Date
Township of Algonquin Highlands
______Signature Name Date
______Signature Name Date
Municipality of Dysart, et al
______Signature Name Date
______Signature Name Date
Page 2 of 3
Page 30 of 108 The Wilberforce Heritage Guild 1991
______Signature Name Date
______Signature Name Date
Page 3 of 3
Page 31 of 108 MINUTES MINDEN HILLS MUSEUM September 23rd, 2011 at 10am Rotary Room
In attendance Chair: Cheryl Murdoch Ken Redpath, Staff: Caroline McLachlan Darling, Absent: Laurie Carmount, Lisa Schell
Approval of Minutes: Motioned by Ken, seconded by Cheryl. Approval of Agenda: Motioned by Cheryl seconded by Ken
Accept Public Members: Recommends Council accept the placement of Reg Holloway, Joe Smith, Pat Campbell for the volunteer position of Public members for the Minden Hills Advisory Committee. Motioned by Ken Seconded by Cheryl
CMOG (Community Museum Operating Grant) Update: This funding is in addition to the budget set by council.it is the understanding of the committee that the Museums Budget will be kept the same.
Approval to share policies with other museums and cultural institutions, Motioned by Ken, seconded by Cheryl
Proposed CMOG Projects: Curator will look into costs for the proposed projects and will report on then for next meeting.
Hiring of additional Summer Students: This is thought to be a good ideas as long as it doesn’t increase the museums budget.
Community Memories Virtual Exhibit Launch takes place on October 1st at 11 am.
Community Memories additional funding Propose to roll the remaining funds from the Community Memories grant into next year’s budget for the creation of a traveling Exhibit. Motioned by Ken, seconded by Cheryl.
No Other Business
Next Meeting October 14th 10:15 am in the Rotary Room
Adjournment: Motion to adjourn made by Cheryl, Seconded by Ken.
Meeting was adjourned at 10:30
1
Page 32 of 108 MINUTES MINDEN HILLS MUSEUM September 9th, 2011 10am Rotary Room
In attendance Chair: Cheryl Murdoch Ken Redpath, Lisa Schell Staff: Caroline McLachlan Darling, Absent: Laurie Carmount
Approval of Minutes: Motioned by Lisa, seconded by Ken. Approval of Agenda: Motioned by Ken seconded by Lisa
Curators Report: Discussion about the CMOG progress: The curator recently received a response from the CMOG advisor that process is taking a while and not to despair. Comments about the 3% wage increase: The issues currently rest in acting director’s hands.
Review of Letters of Interest: No new letters, discuss additional places to advertise to locals, and actively attempt to enlist individuals on additional committees.
Other Business: Programming spending: The Advisory Committee directs the curator to spend any remaining programming funds, but not to go over the budgeted amount, according to the Programming Projects sheet. Change in meeting time: Ken recommended that for future meetings we meet at 10:15 to allow the library to open without individuals having to stand outside and wait, or to appear to be let in early.
Next Meeting will be called at the discretion of the Chair.
Adjournment: Motion to adjourn made by Lisa, Seconded by Ken.
Meeting was adjourned at 10:30
1
Page 33 of 108 Proposed Expenses for the Community Museum Operating Grant (CMOG)
The projects I would like to fulfill with the additional funding received from the CMOG are:
1) Proper climate control both in temperature and humidity for the museum’s collections building;
2) Installation of barriers in the display buildings (while we have some funds set aside for this this year we may not be able to afford them all in this year’s budget).
3) Additional repair work to the foundations of Bowron House,
4) Creation of a traveling exhibit about the history of logging in Haliburton County.
5) To hire four summer students to attract and engage with visitors to the museum.
All of these projects are long overdue from the museum’s perspective which, until now, we have not had the funding to complete them.
Hiring additional students will not only provide additional jobs in the community but there are a variety of summer employment grants that apply to us. Their presence will create a more engaging and interactive experience for visitors to the museum within the summer months.
Page 34 of 108 Community Memories Grant Rollover
In 2011 we received a $5000 grant for the Creation of the Communities Memories Exhibit entitled “For King and County: Soldiers of the Haliburton Highlands”. Of the $5000, approximately $2000 of this was spent on 80 hours for the creation of the exhibit. I am recommending that the remainder be rolled into next year’s programming budget. This will help fund the creation of a traveling exhibit for the museum. It is hoped that the museum will also qualify for a grant to assist with the travelling exhibit.
Page 35 of 108 THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS
Summary of Fire Calls for September 2011
DATE CALL # PLACE INCIDENT TOWNSHIP FIREFIGHTERS HOURS
Sept 1/11 11-171 Hwy 118 MVA Hindon 3 2 Sept 2/11 11-172 Spar Lake Medical Lutterworth 5 1.5 Sept 2/11 11-173 Witts End Trail Medical Minden 4 1 Sept 3/11 11-174 Leisure Lane Canc. On Route Stanhope 8 1 Sept 4/11 11-175 Mountain St Canc. On Route Dysart 11 1 Sept 5/11 11-176 Hwy 35 & Fairfield MVA Minden 8 1 Sept 7/11 11-177 Witts End Trail Medical Minden 4 1 Sept 8/11 11-178 Cty Rd 21 Medical Lutterworth 3 1 Sept 11/11 11-179 Iroquois Medical Lutterworth 5 1 Sept 12/11 11-180 Fortunes Trail False Alarm Stanhope 5 1 Sept 13/11 11-181 Country Lane Smoke Odour Lutterworth 7 1 Sept 13/11 11-182 Hospital Medical Anson 4 4 Sept 16/11 11-183 Hospital Medical Anson 4 1 Sept 20/11 11-184 Invergordon Ave Medical Minden 4 1 Sept 20/11 11-185 Tiffany Lane Medical Anson 4 1 Sept 20/11 11-186 Milburn Rd Medical Snowdon 4 1 Sept 22/11 11-187 Floralan Medical Minden 3 1 Sept 22/11 11-188 McPherson False Alarm Anson 5 1 Sept 23/11 11-189 Hwy 503 MVA Snowdon 6 2 Sept 26/11 11-190 Whippoorwill Rd Medical Hindon 4 1 Sept 27/11 11-191 Cty Rd 503 & Bacon Rd MVA Snowdon 6 1
Summary of Calls September 2011 Summary of Calls September 2010
F - Fires F - Fires 5 GBF - Grass/Brush Fires GBF - Grass/Brush Fires 0 O - Other Calls 1 O - Other Calls 2 MVA 4 MVA 3 M - Medical 12 M - Medical 5 FA - False Alarms 4 FA - False Alarms 2
Total 21 Total 17
Year-to-Date Summary Year-to-Date Comparison for 2010
F - Fires 16 F - Fires 22 GBF - Grass/Brush Fires 5 GBF - Grass/Brush Fires 14 O - Other 23 O - Other 9 MVA 30 MVA 21 M - Medical 101 M - Medical 85 FA - False Alarms 16 FA - False Alarms 9
Total 191 Total 160 Fire Permits Issued: 3
Page 36 of 108 Township of Minden Hills Bylaw Occurrence Report
Month of: SEPTEMBER 2011
Type of Occurrence Location Action Required Result Year Opened File No Dogs: Dog Running At Large Duck Lk Rd Letter Open 2011 GC-50-11 Owners located in Picked up - full of conjunction with Dogs Running At Large Mountain Lake quills Minden Vets 2011 Relocated to new Dog Running At Large Bobcaygeon Rd Taken Home home 2011
Property Standards: Open-Cleaning Up - Property Standards Salerno Lk Rd Site, Letter Owner ill. CARRIED FROM 2007 PS-01-11 Property Standards Newcastle Str Site, Letter Open - Cleaning Up CARRIED FROM 2009 PS-02-11 Property Standards Gelert Rd Site, Pics, Letter Open - Cleaning Up CARRIED FROM 2010 PS-03-11 Property Standards Otter Lk Rd Site Open - Legal Pending CARRIED FROM 2010 PS-04-11 Property Standards Green Gables Rd Open CARRIED FROM 2010 PS-05-11 Property Standards Lutterworth Pines Site, Pics, Letter Open 2011 PS-06-11 Property Standards Horseshoe Lk Rd Site, Pics, Letter Open 2011 PS-07-11 Property Standards St Germaine Str Site, Owner Open 2011 PS-08-11 Property Standards Main Str Site, Letter Open 2011 PS-09-11 Property Standards Water Str Site Open 2011 PS-10-11
Page 37 of 108 Property Standards Duck Lk Rd Site, Letter Open 2011 PS-11-11 Property Standards Prince St Site, Letter Closed 2011 PS-12-11 Property Standards Newcastle Str Site Open 2011 PS-13-11 Property Standards Elm Rd Site Open 2011 PS-14-11
Noise: Noise Gelert Rd Letter Closed 2011 GC-47-11 SEPTEMBER, CONT'D Type of Occurrence Location Action Required Result Year Opened File No Building No Permit:
Building No Permit Hwy 35 Site, Letter Owner working with CBO CARRIED FROM 2009 GC-03-09 Open - Order Issued - Building No Permit Lilypad Trl Rezng App Rcvd CARRIED FROM 2010 GC-47-10 Building No Permit Gelert Road Site, Letter Open CARRIED FROM 2010 GC-53-10 Building No Permit Swinson Rd Site Open CARRIED FROM 2010 GC-60-10 Building No Permit Hwy 21 Site, Letter Closed 2011 GC-01-11 Building No Permit Wessell Rd Site, Letter Closed 2011 GC-17-11 Building No Permit Line Dr. Rd Site Closed 2011 GC-23-11 Building No Permit Keewaydin Rd Site, Letter Closed 2011 GC-26-11 Building No Permit Milburn Rd Site, Letter Closed 2011 GC-27-11 Building No Permit Rugged Ln Open 2011 GC-31-11 Building No Permit Bingo Ln Site, Letter Open 2011 GC-39-11 Building No Permit Claude Brown Rd Site, Letter Open 2011 GC-41-11 Building No Permit Claude Brown Rd Site Open 2011 GC-43-11 Building No Permit Sugar Island Site Closed 2011 GC-48-11 Building No Permit Cty Rd 21 Site Closed 2011 GC-58-11 Building No Permit Prudence Dr Site, Letter Closed 2011 GC-62-11 Building No Permit Mystic Ln Site, Letter Open 2011 GC-69-11 Page 38 of 108
Zoning: Landuse - Setbacks Mission Dr Site, Letter Open CARRIED FROM 2009 GC-22-09 Landuse - Fence Hgt St Germaine Str Site, Pics Open, Site, Letter CARRIED FROM 2010 GC-12-10 Landuse - Dock Peterson Rd Letter Closed CARRIED FROM 2010 GC-27-10 Landuse - Storage Booth Cres Closed CARRIED FROM 2010 GC-57-10 Landuse - Storage Booth Crescent Letter Closed CARRIED FROM 2010 GC-61-10 Fence/MV Compliance Green Gables Rd Open 2011 GC-19-11 Dock Issue Pleasant Pt Rd Open 2011 GC-28-11 Trailers Claude Brown Rd Site Open 2011 GC-42-11
SEPTEMBER, CONT'D Type of Occurrence Location Action Required Result Year Opened File No Zoning, CONT'D Dock on Twp Rd All. Deep Bay Rd Site Closed 2011 GC-46-11 Trailer Fleming Rd Site Open 2011 GC-56-11 Trailers Sharon Lk Dr Site Closed 2011 GC-59-11 Trailers Sharon Lk Dr Site Closed 2011 GC-60-11 Trailers Sharon Lk Dr Site Closed 2011 GC-61-11 Trailers Deep Bay Rd Site, Letter Open 2011 GC-65-11 Fence Issue Moore Lk Est Site Open 2011 GC-67-11 Site-MV being applied Fence Issue Pilgrim Ln for Open 2011 GC-68-11 Dock Issue Caravan Ln Site Open 2011 GC-70-11
Other: Skateboards Bobcaygeon Rd Open-Applied under MFIPPA CARRIED FROM 2010 GC-55-10 Dock Setbacks Moore Lk Est Site, Letter Open 2011 GC-57-11 Parking Main Street Site, Owner Closed 2011 GC-63-11 Blocking Water Access Maebar Road Site Closed 2011 GC-64-11 Squatter Behind Arena Site Closed 2011 GC-66-11
SEPTEMBER, CONT'D Page 39 of 108 Occurrence breakdown: No. Of Issues: Total Issues No. Of Type: This Month To Date O/s Issues: By-Laws: Dogs 2 34 1 - Property Standards 4 30 13 - Noise 0 4 0 - Bldg. No Permit 2 37 9 - Unsafe 0 6 0 - Zoning 4 33 10 - Other 3 19 2 Total 15 163 35
. Page 40 of 108
. Township of Minden Hills Bylaw Occurrence Report Page 41 of 108 Page 42 of 108 Page 43 of 108 THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS
(EXCERPT)…COUNCIL MEETING MINUTES
Thursday, September 29th, 2011 (Council Chambers)
Commencement: 9:00 a.m. Adjournment: 4:10 p.m.
