The Corporation of the Town of New Tecumseth Order Of

THE CORPORATION OF THE TOWN OF NEW TECUMSETH

MEETING OF COMMITTEE OF THE WHOLE

MEETING NO. 2009-15 NOVEMBER 16, 2009

Council Chambers 10 Wellington Street East, Alliston, Ontario 7:00 P.M.

CHAIR: MAYOR MACEACHERN

ORDER OF PROCEEDINGS

AWARDS AND RECOGNITIONS

CONFIRMATION OF AGENDA

DISCLOSURES OF INTEREST

DETERMINATION OF ITEMS REQUIRING SEPARATE DISCUSSION

ADOPTION OF ITEMS NOT HELD FOR SEPARATE DISCUSSION

DEPUTATIONS

CONSIDERATION OF ITEMS HELD FOR SEPARATE DISCUSSION

NEW BUSINESS

PUBLIC NOTICES

ADJOURNMENT

This meeting is being audio-recorded for transcription purposes only.

Correspondence intended for Committee and/or Council is generally received as public information, subject to the Municipal Freedom of Information and Protection of Privacy Act. Any person submitting correspondence shall advise the Clerk of any confidential items and the general nature of the confidentiality.

Awards and Recognitions NOTE TO USERS

Click on Item number

(ie: CW-1, CW-2) to Confirmation of Agenda immediately view that item.

“Home” key to go back to the Disclosures of Interest first page of the agenda.

Determination of Items Requiring Separate Discussion

Adoption of all Items not Held for Discussion

Deputations a) Lynn Dollin, Chair, Source Water Protection Committee and Don Goodyear, Manager, Source Water Protection Re: Source Water Protection b) James Fryette of James Fryette Architect Inc. and Ray Lisk, Chairperson, Beeton Facility Planning Task Force Re: Beeton Community Centre

ITEMS:

Committee of the Whole Report No. CW-2009-15 – Monday November 16, 2009

CW-1 COUNCIL ITEMS

a) PROVINCIALLY DESIGNATED PRIMARY URBAN NODE MUNICIPALITIES (BARRIE, BRADFORD WEST GWILLIMBURY, COLLINGWOOD, NEW TECUMSETH AND ORILLIA) Verbal Report of Mayor MacEachern

b) BEETON COMMUNITY CENTRE Verbal Report of Councillor Norcross

CW-2 COMMITTEE, BOARD AND TASK FORCE SUMMARIES

a) TOTTENHAM CONSERVATION AREA ADVISORY COMMITTEE Summary Report, October 30, 2009

CW-3 DEVELOPMENT CHARGE RELIEF FOR EXPANSIONS OF EXISTING BUSINESS OPERATIONS Treasurer/Manager of Finance, Report #FIN-2009-15A, November 16, 2009

CW-4 BUSINESS CONTINUITY PLAN – PANDEMIC Chief Administrative Officer, Report #CAO-2009-33, November 16, 2009

CW-5 BANTING HERITAGE PARK COORDINATING COMMITTEE TERMS OF REFERENCE Chief Administrative Officer, Report #CAO-2009-34, November 16, 2009

CW-6 GIBSON CULTURAL CENTRE Chief Administrative Officer, Report #CAO-2009-35, November 16, 2009

CW-7 PARKS, RECREATION AND CULTURE ORGANIZATIONAL STRUCTURE Chief Administrative Officer, Report #CAO-2009-36, November 16, 2009

CW-8 REQUEST FOR EXEMPTION TO NOISE BY-LAW – HIGHWAY 89 NOTTAWASAGA RIVER BRIDGE REHABILITATION Clerk/Manager of Administration & Economic Development, Report #ADMIN-2009-57A, November 16, 2009

CW-9 VOLUNTEER RECOGNITION PROGRAMS Deputy Clerk, Report #ADMIN-2009-64, November 16, 2009

CW-10 SIMCOE COUNTY CHILDREN AND YOUTH CHARTER Clerk/Manager of Administration & Economic Development, Report #ADMIN-2009-65, November 16, 2009

CW-11 BY-LAW ENFORCEMENT OFFICER – APPOINTMENT BY-LAW UNDER THE POLICE SERVICES ACT Municipal Law Enforcement Supervisor, Report #ADMIN-2009-66, November 16, 2009

CW-12 PARKING ENFORCEMENT – STEVENSON MEMORIAL HOSPITAL Clerk/Manager of Administration & Economic Development, Report #ADMIN-2009-67, November 16, 2009

CW-13 AUTHORITY TO PRICE DEBENTURE ISSUE Deputy Treasurer, Report #FIN-2009-18, November 16, 2009

CW-14 NOTTAWASAGA VALLEY CONSERVATION AUTHORITY – SERVICES TO THE TOWN a) Planner, Report #PD-2009-43, November 16, 2009 b) Wayne Wilson, CAO/Secretary Treasurer, NVCA

CW-15 ZONING BY-LAW AMENDMENT RIZZARDO BROS. HOLDINGS INC. DRAFT PLAN OF SUBDIVISION NT-T-06001 PART OF LOTS 31 & 32, CONCESSION 7 & 8, COMMUNITY OF ALLISTON FILE DEV 261.Z.6/08 Intermediate Planner, Report #PD-2009-45, November 16, 2009

CW-16 RELEASE OF SECURITIES HONDA CANADA INC. – SPS PLANT NO. 3 6795 INDUSTRIAL PARKWAY, ALLISTON Engineering Coordinator, Report #ENG-2009-68, November 16, 2009,

CW-17 PROPERTY MATTER – OFFER TO PURCHASE PRIVATE LANDS 5011 SIR FREDERICK BANTING ROAD and 560 VICTORIA STREET EAST ALLISTON, TOWN OF NEW TECUMSETH Senior Engineering Coordinator, Report #ENG-2009-69, November 16, 2009

CW-18 DUNHAM DRIVE – ROAD DEDICATION Engineering Coordinator, Report #ENG-2009-70, November 16, 2009

CW-19 BUILDING INSPECTORS APPOINTMENT BY-LAW Manager of Building Standards/CBO, Report #BD-2009-02, November 16, 2009

CW-20 QUALITY MANAGEMENT SYSTEM ANNUAL REPORT Manager of Public Works, Report #PW-2009-22, November 16, 2009

CW-21 CONTRACTOR SELECTION – RFP P09-11 ELECTRICAL SERVICES & MECHANICAL SERVICES Utilities Maintenance Supervisor, Report #PW-2009-23, November 16, 2009

CW-22 CONTRACTOR SELECTION – RFP P09-12 PLUMBING SERVICES Utilities Maintenance Supervisor, Report #PW-2009-24, November 16, 2009

CW-23 FIRE DEPARTMENT – FULL TIME STAFFING CONSIDERATIONS – UPDATE Fire Chief, Report #FIRE-2009-12, November 16, 2009

New Business

Public Notice

The Council of The Town of New Tecumseth will hear applications made under Sections 357 and 358 of the Municipal Act, 2001 with respect to the cancellation, reduction or refund of taxes at their meeting scheduled for Monday November 23, 2009 at 7:00 p.m. in the Council Chambers of the Administration Centre, 10 Wellington Street East, Alliston.

Adjournment Deputation b

J MES FRYETT

115 Metcalfe St PO Box 88 Elora ON NOB 1S0

Deputation Outline for the Becton Arena Feasibility Study by Jim Fryett of James Fryett Architect Inc November 16 2009

BACKGROUND

Recreation Facilities in the community of Becton are limited Currently the community is served by an arena and community centre that is approximately 60 years old and approachinga point in its lifespanthat soon will require considerable investment Although obsolete and dated the residents of the Becton community have a strong emotional and physical connection to the arena The wellestablished Becton Athletic Association are responsible for the scheduling organizing of minor hockey during the icein months and ball hockeywhen the ice is removed in the early springthrough to September The local curling club are long time users as are a number of adult hockey teams The upstairs hall kitchen is used Monday to Friday as a daycare centre and in the evenings and weekends by the local community for meetings and social events Consideration must be given to the specific recreation needs of the local community with respect to the uniquecharacteristics of the Becton community In order to address the needs of the current and future needs of the Becton Community The Town of New Tecumseth Mayor and Members of Council have approved fundingfor a consultant to assist Council the Becton Facility Task Force and staff in establishingprinciplesand guidelines that will shapethe conceptualdesign and development of a new multiuse Becton Community Centre

BEETON TASK FORCE PURPOSE AND OBJECTIVE

Professional expertise in multiuse community centers development and design Professional expertise in arena development designand operations Architectural and site assessment for the above two items Public meeting facilitation and documentation Ability to developa number of scenarios and the associated capital costs

The Becton Community Centre should be relevant based on the needs and requirements of the community shall be safe accessible functional and adaptable shall be a state of the art community building on the same site as the current Becton Memorial Arena shall house common dedicated and shared space servicingthe recreational leisure time needs of the Becton residents PROCESS

Professional consultant to meet with task force and establish goalsfor project study process information exchange investigation of comparableprojects public meeting process develop concepts develop budget

SITE ASSESSMENT

review of Official Plan Zoning Documentation Survey and Boundary information initiate Soils and Geotechnical report consultation with the Nottawas ga Valley Conservation Authority review of existing studies inclu ing the Leisure and Culture Master Plan and the Urban Commercial Core Parking Stud

SITE VISITS TO OTHER ARENAS

Task Force tour of several community based recreation centres and interviews with operational staff and administrators

PROGRAMME

NHL sized arena Six dressing rooms 400 seat capacity Indoor walking track Community hall Kitchen Large and small meeting rooms Snack Bar Administrative Office refer to attached Programme Summary

ARCHITECTURAL CONCEPTS

Two architectural massing concepts investigatedwith siting alternatives and planning studies Preferred scheme attached Conceptual studies are preliminary in nature with objective of identified scope and volume of potentiastructure COST ESTIMATES BASED ON DESIGN CONCEPTS

Building Construction 65 mil for the building 10 contingency

Site Remediation and Development 1 to 15 mil for site remediation and site work

Exclusions Fixtures Furnishings Equipment Consultant Fees

NEXT STEPS

Proceed to design development and preparation of tender documents Produce class B cost estimate investigatesoils demolition costs funding and regulatoryrequirements 1 Beeton Arena and Community Centre Building Programme rev Sept 16 09

Programme Spaces Area Notes

Arena Building NHL Sized Arena 85x200 ice surface 1517 SM 16330 sf area does not include benches and boxes Six Dressing Rooms 53 SM 570 sf each toilet sink and 2 showers each room 2 Referee Rooms 16 SM 175 sf each toliet sink shower and 6 half lockers each room Mechanical Room 28 SM 300 sf coordinate with engineer Electrical Room 10 SM 110 81 coordinate with engineer Refrigeration Room 36 sm 390 sf coordinate with ice supplier Emergency power Refrigeration Room Vestibule 4 SM 43 sf Ice Resurfacer Room 52 SM 560 sf requires exterior overhead door and melting pit Staff Office 7 SM 75 window to ice surface Staff Changeroom Washroom 9 SM 95 sf toilet sink 4 full height lockers Workshop 8 SM 85 81sf Janitorial Room 3 SM 35 sf requires slop sink Storage 25 SM 270 sf Spectator Seating 150 SM 1615 SA 274 seats @ 22 wide 4 wheelchairs and 4 attendants Walking Track 339 SM 3650 sf minimum 18m 6 feet clear width Lockers and Bench for Track Users 2 sm 22 sf 6 lockers some coin operated 4 Community Storage Rooms 8 SM 85 sf each more space to be acquiredfrom waste space in design

Total Arena Bldg including circulation 3550 SM 38210 sf should be considered a minimum

MultiUse Building Community Hall 260 SM 28 s1 accommodate 200 wedding guests Requires stage Community Hall Storage 25 SM 270 f chairs and folding tables on rolling dollies Community Hall Kitchen 18 SM 195 f requires 3 part sink and separate hand washing sink Community Hall Coat Room 12 SM 130 f Mens Washrooms 40 SM 430 f total 8 fixtures total based on occupancy Womens Washrooms 59 SM 635 f total 14 fixtures total based on occupamcy Family Washroom 6 SM 65 S0 Janitorial Room 3 sm 35 sf requires slop sink Reception 13 SM 140 sf requires shutter sound system controls 2 level desk Administrative Office 8 SM 85 sf PhotocopyStorage Room 8 SM 85 0 Staff Washroom 6 SM 65 S0 Large Meeting Room 27 SM 290 sf with kitchenette Small Meeting I Staff Lunch Room 19 SM 205 sf with kitchenette Community Room 100 sm 1075 sf Community Room Storage 10 SM 100 sf chairs and folding tables for use in lobby also Pro Shop 10 SM 100 sf Concession 15 s m 160 sf requires double sink and separate hand washing sink Concession Storage 8 am 85 sf Vending Machine Alcove 3 SM 35 sf 3 machines drinks sports drinks snacks Entry Vestibule 8 SM 85 sf important door alignment and timing Elevator Machine Room 5 SM 55 sf Lobby as per design donor wall tv bullentin boards trophy cases

Total MultiUse Bldg including circulation 800 SM 86110 estimate only

Exterior Spaces Public Space BBQ area smoking area for specialevents Parking required determined by total programme Parentchild dropoff area Truck Access access to arena floor and proximity to elevator Flag Pales Arena Snow Pile supplementary to melting pit only caanrvenr

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JAMESFRYETT

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CONCEPTUAL MASSING MODEL NORTH EAST VIEW OPTION 01

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CONCEPTUAL MASSING MODEL EAST VIEW OPTION02

JAMES FRYETT THE CORPORATION OF THE TOWN OF NEW TECUMSETH

TOTTENHAM CONSERVATION AREA ADVISORY COMMITTEE

For consideration by the Committee of the Whole of the Town of New Tecumseth on November 16 2009

The Tottenham Conservation Area Advisory Committee met at 100 pm on Friday October 30 2009 in the Boardroom of the Joint Operations Centre Beeton A quorum of the members was achieved

The following items were dealt with

1 REVIEW OF 2009 CONSERVATION AREA OPERATIONS The Recreation Program Coordinator reviewed the 2009 operations and provided the Advisory Committee with a review of the gate receipts It was noted that more visitors were coming at an earlier date Total values were calculated and discussed

It was decided that a comparative analysis of the receipts to the projections put together in 2006 would be beneficial It was also felt that it was time for the committee to step back and review the terms of reference as well as the list of accomplishments over the last few years

This year the use of tokens for shower usage was implemented for water conservation and was well received with very few complaints

2 SIGNAGE UPDATE The signs were very well received this year However two of the signs still require the NVCA logos

3 POND Committee member Boyd released approximately 47 bass into the pond this year He led the discussion regarding the problem with the weeds This is a prioritythat has been problematic in finding a satisfactory solution He noted that his Sportsman Club uses an aerator with good results however they tried using barley straw around the perimeter but did not have the anticipated results A meeting will be set up with the Manager of Parks Recreation and Culture as well as the Supervisor of Parks to discuss the use of barley straw It was felt that a oneyear pilot project using barley straw would be useful in determining whether the Conservation Area could benefit from this strategy Other options of cutting or using a harvester were discussed as well The Committee also asked the Committee Secretary to investigate the results from the Lake Simcoe Region Conservation Authority pilot project using Phoslock

It was also noted that the swans had been regular visitors this year which helped with the geese population The NVCA also lowered the pond in order to repair the outlet MW Tottenham Conservation Area Advisory Committee Page 2 of 2 October 30 2009

4 SOUTHERN ONTARIO REGIONAL DEVELOPMENT AGENCY Committee Member Ryan updated the Committee on the renaming of the Southern Ontario Regional Development Agency to FedDev Ontario In response to Ontarios economic challenges Budget 2009 provided more than 1 billion over five years for a new Southern Ontario development agency The agencys programs will support economic and community development innovation and economic diversification with contributions to communities businesses and nonprofit organizations It will help workers communities and businesses in Southern Ontario position themselves to take advantage of opportunities as economic growth recovers in Canada and around the world

It is expected that Terms of Reference for the recreation program will be announced in November at which time the criteria will be reviewed

5 ADJOURNMENT The Tottenham Conservation Area Advisory Committee meeting adjourned at 210 pm The next meeting date will be confirmed for February 2010

Cc COMMITTEE OF THE WHOLE November 16 2009

REPORT FIN200915A

DEVELOPMENT CHARGE RELIEF FOR EXPANSIONS OF EXISTING BUSINESS OPERATIONS

RECOMMENDATION

That Finance Report FIN2009 15A be received

That comments and written submissions received prior to and following the Public Meeting be considered as input into the proposed Development Charge Bylaw Amendment

OBJECTIVE

To bring forward information respecting the development of a policy to provide Development Charge relief to small and medium sized businesses regarding the expansion of their operations and to receive Public Input regarding the proposed change

BACKGROUND

At the Council Meeting on April 27 2009 Council passed the following resolution

That CAO Report CAO 200912 be received

That the Town Solicitor and staff be requested to bring forward an amendment to the development charges bylaw to incorporate a 75 exemption for the expansion of eligible small to medium businesses substantially in accordance with the recommendations set out in Report CAO2009 12 j At the Council Meeting on October 49 2009 Council passed the following resolution

That Finance Report FIN200915 be received I That Development Charge Bylaw 2008 134 be amended to include a provision to provide a partial Development Charge exemption for the expansion of existing business operations substantially in the form as attached Attachment 1

That in accordance with the Development Charges Act notice of the proposed amendment be provided and that a Public meeting be held after the Committee of the Whole meeting on November 16 2009

In accordance with the Development Charges Act notice was provided advising of the Towns proposed amendment to Development Charge ByLaw 2008134

I vo 3 Z

Report FIN200915A November 16 2009 Page 2 of 3

COMMENTS AND CONSIDERATIONS

The recommendations and highlights included in CAO report 200912 that were used to develop the policy are summarized as follows

To be eligible for the reduced Development charge calculation the size of the existing must small or medium sized business at one or several locations within the Municipality not exceed 25000 square feet 6250 m2 The business must also be located within the following designated zoning areas as provided in the Towns Zoning bylaw Convenience CC Urban Highway UHC Rural Highway RHC and Shopping Centre SCC Agriculture Al Agriculture A2 Urban Industrial UM Urban light Industrial ULM and Rural Industrial RM The Urban Commercial Core UCC has not been included for consideration in this policy amendment as there is currently a provision within the existing bylaw to provide a 75 exemption to the development charge that would be payable The amount of gross floor area that would be eligible for relief is 25 of the existing GFA Therefore the maximum area that would be eligible for development charge relief needs would be 6250 square feet 25000 sq ft x 25 or 58064m2 The expansion not to be attached to the existing structure and expansions in excess of 25 of the existing GFA would pay development charges at the full rate to the The amount of the relief or exemption was approved to be 75 which is similar current exemption provided to intensification of the Urban Commercial Core UCC If Businesses expand in smaller incremental steps reductions are available until they reach the maximum eligible GFA for expansion

The proposed wording of the applicable section to be amended within the Development Charge bylaw as provided by the Town solicitor is attached Attachment 1

FINANCIAL CONSIDERATIONS

As outlined within CAO Report 2009 12 in reviewing development charges that were collected that to the of a small to medium over the past few years there were not any related expansion not have sized business For 2008 and 2009 the mount of the development charges that would It is been collected if the provisions of this policy were in place would be less than 1000000 therefore not anticipated that there would be a significant negative impact on development be noted that the intent of this charge reserve funds when this policy i implemented It should within the revision is to provide an incentive to the small and medium businesses Town hopefully to encourage them to expand their current business operations

Respectfully submitted Reviewed by

Mark R Sirr T eresa Terri Caron Treasurer Manager of Finance Chief Administrative Officer

Attachment 1 Development Charge ByLaw amendment Rules with Respect to a SmallMedium Business Expansion Exemption 4rrCHa1ENr

RULES PEC L EXEMPTION

61 1 For the purposes of calculating development charges pursuant to Section 2 if a development includes the enlargement of the gross floor area of an existing building used for a small to medium sized business which building is 25000 square feet or less in any of the zones set out In subsection 2 the amount of the development charge payable will be calculated as follows

a if the gross flaor area of the existing buildingis enlarged by 25 or less the amount of the development charge In respect of the enlargement will be reduced by 75 of the development charge otherwise payable the exemption or

b If the gross floor area of the existing budding is enlarged by more than 25 the exemption will apply to the first 25 of the enlargement and the full development charge will be payable on the amount by vihich the enlargement exceeds 25of the gross floor area of the existing building

2 The exemption will apply to all existing buildings of 25000 square feet or less used for a small to medium sized business located In the Convenience CC Urban Highway UHC Rural Highway RHC ShoppingCentre SCC Agricultural Ai Agricultural A2 Urban industrial UM Urban Light Industrial ULM and Rural Industrial RM Zones as provided for in the Zoning ByLaw for the Corporation of the Town of New Tecumseth

3 For the purpose of this section the term gross floor area shall have the meaning that the term has in OReg82196 made under the Act

4 In this section for greater certainty in applying the exemption herein the following rules apply

a existing building shall be defined as all of the buildings used in conjunction with the business and whether such building or buildings are located on one or more sites

b for the purpose of determining any enlargement the phrase existing building as defined in clause a above will be the total gross floor area of the building or buildings used in connection with the business at the date of the application for the building permit to allow the expansion

the c expansion need not be attached to an existing building and may be a separate structure and may be on any site that is used in conjunction with the existing business

d the exemption will apply to any number of expansions but in no event shalt the exemption apply to any expansion once the gross floor area exceeds 25000 square feet for the total of all buildings used in conjunction with thebusiness and

e for greater certainty the maximum exemption available would be for an existing buildings of 25000 square feet which would be eligible for an exemption for one expansion of up to 6250 square feet PROVIDED that while the expansion could be greater than 6250 square feet the eligible exemption would apply only to the 6250 square feet being 25 of a building of the maximum eligible size of 25000 square feet COMMITTEE OF THE WHOLE NOVEMBER 16 2009 REPORT CAO200933

BUSINESS CONTINUITY PLAN PANDEMIC

RECOMMENDATION

That Report CAO200933 be received

That the Continuity of Business Operations Plan Plan attached as Attachment A to this Report be approved I That the pandemic municipal service priorities outlined in the Plan be endorsed

That notwithstanding the provisions within the Conditions of Employment Bylaw for business continuity purposes the CAO be authorized to implement the Human Resources Business Continuity Policy set out in the Plan as required

And that staff be authorized to seek assistance from and provide assistance to neighbouring municipalities and the County of Simcoe at cost as may be required to ensure the continuity of essential and high priority services delivery to our residents and businesses

OBJECTIVE

The purpose of this report is to bring forward for Councils consideration a business continuity plan for the continued delivery of essential and high priority services should the municipality be impacted by a pandemic resulting in the loss of a substantial number of the Towns workforce

BACKGROUND

Critical services or products are those that must be delivered to ensure survival avoid causing and injury meet legalor other obligations of an organization Business Continuity Planning is a proactive planning process that ensures critical services or products are delivered during a disruption i A Business Continuity Plan includes

a Plans measures and arrangements to ensure the continuous delivery of critical services and products which permits the organization to recover its facility data and assets Identification of necessary resources to support business continuity including personnel information equipment etc

The World Health Organization WHO has determined that the H1 N1 flu virus is a phase 6 pandemic which means there is widespread human infection WHO currently considers overall severity moderate because most people recover without hospitalization or medical care One result of this is that all workplaces may be impacted in some way and for some unknown duration C00

Report CAO200933 November 16 2009 Page 2 of 3

One of the critical challenges that the Town as an employer may face is a high rate of absences from employees who are sick themselves or who are required to care for sick families We have heard that the possible rate of absenteeism could be anywhere from 25 to 50 of all employees depending on the severity of the outbreak If we experience a high rate of absenteeism throughout the organization or even in some departments or functional areas it will become difficult to continue to provide Town services in some areas of responsibility

Staff have undertaken preliminary critical business continuity planning for a pandemic interruption to ensure that essential and high priority municipal services are maintained and that issues related to impacted employees are addressed in a fair and consistent manner throughout the organization having regard for the circumstances duties job requirements etc

While this exercise has been focused on the implications that a flu pandemic may have on the Towns operations work will continue to ensure that business continuity plans are prepared for other service disruptions that may occur as the result of such events as destruction or damage to Town offices extended loss of electrical power etc

COMMENTS AND CONSIDERATION

Staff have reviewed the various functions within their departments and have identified the essential or must do services and the high priority services to be delivered notwithstanding the Town may be experiencing serious staff shortages as a result of a flu pandemic To assist in the consideration of these functions the following prioritization criteria included within the Provincial Emergency Management Business Continuity Planning Template were provided

Prioritizing Municipal Services for Business Continuity

Objective To ensure essential municipal services are maintained Managers must first determine which services in their departments are

1 Must Do critical services cannot be deferred or delegated 2 High Priority do not defer if possible or bring back as soon as possible 3 Medium Priority can wait if pandemic is not too long 4 Low Priority can be brought back when the pandemic is over

Factors to Consider When Ranking the Priority of Services

1 Maintaining Emergency Program Functions Community Control Group Emergency Operations Centre 2 Services Affecting Public Health and Safety 3 Maintaining Sustaining Critical Infrastructure 4 Legislative Regulatory requirements

Continuity of Business Operations Plan Attachment 1

This document has been based on the template provided by the Province and provides that the custodian of the plan is the Towns Community Emergency Management Coordinator Fire Chief Dan Heydon

i Report CAO200933 November 16 2009 Page 3 of 3

The Plan provides that it may be activated by the CAOdesignate in consultation with the Mayordesignate and that activation may occur with or without there also being a declaration of an emergency made by the Head of Council

The full Business Continuity Plan will apply to a number of emergency situations once it has been essential fully developed The and high priority services may be altered depending upon the reason for the business interruption For the purposes of a pandemic interruption in the normal delivery of services the departmental essential and high priority services have been included within Attachment 1 of the Plan Essential services are identified with a priority 1 and high priority services are identified by priority 2

While the Town will continue to provide as many services as possible during a pandemic business disruption only the services identified as essential or high priority are mandated during the period of time that the Plan is in activation

Within the priorities communication has been identified as an essential service Staff work with the Mayordesignate to ensure that communication is maintained with members of council members of the public media and Town staff

The Conditions of Employment Bylaw provide for the conditions of employment and benefits including such matters as paid sick time short term and long term disability benefits The Bylaw is attached as Attachment B to this Report for ease of Council reference

To address the issues that will arise during a serious business interruption due to an emergency or during a pandemic staff believe that it is necessary to implement some flexibility to the provisions in the event of a serious pandemic outbreak

It is recommended that the CAO designate be authorized to apply the provisions of the Human Resources Policy for Business Continuity attached to the Plan as required The policy provides for such matters as redeployment of staff sick leave and disability working from home and deferral of vacation and carryover

Nei hbourin Muni i alities

Finally it is recommended that staff be authorized to seek assistance from neighbouring municipalities and the County of Simcoe and to provide assistance if requested to ensure that essential business operations may be maintained It is proposed that such assistance would be provided on a straight cost recovery basis

FINANCIAL CONSIDERATIONS

It is anticipated that costs associated with the implementation of the business continuity plan would be accommodated within the approved operating budget and any deviations would be reported to Council once normal business operations resumed

Respectfully submitted

Qer esa Terri A Caron Chief Administrative Officer ATTACHMENT A

Town of New Tecumseth

Continuity of Business Operations Plan

Business Continuity Planning BCP is the process of developing advance arrangementsprocedures that enable the municipality to continue to provide essential and high priority services

Objective

The objective of this Plan is to provide the procedures to be followed in the event of various emergency situations affecting the Town of New Tecumseth continuing to provide essential and high priority services that must be delivered to ensure survival avoid causing injury and meet legal or other obligations

Authority and Custodian

This plan is complimentary to the Town of New Tecumseth Emergency Management Plan as authorized by Bylaw 2004168 and the Emergency Management and Civil Protection Act RSO 1990

The custodian of this plan shall be the Town of New Tecumseth Community Emergency Management Coordinator CEMC who is responsible for the review revision and testing of this plan

Business Continuity Definition

Business Continuity An ongoing process supported by Council through senior management to ensure that necessary steps are taken to identify the impact of potential losses maintain viable recovery strategies and recovery plans and ensure continuity of services through staff training plan testing and maintenance New Tecumseth Business Continuity Program Committee BCPC

Town of New Tecumseth Management Team

The Management Team has the appropriate membership and expertise to form the Town of New Tecumseth Business Continuity Program Committee

Understanding departmental functions and individual roles and responsibilities Decision making authority Ability to identify resources Having an understanding of reporting decision making process

6CPi f ors e Posifion cth r Inf l k Terri Caron Chair CAO 7054393900 X227

Brendan Holly Alternate Chair Deputy CAO 7054393900 x233

Gayla McDonald Communications Clerk Manager of 7054393900 Administration x226

Rick Vatri Manager of 7054393900 Engineering x253 Eric Chandler Manager of Planning 7054393900 x237

Hilary Manager of Human 7054393900 McCormack Resources x247

Mark Sirr Treasurer Manager 7054393900 of Finance x304

Joyce Epstein Manager of Parks 9057291270 Recreation Culture x440

Dan Heydon BCP Fire Chief 9057291270 Coordinator Community x436 Emergency Management Coordinator

Chad Horan Manager of 9057291270 Public Works x433

Paula Coutts CEO 7054350250 New Tecumseth Public Library Notification and Implementation

This plan may be implemented in whole or in part by the CAO in consultation with the Mayor with or without the declaration of an emergency by the Head of Council

Prioritizing Municipal Services

Objective To ensure essential municipal services are maintained Managers must first determine which services in their departments are

Factors to Consider When Ranking the Priority of Services

Maintaining emergency program functions CCG EOC Services affecting public health and safety Maintainingsustaining Critical Infrastructure Legislativeregulatory requirements

Essential and High Priority Services

Attachments

1 a Pandemic Business Continuity Plan Department Service Priorities j 2 Human Resources Business Continuity Plan Policy

i Business Recovery RequirementsStrategies and Procedures

Ste Procedure Lead

1 Assessment of th situation CAO

2 Decision to evacuate to an alternate site CAO CEMC Manager of Human Resources

3 Activation staffing of 1OC as required CEMC Carry out EmergencyPlan responsibilities

4 Activating Business Continuity Plan CAO

6 Implement Human Resources Business CAO Continuity Plan Policy

6 Reassigning staff to critical functions BCPC

Assessment Criteria

Checklist for Department Heads Managers senior staff in assessing a situation in the workplace

Are employees safe Can Senior Managers communicate as a team How long will the organization be affected Are plans in place to continue operations COOP What is the impact on constituents What is the financial impact and are sources of funding accessible What are other threats that may impact the organization Communication

Monitor media for information and updates radio television print internet

Ensure that accurate and uptodate information about the emergency and business continuity planning is disseminated to Council the Public and Town staff on a timely and regular basis as needed

Maintain uptodate Town Staff contact list both on site and off site

Plan Testing and Maintenance

The CAO in consultation with the municipal Department Heads will be responsible for the continuous updating of this plan including review revision testing and conducting of the exercise i 1a

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4 ATTACHMENT 2 THE CORPORATION OF THE TOWN OF NEW TECUMSETH

s pOLiRE

Subject Title HUMAN RESOURCES BUSINESS CONTINUITY PLAN

Corporate Policy Approved by Council X Date Approved Motion No Administrative POlicyApproved by GAO ByLaw No

Department Policy Approved by Mgo j Name of Dept

Policy Statement The Town of New Tecumseth is committed to ensuring the safety of its employees and members of the public at all times as well as ensuring the continuation and maintenance of essential services during an interruption of normal business operations due to an influenza pandemic or the declaration of an emergency etc

Purpose The purpose of this policy is to define how employee absences and other attendance and payroll issues will be treated when the Town enacts the Business Continuity Plan

The provisions below will be implemented only when the Plan has been activated in accordance with the provisions of the plan

Scope This policy applies to all full time part time or contract employee and all Volunteer Fire Fighters with The Town of New Tecumseth

Policy

Overtime

1 There will be no change to the overtime provisions of the Conditions of b Employment C of E Section 4 for those employees who are contract and regular part time and those who are regular full time staff who are paid below level 9

2 Employees who are paid at level 9 or above receive one or two weeks extra vacation time in lieu of overtime in accordance with the C of E Section 4 In the event that an employee in this category works an excessive amount of overtime they will be given time off in lieu processed at straight time at a later date at toediscretion of the Chief Administrative Officer CAO

Recruitment

1 Regular recruitment of new employees may be deferred or suspended Recruitment of employees related to an emergency declaration may be accelerated at the discretion of the CAO in consultation with the Human Resources Manager and the applicable Department Heads

j Human Resources Business Continuity Plan Page 2 of 3

Redeployment of Staff

1 Employees may be redeployed to positions within their skill capabilities Wherever possible employees will be deployed within their own departments first based on skill capabilities

2 An employee who is redeployed to a position with a lower pay rate than their normal job will continue to be paid at their normal pay rate Employees who are redeployed to a position which pays a higher rate than their normal job will receive payment at the higher pay rate

Reporting Absence

1 There will be no change to the process of reporting absence

Sick Leave and Short Term Disability

1 In the case of an influenza pandemic employees absent with influenzalike illnesses will not be required to produce a doctors note Short Term Disability for those with influenza will be enacted after 3 days of illness No medical documentation will be required until the employee has been absent for 3 weeks At that time medical forms will be forwarded to the employee by the Human Resources Departmentand the claim will be managed through the Claims Management Consultant

2 In the event that an employee must be absent due to illness of hisher immediate family member as defined in the C of E the Town will accept this as a cause for absence and sick leave credits may be used

Town will 3 Where an employee has used up all sick leave entitlement the allow the employee to borrow sick leave days from the following year

to 4 Contract or Part Time Regular employees who are not entitled sick days will be granted 5 paid sick days in the event of having influenza or having to take care of immediate family members with influenza

Working from Home

1 An employee may be permitted to work from home pursuant to Department Head approval on a casebycase basis

Vacation

at 1 Employees may be required to postpone cancel or return from vacation the discretion of the Depart ent Head in consultation with the CAO and Human Resources

of the 2 Guidelines for vacation carry ver may be relaxed at the discretion CAO in consultation with the Department Heads

Banked Lieu Time

1 Guidelines for banked lieu time carry over may be relaxed at the discretion of the CAO in consultation with the Department Heads ATTACHMENT B

ATTACHMENT A TO REPORT HR200605 Revised March 2007

CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS FOR FULL TIME CONTINUOUS EMPLOYEES

THE CORPORATION OF THE TOWN OF NEW TECUMSETH

TABLE OF CONTENTS

PAGE NO

10 DEFINITIONS 12

20 GENERAL 3 21 Application of Employment Conditions 22 Payment of SalariesWages 23 Changes to the Conditions of Employment

30 HOURS OF WORK 4 31 Administration Staff 32 Public Works 33 Parks and Recreation 34 Custodian

40 OVERTIME 5 41 Below Salary Level 9 on the Approved Salary Grid 42 Salary Level 9 and Above on the Approved Salary Grid

50 LIEU TIME OFF FOR OVERTIME 6 51 Accumulating Overtime in Lieu of Pay

60 CALL BACK POSITIONS BELOW LEVEL 9 OF THE SALARY GRID 7 61 Minimum Hours

70 UNIFORMS CLOTHING SAFETY BOOTS AND EQUIPMENT 7 71 Cost of Providing 72 Safety Equipment

80 ON CALL PUBLIC WORKS 8 81 Scheduling 82 Payment 83 Additional Help Required

90 HOLIDAYS 9 91 DesignatedHolidays 92 Floating Holiday 93 Designated Holidays on Regular Day Off Parks and Recreation

i Directors

i Tableof ContentsCont d Page

ii10 0 VACATION 1010 1 Entitlement10 2 AccumulatedVacation Credits10 3 Request Procedure104 VacationPay on

Termination11 0 PROBATION PERIOD 1211 1 Lengthof Probation11 2 Successful Completion11 3 Terminationof a Probationary

Employee12 0 PROMOTIONSAND STAFF CHANGES 1312 1 From Within

Service13 0 EDUCATION MEMBERSHIPSLICENCESAND EXPENSES13 1 Continuing Education13 2 Membershipsand Licences13 3 Conferences ConventionsSeminars Meetings Workshopsand Meal

Allowances14 0 LEAVEOF ABSENCE 1414 1 Bereavement14 2 Serious Injury Illnessor Circumstance14 3 Jury Duty Subpoenaed Witness14 4 Pregnancyoror Parentl Leave14 5 Leaveof Absence146 Medical

Appointments15 0 SERVICETIME AND TE INATION 1715 1 Lossof Service Time15 2 SuspensionDischargeLay Off Recalland Noticeof Termination15 3 Severance Pay15 4 Termination Pay15 5