6. Delegations
b) Ed Grant (Owner: Patricia McCarey-McInerney of 57 Invergordon Avenue, Minden) Mr.Grant thanked Council for allowing him to attend today. He advised Council members that the property in question has been in the McInerney family for over 64 years and during that time there have been dock(s) in front of the home. An old dilapidated dock had been removed as had the footings (recently). They were not aware of the dock policy (Policy #45) until they had put in new footings for a dock. Mr. Grant estimated he thought it has been about 20 years since the last dock was there in front of the property. Notices regarding the passing of Policy #45 had been hand delivered to the properties shortly after adopting. Mr. Grant, when asked, confirmed that he had not contacted the Department of Fisheries and Oceans regarding installation of the new footings.
Res. #11-314 Redpath – Murdoch Be it resolved that Council uphold Policy #45 and deny permission for placement of a dock on the Gull River across from #57 Invergordon Avenue, Minden, Ontario. Deferred to October Committee of the Whole for further discussion – obtain all reports.
Page 44 of 108 Page 45 of 108 September 28, 2011
Hi Laura:
Council should be made aware of Interim CBO’s recommendation (note: Red).
Thanks
Gerry M. Morrison, A.M.C.T. Chief Administrative Officer P.O. Box 359, 7 Milne Street Minden, Ontario K0M 2K0
-----Original Message----- From: Colin McKnight Sent: Monday, September 26, 2011 12:19 PM To: Gerry Morrison Subject: RE: Attached Image
Unfortunately that’s what I would say. If council wants to give him permission that’s up to them.
-----Original Message----- From: Gerry Morrison Sent: Monday, September 26, 2011 12:16 PM To: Colin McKnight Cc: Elinor Kernohan; Laura Cunliffe Subject: RE: Attached Image
Hi Colin/Elinor:
I stand corrected the dock was not there when the inventory was taken prior to Council passing the recent resolution/by-law not further docks are permitted from this day forward.
I take given the above "he is not permitted" to take out the old foundations/and replace them with new ones (as he is requesting). That is your stand. Please confirm.
Gerr
Elinor/Colin please both of you should be in attendance. One of you are to report this to Council prior to the meeting on Thursday. Thank you Gerr
Gerry M. Morrison, A.M.C.T. Chief Administrative Officer P.O. Box 359, 7 Milne Street Minden, Ontario K0M 2K0
-----Original Message----- From: Colin McKnight Sent: Monday, September 26, 2011 12:09 PM
Page 46 of 108 To: Gerry Morrison Subject: RE: Attached Image
Not really unless the dock was still in place, how long ago was the dock taken out?
Hi Colin,
Gerry would like know, if they have an existing foundation, from before that is still there - are they still not permitted to put another dock in?
-----Original Message----- From: Colin McKnight Sent: Monday, September 26, 2011 9:36 AM To: Vicki Bull Subject: RE: Attached Image
Basically unless they had a dock there and are replacing they would not be allowed as per Policy#45 dock policy.
Page 47 of 108 CORPORATION OF TIIE TO}YNSIilP OF IVIInIDEN IIILLS
Policy No.45
Being a Policy to establish the fees, costs and certain procedures for an application for use of original shore road allowances
\ilHEREAS, Council deems it expedient to amend a policy outlining the procedure and fees with respect to the use of original shore road allowance;
NOW THEREFORE, the Council of the Township of Minden Hills enacts as follows:
l. The Township will receive and consider applications for Licences of Occupation for a period of the current ownership.
2. Applications will be processed for docks in accordance with Township policy:
a) for docks on original shore road allowances that are not adjacent to the . applicant's property. (e.g. a road lies between the OSRA and the applicant's property or where an applicant has deeded açcess directly to said road which qualifies them pursuant to this poliÐ.
3. Application is submitted along with fee, to Planning Deparbnenl
(a) Application shall include a sketch or plan showing all buildings and encroachments on the original shore road allowance. (b) If the Applicant deems it necessary to use an agent a letter of authorization must be attached to the application.
4. The benefiting property should be directty across the road (i.e. located between the straight line projection of the side lot lines of the subject property or have deeded access per item 2 (a)), and the stnrcture must conform to applicable regulations.
5. Existing docks within the Village of Minden shall be allowed to remain at the discretion of the Township of Minden Hills \üith respect to the Riverwalk Project, and maintained to a minimum standard of safety.
6. A new dock shall not be located closer than 3 metres to the travelled portion of a Township Road, except on Twelve Mile Lake Road or similar roads where the required setback for new dock will be identiñed on a case-by-case basis by the Road Superintenden! but in no case shall be closer than I metre to the travelled portion of the travelled road.
Prepared Nov 2e{/,ffiåiåt'#i; *ffi"ti"1t?
Page 48 of 108 7. Privately owned docks will not be permitted on municipal lands designated as public p*k" or boat launches and no additional privately owned d9"k shall be þn"ittãO along the shore of the Gull River within the Village of Minden where ihe road lies between the private land and the water or where the OSRA is still owned by the MuniciPalitY
8. Written proof shall be provided naming the Township of Minden Hills as an additional insured on the liability insurance policy (an amount not less than $1,000,000.00.)
g. New docks are the only permitted structure, subject to this policy and the current comprehensive zoning bY-law.
10. Improvements to legally existing docks are limited to the sarne sizelsquare footage as the original dock, but not necessarily the same configuration, subject to appüðable regulations, i.e. comprehensivs Tsning by-laws and Ministry of Natural Resources if required-
11. Requests for renovation or replacement of stnrcture(s) where mgre than l0% of theàock is on the original road allowance leading to water, the dock must be re- located directly in front of the benefiting property and comply with all required setbacks or teceive Cormcil approval.
lZ. Applican(s) for all Licences of Occupation shall pay all costs as5ociated with legal worþ etc. in connection with the licence-
13. Comments may be requested from the Chief Building Official, Public Works Departnent and Director of Commrmity Services.
14. After completion of the staff review, the planning department will prepare the necessary agreement and forward to the Applicant(s) for signature.
15. A fee of $100.00 is due with the application
16. A report and an authori'ing byJaw will be prçared, together \¡viththeticence of Occupation agreement duly signed by the applicant(s)'and submitted to the Township of Minden Hills Council for consideralion.
17. One original copy of the agreement will be retr¡rned to the applicant upon receiving authorization by Council.
18. Policy no. 45 adopted on August 31,2006 is hereby rescinded in its entirety.
Draftl-PolicY45 Prepaed Nov 2g{/(Revised Feb 2748 andMa l8{8) ?age2of 7
Page 49 of 108 NOTE: REFUSAL TO SIGN AGRE,EMENT
Should the individual refr¡se to sign the licence of occupation agrsement after a dock has been erected, st¡fr shall issue a letter rcquesting removal of dock from any original road allowanoe or shore road allowance and, if required, pursue legal action.
Policy No. F-11 of the former Corporation of the Townships of Anson, Hindon and Minden is hereby repealed.
Adopted by Council t¡r" â'/*d"v of Hnr<¡ I zool.
Draftl-PolicY45 Prçarcd Nov 2g{t(Rsvised Feb 27{8 d ìla l8{8) Page 3 of7
Page 50 of 108 APPLICATION FOR USE OF ORIGINAL SHORE ROAD ALLOWAI\{CES Pursuant to Policy 45
A. Applicant(s) Name:
Address:
Phone:
B. Structure/Installatioir Nature of Instellation Existing/Proposed Sketch attached Location of Installation: Lot Conc. Ward - Parts Plan Roll # Civic Address:
We, the undersigned, hereby apply for permission to inst¿lVuse the dock described herein on the Oriqinal I¿keshore Road Allowance across the road from the lands described above-
We hereby underûake to enter into a licence of occupation agreement across the road and in front of Lot on which there has been/wíIl b€ constructed a with the Township of Minden Hills within sixty days of receip ofthe application.
Date:
Owner ûwner
Authorized Agent (please attach letter of authorization)
APPLICÁ.TION FEE: $ 100.00
Ihaftl-Policy45 Prepared Nov 29û7(Revised Feb 2748 andMr lE{8) Page 4 of7
Page 51 of 108 SAMPLE AGREEMENT ONLY
LICENCE AGREEMENT
BETIilEEN:
TITE CORPORATION OF TTIE TOWIYSHIP OF MIIYDEN HILLS
hereinafter called the "Licensor"
-and-
hereinafter called the "Licensee"
WHEREAS the Licensee is the registered o\ilner of Lot , Concession , of the geographic Township of now in the Township of Minden Hills, herein called the 'þrincipal property";
AI\D WEEREAS pursuant to section 26 and30 of the Municípal Act,S.O.200l, c.25, herein after called the "Act", there is vested in the Licensor that portion of the original shore road allowance across the road and in ftont of Lot_ , Concession , in the geographic Township of _ , no\il in the Township of Minden Hills, on which the "Licensee" proposes to construct a dock or repair an existing dock hereinafter referred to as the "improvemenf', owned by and shown on the measured drawing attached;
AND WIIEREAS the Licensor has agreed that the use, occupation and maintenance of the aforesaid improvements may continue in accordance with the terms of this agreement and that the Licensee may use that portion of the originat shore road allowance across the road and in front of Lot . Concession ______- of the geographic Township of _, no\ry' in the Township of Minden Hills, listed under property assessment roll number 46-16-???-000-?????-0000 only in conjunction \ilith said improvements;
NOW THEREFORE TIIIS AGREEMENT WITF¡"ESSETH in consideration of the premises, the parties hereto covenant and agree with each other as follows:
1. The Licensor hereby grants to the Licensee permission and authority to enter upon, use, occupy and maintain said Part of Lot , Concession , in the geographic Township of _ now in the Township of Minden Hills in conjunction with the aforesaid improvements.