Beneficiary16 0 DISPUTE RESOLUTION 1816 1 Settlingof Disputesor ComplaintsWith Exceptionof Managers and Directors16 2 Settlingof Disputesor Complaints Managersand Table of Contents Contd Page iii

170 EMPLOYEE BENEFITS 20 171 Paid Sick Time 172 Short Term Disability 173 Long Term Disability 174 Health CareMedical Care 175 Dental Care 176 Vision Care 177 Life Insurance 178 Dependent Life Insurance 179 Accidental Death and Dismemberment 1710 OMERS i

180 WORKPLACE SAFETY AND INSURANCE BOARD 23 181 Benefits 182 Interim Income Protection CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 1

10 DEFINICTONS In this ByLaw

11 Anniversary Date means the first day the Employee commenced full time continuous employment with the Former Employer or the Employer as the case may be

12 Corporation Municipality Or Town means The Corporation of the Town of New Tecumseth

13 Council means the council of The Corporation of the Town of New Tecumseth

14 Department means Administration Building Standards CAO Engineering Finance Fire Human Resources Parks Recreation and Culture Planning Public Works Technical Services and will include all sub units within

15 Employee means anyperson in the employ of The Corporation who is engagedon a full time basis and is not representedby a union

16 Employee Task Team ETT is a team of employees comprisedof one representativefrom each department of the organization selected by the employees of the department The Team will be chaired by the Human Resources Manager or hisher designate

17 Employer means The Corporation of the Town of New Tecumseth

18 Former Employer meansany or all of The Corporationof the Town of Alliston The Corporation of the Village of Beeton The Corporation of the Township of Tecumseth The Corporation of the Village of Tottenham

19 Leave means author zed absence from work by an employee during an employees regular r normal hours of work i

110 Management means positions above salary level 8 according to the approvedsalary grid

111 Overtime means th time work in excess of the normal workday hours as defined in Se ion 3

112 Overtime Rates shall be time and onehalf the regular rate of pay except Sunday and designated holidays as defined in Section 91 which shall be double the regular rate of pay CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 2

Definitions Contd

113 Scheduled shall mean known to the employeeprior to the end of the employees regular shift

114 Service Time is determined from the first day of full time continuous employment with the Former Employer or the first day of full time continuous employment with the Employer as the case may be and is not affect by transfers within or between departments

115 Unscheduled means not Scheduled I

CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 3

20 GENERAL

21 APPLICATION OF EMPLOYMENT CONDITIONS

The conditions of employment and benefits contained in this ByLaw except where noted apply to all employees of the Town whose conditions of employmentare not covered by a collective bargainingagreement

22 PAYMENT OF SALARIESiIWAGES

The Employer shall pay all employee salaries and wages biweekly by direct deposit to the employees bank account in accordance with the approved salary grid of the Employer as amended from time to time Pay slips will be delivered to the employee on the day before pay day

23 CHANGES TO THE CONDITIONS OF EMPLOYMENT

231 This ByLaw will be revisited a minimum of every three 3 years on its anniversary date The Human Resources Manager will circulate a notification to all employeesthat the Conditions of Employment and Employee Benefits ByLaw is about to be revisited The notification will indicate a deadline for submitting suggested amendments All suggestedamendmentsmust be in writing and can be submitted at any time prior to the publisheddeadline

232 The Human Resources Manager or hisher designateshall meet with the ETT for the purpose of reviewing and summarizing all suggestions received and to prepare a draft ByLaw with final recommendations for change Clarification will be sought on any suggestedamendment where necessary

233 The Human Resources Manager shall refer changes to the CAO

234 The CAO will review the suggestedchangesand will consult with the Department Heads as heshe deems appropriate Heshe will then provide comments to the Human Resources Manager who will reconvene a meeting of the ETT to advise of the comments of the CAO

235 Following discussions with the ETT the CAO will review the changesand make a decision regarding approval The decision of the CAO is final CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 4

30 HOURS OF WORK

31 ADMINISTRATION STAFF

3 11 The normal workweek shall consist of 35 hours The normal workday hours shall be as follows

830 am to 430 pm Monday to Friday

312 Each Employee shall be grantedone hour for lunch daily

313 Each employee shall be granted two 15 fifteenminute rest periods daily one in the morning and one in the afternoon Where practical these periods will be scheduled by the immediate supervisor between 1000 am and 1030 am and 300 pm and 330 pm

32 PUBLIC WORKS

321 The normal work week shall consist of five 5 consecutive eight 8 hour days from Monday to Friday inclusive for a total of 40 hours per week No eight 8 hour shift shall be spread over a period longer than 8 2 hours with onehalf hour off for lunch

322 Normal workday hours shall be 700 am to 330 pm The normal workday shall not commence before 600 am nor finish later than 600 pm

323 Each employee shall be grantedthe equivalentof two 2 fifteen minute rest periods and one 1 half hour lunch period

33 PARKS AND RECREATION

331 The normal workweek shall consist of five 5 eight 8 hour days for a total of 40 hours per week The Employees two 2 days off in each week shall subjectto the requirementof service be consecutive

332 Each employee shall be granted a fifteen 15 minute rest period daily in both the first and the second half of the shift

333 Each employeeshall be granted a thirty 30 minute meal break If for reasons determined by the Employer the attendant is unable to leave the work site this break shall be a paid break CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 5 HOURS OF WORK Contd

334 The Employees monthly work schedule shall be postedon or before the first day of the month preceding the month for which the schedule was prepared

335 Any changes to the Employees posted work schedule shall where possible be made seven 7 days in advance It is recognized by the Employees that such advance notice is not required in cases of emergency or illness or similar types of situations

34 CUSTODIAN

341 The normal workweek shall consist of 40 hours and the normal workdays shall consist of Monday to Friday

342 The employeeshall be entitled to a onehour meal break

40 OVERTIME

41 BELOW SALARY LEVEL 9 ON THE APPROVED SALARY GRID

411 When it becomes necessary for an employeeto work hours in excess of their normal workday hours the hours worked shall be preapproved by the employees direct supervisor with the exception of emergency situations

412 Overtime shall be paid long with the regular pay

413 Overtime shall not be paid for less than 15 consecutive minutes of overtime

414 When an employeecommences work three 3 or more hours prior to the employees normally scheduled working hours the employee shall be granteda paid thirty 30 minute meal break The time of the meal break will be agreed to by the employeeand their direct supervisor

415 If an employees pre proved overtime follows the normal scheduled working hours and will be in excess of two 2 hours the employeewill be granted a paid thirty 30 minute meal break The time of the meal break will be agreedto by the employeeand their direct supervisor

416 After completion of five 5 consecutive hours of overtime the Employeeshall be grantedan unpaid 30 minute rest period CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page b OVERTIME Contd

417 Notwithstanding 1 11 a Parks and Recreation Employee who is scheduled to work on a Sunday as part of the Employees normal work week shall be paid at the regular rate of pay for the first eight 8 hours worked and double the regular rate of pay for overtime

42 SALARY LEVELS 9 AND ABOVE OF THE APPROVED SALARY GRID

421 Employeeswithin salary levels 9 and above of the approvedsalary grid shall be granted5 additional vacation daysannually in lieu of overtime worked In addition to the foregoing employeeswithin salary levels 9 and above of the approved salary grid who are regularly required to attend eveningmeetings shall be granted five 5 vacation daysannually in lieu of attendance at such meetings These days shall be credited to the Employee on a prorated monthly basis

422 The position of Deputy Clerk will receive five 5 vacation days annually in lieu of attendance at Council and Committee of the Whole meetings Any other overtime worked by the Deputy Clerk will be paid in accordance with section 40

50 LIEU TIME OFF FOR OVERTIME

51 ACCUMULATING OVERTIME IN LIEU OF PAY

511 An Employee has the option of accumulating approvedovertime worked to be taken as time off in lieu of pay The yearly accumulated hours banked including the applicable overtime rate shall not exceed forty eight 448 This amount may be increased at the discretion of the Department Head

512 The taking of lieu time shall be by mutual agreement between the Employeeand Department Head

513 All time off in lieu of cash must be BOOKED BY NOVEMBER 30TII OF EACH YEAR AND taken by the last pay of December of each year An Employee shall receive payment for any accumulated overtime hours remaining to the Employees credit on the last pay chequeissued in December of each year

514 Lieu time may only be accumulated between January lst and November I 30thof each year CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 7

60 CALL BACK POSITIONS BELOW LEVEL 9 OF THE SALARY GRID

61 MINIMUM HOURS

611 A Parks and Recreation Employee who is called in and required to work outside their normal scheduled working hours shall be paid a minimum of three 3 hours at overtime rates

612 A Public Works Employee who is eligible for on call pay as per 821 and is called in and required to work outside their normal scheduled workday hours shall be paid a minimum of two 2 hours at overtime rates

613 When an Employee receives a callout during any period when the Employee is already on callback this shall be considered as one callback for purposes of section 6 11 and 612

70 UNIFORMS CLOTHING SAFETY BOOTS AND EQUIPMENT

71 COST OF PROVIDING

711 The Employer agrees to pay the cost of supplying uniforms for Employees in the Public Works Department and the Parks and Recreation Department who work outside These uniforms will consist of seven 7 shirts and five S pants These uniforms will be replaced on an as needed basis Utility employeeuniforms must be left at work and will be maintained by the Employer The Employer will supply and maintain coveralls for echanics

712 The Employer agrees to pay a taxable clothing allowance of 30000 per year to persons who are employed as Building Officials Building Inspectors and Engine ring DepartmentEmployeeswho are requiredto work outside on a regular basis as verified by the Department Head in lieu of supplying and maintaining uniforms to compensate for deterioration of clothing due to field conditions This amount will be prorated for new employees in their first partial year of service Employees who receive a clothing allowance and those who do not receive a clothing allowance or uniform and require a winter coat for their work will be suppliedwith a winter coat on an as needed basis but not more than once every two years

713 The Employer shall upon proof reimburse an Employee who has successfullycompletedthe probationaryperiod and who is required to wear boots for the cost of one pair of safety boots andor coveralls on an as needed basis but not more than once annually the amount of reimbursement being the lesser of the actual cost of purchase or 17000 CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 8 UNIFORMS CLOTHING SAFETY BOOTS AND EQUIPMENT Contd

714 The Employer shall provide an Employeeof the Parks and Recreation Department with a winter parka and a springjacket as required

715 An Employee shall wear the uniform supplied pursuant to subsection 711 at all times while at work It is understood that any piece of clothing or safety equipment provided by the Employer is the property of the Employer and shall be worn by employees only while on duty Employees must return such clothing on termination of employment or where replacement is requested The employee shall be solely responsible for clothing paid for by the Employer which is lost stolen or otherwise destroyedother than through normal wear and tear

716 The reimbursements provided above are not intended to cover 100 of the cost to Employees

72 SAFETY EQUIPMENT

721 The Employer shall provide all safety equipment required by legislation In addition this shall include one 1 reflective winter parka and two 2 reflective summer jackets replaced on an as needed basis for Public Works Department Employees

80 ON CALL PUBLIC WORKS

81 SCHEDULING

811 Employees shall be scheduled for on call duty on a rotating basis for seven 7 consecutive days commencing on Wednesday of each week

82 PAYMENT

821 When an Employee is required to be on call the Employeeshall be paid at a rate of 2000 per day and 3000 per statutory holiday This rate shall not be affected by call outs which shall be paid for in accordance with Section 60

83 ADDITIONAL HELP REQUIRED

831 Employeeson call shall be allowed to secure additional help in order to service an emergency call out if the job requires more than one Employee in accordance with approved Departmental policy 9 CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page HOLIDAYS

90 HOLIDAYS

91 DESIGNATED HOLIDAYS

911 The following days shall be recognized as Designated Holidays and be at the except as otherwise provided herein Employees shall paid normal rate of pay therefor

New Years Day Civic Day Simcoe Day Good Friday Labour Day Easter Monday Thanksgiving Day Victoria Day Christmas Day Canada Day Boxing Day Last Working Day BeforeChristmas Last 12 Working Day Before New Years

the 912 In the event that a new Designated or other holiday is proclaimedby become Federal or Provincial Governments that day so proclaimed shall a DesignatedHoliday for the purpose of this ByLaw

or the 913 When a designatedh iday falls on a Saturday Sunday preceding as determined the Friday or the followingMonday shall be observed by CAO or hisher designate

if 914 An Employee shall not be eligible for pay for the DesignatedHoliday the Employee is not at work on the regular scheduled working day precedingor the regular scheduled working day immediately following the DesignatedHoliday unless the Employee is otherwise on approved sick leave of absence with pay ie bereavement leave jury duty leave of or on vacation or lieu time At the discretion management verification of reason for absence may be requiredto receive payment

not be for 915 Any Employee on leave of absence without pay shall eligible falls within the of such pay for any DesignatedHoliday which period leave

916 An Employee who is on longterm disability or is receiving Workplace Safety and Insurance Board Benefits is not entitled to Designated Holiday

I CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 10 HOLIDAYS Contd

92 FLOATING HOLIDAY

921 In addition to the recognized paid holidays an Employee shall be entitled to one 1 floating holiday annually which is to be taken within the current calendar year on a mutually agreed upon day and if not taken will be forfeited

922 Notwithstanding Subsection 921 an Employee that commences work for the Employer on or after July 1stin any year shall not be entitled to the floating holiday for that calendar year

923 If on termination the Employee has not taken the floating holiday the employee is not entitled to payment for same

93 DESIGNATED HOLIDAYS ON REGULAR DAY OFF PARKS AND RECREATION

931 When any of the approved DesignatedHolidays fall on the Employees regular scheduled day off the Employee shall receive an additional days pay for that holiday and shall not otherwise be entitled to take the holiday at a later date or to accumulate these hours for time off in lieu of pay

100 VACATION

101 ENTITLEMENT

1011 All Employeesas defined in Section 14 hereof shall be entitled to receive annually those number of vacation days set out in Column 3 based on the months of service as set out in Column 1 earned at the monthly rate as set out in Column 2 As per the Employment Standards Act no employee shall receive less than the equivalent of 4 of gross annual earnings

MONTHS OF MONTHLY EARNED ANNUAL SERVICE RATES VACATION Column 1 Column 2 Column 3 a i to 24 2Years 833 Per Month 10 Days b 25 To 84 7 Years 125 Days Per Month 15 Days c 85 To 168 14 Years 167 Days Per Month 20 Days d 169 To 228 19 Years 208 Days Per Month 25 Days e 229 To 288 24 Years 250 Days 30 Days f 289 Plus Over 24 Years 292 Days Per Month 35 Days CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 11 VACATION Contd

1012 Notwithstanding the above vacation entitlement no Employee shall receive less annual vacation days than what the Employee was receiving from the Fortner Employer until the above schedule exceeds the Employees former entitlement See the definition of Former Employer Section 1

be 1013 If a designatedHoliday falls within vacation an extra day off shall granted

1014 Employees are not permitted to take cash in lieu of annual vacation

vacation 1015 Employees may take as a minimum one hour increments in credit

1016 The annual vacation entitlement will be allotted on January Ist of each year

1017 New employees will be entitled to take one half of their first years annual vacation entitlement after six 6 months of service and the remainder after one 1 year

102 ACCUMULATED VACAT ON CREDITS

1021 Unless otherwise app oved by the CAO an Employees accumulated vacation credits earned pursuant to the above at any point in time shall not exceed 24 months worthof vacation credits 103 REQUEST PROCEDURE

1031 All Employeesbelow level 9 on the approved salary grid shall submit reserve dates the current on the proper form requests to vacation for Head or calendar year through their direct supervisor to the Department CAO where appli ble prior to April lst of each year Approved requests will be submitted to the Human Resources Department by the Department Head or A0 where applicable

1032 The CAO may schedulea two 2 consecutive week summer period will be with a minimum sta ng between July 1Stand August 31Stwhich taken as annual vacation time Any such period will be announced by the CAO prior to June Ist each year

1033 Service time shall resolve conflicts within a department provided said requests are submitted prior to April Ist CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 12 VACATION Contd

1034 Employees may submit vacation requests at any time after April however if approved such requests shall be scheduled in the order received provided requestedvacation does not conflict with vacations scheduled prior to April 0

1035 Vacation requests for employees in salary level 9 and above of the approved salary grid shall be scheduled in consultation with the Department Head or CAO as applicable

104 VACATION PAY ON TERMINATION

1041 An Employee on termination of employment shall be entitled to payment of unused vacation entitlement plus prorated vacation entitlement for the current year to the date of termination

1042 If an Employee has used more than their accrued entitlement prior to terminating employment the Employee will be required to pay to the Corporationany such entitlement not yet earned

110 PROBATIONARY PERIOD

111 LENGTH OF PROBATION

1111 Newly hired Employees shall be considered on a probationarybasis for a minimum period of six d months from the date employment commenced During the probationary period Employees shall be entitled to all rights and privileges of these conditions of employment

112 SUCCESSFUL COMPLETION

1121 Service Time shall be effective from the original date of employment i 1122 An interim performanceappraisal shall be completed by the Supervisor upon the half way point of the probationaryperiod three 3 months The Human Resources Departmentshall send a performanceevaluation form to the employees direct supervisor This form must be completed discussed with the Employee signed by the Employee the Supervisor and the DepartmentHead or CAO where applicable and then returned to the Human Resources Department prior to the Employees three 3 month anniversarydate CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 13 PROBATION PERIOD Contd

1123 A performance appraisalshall be completed by the supervisor at the completion of the employees probationary period The Human Resources Department shall send a performanceevaluation form to the Employees direct supervisor This form must be completed discussed with the Employee signed by the Employee the Supervisor and the Department Head or CAO where applicable and then returned to the Human Resources Departmentprior to the Employees six 6 month anniversary date

113 TERMINATION OF A PROBATIONARY EMPLOYEE

1131 A probationary Employee may be terminated at any time during the probationaryperiod without recourse

120 PROMOTIONS AND STAFF CHANGES

121 FROM WITHIN SERVICE

1211 The Employer supports the principle of promotion from within A vacant position shall be posted internally within the Corporation for a minimum of one 1 week as per Corporate policy All employeesof the Town are eligible t apply as well as part time and contract workers This does not preclude the Employer at its discretion from posting externally at the same time

130 EDUCATION MEMBERSHIPS LICENCES AND EXPENSES

131 CONTINUING EDUCATION

1311 Continuing education shall be pursuant to the adopted Personnel Training ByLaw of the Employer as amended from time to time