2. This licence shall coûrmence on the date of execution thereof by the parties hereto and strall remain in effect until one or more of the following evenæ occ'r:
M l -Policy45 Prepared Nov 29-07(Revised Feb 27{8 and Mar tE{8) Page 5 of7
Page 52 of 108 (a) The Licensor terminates this licence in accordance with paragraph #a thereof; (b) The Licensee dispose by deed or otherwise, the principal property; (c) Upon the expiration of 20 years from the date ef rhis agreement; (d) The destruction by fire or removal otherwise of the said improvements.
1 Upon the termination of the licence for any reason whatsoever, the Licensee shall at his expense within ong (1) year remove the improvements and shall leave the original shore road allowance in a neat and tidy condition.
4. The Licensor may, notrvithstanding anything herein containd whenever it deems necessary or appropriate in the public interest to do so, terminate this licence upon six (6) months' written notice to the Licensee, by prepaid registered mail addressed to the address shown on the tax rolls of the-Licensor.
5. The Licensee acknowledge that the improvements, for the plqposes aforesaid, are at the will and at the pleasure of the Licensor, and no permanent rights of any kind whatsoever are conferred by this licence. In the event of termination of this licence, the Licensee shall not at any time make any claim or demands for compensation or reimbr¡rsement of any loss, costs or damages directly or indirectly attributable to such termination.
The Licensee hereby covenant to indemnit and save harrnless the Licensor from and againS any and all claims of loss, costs, damages and/or compensation which the Licensor may incur as ttre direct or indirect result of the pennission herein granted.
7. The Licensee shall provide proof in nnititrg that the Township of Minden Hills is included as an additional insr¡red on hiJtrer liability insurance policy.
8. The Licensee shall, at his expense, keep the said improvements in a clean and sanitary condition and in a good state of repair.
9. The Licensee shall not assign or transfer this licence, and in the event that the principal property is disposed of the Licensee shall forthwith notift the Licensor in writing.
10. The Licensor is tle owner of the portion of public highway hereby leased pursuant'to section 30 of the Municipal AcL 2001; has the power to lease same pursuantto sections I and ll.
Drafrl-Poliry45 Prepared Nov æ47(Revísed Feb 27-08 aûd Mar l8{8) Page 6 of7
Page 53 of 108 IN \MITIYESS IYIIEREOF the Licensor has hereunto affExed iæ seal duly attested by the hands of its proper officers on its behal{ and the Licensee have hereunto set their hands and seals.
DATED at this day of 2008.
(witness) Licensec
(wiûress) Licensee
DATED at Minden, Onta¡io this day of 2008.
TFIE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS
Jim McMahon, Reeve
Cheryl McCarroll, Clerk
(applicant name) (civic address) Roll #H6-16- -000- -0000
Drafr I -Polic, 45 Prçøed Nov 29fi(Rsvised Feb 27-08 dl,lrtE48) PageT of7
Page 54 of 108 Page 55 of 108 Page 56 of 108 Page 57 of 108 Building Report Sep-11 Residential Commercial No. Owners Name Conc. Lot ROLL NO. Location Type Fee Sq. Ft. Value Sq. Ft. Value Permit #
1 DONALDSON ALLAN 7 11 31-562 MCCRACKENS LN GARAGE $230.40 $25,000.00 11-177
2 LIPINSKI AUDRZY 9 9 32-301 TAYLOR RD DECK $100.00 $10,000.00 11-178
3 ACORN PAT 3 19 30-536 CTY RD 21 SFD RENO $960.00 1920 $60,000.00 11-179 BOATHOUSE 4 MURRAY KEN 6 31 31-45205 YUKON TRL REPAIRS $172.80 $5,000.00 11-180 MCMULKIN BOATHOUSE 5 MARGARET 7 18 51-849 HWY 35 REPAIRS $297.60 $40,000.00 11-181 SCREEN PORCH 6 PRZYBYLO JOE 3 21 51-316 TRIANGLE TRL & DECK $200.00 216 $15,000.00 11-182
7 LINNARD BYRAN 10 8 32-496 TOBOGGAN RD GARAGE $208.00 $ 10,000.00 11-183
8 LARSEN RANDY PLAN 147 13 52-051 SUGAL ISL DECK $200.00 $9,000.00 11-184
9 CAMPBELL JEFF A 9 33-325 WATER ST DEMO 4 CABINS $100.00 $1,000.00 11-185
10 WUNKER MARY LOU 6 18 51-69005 CLEAR LK RD SD ADD $100.00 154 $12,000.00 11-186 SCREEN PORCH 11 BEAMISH ROBIN 10 8 32-493 TWELVE MILE LK RD & 2 DECKS $300.00 469 $21,000.00 11-187
12 LAZOWSKI IRENEUSZ 6 22 41-502 MILBURN RD SD ADD & GAR $100.00 $60,000.00 11-188
13 MCLARTY/GRIFFIN 13 12 33-071 PETERSON RD DEMO EXSTG SD $100.00 $1,000.00 11-189 Page 58 of 108
14 MCLARTY/GRIFFIN 13 12 33-071 PETERSON RD SD WITH DECKS $924.00 960 $100,000.00 11-190
15 WALTER ANGELIKA 5 2 31-025 HWY 35 GARAGE $230.40 $30,000.00 11-191 BOATHOUSE 16 BRIGGS LORI 7 16 51-83310 BOB BEENEY LN REPAIRS $228.80 $10,000.00 11-192
17 KNECHTEL BRIAN 13 4 41-805 HAMILTON RD SFD WITH DECK $2,408.00 2760 $350,000.00 11-193
SFD - Single Family Dwelling COM - Commercial GRNHS - Greenhouse SD - Seasonal Dwelling DEMO - Demolision ACC - Accessory ADD - Addition WRK SHP - Work Shop STRG SHD - Storage Shed REN - Renovation FNDTN - Foundation 18 TAYLOR HEATHER 9 12 52-169 SERENITY LN GARAGE $336.00 $25,000.00 11-194 BOATHOUSE 19 HOOVER BOB 11 9 32-700 MOHICAN TRL REPAIRS $100.00 $5,000.00 11-195 SD ADD & 20 SECOR INGE 4 7 30-696 SUMMER LN PORCH $584.00 480 $50,000.00 11-196
21 PROCTOR ROB 8 15 32-229 JAMIESON DR SD ADD $536.00 672 $50,000.00 11-197
22 MURPHY LARRY 6 23 51-726 COBLY LN SD WITH DECK $1,656.00 2912 $200,000.00 11-198
23 BABINEAU JEFF 13 2 41-760 KENDRICK CRK SFD ADD $158.40 198 $15,000.00 11-199
24 CURRY DENNIS 5 22 51-603 WESSELL RD SHED $200.00 $2,000.00 11-200 FNDTN UNDER 25 METCALFE DAVID 12 10 52-630 U OF T SURVEY CAMP EXSTG SD $321.30 1071 $20,000.00 11-201
26 MOORE DARYL A 10 10-63810 SCOTCH LINE RD SFD WITH DECK $1,880.00 3360 $135,000.00 11-202 SFD WITH DECK 27 DELAURIER WM 7 11 31-554 HORSESHOE LK RD & GAR $2,011.90 1911 $300,000.00 11-203
28 CAMPBELL JARETT 12 1 52-55005 RAVINE RD SFD $1,223.20 1404 $130,000.00 11-204
29 SMOLLET BRAHN A 32 10-669 BOBCAYGEON RD SFD $1,316.80 1872 $75,000.00 11-205
30 BOHNEC JOANNE 5 33 41-46605 CTY RD 503 SFD ADD $280.00 360 $8,000.00 11-206
31 CUSIMANO TIM 13 13 33-104 SHADY LN DEMO EXSTG SD $100.00 $1,000.00 11-207
32 CUSIMANO TIM 13 13 33-104 SHADY LN SD WITH DECK $1,868.80 1836 $250,000.00 11-208
33 TWILT SUSAN 1 5 30-031 TOUCHWOOD TRL DECK $100.00 $6,000.00 11-209
34 GORMAN DENIS 1 4 51-008 BOUNDRY RD SD $1,012.00 1140 $65,000.00 11-210
35 BONHAM DAVE 7 23 51-886 MARIPOSA LN GARAGE $100.00 $15,000.00 11-211 Page 59 of 108 36 PELLEY KEITH 2 8 51-190 DOCKSIDE TRL DEMO EXSTG SD $100.00 $1,000.00 11-212 GAS BAR AND 37 CANADIAN TIRE A 4 33-384 HWY 35 CONV STORE $2,060.90 2837 $300,000.00 11-213
38 BROWN PATRICK 1 12 41-10050 HWY 503 SD $737.60 672 $100,000.00 11-214
39 BROWN PATRICK 1 12 41-10050 HWY 503 GARAGE $208.00 $50,000.00 11-215
40 SCHWARTZ ROB 5 28 41-40605 HWY 503 WOOD SHED $112.00 $2,000.00 11-216 SFD - Single Family Dwelling COM - Commercial GRNHS - Greenhouse SD - Seasonal Dwelling DEMO - Demolision ACC - Accessory ADD - Addition WRK SHP - Work Shop STRG SHD - Storage Shed REN - Renovation FNDTN - Foundation 41 HANNA JAMES 10 11 52-29101 LACKIES LN BUNKIE $360.00 320 $50,000.00 11-217 SD WITH DECK 42 ANDERSON/MARSH 3 17 51-29910 BULLER RD & SUNPORCH $1,154.40 1068 $175,000.00 11-218
43 STOVER TODD 13 8 33-055 BLACKBERRY LN DEMO EXSTG SD $100.00 $1,000.00 11-219 SD WITH GAR & 44 STOVER TODD 13 8 33-055 BLACKBERRY LN PORCH $2,091.00 2436 $300,000.00 11-220
45 WALLIS-SMITH 2 1 41-137 HOWLAND JUNCTION SUNROOM $100.00 200 $20,000.00 11-221 SD ADD, SCREEN PORCH 46 LONG STEVE 13 14 33-142 LEGUME LN & DECK $368.00 210 $30,000.00 11-222
47 BOUCHARD PAUL 8 21 52-087 ORANGE DR GARAGE $268.80 $25,000.00 11-223
48 RENG PAUL 12 4 52-587 FOUTH LN ROOF REPAIR $100.00 $20,000.00 11-224
49 COMER KENNY 5 24 51-634 TUNDRAL TRL GARAGE $170.00 $25,000.00 11-225
50 KENINS ANDREW 13 13 33-107 SHADY LN SCREEN PORCH $100.00 $10,000.00 11-226 DEMO EXSTG 51 MARQUARDT G 5 22 51-619 WESSELL RD DECK/BALCONY $100.00 $1,000.00 11-227 DECK & SCREEN 52 MARQUARDT G 5 22 51-619 WESSELL RD PORCH $200.00 $10,000.00 11-228 TOTAL $28,975.10 28601 $2,931,000.00 2837 $300,000.00
Active Permits Construction MNTH VAL Acc'l Value
2006 & PRIOR 204 Residential $ 2,931,000.00 $ 6,514,200.00
2007 128 Indust./Comm. $ 300,000.00 $ 2,999,000.00
Page 60 of 108 2008 194 Total $ 3,231,000.00 $ 9,513,200.00 2009 70 2010 143 Accumulated 2011 189 Yr Comp 2010 2011 TOTAL 928 # of Permits 255 228 # of SFD/SD only 58 37 Val. Of Con. SFD/SD $11,468,000.00 $2,180,000.00
SFD - Single Family Dwelling COM - Commercial GRNHS - Greenhouse SD - Seasonal Dwelling DEMO - Demolision ACC - Accessory ADD - Addition WRK SHP - Work Shop STRG SHD - Storage Shed REN - Renovation FNDTN - Foundation Val. Of All Fees $129,680.60 $127,903.35 Page 61 of 108
SFD - Single Family Dwelling COM - Commercial GRNHS - Greenhouse SD - Seasonal Dwelling DEMO - Demolision ACC - Accessory ADD - Addition WRK SHP - Work Shop STRG SHD - Storage Shed REN - Renovation FNDTN - Foundation The Corporation of the Township of Minden Hills Protective Services Committee Meeting Monday July 11, 2011
Commencement: 1:00 p.m Adjournment: 2:00 p.m
Present: Deputy Reeve Cheryl Murdoch - Chair Fire Chief Doug Schell Deputy Chief Myles Gartshore Cllr. Ken Redpath Murray King Doug O’Dell Ed Litwin Bill Obee Audrey Burke
Regrets: Ron Nesbitt
MEETING CALLED TO ORDER: Deputy Reeve Cheryl Murdoch started the meeting
APPROVAL OF AGENDA: Murray King/Doug O’Dell second votes carried
GUEST SPEAKER, DON EGAN, OFM Chair welcomed and introduced Don Egan, Office of the Fire Marshal to the committee. Don thanked the committee for having him and indicated some of the duties of the Office of the Fire Marshal in relation to assisting Fire Departments. Hand out was given to explain the roles and responsibilities of Provincial Level, Municipal Level, along with Fire Chief’s Roles.