1312 Expenses related to Continuing education shall be pursuantto the expense ByLaw of theEmployer as amended from time to time

132 MEMBERSHIPS AND LICENCES

1321 Employer shall pay for an Employees membershipfees to a maximum of two 2 professional associations or as required by the Employer CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 14 EDUCATION MEMBERSHIPS LICENCES AND EXPENSES Contd

1322 The Employer shall pay the fee exclusive of drivers licence for licences certifications and renewals which are required in order for the Employee to provide a service to or for the Employer Upon mutual agreement between the Employee and the Department Head or designate an Employee will be given time off by the Employer to a maximum of three 3 hours with pay during normal working hours in order for the Employee to attend at a Provincial licencing office to perform written andor driving tests in order to retain the class of Drivers Licence requiredto perform work for the Employer

133 CONFERENCES CONVENTIONS SEMINARS MEETINGS WORKSHOPS MEAL ALLOWANCES AND MILEAGE

1331 Employeesshall be reimbursed for eligible expenses pursuant to the adopted expense ByLaw of the Employer as amended from time to time

140 LEAVE OF ABSENCE

141 BEREAVEMENT

1411 The regular rate of pay shall be maintained for any such days falling during an Employees regular work schedule

1412 An Employee shall be granted up to five 5 consecutive working days off when a death occurs in the immediate family Immediate family is defined to include spouse commonlaw spouse child parent brother sister fatherinlaw motherinlaw stepchild grandchild step grandchild or a person to whom the Employee is in loco parentis

1413 An employee shall be granted upto three 3 consecutive working days bereavement leave for a grandparent sisterinlaw brotherinlaw spouses grandparent or great grandchild

1414 If an Employee is notified of the death of a person in Section 1412 or 1413 while at work and as a result is required to leave work that day shall not count as part of the bereavement leave granted and the Employeeshall receive the Employees normal rate of pay for that day

1415 When extensive travelling is required to attend the funeral of an immediate family member the Employeemay with the approval of the Department Head or CA0 where applicable be allowed up to an additional two 2 working daysbereavement leave i

CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page15 LEAVE OF ABSENCE Contd

142 SERIOUS INJURY ILLNESS OR CIRCUMSTANCE

1421 Employees who require time off from work for critical personal needs of their may after notifying the Supervisor and with the agreement Department Head or CAO where applicable receive a maximum of three 3 paid work days per year for such purposes This time off should only be approvedfor such reasons as serious illness of the parent spouse or child Thesedays may not necessarily be consecutive These days cannot be used for purposes which are otherwise paid for as per government legislation If requestedby the Manager Department Head or CAO the employee on returning to work shall present proof to support the absence If the employee does not supply satisfactory proof the employeeshall forfeit all rights to claim any compensationfrom the Employer for the period the employee was absent from work

Serious injury or illness as noted above is defined to mean an injury or illness of a parent spouse or child that requires or required hospitalization hospital treatments such as chemotherapy emergency treatment surgery or caring for a parent spouse or child after surgery This definition does riot include doctors appointments or appointments for tests This provision may also be used when the Health Unit intervenes and require an employee to be quarantined

The CAO may auth rite the use of this time off for other reasons

143 JURY DUTY OR SUBPOENAED WITNESS

1431 Employeeswho are required to attend for jury selection or to serve as jurors or subpoenaedwitnesses shall be grantedpaid leave of absence for that purpose

1432 The Employee granted paid leave of absence under this policy shall receive their normal compensationand benefits provided the Employee reports for work when not actually required to attend court If requested by the Manager Director Department Head or CAO as the case may be the Employee on returning to duty shall present proof showing the period of such court service If an Employee does not comply with the request for proof of s rvice the Employeeshall forfeit all rights to claim any compensationfro the Employer for the period the Employee was absent from work

1433 The Employee shall remit any jury or witness fees to the Employer exclusive of travel meals or other expenses CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 16 LEAVE OF ABSENCE Contd

144 PREGNANCY OR PARENTAL LEAVE

1441 Pregnancy or parental leave shall be granted pursuant to the EmploymentStandards Act and Regulations there under

145 LEAVEOF ABSENCE

1451 An Employee may seek leave ofabsence without pay for a justifiable reason not otherwise provided for by submitting a written request through the Manager to the Department Head or CAO where applicable The Department Head or CAO shall consider the merits of the request and decide whether the leave is granted

1452 A Manager may seek leave of absence as described above by submitting a written request to the Director Department Head or CAO where applicable The Director Department Head or CAO shall consider the merits of the request and decide whether the leave is granted

1453 A Director or Department Head may seek a leave of absence as described above by submitting a written request to the CAQ The CAO shall consider the merits of the request and decide whether the leave is granted

1454 During a leave of absence exceeding four 4 weeks payment of extended fringe benefits shall be the responsibility of the Employee commencingon the first day of the fifth week

1455 Requestsfor leave of absences extendingbeyondfour 4 weeks shall be forwarded to the CAO by the Director or Department Head along with a recommendation from the Director or Department Head Approved leaves will be forwarded to the Human Resources Department

146 MEDICAL APPOINTMENTS

1461 Time off to a maximum of two 2 hours during normal working hours be an may paid for employees medical or dental appointmentsupon approval of the Direct Supervisor Department Head or Director as the case may be CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 17 SERVICE TIME AND TERMINATION Contd

150 SERVICE TIME AND TERMINATION

151 LOSS OF SERVICE TIME

1511 An Employee shall not lose service time rights if the employeeis absent from work because of sickness accident layoff or approved leave of absence however service time shall not accumulate on leave of absence that extends beyond four 4 weeks and on layoff for any period of time that the While on layoff an Employee shall not lose the service time employeehad on the date of layoff

1512 An Employeeshall only lose their service time in the event

a the Employee is discharged for just cause and is not reinstated b the Employee c the Employeetsignsabsent from work in excess of two 2 working days without notifying the Employer unless such notice was not reasonablypossible d the Employee fails to return to work on the first working day following the expiry of an approvedleave of absence or within three 3 calendar days following a layoff after being notified by registered mail to return unless in either circumstance the Employee cannot through of sickness or ju cause It shall be the responsibility the Employeto keep the Employer informed of the employees current address or e the Employee s laid off for a period longer than twelve 12 months

152 SUSPENSION DISCHARGE LAYOFFS RECALLS NOTICE OF TERMINATION

1521 Shall be pursuant to the Employment Standards Act and Regulations thereunder

153 SEVERANCE PAY

1531 Employeeshired prior to and including December 31 2005 are entitled to the following severance benefit Upon death normal retirement age of or pursuant to OMERS resignation after twenty 20 years service when and Employee terminates because it is medically determined that the Employee is permanentlyunable to return to work the number of weeks of severance pay shall be CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page18 LOSS OF SERVICE TIME Contd

One 1 weeks pay if employment is less than two 2 years Two 2 weeks pay if employmentis two 2 or more but less than five 5 years Four 4 weeks pay if employmentis five 5 years or more but less than eight 8 years

Employeeswith eight 8 or more years service shall receive one 1 weeks pay for each year of service or part thereof Payment of severance pay shall be made in a lump sum

In the event of the death of an employee the above severance pay shall be directed to the beneficiaryof the employee

Employeeshired after December 31 2005 are not entitled to this benefit

154 TERMINATION PAY

1541 Employeesterminated for cause shall receive termination pay pursuant to the provisions of the EmploymentStandards Act

155 BENEFICIARY

1551 In the event of the death of an Employee all monies owing to the deceased Employee at the time of the Employees death shall be paid in a lump sum to the Employees beneficiary or to the Employees estate ie vacation pay severance pay wages lieu time etc

160 DISPUTE RESOLUTION

It is the mutual desire of the Employer and the Employee that disputes and complaintsbe dealt with to both parties satisfaction as quickly as possible

161 SETTLING OF DISPUTES OR COMPLAINTS WITH THE EXCEPTION OF MANAGERS AND DIRECTORS

1611 The following procedures shall be followed by an Employee wishing to file a dispute or complaint

Step 1 The employeeshall first discuss their disputeor complaint with their immediate supervisor and together they will attempt to resolve the issue CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 19 DISPUTE RESOLUTION Contd

Step 2lf the discussion in step one does not resolve the issue the Employee shall then submit their dispute or complaint in writing to their immediate supervisor The immediate supervisor shall respondin writing to the Employeewithin five 5 working days after receipt of the dispute or complaint

Step 3 The Employee if dissatisfied with the response from the immediate supervisoror if the Employees immediate supervisor fails to respondwithin the requiredfive 5 day period may file a copy of the dispute or complaint along with a copy of the response if a y to the Department Head The Department Head follows g consultation with the Human Resources Manager shall within five 5 working days after receipt of the dispute or complaint respond in writing to the Employee with a copy to the Human Resources Manager

Step 4 The Employee if dissatisfied with the response or where no response is forthcoming may file the dispute or complaint with the CAO with a copy to the Human Resources Manager The CAO shall within ten 10 working days after receipt of the dispute or complaint respondin writing to the Employee with a copy to the Human Resources Manager The decision of the CAO shall be final

162 SETTLING OF DISPUT S OR COMPLAINTS MANAGERS AND DIRECTORS

1621 The following procedure shall be followed by a ManagerDirector wishing to file a dispute or complaint

Step 1A Manager of Director shall first discuss their dispute or complaint with their immediate supervisorand together they will attempt to resolve the issue

Step 2lf the issue is not resolved by Step 1 the Manager or Director shall then submit their dispute or complaint in writing to their Department Head or CAOwhere applicable The Department Head or CAO where applicable shall following consultation with the Human Resources Manager respond in writing to the Manager or Director within five 5 working daysafter receipt of the dispute or complaintwith a copy to the Human Resources Manager The decision of the CAO is final in the case of a Manager or Director who reports directly to the CAO CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 20 EMPLOYEE BENEFITS Contd

Step 3 If the Manager who does not report directly to the CAO is dissatisfied with the response from the DepartmentHead or if the Department Head fails to respondwithin the required five 5 working days the Manager may file a copy of the dispute or complaint along with a copy to the response from the Department Head to the CAO with a copy to the Human Resources Manager The CAO shall respondin writing to the Manager within ten 10 working daysafter receipt of the dispute or complaint with a copy to the Human Resources Manager The decision of the CAO is final

170 EMPLOYEE BENEFITS

The Employer agrees to provide the following Employee Benefits and shall contribute 100 of the premiums for said benefits

171 PAID SICK TIME

Each Employee shall be entitled to eight S paid sick days from January It to December 31s of each year

The number of sick days will be prorated in the first part year of employment

These days will not accumulate from year to year

Paid Sick Time may be taken in days or hours

The Employer at its discretion may request a certificate from a qualified medical practitioner as proof of illness The Employer shall pay the cost of any medical certificates and medical forms when the Employer requests such certificates or forms to a maximum of 6000 per certificate or form and upon proof of payment by the Employee I

172 SHORT TERM DISABILITY

1721 The Employer shall provide Short Term Disability Benefits in accordance with the Short Term Disability Plan in effect See plan documentation for details i

CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 21 EMPLOYEE BENEFITS Contd

173 LONG TERM DISABILITY

1731 The Employer shall provide Long Term Disability benefits to Employees which shall be effective after 17 weeks of disability and shall continue for the duration of the disability up to age 65

1732 These benefits shall be applied in accordance with the Long Term Disability Plan in effect See plan documentation for details

1733 In consultation with the Employees physician the Employer may provide modified work if appropriate in any area of the workplace or LTD Modified while an employee is on Short Term Disability work is provided at the discretion of the Employer for a period of time determined by the Employer on a casebycase basis Modified work is a means of returning an employee back to their regular job over a period of time and is not a permanent situation

1734 An Employee on LongTerm Disability shall be able to continue extended health and dental benefits coverage with the Employer The and Employer shall pay 100 of premiums for the extended health dental benefit plans for a period not exceeding two 2 years If after a that two 2 years on LTD it is determined by medical practitioner the Employee shall not be able to return to work extended health and dental benefits coverageshall cease beingpaid by the Employer

dental 1735 The Employee may if allowed by the health and insuring to these benefit company pay the premiums to the Employer continue coverages

earn time 1736 An Employee on LangTerm Disability ceases to vacation The equivalent of any vacation time owing to the Employeeat the time the Long Term Disability commences shall be paid out at the end of two years of Long Term Disability leave or sooner if the employee the requests Such vacation time owing will be paid at the rate employee was ea ing at the date the Long Term Disability commenced An em Joyceon LTD shall not lose any accrued vacation time

1737 An Employee on LTD shall be given the following guarantees of employment

a The Employees previous position shall be held for a period of twelve 12 months from the start of LTD benefits CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 22

EMPLOYEE BENEFITS Contd

b If upon expiration of twelve 12 months the Employee is able to return to work and the Employees previous position is no longer available the Employee shall be placed in a suitable position if available at a rate not less than what the Employee was receiving on the date the disability commenced

c If no suitable position is available the Employee shall be classed as laid off

d If a suitable position should become available within six 6 months the Employee shall be offered the position Should the Employee not accept the position offered the Employee shall be considered to have terminated his employment with the Employer

174 HEALTH CAREMEDICAL CARE

1741 The Employer shall provide Health and Medical Care benefits to Employees in accordance with the Extended Health Care plan in effect See plan documentation for details

175 DENTAL CARE

1751 The Employer shall provide Dental Care benefits to Employees and eligible dependentsin accordance with the Dental Plan in effect See plan documentation for details

176 VISION CARE

1761 The Employer shall provide Vision Care benefits to Employees and eligible dependents in accordance with the Vision Care Plan in effect See plan documentation for details

177 LIFE INSURANCE

1771 The Employer shall provide Life Insurance to Employees in accordance with the Life Insurance Plan in effect See plan documentation for details CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page 23 WORKPLACE SAFETY AND INSURANCE BOARD Contd

178 DEPENDENT LIFE INSURANCE

1781 The Employer shall provide Life Insurance to Employeesin accordance with the Life Insurance Plan in effect See plan documentation for details

179 ACCIDENTAL DEATH AND DISMEMBERMENT

1791 The Employershall provide AD D benefits to Employees in accordance with the AD D Plan in effect See plan documentation for details

1710 ONTARIO MUNICIPAL EMPLOYEE RETIREMENT SYSTEM

17101A11 Employees shall participate in the OMERS pension plan commencingon the first day of employment

1711 EMPLOYEE ASSISTANCE PROGRAM

17111 The Employer shall provide an Employee Assistance Program to Employees in accordance with the Employee Assistance Program in effect See Plan documentationfor details

1712 BENEFITS AVAILABLE UION RETIREMENT

17121 The Employer shall provide Extended Health and Dental Benefits to those Employees who have at least 15 years of Service as an Employee with New Tecumseth and who retire within OMERS regulations This and will coverage is provided on a fifty percent 50 copayment basis terminate upon the first day of age 65 or death of the retired employee

180 WORKPLACE SAFETY AND INSURANCE BOARD

181 BENEFITS

1811 An Employee shall cease to receive remuneration from the Employer while receiving Workplace Safety and Insurance Board benefits

1812 An Employee shall continue to receive Employerpaid benefits while receiving Workplace Safety and Insurance Board benefits CONDITIONS OF EMPLOYMENT AND EMPLOYEE BENEFITS Page24

WORKPLACE SAFETY AND INSURANCE BOARD Contd

1813 Employer paid benefits shall cease at such time as the Employee discontinues to either receive Workplace Safety and Insurance Board benefits or it is determined that the Employeeis unable to return to work and receives a WSIB pension benefit or a WSIB lump sum settlement

182 INTERIM INCOME PROTECTION

1821 When an Employee has not received their Workplace Safety and Insurance Board benefits within two 2 weeks of the date of the accident or last date of work the Employer at the request of the Employee shall issue an advance chequeto the Employee in an amount which is estimated to be equal to that due from the Workplace Safety and Insurance Board The Employee will be required to sign a waiver that indicates that if the claim is denied by the WSIB the monies will be repaidto the Employerby way of payroll deductions or other means

1822 When an advance is issued by the Employer the recipient Employee shall reimburse the Employer for the said advance upon receipt of the benefit cheque

1823 Employees requiring advances under this policy shall advise their Manager Director or CAO where applicable in writing COMMITTEE OF THE WHOLE NOVEMBER 16 2009 REPORT CAO200934

BANTING HERITAGE PARK COORDINATING COMMITTEE TERMS OF REFERENCE

RECOMMENDATION

That Report CAO200934 be received

And that the Terms of Reference attached to Report CAO200934 as Attachment 1 be approved

OBJECTIVE

The purpose of this report is to bring forward the Terms of Reference for the Banting Heritage Park Coordinating Committee for Council approval

BACKGROUND

As recommended by Lord Consultants as part of the Banting Homestead Master Plan Council has appointed a Banting Heritage Park Coordinating Committee to assist Council in the implementation of the Master Plan and coordination of the various stakeholders in the overall project

To provide direction and a mandate for the work of the Committee draft terms of reference have been prepared for Councils consideration

COMMENTS AND CONSIDERATION

The Terms of Reference have been prepared to provide the Committee with a mandate to provide recommendations and advice to council to ensure that the fund raising initiatives and implementation initiatives of the Banting Homestead Master Plan are approached in a clear and coordinated manner

FINANCIAL CONSIDERATION

Respectfully submitted

heresa Terri A Caron Chief Administrative Officer

Attachments 1 Attachment 1

Terms of Reference

Banting Heritage Park Coordinating Committee

1 Mandate

The Banting Heritage Park Coordinating Committee BHPCC was established to assist Town Council in fulfilling its commitment to a coordinated approach for an orderly and effective implementation of the Banting Homestead Master Plan

The Banting Homestead Master Plan contemplates the development of partnerships and programs involving a number of identified stakeholders including the Sir Frederick Banting Legacy Foundation Stevenson Memorial Hospital and community organizations and service providers including educational institutions diabetes educators farm incubator programs etc The role of the BHPCC will be to provide advice and information to Town Council to provide for greater efficiency in the attainment of common goals and objectives of the various stakeholders

The meetings will provide an opportunity to exchange views provide advice on how best to harmonize activities recommend strategies to ensure the implementation timetable matches the flow of funds provide advice on the appropriate steps to ensure a coordinated approach to fund raising for the Banting Homestead etc

2 Reporting Requirements

Reports from the BHPCC will be filed with Town Council for approval of Committee recommendations

3 Time Frame and Meetings

The BHPCC will meet as required or at the call of the Chair Participation may occur in person or by conference call Working groups and subcommittees may be formed to address specific issues or undertake activities as required