Don explained, OFM has several Fire Protection Advisers, Fire Protection Programs and Specialists located throughout the province that deliver training and provide specialized education in Community Safety Enhancement and Emergency Planning and Strategic Development.
Algonquin Highlands is planning on hosting the Essentials of Fire Protection for council members/ staff in the fall. Minden Hills council should look into participating in the training session along with members of this committee.
Page 62 of 108
Committee member asked how often the OFM meets with Fire Chiefs. Often, there are several meetings throughout the year, Chief Meetings; Meetings to review or update information from province, review for Mutual Aid Agreements, most reviews are a regional effort administered by the province.
Committee questioned the responsibility of Firefighters attending medical calls. It was explained that the level of medical calls is determined by Council and the Fire Chief. Fire Chief explained that our Firefighters are training for advanced first aid. This allows our FD to attend Code 4’s, Chest pain calls, shortness of breath, or calls with a 15 minute time delay for EMS. Committee expressed concern for Volunteer Fire Fighters with regards to stress. Fire Chief informed the committee that the County of Haliburton access to a Crisis Invention Team if required. Don Egan also explained that OFM is prepared to support Crisis Intervention for the Fire Departments Volunteers. First aid response is essential for this area, especially during storms and the increase of residents/visitors during peak season. Sometimes EMS is over burdened with calls; our fire department helps ease the person in crisis until EMS arrives.
Common computer software that Fire Departments use; Firehouse, Fire PRO and standard incident reporting to the OFM. Huntsville has implemented a program that the CBO, Fire Chief and the entire municipality ties into for data entry. There are some programs so elaborate that you can select an area of disaster on a map and it will immediately disperse phone calls for assistance depending on the disaster and radius.
Chair expressed gratitude for Don’s attendance considering his busy schedule; the committee appreciates the time spent.
ADOPTION OF MINUTES Chair requested if the April 4th, 2011 draft minutes are to be approved. Audrey Burke / Murray King seconded votes carried April 4th Minutes approved
APPOINTMENT OF VICE CHAIR Chair asked committee if anyone was interest, or wished to nominate a member. Bill Obee nominated Ed Litwin. Ed Litwin nominated Bill Obee.
Page 63 of 108 Committee member asked if Ken Redpath should be vice as he is a member of council. Chair and Ken expressed it would nice to have a member whom is not on council. Committee nominated Ed Litwin to be Vice Chair. Ed accepted.
APPROVAL OF TERMS OF REFERENCE Approve Terms of Reference as is. All agreed Votes carried.
REVIEW OF MISSION STATEMENT Committee decided the statement was suitable for Firefighters, not the committee. It was indicated that this was an example for the committee to work with. Committee decided to add this item to the next meeting agenda.
OTHER BUSINESS Review of the Fire Chiefs Wish List. The Fire Chief had to attend a fire call during the meeting, committee decided to add this item to next meeting agenda.
NEXT MEETING Next meeting date is set for October 3, 2011 – 1:00 pm at the Fire Hall or at a call of Chair.
ADJOURNMENT Ken Redpath/Bill Obee second votes carried 2:00pm
Page 64 of 108 9/30/2011 New Planning Files Date Name File # GL Account # Amount Receipt # 13/09/2011 BORCAP HOLDINGS INC SP01/2011 1.0002.0050.1013 $1,400.00 133174 22/09/2011 JOSEF AND BRENDA RICH SRA-11-08 1.0002.0050.1011 $750.00 134293
Page 65 of 108 MEMORANDUM
TO: Committee of the Whole/General Council
FROM: (Ms) Elinor Kernohan, AMCT, CMM, ACST
DATE: September 26, 2011
RE: Proposed Shoreline Road Allowance Closure and Sale SRA-11-08 Josef and Brenda RICH
Fronting Part Lot 17, Concession 1 Geographic Township of Minden Canning Lake
LOCATION AND BACKGROUND OF SUBJECT LANDS
This is a standard proposal to purchase the shore road allowance in front of the applicant’s private property on Canning Lake.
OFFICIAL PLAN and ZONING BY-LAW
The proposal conforms with the intent of the Official Plan and Zoning By-law for the Township of Minden Hills. The lot in this application is a Waterfront (cottage) lot and is designated as Waterfront in the Official Plan and Shoreline Residential in By-law 06-10 as amended.
ANALYSIS OF PLANNING ISSUES
1. No closure and sale is being proposed that will deprive anyone of suitable and sufficient access to Canning Lake at this location.
2. Policy no. 19 (as amended November 22, 2001) of the Township of Minden Hills should be adhered to in dealing with this application.
CONCLUSION
It is deemed appropriate by planning staff to proceed with the closure and sale of the shoreline road allowance at this location based on the above considerations.
RECOMMENDATION
That the Committee direct planning staff to proceed with the processing of this application in accordance with established procedure under approved Policy No. 19 as amended.
Respectfully Submitted
Page 66 of 108 Page 67 of 108 Page 68 of 108 MINUTES FROM OFFICIAL PLAN OPEN HOUSE WORKSHOPS RURAL LAND USE AND SETTLEMENT AREAS S. G. Nesbitt Community Centre September 20, 2011 2:00 p.m. to 4:00 p.m.
Chris Jones of Meridian Planning Consultants Inc. explained to approximately 20 people that we had a lot to cover and offered the Reeve an opportunity to speak to those present. She advised that it was an important issue and was glad to see people out.
Chris started a power point presentation advising that he had attended a planning committee workshop, Council had held a public meeting on August 4 pursuant to Section 26 of the Planning Act, held shoreline workshops on August 26 and 27/11 and the Rural and settlement areas workshop today after which he will prepare a background report where he will summarize the information and then ultimately prepare an Official Plan Amendment which will be presented in the spring at open houses; culminating in a statutory public meeting.
The purpose of this workshop is land use planning and OP, discuss rural land use and settlement areas, and contribute to a vision and planning objectives. The planning committee will also hear deputations from stakeholders and associations.
The Planning Act was created after WW 11 where it became necessary to find different ways of accommodating service people returning home from the war. Later amendments to the Planning Act authorized municipalities to prepare Official Plans. It facilitates things, protects things, provides direction and authorizes the use of planning tools and is a point of reference for “good planning”.
Minden Hills has an overall stable base of growth and building projects
- 30 year population growth = 5% - 2006 = 5,500 - Recreational dwellings = 3,700 - Permanent dwellings = 2,500 - $18m annual construction value - Housing = $12m - 66 new homes annually
Q. – Is there a breakdown between populations on the lakes vs. non-shoreline? Q. – Is there breakdown of buildings in the shoreline vs. non-shoreline?
Rural Land Use includes agriculture, resources, limited residential and recreational related uses, “other” rural land use (is a wide range and best to define what is felt appropriate), and must be consistent with Provincial Policy Statement. The current OP was prepared before the 2005 PPS so there will be new planning policies. The OP does not apply to the 43,000 hectares of crown land which is 46% of the township. 260 hectares of land is designated and currently licenced for aggregate extraction and there are 5,000 dwellings in the Rural area.
Page 1 of 5
Page 69 of 108 Rural Land Use and Aggregates
The PPS states that as much of the mineral aggregate resources as is realistically possible shall be made available as close to markets as possible. There were 163,000 tonnes of aggregates produced in 2009 in Minden Hills and a total in Haliburton County of about 500,000 tonnes so Minden Hills produces 35% of the county total. By comparison the City of Kawartha Lakes produces 4.5 million tonnes. The production ratio of sand/gravel to quarried stone is approaching 1:1 in Ontario.
Settlement Areas in Minden Hills include Minden with 1,300 ha of land of which 77% is under Greenfield; 100ha on highway 35 is designated as employment land; 25ha employment area within the settlement and 52 ha of open space. The other settlement areas are Carnarvon, Moore’s Lake, Ingoldsby, Howland, Irondale and Lochlin.
The settlements shall be the focus of growth and should accommodate an appropriate range and mix of employment and housing for 20 years. Intensification and redevelopment of properties within these settlements should be encouraged and maintained to enhance downtowns and main streets. Vacant lots should receive some focus. Q. Brownfield vs. Greenfield? A. Land designated for development has a future (Greenfield). Brownfield leaves something behind in the soil and needs to be rehabilitated. Q. What about Industrial Parks with roads, streets, water/sewer? A. Minden has two main streets i.e. Hwy 35 and Bobcaygeon Road. Community Improvement Plans may be available to assist.
Question #1 by Chris. What do you value about your rural community or settlement area?
Seniors – age friendly, safe community Quality of life – easy to meet people Rural/urban mix Creativity, innovation, employment opportunities Space, open space, environment Accessible/active Civic Pride Downtown/ small town
Page 2 of 5
Page 70 of 108 Question #2 by Chris. Has there been any action taken or decision made that has: 1. contributed to or protected these values 2. put these values at risk
Protecting Values Risks Riverwalk/trails Quarries allowed & expanded in residential areas Partnerships with groups & commitments Not much in way of senior housing of community members to invest in riverwalk Senior housing Soltara Housing from Orillia interested in senior housing but difficult to locate a suitable area 2008 active transportation plan for Minden Property standards by-law should have different standards between rural and urban Cultural centre Accessibility in downtown for seniors and mothers with strollers Artistic groups Farms and forests Hiring a director of community Home occupation rules services/recreation
Question #3 from Chris Is there anything you would like to see the OP or township planning program address in the next 20 years?
A. -Remove barriers for housing -foresight -stay competitive with respect to fees -economic connection link transportation -water/sewers based on growth projection -recognize that our existence depends on visitors – protect through a vision statement -small community – need areas to bring people together -engage community groups with update – use electronic media -deficiencies re: lack of apartments – need places to live especially seniors
The Workshop adjourned at 4:00 p.m.
Page 3 of 5
Page 71 of 108 EVENING WORKSHOP FROM 6:00 p.m to 8:00 p.m
There were approximately 24 people present. The Reeve thanked them for attending and Chris repeated his power point presentation.
Question #1 by Chris. What do you value about your rural community or settlement area?
- Environment - Community spirit/small town - Clean air and water - Jobs - Governance - Arts/culture - Quality of life/safety - Rural characteristics - Infrastructure/services
Question #2 by Chris. Has there been any action taken or decision made that has: 3. contributed to or protected these values 4. put these values at risk
Protecting the Values Risk Cultural centre OP needs more direction and support re: home studios as accessory use Haliburton Studio Tour No industrial/commercial park Farmers Markets Missed opportunity re: Water Street Riverwalk/boardwalk Lack of public transportation to Lindsay, Haliburton Haliburton Highlands Lands Trust No seniors housing Local service groups What is a home industry Waste management No signs on how to find our points and areas of interest Amenities – beaches Waste management – future Active transportation plan Control of the Trent/Severn Transportation corridor – hwy 35 – future employment. Should that be where growth is encouraged? Internet or lack of internet service
Page 4 of 5
Page 72 of 108 Question #3 from Chris Is there anything you would like to see the OP or township planning program address in the next 20 years?
- more opportunity for home based businesses – need decent internet service - remove barriers to allow home based business/industry - promote home based business - support industrial park area plan for Greenfields - protect agricultural land - protection against radon gas - infrastructure upgrades - multi-storey, multi-residential intensification/diversify housing - infrastructure improvement to meet growth expansion - balance seniors/families - downtown rehabilitation/uniqueness - long term recreation planning for seniors - reflect nature rather than natural resources - develop four season tourism
The meeting adjourned at 8:00 p.m.
Page 5 of 5
Page 73 of 108 AMENDING SITE PLAN AGREEMENT MADE in triplicate
this ____th day of ______, 2011
BETWEEN: CANADIAN TIRE REAL ESTATE LIMITED
hereinafter called the “Owner” of the FIRST PART and THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS,
hereinafter called the “Municipality” of the SECOND PART
WHEREAS, the “Municipality” and the “Owner” entered into a Commercial Site Plan Agreement dated October __, 2011, respecting the Lands described on Schedule “A” to this Amending Agreement (herein referred to as the “Site Plan Agreement”);
AND WHEREAS, the “Owner” acknowledges and confirms that it is bound by the terms and conditions of the Site Plan Agreement;
AND WHEREAS, the “Owner” has applied to the “Municipality” for an amendment to the Site Plan Agreement to include a portion of the Lands described in Schedule “A” to this Amending Agreement as the site of the construction of a gas station (herein referred to as “Gas Station”);
NOW THEREFORE, in consideration of the mutual agreements and covenants hereinafter contained, the parties hereto agree as follows:
1. That the Owner is the registered owner in fee simple of the Lands described on Schedule “A” attached hereto and forming part of this Amending Agreement.
2. That Schedule “B” of the Site Plan Agreement be hereby amended to add the following Works Costs Estimates required by the Municipality relating to the Gas Station:
i) On-site Cost Estimate, The Oden Detech Group Inc, July 27, 2011 ii) Landscape Construction Cost Estimate, Douglas W. Kerr & Associates Inc, July 25, 2011
3. That Schedule “C” of the Site Plan Agreement be hereby amended to add the following Securities required by the Municipality relating to the Gas Station:
Securities at 25% of Total Works Cost Estimate for works on private property related to fencing, landscaping, storm water management, parking areas and lighting:
Total………….$465,645.14 (including $61,555.26 for Gas Station)
Total Securities: $629,623.64
4. That Schedule “D” of the Site Plan Agreement be hereby amended to add the following plans relating to the Phase 2 Development:
Gas Station
1. Site Plan, A01 Exp Services Inc. July 25, 2011 2. Floor Plans, A01 Exp Services Inc. August 2, 2011
Amendment to the Canadian Tire Real Estate Limited Site Plan Agreement August 5, 2011 Page 1 of 4
Page 74 of 108 3. Elevations: i) Canopy and Toll Gate, A02 Exp Services Inc. August 2, 2011 ii) Exterior, A02 Exp Services Inc. August 2, 2011 4. Landscape Plan, L-01 Odan Detech Group July 25, 2011 5. Site Detail Drawings: iii) Site Servicing Plan Odan Detech Group July, 2011 iv) Site Grading Plan Odan Detech Group July, 2011 v) Notes and Silt Control Plan Odan Detech Group July, 2011 6. CT Standards Concrete Details Canadian Tire Corp. July, 2011
5. Except as specifically amended hereby the parties hereto do in all respects ratify and confirm the provisions of the Site Plan Agreement.
6. This Agreement shall be binding upon and ensure to the benefit of each of the parties and their respective successors and assigns.
IN WITNESS WHEREOF the parties hereto have hereunder set their hands and seals the day and year first above written and the parties hereto have hereunto affixed their corporate seals by the hands of their proper officers duly authorized in that behalf.
SIGNED, SEALED AND DELIVERED ) THE CORPORATION OF ) THE TOWNSHIP OF MINDEN ) HILLS in the presence of ) ) ) ______) REEVE ) ) ) ) ______) CLERK in the presence of ) ) ) Per:______) Ken Silver ) President, Canadian Tire ) Real Estate Limited ) ) ) ______) Trent Holfeld ) Senior Vice-President, ) Real Estate Development ) Canadian Tire Real Estate ) Limited ) ) We have authority to bind the ) corporation.
Amendment to the Canadian Tire Real Estate Limited Site Plan Agreement August 5, 2011 Page 2 of 4
Page 75 of 108
Amendment to the Canadian Tire Real Estate Limited Site Plan Agreement August 5, 2011 Page 3 of 4
Page 76 of 108
SCHEDULE “A”
THIS IS SCHEDULE “A” to the Site Plan Agreement between Canadian Tire Real Estate Limited and The Corporation of the Townships of Minden Hills.
DESCRIPTION:
Part of Lot 4, Concession A in the geographic Township of Minden, in the Township of Minden Hills, County of Haliburton further described as :
Amendment to the Canadian Tire Real Estate Limited Site Plan Agreement August 5, 2011 Page 4 of 4
Page 77 of 108 From: Elinor Kernohan Sent: Thursday, October 06, 2011 3:21 PM To: Laura Cunliffe Subject: FW: Draft Amendment to the Site Plan Agreement
Hi Laura This is the draft going on the COTW agenda for next week. Jonathan will be present to speak to the file as well. There will be comments and possible changes to this document. Elinor
From: Sent: Thursday, October 06, 2011 9:56 AM To: Elinor Kernohan; Cc: Heather Sadler Subject: Draft Amendment to the Site Plan Agreement
Elinor …
Please find the Draft Amendment to the Site Plan Agreement attached.
Thanks,
EcoVue Consulting Services Inc. P.O. Box 129 25 Reid Street Lakefield, ON K0L 2H0 Phone: 705-652-8340 Fax: 705-652-1607 Toll Free: 1-877-652-1466
Page 78 of 108
Memo Elinor Kernohan, Planning Administrator, Twp. of Minden Hills To: Gino Capozzoli and Claudio Bortolussi, Borcap Holdings Ltd. Kenneth Issac Architect Inc.
Subject: Dairy Queen Grill and Chill Site Plan Review
Copies File
File: 11-1083-55
Date: October 5, 2011
We have reviewed the Site Plan submitted by Borcap Holdings Ltd. regarding a commercial drive-thru restaurant at the lands legally known as 12298 Highway 35 (Part of Lot 1, Concession A in the geographic Township of Minden). Overall, the Site Plan submitted to the Township is quite comprehensive.
However, after consulting the Township of Minden Hills Official Plan, Zoning By-law and Site Plan Control By-law, as well as the Planning Act, the following concerns must be addressed by the applicant before the Site Plan can be recommended for approval:
1. Light fixtures are shown to be “at least 20.0 feet [6.096 m]” in height on the site plan. The Township Zoning By-law permits a maximum height for light fixtures as 4.5 metres. The Township understands that this height regulation is quite restrictive for the primarily commercial area in which the subject property is located. However, the regulation in the Zoning By-law is in place and must be addressed on the subject lands. We recommend the applicants submit a minor variance application in order to permit relief from the lighting height regulation of the Zoning By-law. Alternately, the developer could reduce the height of the fixtures to comply with the maximum height.
2. The Municipality also requires all lighting to be “dark-sky compliant”. The applicants must indicate that the light fixtures shown on drawing A1-1 are dark-sky compliant. The technical specifications of the light fixtures should also be submitted to the Township.
Page 79 of 108 Borcap Site Plan Review Township of Minden Hills October 5, 2011 Page 2
3. There is no indication on the site plans as to the percentage of landscaped open space. Please include the landscaped open space percentage with the other property stats on drawing A-1.2. The minimum landscaped open space permitted in the Highway Commercial (C1) Zone is 20%.
4. The Township requires works cost estimates of all construction to undertaken on and off the site. These estimates will determine the amount of securities to be deposited by the applicant upon entering into a Site Plan Agreement with the Township.
We will await the above information and application for a minor variance prior to proceeding. The Township is also awaiting comments from CC Thatham regarding the engineering, which will be provided in the coming weeks. If there are any questions or concerns, please do not hesitate to contact the undersigned.
Yours sincerely,
ECOVUE CONSULTING SERVICES INC.
Heather Sadler B.A. M.A. MCIP RPP Principal and Senior Planner
Page 80 of 108 Page 81 of 108
MEMO TO: Reeve & Council
CC: Gerry Morrison, CAO
FROM: Lorrie Blanchard, Treasurer
DATE: September 30, 2011
RE: Amendment to Policy #10 &11 – Reimbursement of Expenses – Employees & Council
Background:
During the budget process the current Council determined that mileage claims would not apply to Committee meetings. Also, clarification is required in regards to accommodation, mileage rates and meal claims. In reference to this, please find attached amended Policy 10 & 11, reflecting these changes.
Financial Impact: Policy excludes mileage reimbursement for committee meetings. No other impact as per current procedures.
Included in Budget: Committee meeting mileage was not included in the 2011 Budget.
Recommendation:
That the Council of the Township of Minden Hills accepts the amendments to:
Policy #10 - A policy to Govern the Training and Development of Municipal Staff Policy #11 - A policy to Govern the Reimbursement of Expense for Members of Council attending Meeting & Conferences.