4 Decision Making

The BHPCC will operate on a cosensusbasis

5 Quorum

The majority of members shall constitute a quorum provided that at least one member of council is in attendance Should a quorum not be achieved the meeting may continue as an informal exchange of information

6 Communications

BHPCC members are encouraged to be open and candid in discussing items before the Committee Communication by committee members of the work of the committee shall only occur through the approved formal reports Deliberations should remain within the committee until the matter has been considered and approved by Council I

COMMITTEE OF THE WHOLE NOVEMBER 16 2009 REPORT CAO200935

GIBSON CULTURAL CENTRE

RECOMMENDATION

That Report CAO200935 be received

And that should the Gibson Cultural Centre Board of Directors request the Towns approval to a refinancing proposal that the following conditions be imposed

1 The Town shall be entitled to register on title Notice of the public interest resulting from the significant capital investment made by both the Town and members of the community for an arts and culture centre to be registered as a subsequent interest to the financing document This will ensure that a future prospective purchaser or lender will have notice of the public interest in the property

2 That due to the ongoing financial challenges being experienced by the Gibson Centre that the provisions of Condition 9 of Resolution 2001283 requiring the Towns approval to any sale or financing be extended for a further 10 year period

3 That the term of the refinancing arrangement for which Town approval is granted shall be for a term not to exceed 2 years

OBJECTIVE

The issues related to the Gibson Cultural Centre were deferred to the November 16 2009 Committee of the Whole meeting for an update The purpose of this report is to provide Council with the as as update well advice in respect of a possible request for Town approval to a refinancing proposal

BACKGROUND

At the Council Meeting of October 19 2009 Council passed the following resolution

That Report CAO200930 be received

That the deputations of Cathy Morden Oonie Groves Ted Boston Patricia Farugia Watson Michaela Todd George Scott David Green Bill Murray Brendon Healey Patti Campbell Money Lawrence Linda MitchellReynolds and Lorne Derrough be received

That the deputation of Allister Byrne of Grant Thornton be received

That the Grant Thornton Financial Review of the Gibson Cultural Centre dated September 2009 attached as Attachment 1 be received

That the information from the Gibson Cultural Centre CEO entitled Striving for Financial Stability attached as Attachment 2 be received

That information from the Gibson Cultural Centre CEO presenting 2 Options for Council consideration attached as Attachment 3 be received G 6

Report CAO200935 November 16 2009 Page 2 of 3

That staff be authorized to prepare an Offer to Purchase based on acquiring the Gibson Cultural Centre building furnishings and land

That the additional information memorandum from the CAO dated October 19 2009 be received

That the Offer to Purchase to be prepared for Council consideration be conditional on Council receiving and approving a proposed funding and operational plan

And that this matter be deferred to the November 16 2009 Committee of the Whole meeting pending further discussions between Town representatives and representatives from the Gibson Cultural Centre Board of Directors

Following the October 19 2009 Council Meeting Town representatives met with Gibson Cultural Centre representatives to discuss the Council direction At that meeting the Gibson Cultural Centre representatives advised that they required further direction from their Board and were not in a position to discuss the matter at that time No further meetings between the Town representatives and the Gibson Cultural Centre representatives have occurred

While Town staff have not received any formal notification from the Board we have been advised that the Board is not prepared to consider the sale of the Gibson Cultural Centre to the Town and we understand that the Board is reviewing the possibility of a refinancing proposal

COMMENTS AND CONSIDERATION

Resolution 2001283

Pursuant to Resolution 2001283 Condition 9

That the Gibson Cultural Centre Corporation provide an undertaking to the Town prior to any funds being flowed to the Capital Project that they will not sell mortgage or encumber the real estate property they own without the approval of the Town for a period of ten years

This resolution was passed by Town Council in 2001 to support the application for a Sports Culture and Tourism Partnership Round 1 by the Gibson Cultural Centre Corporation to assist the Corporation in the restoration of the building located at 63 Tupper Street West Alliston for a community arts and culture centre and committed the Town to a donation in the total amount of One Million Dollars subject to a number of conditions including Condition 9 The full resolution is attached as Attachment 2 for Council reference The purpose of the Towns 1 million grant and the financing condition was to reinforce that the Gibson Centre was being developed as a nonprofit facility to enhance the cultural attributes of the area

In the following years the Town has provided additional financial assistance to the Gibson Centre including a grant in the amount of 150000 in 2007 to fund an elevator and 56000 in operating funds It is also important to recognizethat in addition to the public funds invested by the Town many individuals community croups and organizations have donated substantial funds and dedicated many hours to supportthe Gibson Centre as a centre for arks and culture in the community Report CAO200935 November 16 2009 Page 3 of 3

Resolution 2001283 to continues apply and provides the Town with a mechanism to ensure that future decisions are not made the by Gibson Centre that would result in the very significant in arts public capital investment and culture being lost to the community andor enure to the benefit of a private individual or corporation

Conditions of Approval to Refinancing Proposal

the current Recognizing challenging economic times that are impacting every sector of the community and the potential risks associated with the need for ongoing refinancing arrangements staff recommend that a number of additional conditions be imposed should Council consider approval of a refinancing proposal

4 The Town shall be entitled to register on title the public interest resulting from the significant capital investment made by both the Town and members of the community for a arts and culture centre to be registered as a subsequent interest to the financing document This will ensure that a future prospective purchaser or lender will have notice of the public interest in the property

5 That due to the ongoing financial challenges being experienced by Gibson Centre that the provisions of Condition 9 of Resolution 2001283 requiring the Towns approval to any sale or financing be extended for a further 10 year period

6 That the term of the refinancing arrangement for which approval is granted shall be for a term not to exceed 2 years

The recommended conditions will ensure that the public investment in a building for arts and culture and resulting public interest will be registered on title as legal notice to any prospective future lender or purchaser of the property Further through the extension of the provision the Towns consent to requiring refinancing and sale of the Gibson Centre for a further 10 years there is an opportunity for the Town to be satisfied as to the ongoing financial stability of the Centre and the security of the public investment prior to the end of its approval authority Further by limiting the term of the refinancing to 2 years the Town will have an opportunity to review the financial related a issues thereto in timely manner to ensure the public interests are being appropriately protected

FINANCIAL CONSIDERATIONS

There are no financial implications for the Town arising from this report

Respectfully submitted

C2 Theresa Terri A Caron Chief Administrative Officer Cw I

COMMITTEE OF THE WHOLE NOVEMBER 16 2009 REPORT CAO200936

PARKS RECREATION AND CULTURE ORGANIZATIONAL STRUCTURE

RECOMMENDATION

That Report CAO200936 be received

That the Town of New Tecumseth Parks Recreation and Culture Organizational Review A Strategy for 20092010 prepared by the Randolph Group attached as Attachment 1 be received

That Option B be supported as the preferred organization structure to be implemented in phases

That effective January 1 2010 a new Division of Facilities and Asset Management which will include the Superintendent of Parks and Facilities and Building and Property Maintenance Operator positions be established reporting to the Director of Technical ServicesDeputy CAO

That the recommended new position of Manager of Facilities and Asset Management be established provided that funding for the position be considered as part of the 2010 Operating Budget deliberations

That the recommended new position of Community DevelopmentCultural Coordinator be established provided that funding for the position shall be considered as part of the 2010 Operating Budget deliberations

That the Manager of Parks Recreation and Culture job description be amended to reflect the j transfer of Facilities and Asset Management functions to Technical Services

That the additional recommended positions be brought forward for consideration in the 2011 Operating Budget deliberations

And that recommendations 2 3 4 5 and 6 as noted on pages 22 and 23 of the Randolph Group report be implemented as the additional staff resources become available

OBJECTIVE

The purpose of this report is to bring forward an organizational review of the Parks Recreation and Culture Department and to recommend a preferred organization structure

BACKGROUND

The contract for services with the current Manager of Parks Recreation and Culture expires on December 31 2009 As the Randolph Group Report identifies there have been significant successes and accomplishments achieved in the department under the leadership of Mrs Epstein in this position While we are extremely proud of our corporate wide success rate in Town staff succession planning and career development and would support such an opportunity in this instance as the Randolph Group have identified within their Report there is no one C Report CAO200936 November 16 2009 Page 2 of 4

within the department at this time with the necessary qualifications and experience to assume department head responsibilities

In addition it has been that the recognized required functions performed the have by Manager position changed over the 5 dramatically past years Prior to any decision on forward with this position in 2010 it moving became necessary to review the positions responsibilities and functions associated skill sets required to perform the ensure responsibilities of the position to that the skills match the jobs requirements

Currentlythe Department Head position encompasses Parks Recreation and Culture responsibilities as well as significant responsibilities for new and facility construction renovations repairs maintenance in the 3 Specifically past years a significant and amount of time has been in increasing required the staff management role of a of number new construction or maintenance projects repair

In addition to ongoing maintenance and repairs such as roof replacements arena maintenance etc over the past few the years Town has constructed the Town of New Tecumseth Centre and the Recreation associated restaurant and has a approved number of construction projects including Coventry Park the former 54 Pavilion Plus Club renovation and Alliston Administration Centre renovation of the west to accommodate wing staff space requirements the and construction of the Tottenham planning Community Centre expansion issues related to Line field ongoing the 9th house 3 spray pads skateboard parks etc

With the assistance of the in Manager 2009 the Town successfully for 4 Recreation Infrastructure applied grants and has approved the construction of 2 replacement playgrounds an outdoor ice surface and the reconstruction of the Outdoor Rotary Pool all of which must be substantiallycompleted by March 31 2011 to receive full funding In addition planning is well underway with the Beeton Centre Community Task Force for a new community centre to be constructed in Beeton

In 2007 the Town the acquired Banting Homestead which includes a 4 year Work Plan to undertake the necessary restoration to ensure the survival of the many buildings on the property This is separate from and in addition to responsibilities associated with coordinating partnerships with stakeholders and service providers for the development of the Banting Heritage Park with its many diverse components

The CAO recognized that the time increasing commitment construction knowledge and project management skills being demanded of the of Manager Parks Recreation and Culture position to implement the decisions of Council in the provision for new facility construction renovation and maintenance has stressed the severely ability of the department to act in more than a reactive As there capacity well appeared to be limited complement positions within the department to which the Managers functions may be delegated or to act in the absence of the Manageror that offer immediate succession planning opportunities

In order to address this issue properly and provide the appropriate advice to Council the CAO sought assistance in a review undertaking of the organization structure of the department to determine whether the Manager of Parks Recreation and Culture job description should be amended to reflect a different priority of skills and experience andor whether the construction managementmaintenance work should be transferred elsewhere in the organization Report CAO200936 November 16 2009 Page 3 of 4

The Randolph Group have worked with the Town previously on two occasions in the review and preparation of the Towns Strategic Plan and are familiar with both the evolution of the Towns organization the municipality and best practices in parks recreation and culture service delivery

COMMENTS AND CONSIDERATION

The Randolph Group Organizational Review Report is attached as Attachment 1 The Review considers the organization of the department and compares the Towns organizational structure to other comparable municipalities

In considering the evolution of the structure and the needs going forward the Review has considered the successes and accomplishments of the department and the changing service levels approved by Council and demanded by the public Finally the Review considers how to ensure that the Towns high standards can be supported going forward

The a Report includes number of recommendations which it suggests may be phased in over time as budgets permit Staff have considered the recommendations in the Randolph Group report and recognizing the financial implications have included a suggested phasing for Councils consideration

FINANCIAL CONSIDERATIONS

The estimated salary ranges for the proposed new complement positions would be as follows

Manager of Facilities Asset Management Level 10 79700 99650 plus benefits

Community DevelopmentCultural Heritage Coordinator Level 8 61350 76700 plus benefits

Administrative Coordinator Level 5 41400 51800 plus benefits

Special Events Planner Level 4 36300 45400 plus benefits

It should be noted that it is being recommended that the positions be phased in over the next 1 3 years

The salary levels have been estimated by the Human Resources Manager based on the expected job evaluation slotting of the positions on the Towns salary grid The final salary grade level would be determined by a formal evaluation of the specific job description in accordance with pay equity maintenance requirements With the extensive experience the HR Manager has with job evaluation staff do not expect that the evaluated salary grade levels will vary in any significant manner

To assist Council Attachment 2 is a list of salary ranges for parks recreation and culture and facility positions in the Town of BWG and Township of King Requests have been placed with Co q 4

Report CAO200936 November 16 2009 Page 4 of 4 other municipalities for this information as well to provide an indication of comparable salary ranges

It is expected to be possible to offset a portion of the Manager of FacilitiesAsset Management position salary through a reduction in the payment of project management fees to external consultants on some projects While it is expected that there will continue to be some projects that will require external project management assistance due to a specific technical expertise or the volume required of projects occurring simultaneously it is anticipated that a number of such projects could be managed in house with the addition of this complement position

As an example the project management fees being paid for the RInC infrastructure projects Tottenham Community Centre renovation and expansion and the Beeton Facility Task Force project support total 283500

The estimated project management fees for the 2010 capital work on the Beeton Community Centre project should Council proceed would be 40000

Respectfully submitted

eresa Terri A Caron Chief Administrative Officer

Attachments 1

I ATTACHMENT 1

TOWN rG

S V

Town of New Tecumseth Parks Recreation a Culture Department

Organizationat Review A Strategy for 20092010

November 12 2009

f r r Y

F w b Yrr z

re ndolPh group I TABLE OF CONTENTS

CHAPTER PAGE NO

1 Introduction 1 Background 1 Objectives of the Organizational Review 2

2 Parks Recreation St Culture Department 3 An Overview

Description of the Department Including Current 3 Projects Significant Accomplishments 8

3 Assessment of the Current Situation g Strengths of the Parks Recreation t Culture g Department Challenges Facing the Parks Recreation Et Culture 10 Department Trends Impacting Parks Recreation t Culture 12 Programs and Services Key Organizational Issues to be Addressed 13

4 Comparative Analysis 14 Overview of Comparators 14 General Observations 14

5 Moving Forward 17 Organizational Options 17 Option A Key Features 18 Option B Key Features 18 Recommendations 21 Implementation 23

Attachment Comparative Analysis

randolph group 1 INTRODUCTION

The Town of New Tecumseth is committed to providing its citizens with a comprehensive range of parks recreation and cultural services Given the growth of the municipality and the changing demands on these services it is an appropriate time for the Town to review how best to organize these functions to ensure that they continue to meet the needs of its citizens

Background

Since amalgamation when the communities of Alliston Beeton Tecumseth and Tottenham joined to become New Tecumseth Parks Recreation Ft Culture have been prominent features of the programs and services provided by the Town The municipality with a population of approximately 30000 has recognized the importance of parks recreation and culture through its Strategic Plan Building on the Foundation Specifically Goal 4 Preserving our heritage and supporting cultural and recreational opportunities contains strategic actions to be implemented in support of the goal which in turn supports the Towns vision and mission The goal strategic actions and desired outcomes are shown in Figure 1

Figure 1

4 Preserving our heritage and supporting cultural and recreotional opportunities To preserve the heritage of the communities and promote the provision of a diversity of cultural activities and active and passive recreational opportunities which reflect the range of lifestyle interests ages and states of health and mobility of residents

41 Support the identification and preservation of significant archeological architectural and heritage structures districts and cultural landscapes in consultation with Heritage New Tecumseth

42 Support and develop policies guidelines and programs to protect heritage streetscapes the unique character of downtown cores and the rural landscape 43 Support strategic alliances with the New Tecumseth Public Library boards of education health social services community service groups and the private sector in the development and delivery of open space recreational and other forms of programming 44 Acquire and develop additional parkland and upgrade and expand active recreational facilities in accordance with the Leisure and Culture Master Plan 45 Provide additional recreational and cultural activities to support the needs of the residents 46 Support community festivals such as Tottenham Bluegrass Festival Beeton Fall Fair the Alliston Potato Festival Canada Day etc and encourage the development of new activities which promote the Towns history culture and strong sense of community

randolph group Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 200912010

Deli d tcomes

Communities have a sense of identity with which residents associate Architecturally and historically significant structures are maintained and protected The public is aware appreciates and has pride in the communitys history New developments in older established areas of historic architectural or landscape significance reflect and enhance the overall character of these areas Recreation and cultural facilities are upgraded and increased in number Use of outdoor sports fields increases There is a variety of diverse cultural opportunities for residents and visitors to enjoy in the community Recreation and cultural programs are keeping pace with the type and rate of growth Strong volunteer sector supports the Towns recreation and cultural services

There is considerable parks recreation and culture infrastructure that has been developed and is maintained by the Town with support from community organizations and volunteers The Town is now at a stage where it is interested in determining the preferred organization strategy for building on the current good work and moving forward

Objectives of the Organizational Review

The focus and attention on parks open space recreation facilities services and programs has grown considerably since the Town of New Tecumseth was created The demand continues to increase and the Town continues to provide new programs and services as well as support the community groups and organizations that are involved in parks recreation and culture

Recognizing these trends management identified a need to review the current organization of the Parks Recreation Ft Culture Department The work is to achieve the following objectives

To ensure that current needs are understood and that the organization structure is designed to optimize the staffing of the department recognizing the factors of workload technology and succession planning

To support the Towns high istandards and expectations for the parks recreation and cultural facilitiesprograms and services available in the community

An independent objective consultant familiar with the Town has assisted senior management with the development of this organizational strategy

2 rtandolph group 2 PARKS RECREATION t CULTURE DEPARTMENT AN OVERVIEW

Parks recreation and cultural services are provided by the Town under the direction of a Manager of Parks Recreation Et Culture with support from other Town departments and a number of volunteer organizations Over the past seven years the Parks Recreation ft Culture PRC Department has assumed a wide variety of additional responsibilities and increased level of service in response to Council direction community demands and increasing service delivery standards The department has expanded to provide comprehensive services in four main functional areas includ4ng administration services parks planning development and maintenance recreation and culture services and buildings and facilities construction and maintenance There is a general expectation that these functions will continue to be a key component of the Towns focus in the foreseeable future

Description of the Department Including Current Projects

The Parks Recreation Et Culture Department has a staff of approximately 39 full time FTEs 274 part time FTEs and 1268 seasonal FTEs

The department has four business units The primary functions of each business unit as well as a description of some of the current major projects follows

1 Administration Reception customer service Facility allocation permit issuance Program registration Invoice processing Payroll timesheets Attendance reporting Departmental budget development and administration

Current major projects 2010 department capital and operating budget preparation Development Charges negotiations re recreation charges