Respectfully submitted,
Lorrie Blanchard, Treasurer
Page 82 of 108 THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS
Policy No. 10 (as amended)
A policy to Govern the Training and Development of Municipal Staff
WHEREAS, Council desires to ensure that staff receive the necessary education and training to provide for the effective management and administration of the municipality;
AND WHEREAS, a standard policy with regard to the training and development of municipal staff is required, to outline eligible expenses to be reimbursed by the Municipality;
NOW THEREFORE, the Council of the Township of Minden Hills enacts as follows:
1. That participation by staff in any training and development session/program or municipal conference, for which the Municipality is responsible for the costs, requires prior approval as follows:
a. Authorization for CAO to participate in training shall be approved by the Reeve;
b. Authorization for a department manager to participate in training shall be approved by the CAO;
c. Authorization for all other municipal staff to participate in training shall be approved by the Department Manager;
d. All travel shall be as approved in budget estimates. All travel prior to budget approval shall be approved by resolution of Council, unless the training/conference was approved in the prior year’s budget and the Township is a member of the Association, i.e. AMCTO, OGRA, ROMA, OEMC, AMO.
e. All travel in excess of approved budget estimates must be approved by resolution of Council.
2. That the following expenses for employees to participate in approved training and development sessions/programs will be reimbursed by the Municipality, subject to Sections 3, 4 and 5;
a) Tuition or registration fees. b) Books and manuals. c) Meals, if they are not provided at the session or conference, for the employee only. The maximum per meal eligibility, excluding alcohol, is as follows:
Breakfast: $10.00 + taxes and tip. Lunch: $15.00 + taxes and tip. Dinner: $30.00 + taxes and tip.
Page 83 of 108 2 Alcohol is not an eligible meal expense and will not be reimbursed by the Township. The employee shall be reimbursed the lesser of the itemized receipt or the maximum amount as outlined above.
d) Accommodation:
Session held between November 1st and March 31st:
To avoid possible adverse driving conditions, accommodations will be paid for the employee only, for the night before the conference; and the nights between sessions for multi-day conferences.
Session held between April 1st and October 31st:
i. Session held more than 125km. from Municipal Office – accommodations will be paid for the employee only, for the night before the conference; and the nights between sessions for multi-day conferences.
ii. Session held 125km. or less from Municipal Office – accommodations will be paid for the employee only, for the nights between sessions for multi-day conferences. No amount will be paid for the night before the conference, and no amount will be paid for single-day conferences.
e) Parking f) Mileage at the rate of:
Price per litre Mileage Rate per km. $.60 to $.89 per litre $.44 per km. $.90 to $1.19 per litre $.49 per km. $1.20 to $1.49 per litre $.54 per km. $1.50 to $1.79 per litre $.59 per km. $1.80 to $2.10 per litre $.65 per km.
Rates shall be established on a quarterly basis (January 1, April 1, July 1 and October 1), as per the published price per litre on these dates.
3. That requests for reimbursement of the expenses outlined in Section 2, must be substantiated by an itemized receipt, and submitted on the prescribed form.
4. That the Treasurer is authorized to advance to employees, upon request, a maximum of $300.00 towards the cost of accommodations and other approved expenses. Requests must be made at least two weeks prior to issuing the advance cheque. All advances must be reconciled to itemized receipts and submitted on the prescribed expense reimbursement form. Reconciled expense forms must be submitted to the Treasury Department within two weeks of the expense(s) being incurred. Employees will be reimbursed for any approved amounts exceeding the advance. Any amounts repayable to the Township must accompany the completed expense form.
Page 84 of 108 3 5. That employees who attend training and development programs involving examinations, and are unsuccessful in attaining a passing grade, may be requested by the Municipality to reimburse the costs of the tuition or registration fee.
Amended by Council this 27th day of October, 2011
Head of Council
Interim Clerk
Implemented: February 22, 2001 Amended: January 30, 2003, February 24, 2005 April 28, 2005, May 31, 2007, September, 30, 2010
Page 85 of 108 THE CORPORATION OF THE TOWNSHIP OF MINDEN HILLS
POLICY No. 11
A Policy to Govern the Reimbursement of Expenses For Members of Council attending Meetings & Conferences
WHEREAS, the Members of Council are required to attend various meetings of Council and Committees, as well as conferences and educational seminars;
AND WHEREAS, a standard policy is required with regard to the reimbursement of expenses incurred by Members of Council while traveling to and from meetings, as well as attending Municipal conferences;
NOW THEREFORE, the Council of the Township of Minden Hills enacts as follows:
1. That Members of Council shall be paid mileage as per section 2 (e) when required to attend Committee of the Whole, Special Council and/or Council Meetings. Claims for any other meeting must be approved by Council Resolution.
2. That Members of Council, authorized by resolution to attend a Training and Development Session or Municipal Conference will be reimbursed by the Municipality for the following expenses:
a) Registration fees for the Member of Council only.
b) Meals, if they are not provided at the session or conference, for the Member of Council only. The maximum per meal eligibility, excluding alcohol, is as follows:
Breakfast: $10.00 + taxes and tip. Lunch: $15.00 + taxes and tip. Dinner: $30.00 + taxes and tip.
Alcohol is not an eligible meal expense and will not be reimbursed by the Township. Council Members shall be reimbursed the lesser of the itemized receipt or the maximum amount as outlined above.
c) Accommodation:
Session held between November 1st and March 31st:
To avoid possible adverse driving conditions, accommodations will be paid for member of council only, for the night before the conference; and the nights between sessions for multi-day conferences.
Page 86 of 108 Session held between April 1st and October 31st:
i. Session held more than 125km. from Municipal Office – accommodations will be paid for member of council only, for the night before the conference; and the nights between sessions for multi-day conferences.
ii. Session held 125km. or less from Municipal Office – accommodations will be paid for member of council only, for the nights between sessions for multi-day conferences. No amount will be paid for the night before the conference, and no amount will be paid for single-day conferences.
d) Parking e) Mileage at the rate of:
Price per litre Mileage Rate per km. $.60 to $.89 per litre $.44 per km. $.90 to $1.19 per litre $.49 per km. $1.20 to $1.49 per litre $.54 per km. $1.50 to $1.79 per litre $.59 per km. $1.80 to $2.10 per litre $.65 per km.
Rates shall be established on a quarterly basis (January 1, April 1, July 1 and October 1), as per the published price per litre on these dates.
f) All other expenses incurred by a member of Council will not be reimbursed and are to be covered under the 1/3 tax exemption.
3. That requests for reimbursement of the expenses outlined in Section 2 must be substantiated by an itemized receipt, and submitted on the prescribed form.
4. That the calculation of mileage shall be from the Council member’s qualifying address within the Township of Minden Hills to the place of the meeting, session or conference and return.
5. That the Treasurer is authorized to advance to members of Council, upon request, a maximum of $300.00 towards the cost of accommodations and other approved expenses. Requests must be made at least two weeks prior to issuing the advance cheque. All advances must be reconciled to itemized receipts and submitted on the prescribed expense reimbursement form. Reconciled expense forms must be submitted to the Treasury Department within two weeks of the expense(s) being incurred. Council members will be reimbursed for any approved amounts exceeding the advance. Any amounts repayable to the Township must accompany the completed expense form.
Page 87 of 108
Amended by Council this 27th day of October, 2011 Amended by Council this 31st day of March, 2011 Amended by Council this 30th day of September, 2010 Adopted by Council this 26th day of March, 2009. Amended: January 26th, 2006, January 29th, 2009 Amended: May 31st, 2007
______Head of Council
______Interim Clerk
Page 88 of 108
Municipal Clerk & Economic Development Officer Township of Minden Hills, Ontario
Located in Haliburton County, the Township of Minden Hills is located 2 ½ hours northeast of the City of Toronto, and is an amalgamation of the communities of Snowdon, Lutterworth, Anson, Hindon and Minden. Originally surveyed in 1858, early settlers were attracted to the timber resources in the area, but by the 1940's Minden Hills had become an increasingly popular tourism destination, and its permanent population of 5,500 swells dramatically in the summer season. Leveraging its natural and rural advantages, Minden Hills is enhancing its municipal infrastructure and promoting its cultural heritage, local artists and local businesses to attract new residents who will raise families, enjoy the environment and contribute to the community's future. More information is available at www.mindenhills.ca
Position Overview
Reporting to the CAO, the Municipal Clerk & Economic Development Officer will oversee the administrative and statutory functions of the Clerk's department, while also providing support services to the Reeve and Council, and providing research, analysis and project management assistance to Council to assist them in establishing an initial economic development strategy for the Township. Specific responsibilities will include:
Performing the duties of Clerk (secretary to Council/Committees, manager of records, agendas and reports of Council and Committee meetings) while also performing the role of Returning Officer for municipal elections, Division Registrar of vital statistics (births, deaths, burial permits), Issuer of Marriage Licenses, Commissioner of Oaths and Affidavits, Freedom of Information and Protection of Privacy Coordinator, Lottery Licensing Officer and serving the needs of the Ontarions with Disabilities Acts and the Ontario Wildlife Damage Compensation Program.
As Economic Development Officer, assisting Council's Economic Development Committee with research, analysis and project management to build the foundation of an economic development strategy to promote and market Minden Hills to tourists, retirees, business community, government agencies and real estate developers.
Attending all meetings of Council and Committees, preparing the agenda according to the procedural by-law, providing advice on rules of procedure, communicating statutory authority, requirements and guidelines to Council to ensure that their actions are in compliance with various acts and legislation guiding municipal administration, governance and authority, recording, producing and distributing minutes of meetings and preparing by- laws, resolutions, reports, submissions and other information as required.
Feldman Daxon Partners, Inc. www.feldmandaxon.com (416) 515-7600
Page 89 of 108 Implementing directives, policies, instructions and decisions approved by Council as recorded at regular and special meetings in a prompt and efficient manner, reviewing, responding to and reporting on communications requiring Council attention and following up on communications after the meetings.
Meeting with department heads and staff for discussion of matters of policy approved by Council or in administrative matters in the implementation of policy and for coordination and consistency of implementation across departments.
Keeping informed of applicable provincial and federal statutes, regulations and by-laws and advising Council, the CAO, managers, staff and the public as required while also assisting departments when external legal advice is required.
Producing, maintaining and recommending changes to the Municipal Policy Manual and the municipality's records management system in conjunction with all department heads
As a department head, managing one staff member (Deputy Clerk) providing input to the preparation of capital and operating budgets for the Clerk's department and providing leadership to staff in a manner that promotes participation, teamwork and communication
Desired Skills, Qualifications & Experience
Three (3) to five (5) years' experience as a Municipal Clerk combined with a university degree or college diploma and an AMCT designation, with an interest in the research, analysis and report writing functions of the Economic Development Officer role. Thorough understanding of municipal by-laws, provincial legislation, policies and municipal affairs is required as well as excellent supervisory skills and the ability to interpret and administer employment policies and collective agreements. Superior communication and public presentation skills and a high level of confidence in interacting and communicating with Council members, managers, staff and the public are necessary, as well as strong organization and time management skills and a flexible, energetic and positive customer-focused approach to changing work requirements. The ability to be available to attend Council/Committee meetings in the evenings and on weekends is required.