3 randolph group Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 200912010

2 Recreation and Culture

Recreational programming for four facilities summer camps Facility Guest Services Rotary outdoor pool operations Ongoing user group liaison New facility development and community outreach Management of recreation centre and facility leases concession and restaurant advertising pro shop Preparation and administration of recreation fee schedules SpringSummer and FallWinter Brochure Museum on the Boyne operations Banting Homestead coordination of partnership stakeholder activities Advisory Committee support PRC Advisory Committee Heritage Advisory Committee Tottenham Task Force Beeton Task Force Trails Committee Tottenham Conservation AreaAdvisory Committee Banting heritage park Coordinating Committee Special Events planning and delivery Canada Day ground breaking celebrations etc Sponsorship development Trail development Accessibility implementation customer service standards Marketing and promotion Research and application completion for grants to other levels of government Participation in recommendations redistribution of Towns grants and donation annual funding

Current major projects Leisure and Culture Master Plan implementation Banting Homestead Master Plan implementation Accessibility standards policydevelopment training and implementation Alliston Legion cenotaph Trail development work budgeted in 2009 Olympic Torch Relay celebrations

4 radolph group Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 200912010

3 Parks Development Operations and Maintenance Parks maintenance 57 parksparkettes involving approximately 147 hectares Banting Homestead Sports fields development construction and maintenance Park planning and development Streetscape beautification Flower potsboxes watering and weeding Services in kind and support for Community Events and Town Special Events Cemetery maintenance

Current major projects Two park rehabilitation RlnC projects Mar 31 2011 Belterra park development planning Alliance subdivision park development planning Rivers Edge Phase 11park development and planning 2009 capital projects construction administration RFP1 tender preparation and administration construction contract administration Mel Mitchell and 14th Line sports field development construction and maintenance

Winterlights support Banting Heritage Park planning and development

4 Facilities Construction Maintenance and Repairs Internal Town building maintenance and repair of buildings either owned by the Town or other community organizations including 3 community centres 2 Town administration Centres former Alliston arena museum monument building Banting Homestead Tottenham Conservation Area facilities 3 fire halls 3 libraries 2 OPP ESOs Building Department building medical centre condominium and the former Tottenham library External Town building maintenance and repair roof replacement painting graffiti removal etc Minor renovations Custodial responsibilities Construction Administration RFPtender preparation and administration construction contract administration Accessibility standards built form implementation Operation of community centres

5 randolph group Town of New Tecumseth Parks Recreation ft Culture Department Organizational Review A Strategy for 200912010

Current projects Tottenham Community Centre expansion Tottenham outdoor ice rink Mar 31 2011 Rotary Outdoor Pool Mar 31 2011 Beeton Community Centre planning Coventry park pavilion 9th Line Fieldhouse Tottenham ESO renovations Bonting Homestead building restoration 2009 capital projects construction administration RFP1 tender preparation and administration construction contract administration

The current departmental organization structure is set out in Figure 2 The span of responsibilities for the Manager of Parks Recreation Et Culture is extremely broad and complex and crosses several disciplines ie recreation planner culture planner landscape architect park planner construction management etc Managing staff is of the a considerable responsibility given the hours of operation of many facilities and the part time positions required to deliver programs In addition there are important Council and advisory committee support responsibilities that generally occur in the evenings

6 rtandolph group Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 200912010

rip 2 TOWN Of WW TECMSETH CURWNT ORGANIZATIONSTRUCTI PARSRKREATM Q CURE DEPA MW Cii

Administrative F n Mouse Crwrsse

Managerat Parks Recreation EL Culture

Admioi tra2tive Assistant iPermit Clerk

CeriCat AssxstWt Receptionist 000 i tort Rewarcher M

Superintendent Fadf of Parks tt PrWarn Co nator Caordhatr Facilities

irorwn Contrasts Guest services Building 6t Roa rty Mainwr r Msiswts Seasonal Poai staff 3 FT Operator Y CAsUmiiam4 Custodian fWuat Curaikar Supervisor of iswM

Contract staff Parr peraL 5 5ewonMContracts

Supervisor of Facil0em

FaciFts Operators 0P Seasonal Contruh

SuWV1nry pwM V Vacant PT PartTime

Source Town of New T reth October 2001

rtandolph group Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 200912010

Significant Accomplishments

A review of recent activities of the department indicate a number of initiatives that have significantly improved the quantity and quality of the parks recreation and cultural programs and services provided to the Towns citizens Some of the major achievements are listed following They are not in any priority

1 Planning construction and operation of New Tecumseth Recreation Centre

2 Tottenham Community Centre Renovation and Expansion construction underway

3 Parks Maintenance division established

4 Substantially increased PRC development charge revenues

5 Substantially raised the level of parks cemeteries and sports fields maintenance

6 Substantially raised the level and number or recreation programs available

7 Substantially increased the amount of facility maintenance undertaken each year 8 Developed fee rate schedulesto increase revenues 9 Instituted online registrationimprovised program statistical reporting capabilities instituted VISA debit payments for recreation programs and permits 10 Supported the development of the Banting Homestead Master Plan

11 Facilitated the first developer built park project Mattamy

12 Developed a number of additional sports fields Mel Mitchell and 14th

13 Instituted three to six outdoor ice rinks annually in winter

14 Development construction and operation of three splash pads

15 Raised level of Canada Day celebrations

rtandolph group 3 ASSESSMENT OF THE CURRENT SITUATION

As input to the organizational strategy it is useful to document the environment within which the Parks Culture 8t Recreation Department is operating Specifically the current situation was reviewed in terms of the strengths and challenges of the department and the trends that might impact either positively or negatively on its future work All of this information was used to develop the key issues to be addressed in the development of organizational recommendations

Strengths of the Parks Recreation 6t Culture Department

A number of positive initiatives have been undertaken since the formation of the Parks Recreation t Culture Department Specific accomplishments are listed in the previous section These successes are the result of the commitment of Council Town management and staff and the community to see parks recreation and culture as defining attributes of New Tecumseth

A summary of the strengths is provided following They are not listed in any priority

Strategic Plan recognizes the importance of parks recreation and culture through Objective 4 Preserving our heritage and supporting culturol and recreational opportunities and six supporting strategic actions Significant developmentrevitalization of community facilities and increased levels of service throughout the municipality and particularly in the communities of Alliston Beeton and Tottenham eg two rinks in each community full summer camp programs in Alliston and Tottenham etc

Improved customer service as evidenced by ability for online registration for programs and payment by credit card The online facility booking also has improved the process of issuing and tracking invoices Staff have been encouraged to adopt a more positive approach to answering questions and responding to requests much less of nocantwon

Close relationship and visibility with the community and users with a focus on responding to needs eg installing scoreboards

Dedicated parks focus within the department has resulted in improved parks and sports fields maintenance services to the cemetery a better understanding of and support to programs and users and an overall increase in quality and safety of the parks

9 the rangdolph Town of New Tecumseth Parks Recreation ft Culture Department Organizational Review A Strategy for 200912010

Innovative partnerships have emerged such as the parks staff maintaining School Board sports fields for summer users the developerconstructed park Mattamy on the Boyne

Significant increase in development charges which has resulted in increased revenues for parks and recreation facilities

Challenges Facing the Parks Recreation Culture Department in addition to significant strengths the Town of New Tecumseth has a number of organizational challenges that have been identified As with the strengths they are shown following and are not in any priority

The current management structure represents perhaps the most significant challenge facing the department at the present time As a result the Manager is involved in daytoday issues that should be the responsibility of the other management staff in the department At present the Manager has seven positions reporting directly to her However in reality a number of additional staff look to the Manager for direction As well the Manager is responsible for supervising the daytoday work of all the administrative staff which can be very time consuming

Operational and capital responsibilities and crisis management occupy 100 of the Managers time Within the current departmental organization structure and approved staff complement there are limited qualified technical andor management level staff within the department to whom the Managers responsibilities can be delegated for workload management or for departmental direction and support in the Managers absence

Departmental staff provide significant and valuable input into the preparation of tenderRFP specifications departmental operating and capital budgets staff reports etc The drafting and final approval of all departmental deliverables must be completed and vetted by the Manager All construction progress payments resolution of facility or program user complaints quotation awards etc must be made by the Manager Council and committee support is provided by the Manager

The operational and capital workload of the Manager position is not only excessive and unachievable but results in no time for management activities including performance appraisals performance management strategic departmental planning departmental health and safety management oversight

10 rtangdolph Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 200912010

departmental training new departmental marketing initiatives new cultural service delivery initiatives etc

Lack of staff resources to undertake approved projects and activities Two areas Recreation Ft Culture and Facilities Construction Maintenance and Repairs are responsible for activities for which there are presently no staff resources

Recreation It Culture Activities for which there are currently no staff resources or time

Development of detailed PRC departmental strategy to define priorities revenue generation targets cost centre analysis and detailed business plan development alignment with Town Strategic Plan and PRC Master Plan Trail Master Plan development operational efficiencies analysis Departmental leadership key issues planning initiatives Development of more coordinated approach to Town special events Development of more coordinated sponsorshipinitiatives Development of specialized community outreach programming Professional development Mentoring and succession planning

Facilities Activities for which there are currently no staff resources or time Asset Management Plan Preventative Maintenance planning and implementation

Projects not moving as quickly as Council wants eg trails This situation is in large part due to the first two concerns in terms of the lack of backup for the Manager and lack of staff to undertake identified projects Lack of specialized staff expertise in building construction and facilities development The focus of the department has been and continues to be primarily on maintenance repair and operations functions The ability to manage contracts contractors comment on plans and provide technical expertise is largely acquired through outside consultants

Compounding the pressure on the management staff resources is the fact that the Superintendent of Parks Et Facilities has only one complement position to assist the Superintendent with all capital budget projects construction and maintenance activities

randolphgroup Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 200912010

Lack of coordinated approach for undertaking special events At present special events are the responsibility of both Parks Recreation It Culture eg Canada Day Olympic Torch Relay Anniversary of the Recreation Centre etc and the Manager of Economic Development Winter Lights 125th Celebration Mayors Golf Tournament This situation takes away from the ability to have a coordinated and consistent approach to special events depletes staff resources and expertise and can be confusing to the community and volunteers

Heritage arts and culture area is underresourced The area is now supported by a Museum Curator and a parttime heritage researcher Neither of these individuals has a background in arts and culture and there is a lack of staff capability to respond to Town projects where this type of expertise is required eg Ranting Homestead

Trends Impacting Parks Recreation Ft Culture Programs and Services

Looking ahead there are a number of factors that could have a positive or potentially negative impact on the Town and the work of the Parks Recreation Culture Department Some of these trends are described following Ongoing growth of the municipality which in turn will put pressure on providing more parks recreation and culture infrastructure programs and services eg Alliston is a designated growth centre in the Provincial Places to Grow plan

Citizens will continue to expect more and better services from municipal government and this situation is likely to be exacerbated in New Tecumseth as areas in the Greater Toronto many new residents will be coming from urban Area and will expect the same service levels

Changing use of parks recreation and culture as individuals and families look for more passive types of recreation and enhanced cultural opportunities throughout Town

Pressure on funding will Increaseas parks recreation and cultural programs and services expand and compete with other municipality funding priorities An active coordinated fundraising strategy and focus on sponsorshipswill become important Managing and recognizing volunteers and making their involvement rewarding will become critical if New Tecumseth is to continue to enjoy the current strong support and contribution provided by its volunteers

12 randolph grou p Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 20092010

Key Organizational Issues to be Addressed

The analysis of strengths concerns and trends can be summarized into three key organizational issues facing the Towns Parks Recreation It Culture Department

1 Strengthening management capability throughout the department

2 Developing skilled technical staff to undertake work

3 Focusing areas of responsibility and aligning skills with functions

The PRC Department has attempted to respond to the workload by shifting some responsibilities among current staff resources adding a Facility Coordinator complement position for the new recreation centre converting some seasonal contract positions into fulltime positions adding additional seasonal contracts to address the increasing acreage of Town owned parkland and sports fields etc

Notwithstanding the addition of front line positions there have been no additional senior manager PRC positions created to address the additional workload numerous major construction projects and increased service delivery expectations

As the Town continues to grow and increase the level of service in parks recreation and culture services the demands on the departmental staff will correspondingly grow as well There are very capable staff within the department who are doing an excellent job and who are being trained and mentored as time and workload permit to eventually move into more senior roles There is no one within the department at this time with the necessary qualifications and experience to assume the department head responsibilities i This situation is further exacerbated with the amount of construction related work that the department has been involved in overseeing in the past few years and that is expectedto continue with the projected growth of the municipality Coupled with the need to undertake regular maintenance on the Towns buildings and facilities and the major restoration project of the Banting Homestead this work has developed into a fulltime responsibility on its own

rathendolph group 4 COMPARATIVE ANALYSIS

As part of the organizational strategy analysis was undertaken of the organization structures of equivalent departments in other municipalities

Overview of Comparators

Six comparators were identified based on population organization structure and the reputation of their parks recreation and cultural services

Mu nicipalt on x f

Town of Bradford West Gwillimbury 24000

Town of Caledon 58000

Town of East Gwillimbury 20000

Town of Halton Hills 52000

Town of Innisfil 32000

Town of Newmarket 74000

Source AMCTO Municipal Directory 2008

A combination of desk research and telephone interviews was undertaken to determine how each municipality providedits parks recreation and cultural services Detailed organization charts are shown in the attachment

Initially the analysis attempted toycompare staffing and budget figures However it became clear that comparisons cannot easily be made as different municipalities have different geographies and amounts of parks recreation and cultural facilities that and services The situation in New Tecumseth is further complicated by the fact there are three communities with significant parks and recreation facilities compared to other municipalities with only a single community focus

General Observations

examined A number of features are relatively common among the structures They are summarized following Municipalities either have departments providing these services that report Halton or directly to the CAO Bradford West Gwillimbury Caledon and Hills

4 randolph group Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 20092010

i as part of a larger community services group East Gwillimbury Innisfil and Newmarket

In the majority of comparators parks maintenance and open space responsibilities are part of this department as opposed to being included in Public Works

Recreation programming is increasing in importance with programs targeted to children youth adults and seniors

Responsibilities for all Town facilities both capital and operating are often provided by one department either Parks Recreation It Culture or Public Works with an increasing focus on asset management

Customer service has been upgraded during the past several years with online program registration facilities booking and program payment in the majority of municipalities In some cases eg Newmarket one stop service is provided as part of the main reception counter area allowing individuals to perform these functions easily at the municipal offices

Special events usually are not well coordinated with the majority of expertise in parks and recreation but certain corporate functions undertaken through the Office of the Mayor andor CAO

Culture and heritage services are growing in importance as citizens express interest in the history of their community and in creative activities If provided by the municipality these services are most often linked with parks and recreation However in some instances the library and volunteer organizations assume prime responsibility for museum and cultural activities

Municipalities are aware of the need to have parks recreation and cultural services that meet the needs of growing and changingpopulations There is increasing emphasis on strategic planning and community outreach development to ensure that community needs are understood and that planning supports these interests

Municipalities are faced with similar staff issues in terms of experienced management eligible to retire and a lack of well developed management capability at the next level to assume increasing responsibilities Staff training and development are recognized as necessary to ensure that existing staff have both the technical skills and where appropriate the management skills and experience to assume more responsibility r 5

randolphgroup Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 200912010

In summary the comparative analysis suggests that like New Tecumseth other similar municipalities are facing growing demands for more and better parks recreation and cultural programs and services while at the same time struggling to find and keep staff with the skills and experience required to undertake the work

16 rangdolphroup 5 MOVING FORWARD

The organization strategy has identified a number of organizational objectives and developed two structural options for consideration They have been evaluated against the objectives and recommendations made It is anticipated that these recommendations will be phased in as time budgets and circumstances allow

Organizational Options

The organization structure for the Parks Recreation Et Culture Department should achieve the following objectives Strategic Supports achievement of Towns objectives and improves relevance effectiveness of activities

Accountability Clarity of Role and Mandate Clarifies who is responsible for what and ensures accountability

Efficiency Maximizes impact of resources invested StakeholderPartner Relationships Enables effective interaction and collaboration with internal and external partners and stakeholders

Flexibility and Innovation Supports ability to adapt to change address emerging demands and be innovative

Service Excellence Enables excellent services to customers and the public Risk Management Enables risk to be effectively managed

Two options have been identified Both have some common features as noted following

Increased focus on support to the Manager through the creation of a six person department management team with distinct areas of responsibility

Creation of a new management position Administrative Coordinator to supervise and oversee all of the administrative support staff and to provide research and analysis support to the Manager for business planning budgeting and other corporate requirements

Creation of a new management position Community DevelopmentCultural Coordinator to provide an enhanced capability in working with volunteers understanding community needs planning development and operation of cultural programs as well as overseeing the work of the Museum Curator and

17 ra ndolph group Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 20092010

her staff This position will allow the Recreation Program Coordinator to focus on developing programs to meet the needs of children youth adults and seniors

Division of the Parks and Facilities portfolio into stand alone areas of responsibility each reporting directly to the Manager

Creation of a separate Parks division recognizing the successes achieved in this area

The key features of each option are described following and the organization structures are shown in Figures 3 and 4

Option A Key Features

Option A contains all of the current functions now provided by the Parks Recreation Ft Culture Department The major changes from the current organization structure include the creation of the two new management positions mentioned above and the separation of parks as a stand alone division that is no longer part of facilities The Superintendent position is responsible only for facilities

The organization structure supports the management of distinct areas of responsibility through a strengthened departmental management team supporting the Manager

Option B Key Features

Option B further enhances and refines the organization structure and functions provided by the Parks Recreation It Culture Department The major defining feature is the enhancement of the facilities planning and development role and the repositioning of these functions in a separate department Facilities Ft Asset Management reporting to the Director of Technical ServicesDeputy CAO There would be a need to create a new Manager position but there is expected to be opportunities to find some funding through reduced budgets required to hire external project managers for some projects The Superintendent of Parks Ft Facilities position and the Building Ft Property Maintenance Operator position would move to this new department

The Supervisor of Facilities and his direct reports Facilities Operations and Seasonal Contracts would remain in the Parks Recreation Ft Culture Department

g randolph group Town of New Tecumseth Parks Recreation Et Culture Department Organizational Review A Strategy for 200912010

Figure 3 Option A Parks Recreation D Culture Department

TOWN OF NEW TECUMSETH ORGAhii7AtM SMUCTURE OPTION A PAS RECREATION CULTUREDEPARTMENT

Council

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randolphgroup Town of New Tecumseth Parks Recreation 8 Culture Department Organizational Review A Strategy for 200912010

Figure 4 Option B Parks Recreation Et Culture Department

TOWN OF NEW TECUMSEIT ORGAWATION STRUCTUREOPTIDN0 PARKSRECREATIONIt CULTUREDEPARTMENT

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Comrntidity i Crrrrttlon and 5opervisor of Fatititirs of ievetrarentl events rvisor parts plan Ii SPectal Coordinator i ailrtres Cadtwa Coordinator C rratian Coocdi tvr

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Nine Rcgmnsibilttyftw alt Tdvnfaciliti nning w devettr wnt to be ass mied by a new position hlwager facilities Assdt Managefnent reporting to the Director of TecWW Secv cesl New position Deputy W

supervisory posit km V Vacant PT w PartTime

20 rtandolph group Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 200912010

In addition the responsibilities for special events would be enhanced The Recreation Coordinator position would be retitled to become the Recreation and Special Events Coordinator and there would be an additional position created for a Special Events Planner

Similarly the parks functions would be expanded to emphasize both parks planning and operations The Supervisor position would be retitled to become the Supervisor of Parks Planning and Operations

Option B includes all of the advantages of Option A but provides a further refinement of the functions of the a department by transferring responsibility for buildings to a new department and strengthening the planning and programming functions related to parks recreation Ft culture

Recommendations

The organizational review of the Parks Recreation Et Culture Department has included a description of its current operations an assessment of strengths challenges emerging trends and key organizational issues to be addressed a review of best practices based on comparative analysis with similar municipalities and the development of two organizational options to realign the programs and services provided by the department

Based on all of this work the review has the following six recommendations

1 Adopt Option B as the preferred organization structure It is recommended that the Town adopt the organization structure shown in Option B and that the new structure be phased in as follows Supervisor of Parks position to be retitled to Supervisor of Parks Planning Et Operations recognizing the importance of the planning functions of the portfolio Both the Supervisor of Parks Planning Ft Operations and the Supervisor of Facilities to report directly to the Managerof Parks Recreation Et Culture Town to establish a Manager of Facilities Et Asset Management position reporting to the Director of Technical ServicesDeputy CAO The Superintendent of Parks Et Facilities position and the Building at Property Maintenance Operator position to be reassigned to the Facilities Et Asset Management group and their jobs reviewed in the context of their changed reporting relationship and responsibilities

randolphgrou p Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 200912010

The Community Development Cultural Coordinator position to be established a job description developed and the recruitment process undertaken The Heritage Researcher position and the Museum Curator and staff be transferred to this area and to report to the Community Development Cultural Coordinator The Administrative Coordinator position to be established a job description developed and the recruitment process undertaken The Administrative Assistant position Clerical Assistant position and Receptionist JOC to report to the Administrative Coordinator The Recreation Program Coordinator position to be retitled to Recreation at Special Events Coordinator recognizing the importance of centralized planning and delivery of the Towns special events The Facilities Coordinator position job description and mandate to be enhanced to include additional community centre facilities upon completion of renovations and expansions A Special Events Planner position to be established a job description developed and the recruitment process undertaken The Special Events Planner to report to the Recreation Ft Special Events Coordinator

These organizational recommendations should be implemented in sequence as time resources and circumstancesallow 2 Develop training plans for all management staff in the department The Manager of Parks Recreation Ft Culture working with Human Resources should develop individual specialized training plans for all management staff In addition to specific training needs the plans should include report writing presentation skills and staff management

3 Implement training programs to increase staff skills The Manager and the department management team working with Human Resources should assess individual staff needs to ensure that all required technical training is offered and that staff are all uptodate on required courses In addition other training needs related to the workplace should be identified and addressed eg customer service

22 rtandolph group Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 200912010 f I 4 Develop a succession plan for the Parks Recreation lit Leisure Services Department With the implementation of increased training plans and programs in the department it will be possible for the CAO Manager and Human Resources to initiate a succession plan for the Manager position as well as members of the departmental management team This action is particularly important given the eligibility of certain key management staff to leave the Town

5 Continue to engage in dialogue with community organizations and groups using the Towns parks recreation and cultural facilities and services Host regular meetings suggest semiannually where all community groups and organizations are invited to discuss and provide input on the departments services and future plans These sessions provide an opportunity for good two way dialogue and are meant to supplement the current regular meetings with individual groups and organizations

6 Develop an annual business plan documenting the work of the department and the projects and plans for the coming year Once a year the Manager under the direction of the CAO and with the support of the departmental management team should develop an annual report for Council and the community The report should include information on the key departmental responsibilities services and service levels staffing including projections if appropriate accomplishments an action plan for the coming year and budget information Yeartoyear comparisons can be provided once the initial business plan is developed

Work can begin immediately on the first four recommendations The fifth recommendation an be implemented with the hiring of the Community DevelopmentCultural Coordinator and the sixth recommendation can be implemented with the hiring of the Administrative Coordinator

Implementation i i The CAO should review the information contained in this report and provide recommendations to Council for review and adoption Once Council has approved the recommendations the department can follow a staged implementation process incorporating the following elements

Establish an overall implementation framework and plan including timelines human resource and financial implications

Develop and implement a sequenced communications strategy including communicating directly with all affected staff followed by a written communication and perhaps group meetings with all other department staff

randolphgroup Town of New Tecumseth Parks Recreation Culture Department Organizational Review A Strategy for 200912010

followed by written communication to other Town staff and the external organizations and groups who work with the department

Establish a monitoring and reporting framework including progress in implementing the recommendations adopted by Council and the specific actions results costs and benefits to the organization and the community

24 randolph group f

ATTACHMENT COMPARATIVE ANALYSIS

Town of Bradford West Gwiltimbury Town of Catedon

Town of East Gwiltimbury Town of Hatton Hilts

Town of innisfit

Town of Newmarket

i Town of Bradford West Gwillimbury

Population @24000

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3 X11 a ATTACHMENT 2

ParkA and Recreation Spiay Survey November 2009

Bradford West Gwillimbury Position Salary Min Salary Max Director of Leisure Services 11330000 14626000 Manager of Recreation 7036500 8795700 Manager of FacilitiesParksCemeteries 7036500 8795700 Supervisor of FacilitiesParksCemeteries 5439500 6799400 Recreation Coordinator 5439500 6799400 Recreation and Events Programmer 4581700 5727100 Facilities Booking Clerk 4204900 5256100 Facilities Booking Assistant 3859100 4823900 Administrative Assistant 3859100 4823900 Facilities Operators 5044000

Township of King Position Salary Min Salary Max Director of Parks Recreation and Culture 8442100 10270100 Parks Supervisor 6271300 7336400 Manager of Facilities 6271300 7336400 Arena Managers 6271300 7336400 Recreation Supervisor 5206500 6091000 Recreation Program Coordinator 3680040 4599140 Museum Curator 3680040 4599140 Facility Coordinator 3374280 4218760 Museum Program Coordinator 3374280 4218760

Town of Innisfil Salary Min Salary Max Position Manager Parks Recreation Facilities 7879500 9270000 Programs and Facilities Supervisor 5318700 6257300 Parks and Arena Facility Supervisor 5318700 6257300 Facility Operator 4230720 4817280 Programs Coordinator 4078600 4757500 Parks Maintenance Coordinator 4051840 4669600 Parks and Area Operator II 4051840 4669600 Facilities Coordinator 3650900 4258800

hourly unionized

Staff were able to obtain Parks Recreation and Culture salary information for Bradford West Gwillimbury King and Innisfil and will to Township continue try to obtain information from other like municipalities

I Cam 4 1

COMMITTEE OF THE WHOLE NOVEMBER 16 2009 i I REPORT ADMIN200957A

REQUEST FOR EXEMPTION FROM NOISE CONTROL BYLAW NO 9567 McCORMICK RANKIN CORPORATION NOTTAWASAGA RIVER BRIDGE REHABILITATION HIGHWAY 89

RECOMMENDATION

That Council receive Report ADMIN200957A

And that Council approve an exemption from Noise Control Bylaw No 9567 for work commencing in the spring of 2010 to permit flexible weekend construction work as outlined in the letter of request dated November 9 2009 six weekends in 2010 and six weekends in 2011 relating to the Highway 89 Nottawasaga River Bridge Rehabilitation project

OBJECTIVE

The purpose of this report is to request Councils approval for exemptions from Noise Control Bylaw No 9567

BACKGROUND

The original request was deferred at the September 21 2009 Council meeting to permit the local Councillor to consult with local residents who would be affected

As a result of discussions with Councillor Egan a revised request has been received for an exemption from Noise Control Bylaw No 9567 from McCormick Rankin Corporation who have been retained by the Ministry of Transportation to undertake Detail Design for the Nottawasaga River Bridge located on Highway 89

The request relates to weekend construction activities that include girder removal and replacement paving and installation and removal of traffic control measures in connection with the rehabilitation of the Nottawasaga River Bridge on Highway 89 McCormick Rankin have indicated in their request that to mitigate any construction related noise the Contractor will be required to keep the idling of construction equipment to a minimum and maintain equipment in good working order and that effort will be made to avoid unnecessary or unreasonable noise during the construction period

McCormick Rankin Corporation have requested that the exemption permit weekend work for six weekends in 2010 and six weekends in 2011 The work would be carried out from 7 am and 800 pm Saturdays and 900 am and 800 pm Sundays The weekends would not be consecutive

I I CW

Report ADMIN200957A November 16 2009 Page 2 of 2

COMMENTS AND CONSIDERATIONS

to in Noise Control Bylaw No 9567 prohibits the operation of equipment relating construction The is to residential areas between 500 pm and 700 am Monday through Saturday request would minimize the duration of permit weekend construction activities and states that such work construction A copy of the request is attached as Attachment 1

Section 421 of Noise Control Bylaw No 9567 states

Notwithstanding anything contained in this bylaw any person may make application to Council to be grantedan exemption from any of the provisions of this bylaw with respect to any source of sound or vibration for which he might be prosecuted and Council by resolution may refuse to grant any of exemption or may grant the exemption applied for or any exemption not in lesser effect and any exemption granted shall specify the time period such excess of six months durin which it is effective and may contain terms and conditions as Coun il deems appropriate

have The local Councillor has had discussions with the affected residents and no concerns been raised Staff will monitor any complaints arising from this exemption

FINANCIAL CONSIDERATIONS

There is no financial impact associated with this request

Respectfully submitted

Gayla McDonald ClerkManager of Admrnistrat mic Development

Attachments 1 McCormick Rankin Corporation November9 2009 EIVED November 9 2009 N 1 0 2009

Town of New Tecumseth Town Council co Ms Gayla McDonald ClerkManager of Administra OF NEW TECUMSETM PO Box 910 10 Wellington Street East ON L9R 1 Al REC Alliston

Re Highway 89 Nottawasaga River Bridge Rehabilitation Revised Request for an Exemption to Schedule A activity 10 of the Corporation of the Town of New Tecumseth Noise Control ByLaw Number 1995067

Dear New Tecumseth Town Council

This letter is in response to Towns Council decision on September 21 2009 to defer the noise bylaw exemption request for the above noted project request as documented in the attached September 8 2009 letter The Project Team understands that the decision was deferred to allow further consultation with area residents

Subsequent to Councils deferral the Ministry of Transportation has discussed the noise bylaw exemption request with Councillor Egan Based on Councillor Egans feedback regarding residents concerns about night work it has been decided that the noise bylaw exemption will be revised and night works will not be pursued Councillor Egans feedback regarding this exemption request was greatly appreciated The Ministry of Transportation was pleased to work with Councillor Egan to develop a solution that should be acceptable to all stakeholders

The purpose of this letter is to request an exemption from Schedule A Activity 10 of the Corporation of the Town of New Tecumseth Noise Control Bylaw Number 9567 to allow for construction works to occur between 500pm and 800pm Saturdays and 900am and 800pm on Sundays Our current estimate is that weekend work will be required for up to 6 weekends in 2010 and 6 weekends in 2011 Weekend work will be spread out over the two construction years eg in 2010 the 6 weekends will not be consecutive

Obtaining the requested exemption will allow the works previously proposed as night work to be completed over the weekend throughout the construction period The term of the exemption being requested is from May 1 2010 to November 30 2011 Weekend work would both minimize the duration of construction and avoid significant traffic on delays Highway 89 duringthe weekday Construction activities that may occur over weekends include but may not be limited to traffic staging setup removal and installation of girders and paving Examples of equipment that may be used during those activities include trucks and cranes excavators rubber tire loaders a paving machine and compaction equipment

To mitigate any construction related noise the Contractor will be required to keep the idling of construction equipment to a minimum and maintain equipment in good working order Effort will be made to avoid unnecessary or unreasonable noise during weekend work

WCORMICK Global Transportation Engineering

RANKIN 2655 North Sheridan Way Mississauga Ontario Canada L5K 2P8 t f 9058238503 e mrc@mrcca wwwmrcca CORPORATION 90582385001 1 I A member of AWN MMMGHoup G t4

Details of the project have been shared with the public through MTOs Class Environmental Assessment process Public consultation has occurred throughout the receive project and has included open houses to present project information and feedback as well as public review of the Transportation Environmental Study Report August 2008

Your thoughtful consideration of this request is greatly appreciated

Yours truly McCORMICK RANKIN CORPORATION

Ben Hui P Eng Consultant Project Manager

c Rebecca Palys MTO Rhonda Gribbon IMTO Mike Bricks Ecoplans Limited Jan Heydon Deputy Clerk Town of New Tecumseth

Attach September 8 2009

Town of New Tecumseth Town Council c Ms GaylaMcDonald ClerkManager of Administration PO Box 91010 Wellington Street East Aliiston ON L9R 1A1

Re Highway 89 Nottawasaga River Bridge Rehabilitation Request for an Exemption to Schedule A activity 10 of the Corporation of the Town of New Tecumseth Noise Control ByLaw Number 1995087

Dear New Tecumseth Town Council

The Ministry of Transportation MTO has retained McCormick Rankin Corporation to undertake Detail Design for the Nottawasaga River Bridge located on Highway 89 The Nottawasaga River Bridge also known as the Nicolston Bridge is situated east of Alliston and west of Cookstown in the area of the former community of Nicolston

The proposed improvements include Widening the Nottawasaga River Bridge substructure to the north and construction of new superstructure Removal of the existing superstructureand rehabilitation of the existing bridge substructure including refacing of the abutments patch repairs of the piers and reconstruction of bearing seats w Realignment of Highway 89 onto the new widened stricture Construction of partially paved shoulders Installation of new steel beam guide rail and end treatments Construction of a 30 m long retaining wall northwest of the proposed bridge Construction of 70 m gabion wall east of Essa 5th Pine Revision to existingground mounted signs Reinstatement of existing marker luminarie at the Highway 89 Essa 5th Lane intersection

Details of the improvementshave been shared with the public through MTOs Class EA process Public consultation has occurred throughout the project and has included open houses to present project information and receive feedback as well as public review of the Transportation Environmental Study Report August 2008

The purpose of this letter is to request an exemption from Schedule W Activity 10 of the Corporation of the Town of New Tecumseth Noise Control Bylaw Number 9567 which states that noise arising from the operation of any equipment in connection with construction is prohibited between the hours of 500 pm one day to 700 am next day 900 am Sundays and all day Sundays and Statutory Holidays in Residential Areas

The basis for this request is to allow flexibility for night work as required throughout the construction period Therefore the term of the exemption being requested is from May 1 2010 to November 30 2011 Night work would both minimize the duration of construction and avoid unnecessary traffic delays on Highway 89 during the day

MCCORMICK Global Transportation Engineering RANKiN 1655 North Sheridan Way Mississauga Ontario Canada L5K 2P8 CORPORATION t 9053238500 1 f 9058238503 i e rnrc@rirc ca I www wcca

A member of AQ MMM GROUP LVA

Construction activities that may occur at night include but may not be limited to the following Girder removal and placement Paving and installation an removal of traffic control measures

Examples of equipment that may be used during night work Include trucks and cranes excavators rubber tire loaders a paving machine and compaction equipment

To mitigate any construction related noise the Contractor will be required to keep the idling of construction equipment to a minimum and maintain equipment in good working order Effort ill be made to avoid unnecessary or unreasonable noise during night work

Your thoughtful cars oration of this request is greatly appreciated

Yours truly McCORM CK RANKIN CORPORATION

Ben Hui P Eng Consultant Project MOnager

c Rebecca Palys MTO Rhonda Gdbbon MTO Mike Bricks Ecoplans Limited COMMITTEE OF THE WHOLE Col NOVEMBER 16 2009

REPORT ADMIN200964

VOLUNTEER RECOGNITION PROGRAMS

RECOMMENDATION

That Report ADMIN200964 be received

That staff be directed to advertise in the local media seeking nominations for the Ontario Volunteer Service Awards adult category and the Senior of the Year Award and that potential nominees be brought forward for the consideration of Council prior to the submission deadlines on an annual basis

That staff be directed to submit the names of the two secondary school graduating students who are recognized by Council for their community service hours for consideration of the Ontario Volunteer Service Award youth category on an annual basis

And that staff be directed to submit the names of the Links for Learning Scholarship Program recipients for consideration of the Ontario Medal for Young Volunteers on an annual basis

OBJECTIVE

The objective of this report is to provide Council with information relating to the Province of Ontarios volunteer recognition programs that the Town has participated in over the past several and to years seek direction with respect to the submission of nominations on an annual basis

BACKGROUND

Each year the Ministry of Citizenship and Immigration invites municipalities organizations and individuals to in participate nominations for various volunteer recognition programs In the past Council has submitted nominations for the following recognition programs

Ontario Volunteer Service Awards The Ontario Volunteer Service Award recognizes individuals who have volunteered their time to a single organization for several years Nominations may be submitted in two adult categories youth and The youth category is for volunteers under the age of 24 who have years volunteered with one group for at least two consecutive years The adult nominees must have volunteered with one group for at minimum of five consecutive a years with total of nine levels of recognition beginning at 5 years then 10 15 20 25 30 40 50 and finally 60 years of continuous service In order to be eligible for nomination both youth and adult volunteers must not have received payment for their work Report ADMIN200964 November 16 2009 Page 2 of 3

is Nominations are submitted to the Ministry who then ensure that the information accurate and that the nominees are eligible for an award Recipients are awarded pins and personal certificates at special ceremonies across Ontario The submission deadline for this award is January 25 of each year refer to Attachment 1