For further information and consideration, contact:
Patrick Rowan, Partner Feldman Daxon Partners, Inc. 45 St. Clair Avenue West, Suite 700 Toronto, Ontario (416) 515-7600 ext. 254 [email protected]
Feldman Daxon Partners, Inc. www.feldmandaxon.com (416) 515-7600
Page 90 of 108
Extract from Personnel Committee
Barb then put her vision of this job for consideration of the group. The mandatory requirement is 3-5 years of Clerk experience but we need to be flexible on the Economic Development part; we are in the early/embryonic stages of economic development and don’t really have a clear mandate identified. We have 2 tasks that we do know of…1) we need to define what “supporting existing businesses” looks like for Minden Hills. We want the new Clerk/EDO to speak with other EDOs across the Province, gather intelligence and recommend to the Economic Development Committee/Council just what our “supporting existing businesses” program should consist of. 2) If Minden Hills wants to achieve the goal of becoming a retirement destination, just what does a community need to have in order to be seen as a desirable retirement destination? The new Clerk/EDO needs to seek out/identify successful retirement communities and identify the needs to the Economic Development Committee and Council. These 2 tasks should occupy the approximately 25% of the time devoted to the EDO portion of the job for the first 6-12 months. Larry reinforced that research and marketing skills/aptitude are required (vs. actual EDO experience). We might need to add staff in the future but right now we are at the early stages and don’t really know what/who we will need in the future. While there may be some projects needing budget dollars in 2012 for Economic Development, it is believed that the plan will only really emerge with funding requirements for the 2013 budget year. This position is not for a seasoned Economic Development Officer – there isn’t the mandate (yet) or the budget. Gerry is to send this portion of the minutes to Pat Rowan to assist him with the search. A discussion ensued about whether the current Clerk pay band is sufficient for this new position and all agreed that while it would be ideal if we could stay at the current band, we need to be flexible.
Page 91 of 108
(NEW – October 2011) POSITION DESCRIPTION
POSITION: Municipal Clerk/Economic Development Officer
REPORTS TO: Chief Administrative Officer
DATE: August 19, 2011
(New) Qualifications/Technical Skills and Education
Reporting to the CAO, the Clerk/Economic Development Officer will direct the Administration Department, overseeing all of the Clerk’s administration functions and ensuring that the statutory requirements of the role are met. The Clerk/Economic Development Officer will be responsible for providing proactive leadership, long term planning and establishment of policies and standards. The Clerk/Economic Development Officer will also work with the Economic Development Committee on the development, implementation and administration of policies and programs to market the Township. He or she will also identify and promote business and industrial opportunities within the Township and liaise with the business community, agencies at all levels of government and developers.
PART 1 – DESCRIPTION OF JOB REQUIREMENTS
General Accountabilities
The Municipal Clerk/Economic Development Officer position fulfils the statutory requirements of:
Clerk Returning Officer for the Township of Minden Hills (Municipal Elections) Division Registrar (Vital Statistics – registration of births, deaths; issuance of Burial Permits) Issuer of Marriage Licenses Freedom of Information and Protection of Privacy Coordinator Lottery Licensing Officer Ontarians with Disabilities Act Ontario Wildlife Damage Compensation Program
And in the following capacities assigned by Council:
Secretary of the Minden Hills Cemetery Board Secretary of the Minden Hills Physician Recruitment Advisory Committee
Township of Minden Hills August 19, 2011 - Municipal Clerk/Economic Development Officer Position
Page 92 of 108 2 The Municipal Clerk/Economic Development Officer is the Secretary to the Council, its committees, and the Corporation.
The Municipal Clerk/Economic Development Officer is responsible for all aspects of Council/Committee operations to include the administration and coordination of legislation, regulations and local by-laws of the municipality, registration of Vital Statistics, the issuance of marriage licenses and burial permits, records management, Freedom of Information, Municipal elections, lottery licensing, Ontarians with Disabilities, Ontario Wildlife Damage Compensation Program requests, commissioning and certifying documents, and special projects as assigned.
The Municipal Clerk/Economic Development Officer shall fulfil all statutory requirements and carry out duties applicable to the Municipal Clerk’s office under the Municipal Act, and any other Acts or Regulations pertaining to municipalities.
The Municipal Clerk/Economic Development Officer supervises the Clerk’s Department in all its functions. The Municipal Clerk/Economic Development Officer is responsible for support services to the Reeve and Councillors, the Minden Hills Cemetery Board and the Minden Hills Physician Recruitment Advisory Committee.
The Municipal Clerk/Economic Development Officer works under the general supervision of and reports to the Chief Administrative Officer.
Specific Accountabilities:
The following responsibilities are not listed in order of priority:
Statutory
The Municipal Clerk/Economic Development Officer shall fulfil all statutory requirements and carry out duties applicable to the Municipal Clerk’s Office under the Municipal Act, and any other Acts or Regulations pertaining to municipalities.
The Municipal Clerk/Economic Development Officer directs and is responsible for the Corporation’s adherence to the provisions of the Municipal Freedom of Information and Protection of Privacy Act, and as FOI/POP Coordinator, shall coordinate, review and respond to requests for information received under the legislation.
The Municipal Clerk/Economic Development Officer is the Returning Officer for the municipality for the purposes of the Municipal Elections Act and is responsible for all aspects of conducting a municipal election every four years.
The Municipal Clerk/Economic Development Officer is the Division Registrar responsible for the issuance of Marriage Licenses, Burial Permits, the registration of deaths and births and applicable certificates in accordance to the provisions of the Vital Statistics Act and the Marriage Act.
The Municipal Clerk/Economic Development Officer will be appointed as the Lottery Licensing Officer for the Township of Minden Hills. The Lottery Licensing Officer will Township of Minden Hills August 19, 2011 - Municipal Clerk/Economic Development Officer Position
Page 93 of 108 3 administer the rules and regulations as set forth by the Criminal Code of Canada, Order-in-Council, Gaming Control Act and the Alcohol and Gaming Commission of Ontario.
The Municipal Clerk/Economic Development Officer directs and is responsible for the Corporation’s adherence to the provisions of the Ontarians with Disabilities Act and acts as the liaison with the Haliburton County Joint Accessibility Committee.
The Municipal Clerk/Economic Development Officer directs and is responsible for the Corporation’s adherence to the provisions of the Ontario Wildlife Damage Compensation Program and shall review and respond to requests for reimbursement received under the legislation.
Council/Committees
The Municipal Clerk/Economic Development Officer provides advice on rules of procedure for the conduct of Council and Committee meetings.
The Municipal Clerk/Economic Development Officer, without assuming personal liability on behalf of Council, is responsible for communication of statutory authority, requirements, and guidelines to Council to ensure that Council’s actions and municipal undertakings are in compliance therewith.
The Municipal Clerk/Economic Development Officer is responsible for the implementation of directives, policies, instructions, and decisions approved by Council as recorded at any regular or special meeting thereof, in a prompt, efficient, thorough, and orderly manner as assigned, directed, or delegated by Council.
The Municipal Clerk/Economic Development Officer meets with Department Heads, and staff for discussion of matters of policy approved by Council or in administrative matters in the implementation of said policy and for coordination and consistency of implementation throughout Departments.
The Municipal Clerk/Economic Development Officer shall review, respond to, and report on communication addressed to the Township requiring Council attention to the next meeting of Committee/Council, and follow up on communications after the meetings.
The Municipal Clerk/Economic Development Officer shall attend at meetings of Council and Committees and perform all duties required by Statute or By-Law of Council including:
Responsibility for deciding what should be placed on the Agenda for Council’s attention Responsibility for preparation of Agenda according to Procedural By-Law Responsibility of recording, production, and distribution of Minutes Preparation of By-Laws, resolutions, reports, submission, and other information as required.
Township of Minden Hills August 19, 2011 - Municipal Clerk/Economic Development Officer Position
Page 94 of 108 4 The Municipal Clerk/Economic Development Officer shall prepare by-laws as directed by Council or as required in any undertaking approved by Council and shall:
Determine the authority for said by-laws Prepare the text of the by-law Obtain legal, provincial or municipal advice where questions of form, authority, or authenticity may arise Process said by-law for passing and subsequent approval or certification as required.
Clerk
The Municipal Clerk/Economic Development Officer shall remain cognizant of Statutes and Regulations of Canada, the Province of Ontario and the Municipal by-laws pertaining to municipalities or municipal operations.
The Municipal Clerk/Economic Development Officer shall supply advice and other information to Council, the CAO, managers, staff and the public as required.
As a designated officer of the Corporation, the Municipal Clerk/Economic Development Officer signs by-laws and minutes.
The Municipal Clerk/Economic Development Officer shall undertake research and preparatory work for special projects as required by Council and prepare such proposals, make such submissions, and file such applications as required.
The Municipal Clerk/Economic Development Officer shall review communication and information addressed to the Township and shall refer such items as required to Council or the appropriate Department Head for action, or shall action the item herself/himself.
The Municipal Clerk/Economic Development Officer is responsible for the production, maintenance, recommendations and changes of the Municipal Policy Manual, in conjunction with all Department Heads.
The Municipal Clerk/Economic Development Officer shall apply and carry out all Policies adopted by Council as applicable; may make suggestions for and have input into Policies in the Municipal Clerk’s area of responsibility or other areas as required and shall draft and review policies under her/his areas of responsibility as required.
The Municipal Clerk/Economic Development Officer determines appropriate action in non-policy situations based on experience, judgement and precedent.
The Municipal Clerk/Economic Development Officer directs and is responsible for the Corporation’s records management system.
The Municipal Clerk/Economic Development Officer assists other departments with “legal” aspects of projects and makes suggestions as to when professional legal advice should be sought.
Township of Minden Hills August 19, 2011 - Municipal Clerk/Economic Development Officer Position
Page 95 of 108 5 The Municipal Clerk/Economic Development Officer shall coordinate all programs and undertakings involving the Clerk’s office in accordance with overall plans and projections of the Corporation as determined by Council.
The Municipal Clerk/Economic Development Officer shall initiate action to address a situation, if possible, if a matter comes to her/his attention and it is within her/his authority to do so and advise the CAO of her/his actions. If not, the Municipal Clerk/Economic Development Officer shall bring the matter to the attention of the CAO.
The Municipal Clerk/Economic Development Officer shall participate in professional development and training activities, i.e. professional associations, publications, workshops, seminars, etc., in order to keep current with changes in the provincial and municipal fields.
The Municipal Clerk/Economic Development Officer acts as Commissioner of Oaths and Affidavits.
The Municipal Clerk/Economic Development Officer certifies documents.
The Municipal Clerk/Economic Development Officer must promote and market the Township of Minden Hills within and outside the Township. The Municipal Clerk/Economic Development Officer will work with the Economic Development Committee on the development, implementation and administration of policies and programs to market the Township. He or she will also identify and promote business and industrial opportunities within the Township and liaise with the business community, agencies at all levels of government and developers.
Department Head
The Municipal Clerk/Economic Development Officer shall provide input to the preparation of capital and operating budgets for the Clerk’s Department.
The Municipal Clerk/Economic Development Officer provides leadership to the employees of the Clerk’s Department in a manner that motivates, guides and directs employees and maintains a work environment that promotes staff participation and teamwork.
The Municipal Clerk/Economic Development Officer manages the hiring of department staff, as well as their day-to-day activities and provides orientation and training and adheres to the Collective Agreement as it relates to the staff of the Clerk’s Department.
The Municipal Clerk/Economic Development Officer approves coding and payment of invoices for the Clerk’s Department.
The Municipal Clerk/Economic Development Officer shall be familiar with the Emergency Plan and role in an emergency and shall participate in emergency preparedness training as required.
Township of Minden Hills August 19, 2011 - Municipal Clerk/Economic Development Officer Position
Page 96 of 108 6 The Municipal Clerk/Economic Development Officer shall work in compliance with the provisions of the Occupational Health & Safety Act to maintain a safe working environment.
In the absence of the Chief Administrative Officer (CAO), the Municipal Clerk/Economic Development Officer shall be the Acting CAO.
The Municipal Clerk/Economic Development Officer shall perform other duties as assigned by Council and the CAO.
PART II – The following section headings will help describe the technical skills, education, experience and working conditions under which the incumbent is required to perform the job:
Technical Skills/Education
The Municipal Clerk/Economic Development Officer should have their A.M.C.T designation, or be working towards their CMO designation and/or completion of the Municipal Administration Program and/or a diploma in Municipal or Public Administration. Additionally, the Municipal Clerk/Economic Development Officer must demonstrate his/her attendance at courses to update skills and remain current in required knowledge levels.
The Municipal Clerk/Economic Development Officer must have, and be able to demonstrate, a thorough understanding of municipal by-laws, and policies as well as being knowledgeable on the impact of provincial legislation and policy as it affects the municipality.
The Municipal Clerk/Economic Development Officer requires an understanding of municipal affairs.
The Municipal Clerk/Economic Development Officer must demonstrate excellent supervisory skills and should be competent in the interpretation and application of employment policies and have the ability to administer collective agreements.
The Municipal Clerk/Economic Development Officer must possess superior presentation skills, oral and written strong communication and inter-personal skills as they deal with a wide variety of individuals and groups on a regular basis.
The Municipal Clerk/Economic Development Officer is required to have a working knowledge of word processing, spread sheet and Internet computer software applications.
The Municipal Clerk/Economic Development Officer, due to the varied nature of activities and duties in the job, must have strong planning/time management and organizational skills.
The Municipal Clerk/Economic Development Officer must demonstrate a flexible and positive approach and initiative in completing assignments.
Township of Minden Hills August 19, 2011 - Municipal Clerk/Economic Development Officer Position
Page 97 of 108 7 The Municipal Clerk/Economic Development Officer must be able to demonstrate “customer first” service treatment of customers, partners and colleagues.
The Municipal Clerk/Economic Development Officer requires an understanding of business principles and market analysis skills.
The Municipal Clerk/Economic Development Officer should have knowledge of public relations, grant proposals and preparation, report writing and municipal government.
The Municipal Clerk/Economic Development Officer must have an excellent understanding of municipal government with a well-developed ability to interpret policies and regulations of the Planning Act and other applicable municipal and provincial legislation.
The Municipal Clerk/Economic Development Officer must demonstrate a flexible and positive approach and initiative in completing assignments.
Experience/Training
A minimum of five (5) years’ experience in progressively responsible municipal office positions. Minimum of five (5) years prior experience in Municipal administration is required.
Economic Development Officer Certification would be an asset.
The Municipal Clerk/Economic Development Officer requires a university degree in business, marketing or a related discipline with at least three to five years’ experience of economic development in a related environment.
Experience in the supervision of staff and the administration of employment policies and in the administration of collective agreements is preferred.
Working Conditions
Normal office working conditions apply.
Availability to work evenings and weekends with Council, Committees and others as required.
Signatures:
Date: Municipal Clerk/Economic CAO Development Officer
Township of Minden Hills August 19, 2011 - Municipal Clerk/Economic Development Officer Position
Page 98 of 108 Page 99 of 108 Page 100 of 108 Page 101 of 108 Page 102 of 108 Page 103 of 108 Page 104 of 108 From: Patrick Rowan [mailto:[email protected]] Sent: Monday, October 03, 2011 1:39 PM To: Gerry Morrison Subject: Position Description - Clerk/EDO
Hi Gerry, I've attached a position description that I will use to email to candidates - I boiled this down from the different descriptions that you emailed to me, and I've focused the profile heavily on the "Clerk" functions and put lesser emphasis on the EDO role.
Let me know if this OK and I will start the search.
Thanks
Pat
______
Patrick Rowan, Partner 45 St. Clair Avenue West, Suite 700, Toronto, ON M4V 1K9 Feldman Daxon Partners Ph: (416) 515-7600 ext 254 Inc. Fx: (416) 515-7595
Toll Free 1-866-370-9838
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Municipal Clerk & Economic Development Officer Township of Minden Hills, Ontario
Located in Haliburton County, the Township of Minden Hills is located 2 ½ hours northeast of the City of Toronto, and is an amalgamation of the communities of Snowdon, Lutterworth, Anson, Hindon and Minden. Originally surveyed in 1858, early settlers were attracted to the timber resources in the area, but by the 1940's Minden Hills had become an increasingly popular tourism destination, and its permanent population of 5,500 swells dramatically in the summer season. Leveraging its natural and rural advantages, Minden Hills is enhancing its municipal infrastructure and promoting its cultural heritage, local artists and local businesses to attract new residents who will raise families, enjoy the environment and contribute to the community's future. More information is available at www.mindenhills.ca
Position Overview
Reporting to the CAO, the Municipal Clerk & Economic Development Officer will oversee the administrative and statutory functions of the Clerk's department, while also providing support services to the Reeve and Council, and providing research, analysis and project management assistance to Council to assist them in establishing an initial economic development strategy for the Township. Specific responsibilities will include:
Performing the duties of Clerk (secretary to Council/Committees, manager of records, agendas and reports of Council and Committee meetings) while also performing the role of Returning Officer for municipal elections, Division Registrar of vital statistics (births, deaths, burial permits), Issuer of Marriage Licenses, Commissioner of Oaths and Affidavits, Freedom of Information and Protection of Privacy Coordinator, Lottery Licensing Officer and serving the needs of the Ontarions with Disabilities Acts and the Ontario Wildlife Damage Compensation Program.
As Economic Development Officer, assisting Council's Economic Development Committee with research, analysis and project management to build the foundation of an economic development strategy to promote and market Minden Hills to tourists, retirees, business community, government agencies and real estate developers.
Attending all meetings of Council and Committees, preparing the agenda according to the procedural by-law, providing advice on rules of procedure, communicating statutory authority, requirements and guidelines to Council to ensure that their actions are in compliance with various acts and legislation guiding municipal administration, governance and authority, recording, producing and distributing minutes of meetings and preparing by- laws, resolutions, reports, submissions and other information as required.
Feldman Daxon Partners, Inc. www.feldmandaxon.com (416) 515-7600
Page 106 of 108 Implementing directives, policies, instructions and decisions approved by Council as recorded at regular and special meetings in a prompt and efficient manner, reviewing, responding to and reporting on communications requiring Council attention and following up on communications after the meetings.
Meeting with department heads and staff for discussion of matters of policy approved by Council or in administrative matters in the implementation of policy and for coordination and consistency of implementation across departments.
Keeping informed of applicable provincial and federal statutes, regulations and by-laws and advising Council, the CAO, managers, staff and the public as required while also assisting departments when external legal advice is required.
Producing, maintaining and recommending changes to the Municipal Policy Manual and the municipality's records management system in conjunction with all department heads
As a department head, managing one staff member (Deputy Clerk) providing input to the preparation of capital and operating budgets for the Clerk's department and providing leadership to staff in a manner that promotes participation, teamwork and communication
Desired Skills, Qualifications & Experience
Three (3) to five (5) years' experience as a Municipal Clerk combined with a university degree or college diploma and an AMCT designation, with an interest in the research, analysis and report writing functions of the Economic Development Officer role. Thorough understanding of municipal by-laws, provincial legislation, policies and municipal affairs is required as well as excellent supervisory skills and the ability to interpret and administer employment policies and collective agreements. Superior communication and public presentation skills and a high level of confidence in interacting and communicating with Council members, managers, staff and the public are necessary, as well as strong organization and time management skills and a flexible, energetic and positive customer-focused approach to changing work requirements. The ability to be available to attend Council/Committee meetings in the evenings and on weekends is required.
For further information and consideration, contact:
Patrick Rowan, Partner Feldman Daxon Partners, Inc. 45 St. Clair Avenue West, Suite 700 Toronto, Ontario (416) 515-7600 ext. 254 [email protected]
Feldman Daxon Partners, Inc. www.feldmandaxon.com (416) 515-7600
Page 107 of 108 From: Lynn Burkart [mailto:[email protected]] Sent: Wednesday, October 12, 2011 12:40 PM To: Gerry Morrison Subject: Clerk/EDO Job Description and Value
Hi Gerry
As discussed, and since we were not able to locate the evaluation for the Clerk position, I have recreated the rating sheet and rationalized the scores to the best of my ability based on the ratings noted in the evaluation point chart from the past process.
Further, I have rated the additional duties of the EDO role as per the highlighted revised Municipal Clerk/EDO job description draft that you forwarded, along with the clarifying notes from the Personnel Committee Meeting. In short, I do not believe the EDO duties and responsibilities, as they are currently intended, would increase the value of the Clerk role. The level of duties and responsibilities, although new to the incumbent, would not be valued higher than those of a Clerk in any of the factors at this time. It may be that in the long run, if the role is developed beyond the research and policy development stage and Minden Hills decides to implement the full scope of the role of the EDO, the education element may increase if the role requires the dual function of Clerk and EDO. Other factors may be affected but it is difficult to say at this time, and it should be noted that factors may increase or decrease as a result of the EDO tasks. The EDO in itself (based on what I have worked with in other municipalities) would be unlikely to have the same value of a Clerk, it would likely rate lower than a Clerk if measured on its own merits.
I would also like to comment on the education identified in the draft Municipal Clerk/EDO job description. As written, the job description identifies that a university degree is a requirement. I wonder if this is a preferred requirement and the actual minimum requirement for the position is a 2 year post secondary diploma or certification in Economic Development (I believe that the only school offering this program is Waterloo so this might be difficult to “require”), Business, Marketing or another related field. This is typical of other EDO positions that I have worked with in other municipalities, and it is also in line with what is required of other positions within Minden Hills. I would like to suggest that the job description reflect a requirement of a 2 year program with the university degree preferred, rather than the university degree requirement identified.
As the EDO duties and responsibilities at this point appear to be somewhat provisional, I would like to suggest and alternative on how the EDO duties and tasks might be integrated into an existing role without necessarily changing the job description of the Municipal Clerk. Based on the assumption that the EDO duties would consist mainly of research and policy development at this time, Minden Hills might consider “seconding” the Clerk to the ED project. As the role is only 25% of a full time equivalent position and since it is conditional in nature it may make sense to leave the Clerk job description as is and outline the duties and responsibly of the ED project in a second document. If later on it is determined that the role should be made an on-going part of the Clerk’s role, or that it should be a separate position on its own, the job description and title changes could be made permanently at that time. Food for thought...
Please do not hesitate to contact me if you require any further information or clarification.
Thanks.
Lynn Burkart Burkart Associates
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