Staff recommend that the two graduating high school students who are honoured each celebrations be year by the Mayor and Members of Council at the Canada Day Volunteer Service submitted as the Towns nominees for the youth portion of the Ontario Award providing the volunteer requirement criteria has been met

Senior of the Year Award The Senior of the Year Award recognizes the accomplishments and contributions that seniors make to our communities Senior nominees must be over 65 years of age who may qualify in many fields by their contributions and achievements including artsliterature community servicevolunteerism education environmentscience fitnessrecreationsport humanitarian activities and keeping history alive

for Only municipalities can nominate seniors for this award The submission deadline this award is April 30 of each year Refer to Attachment 2

It is the Towns practice that certificates of recognition for the youth student volunteers and the MacEachem and senior of the year are presentedto the Council endorsed nominees by Mayor Members of Council at the annual Canada Day celebrations

COMMENTS AND CONSIDERATIONS

the Staff suggest that Council also consider adding the Ontario Medal for Young Volunteers to in The for this recognition programs that the Town currently participates criteria recognition program is as follows

The Ontario Medal for Young Volunteers The Ontario Medal for Young Volunteers recognizes exceptional young people as role models who have made outstanding contributions through the personal commitment of time and effort to the quality of life in our communities and our province

who Recipients must be between the ages of 15 and 24 years old live in Ontario and or a donate a large amount of unpaid time to a charity not for profit organizations who have been to person In addition nominees also include those working steadily improve the community have been leaders who have caused change overcome others to volunteer challenges are a role model for volunteers and have inspired

i Cw 93 Report ADMIN200964 November 16 2009 Page 3 of 3

Both individuals and organizations can submit nominations An independent advisory council appointed by the Ministry of Citizenship and Immigration selects the final and once a the recipients year Lieutenant Governor honours the recipients with a medal at a ceremony held in the Provincial Legislature The submission deadline for this award is January 31 of each year refer to Attachment 3

Staff suggest that the annual recipients of the Links for Learning Scholarship Program be considered as the Towns nominees for the Ontario Medal for Young Volunteers should they meet the criteria for this recognition program

FINANCIAL CONSIDERATIONS

The costs associated with advertising for the recognition programs in the local media can be accommodated within the annual Town Operating Budget

Respectfully submitted Reviewed by

n eyd Jrt Gayla McDonald Deputy Clerk Town ClerkManager of Admi istra Attachment 1 cw 4 HONOURS AND AWARDS

Ontario Volunteer Service Awards

The 2009 Ontario Volunteer Service Awards are taking Qt1tAwardsSertiplace between Mar ch 25 to June 30 2009

L tztgof 29 ceremoncs1y date Listing of 2009 ceremoniesbx location

What are the Ontario Volunteer Service Awards

contribute their time as The Ontario Volunteer Service Awards honour the thousands of people who generously to volunteers who have service over volunteers across Ontario These awards are an mportant way recognize provided many years

OR Download Nomination Form in PDF or HTML format

Nomination Deadline January 25

Who are the award recipients

and our of life to build safe caring and vital communities Volunteers play a very important role in quality They help of their time each to donate their time to help others In fact Ontariahs donate more than five million hours year organizations and communities across the province

Who can receive this award

time a for several The Volunteer Service awards are given to peoplewho volunteer their to single organization years

About the nominees

Youth nominees

with one for at least 2 consecutive years Must be under 24 years old and have volunteered group

Adult nominees

Must have volunteered with one group for at least 5 consecutive years 50 60 of continuous service 9 levels are awarded at 5 10 15 20 25 3040 and years

Adult and Youth nominees

Must not have received payment for their volunteer work

httpwwwcitizenshipgovoncaenglishhonoursvsa 1152009 Must be active beyond simple membership in an organization Must not have as performed the services part of their regular business or professional duties

How are recipients selected

are first Recipients nominated by their organizations The Ministry then ensures the information sent about nominees is accurate and that the nominees are eligible for an award A letter is sent to confirm that the nomination has been reviewed and accepted

How are the awards presented

are awarded Recipients pins and personal certificates at special ceremonies across Ontario Different pins and certificates honour a of of service variety years Each recipient is invited with a guest Every organization nominating a recipient is also invited to bring two representatives to the award ceremony

What does the award symbolize

The Volunteer Service Award is a stylized Trillium The Trillium is the official flower of Ontario

Can I nominate someone

Only organizations can enter nominations for the Volunteer Service Awards Any organization that has been providing service for five can years or more nominate up to seven volunteers For example nominations are received from

Notforprofit and nonprofit organizations and associations Cooperatives Boards and commissions Businesses Government ministries that recruit volunteers Arts educational and correctional institutions and schools Municipalities Longtern care homes and hospitals

When is the deadline

Nomination forms be submitted at may any time The deadline is January 25 of each year All nominations received after this date will be considered for the following year

How should nominations be submitted

Nominations are usually acceptedbetween November and January 25 When nominations are being accepted for this year you will find a nomination form on this website in both MDF and HTML formats

Where can I get more information

Do have you questions about Ontarios recognition programs Contact US at the Ontario Honours and Awards Secretariat

Search Advanced Search

httpwwwcitizenshipgovoncaenglishhonoursvsa 1152009 Attachment 2

HONOURS AND AWARDS

What is the Ontario Senior of the Year Award

The Ontario Senior of the Year Award gives eachmunicipality in Ontario the opportunity to honour one outstanding local senior

OR Download NominationForm in PDF or HTML format

Nomination Deadline April 30

Who can receive this award

Year Award are who have made Recipients trust be over 65 years old Recipients of the Ontario Senior of the people their communities better places to live Achievements in many fields would qualify for example

ArtsLiterature Community ServiceNoluntarism Education EnvironmentScience FitnessRecreationSport Humanitarian Activities Keeping History Alive

Can I nominate someone

about nominations is each to about Only municipalities can nominate seniors for thisaward Information provided year 200 municipalities in Ontario

When is the deadline

of each All nominations received after Nomination forms may be submitted at any tim The deadline is April 30 year this date will be considered for the following year

Where can I get more information

Ontarios Contact us at the Ontario Honours and Awards Do you have questions about recognitionprograms Secretariat

Back to lop

Search Advanced Seaxglt

httpwwwcitizenshipgovoncaenglishhonourssya 1152009 Attachment 3

HONOURS AND AWARDS

The Ontario Medal for Young Volunteers

Ontario Medal for Young Volunteers 2009

What is the Ontario Medal for Young Volunteers

The Ontario Medal for Volunteers Young recognizes the outstanding achievements of youth volunteers across the province

Download Nomination Form in PDF or HTML format

Nomination Deadline January 31

Who are the award recipients

The personal commitment of time and effort made by young volunteers is a valuable contribution to the quality of life in our communities and our province By honouring outstanding contributions made by youth volunteers this award recognizesexceptional young peopleas role models Many of our youth volunteers are future leaders Up to 10 recipients are chosen each year

Who can receive this award

Anyone who

Is Between 15 and 24 years old Lives in Ontario

httpwwwcitizenshipgovoncaenglishhonoursomyv 1152009 to a or person Donates a large amount of unpaidtime charity notforprofit organization continue Has been working steadily to improve the community and promises to Has been a leader caused change and overcome challenges Is a role model for volunteers Has inspired others to volunteer

How are recipients selected

An council by the Nominations can be submitted by individuals or organizations independentadvisory appointed ministry selects the final recipients

How is the medal presented

Each the at a held in the Provincial Legislature Once a year the Lieutenant Governor honours recipients ceremony award recipient receives a medal

What does the award symbolize

in the centre Around the trillium there The medal is in the shapeof a circle with an Ontario trillium our floral emblem volunteer and also active The colours of the medal are are three identical shapessignifying V for signifying people and red the colour of the Ontario Ensign white and green the colours of the trillium gold

Can I nominate someone

Yes nominations can be submitted by individuals or organizations

When is the deadline

deadline is 31 of each year All nominations received Nomination forms may be submitted at any time The January after this date will be considered for the following year

How should nominations be submitted

a nomination form on this website in both PDF and HTML When nominations are being accepted you find formats wil

Where can I get more information

so Search Advanced 5earch

News Release

Outstandin Youth Volunteers Recolznized 17 April 2009

httpwwwcitizenshipgovoncaenglishhonoursomyv 1152009 COMMITTEE OF THE WHOLE NOVEMBER 16 2009

REPORT ADMIN200965

COUNTY OF SIMCOE CHILDREN AND YOUTH CHARTER

RECOMMENDATION

That Report ADMIN200965 be received

And that Council endorse the Simcoe County Children and Youth Charter

OBJECTIVE

The purpose of this report is to seek Councils endorsement of the Simcoe County Children and Youth Charter

BACKGROUND

In May 2009 the Simcoe County Child Youth and Family Services Coalition Coalition presented a charter designed to increase the effectiveness of service delivery for children youth and their families to the County Human Services Committee The Committee endorsed the Charter and that it requested be forwarded to all member municipalities as well as the Cities of Barrie and Orillia for endorsement

The Coalition contacted staff to determine the status of the request and it has been determined that a number of municipalities did not receive the initial documents The Coalition is requesting that Council consider the Charter at this time

COMMENTS AND CONSIDERATIONS

The Charter has been developed after significant consultation with input from numerous that organizations provide serviees to children and youth in Simcoe County as well as the families themselves

The Charter and background information is attached for Councils consideration

FINANCIAL CONSIDERATIONS

There is no financial impact associated with this request

Respectf bmitted

ayla MCDon ClerkManager of Adm His n con Development Schedule 1 Human Services Committee HS 09078 Page 1

r GQAIk 1MlW

Preamble The United Nations Convention on the Rights of the Child affirms that all levels of government have a duty to help families fulfil their responsibilities and protect the rights of children Furthermore The United Nations Declaration on the Rightsof IndigenousPeoplesaffirms the distinctive rights and needs of indigenous peoples with particular attention to the rights and special needs of indigenous elders women youth and children Simcoe County Children and Youth Charter March 26 2009 All children and youth have fundamental rights and freedoms They deserve respect and support to realize their rights and full potential Because children and youth are the future of our community it is in our interest to ensure that they all have the opportunity to grow into healthy independent and contributing members of our society Everyone in the community has a role to play in their growth and development We have a joint responsibility to ensure that children and youth are protected and safe from exploitation and neglect Children and youth must have access to a fair share of our communitys resources

The Simcoe County Coalition of Child Youth and Family Services invites government and all sectors of our community to join in ensuring all children and youth enjoy lifelong good health and well being through the provision of Nutritious food and safe water A safe affordable and comfortable place to live Protection from neglect abuse violence and exploitation A diverse and inclusive community Respect and attention for the voices of children and youth Love and support from caring adults in their community The opportunity to learn and exercise the beliefs of their familys culture including languagetraditions and religionspirituality Access to quality inclusive child care andor early education programs Safe places to play in their community Access to affordable inclusive recreational activities Quality inclusive universal education system Governments that recognize the importance of childrens needs Access to quality health care mental health treatment social programs and services that are timely safe and effective Services that are delivered in the context of their family culture community and school These rights apply to all children and youth without discrimination due to race ancestry place of origin colour ethnic sexual origin citizenship creed sex orientation age record of offences marital status family status or ability

Signed

Member Organization Date

I Ipk

D lJW The Corporation of the 705 7269300 Fax 705 7251285 County of Beetan Area 905 7292294 Simcoe

CLERKS OFFICE Administration Centre telephone Extension 1216 1110 Highway 26 Midhurst Ontario LOG 1X0

May 26 2009

I Clerksofall Simcoe County

MunicipalitiesPleasebe advisedthatat its meetingon May26 2009 Simcoe County Council approved the following recommendationof the Human Services

CommitteeTHATthe Simcoe County Childrenand Youth Charter attachedas Schedule1 to Item HS09 078 be

adoptedAND THATthe necessaryby law be presentedto County Councilto authorizethe Wardento sign the Simcoe County Childrenand Youth

CharterAND THATthe Simcoe County Childrenand Youth Charterbe circulatedto member municipalitiesandthe Citiesof Barrieand Orillia witha requestfor

endorsementA copyof Item HS09 078 Simcoe County Childrenand Youth Charteris enclosedfor your

informationThankyou for your attentionto this

matter Yours

truly GlenR Knox County

Clerk COUNTY OF SIMCOE

ITEM FOR HUMAN SERVICES COMMITTEE

SECTION Children and Community Services

ITEM NO HS 09078

MEETING DATE May 12 2009

SUBJECT Simcoe County Children and Youth Charter

RECOMMENDATION

THAT the Simcoe County Children and Youth Charter attached as Schedule 1 to Item HS 09 078 be adopted

AND THAT the necessary bylaw be presented to County Council to authorize the Warden to sign the Simcoe County Children and Youth Charter

AND THAT the Simcoe County Children and Youth Charter be circulated to member municipalities and the Cities of Barrie and Orillia with a request for endorsement

BACKGROUND

The Simcoe Child County Youth and Family Services Coalition Coalition is a collaborative entity designed to increase the effectiveness of the service delivery system in Simcoe County for and their families children youth As an unincorporated entity the Coalition has no binding over its members but exists to power better coordinate their collective efforts to serve children youth and their families The Coalition Council derives its influence from Coalition members and works through persuasion and consensus as a means to better serve their clients through Coalition initiatives

The Coalition is made of 35 members up approximately who support the Coalition mission pay annual scale sliding fees and designate an executive staff person to represent them at monthly Council meetings The Coalition mission is to maximize the capacity effectiveness and cultural uniquenessof the child youth and family services system through collective efforts

Further information regarding the Coalition can be found through the following link httpwwwsimcoecountyqqalitionca

On March 2009 26 the Child Youth and Family Services Coalition of Simcoe County Coalition a Simcoe Children adopted County and Youth Charter Charter The Charter was developedafter consultation significant and input from various organizations that provide services to children and youth the as well as throughout County parents This included Coalition members as well as various related networks and task groups such as the Basic Needs Task Group and the Best Start Network and all subcommittees of that Network including Early Intervention Council Simcoe 40to5 May 12 2009 Human Services Committee HS 09078 Page 2

County Child Care Committee Raising the Bar on Quality Childcare Early Identification Committee Best Start Parent Network Professional Development of Simcoe County etc The intent of the Charter is to acknowledge the fundamental rights and freedoms of all children and youth and to increase awareness about the need for everyone in the community to work collaboratively to ensure these rights and freedoms

The Coalition is requesting that all member agenciesadopt the Simcoe County Children and Youth Charter which includes the County of Simcoe It is also requesting that members circulate the Charter to other community partners and request endorsement The Coalition is planning to do a formal launch of the Charter in the fall of 2009 which will highlight the various partners who have agreedto adopt the Charter By building on the strong relationships that already exist within the County and by using these partnerships to communicate the same strong message we hope the rights and freedoms of our children will become a priority for all residents within Simcoe County

FINANCIAL ANALYSIS

There are no financial implications to this item however inkind support may be requested from the Communications Department to assist with the launch

SCHEDULES

The following schedule is attached and forms part of this item

Schedule I Simcoe County Children and Youth Charter

ChYdren and Youth Charter 2009 pdf

PREPARED BY Terry Talon General Manager Social Services

APPROVALS Date Craig Elliott General Manager Finance and May 6 2009 Administration Mark Aitken Chief Administrative Officer May 6 2009 Cw ll

COMMITTEE OF THE WHOLE NOVEMBER 16 2009

REPORT ADMIN200966

BYLAW ENFORCEMENT OFFICER APPOINTMENT BYLAW UNDER THE POLICE SERVICES ACT

RECOMMENDATION

That Report ADMIN200966 be received

And that Council the approve attached bylaw to appointMichael John Richard McQuade as Municipal Enforcement Officer for the Town of New Tecumseth under the Police Services Act

OBJECTIVE

The purpose of this report is inform Council that this appointment bylaw gives the Bylaw Officers more power for enforcement purposes under Part I II III of the Provincial Offences Act as well as being mandated by the Ministry of Community Safety and Correctional Services under the Police Services Act of Ontario

COMMENTS AND CONSIDERATIONS

As we have done in past years in order to monitor overnight parking the Administration Department has hired a municipal enforcement student to carry out this function until April 30 2009 Funds were included in the Departments Operating Budget for this purpose

FINANCIAL CONSIDERATIONS

There are no financial considerations associated with this report

Respectfully submitted Reviewed by

S L Steve Kinsella ayla McDonald Municipal Law Enforcement Supervisor ClerkManager of A minist tion

Attachment Draft Appointment Bylaw 4 IIMAYORCLERK

THE CORPORATION OF THE TOWN OF NEW TECUMSETH

BYLAW

Number 2009xxx

MUNICIPAL LAW ENFORCEMENT OFFICER MICHAEL JOHN RICHARD MCQUADE APPOINTMENT BYLAW

A Bylaw to appoint a Municipal Law Enforcement Officer as Authorized under the Provisions of the Police Services Act Appointment

WHEREAS pursuant to the Police Services Act RSO 1990 cP15 as amended Officers who shall the council of any municipalitymay appoint Municipal Law Enforcement be Peace Officers for the purpose of enforcing the bylaws of the municipality

AND WHEREAS ection 8 of the Municipal Act 2001 SO 2001 cM25 the Municipal Act 2001 provides that a municipality has the capacity rights powers and privileges of a natural per on for the purpose of exercising its authority under the Act

AND WHEREAS Section 9 of Municipal Act 2001 provides that Sections 8 and 11 shall be interpreted broadly so as to confer broad authority on municipalities to a enable enhance their municipalities to govern their affairs as they consider appropriate and b ability to respond to municipal issues

AND WHEREAS Section 11 of the Municipal Act 2001 provides that a lower tier of set out municipality may pass bylaws respecting matters within the spheres jurisdiction therein

NOW THEREFORE the auncil of The Corporation of the Town of New Tecumseth hereby enacts as follows

I 1 That MichaelJohn Richard McQuadebe appointedas a MunicipalLaw EnforcementOfficerin accordancewith the Police ServicesActRS O 1990 c P 15 as amendedfor the Municipalityof the Townof New Tecumsethfor the termof his employmentas a MunicipalLaw Enforcement

Officer 2 ThatBy laws2007 1272008 109 and 2008122are hereby

repealed 3 That thisBy law shallbe citedas the MunicipalLaw EnforcementOfficer MichaelJohn Richard McQuade AppointmentBy

Law 4 That thisby law shall comeinto force and take effecton the dateof final passing

thereof READA FIRSTSECONDAND THIRD TIME AND FINALLY PASSEDTHIS23 DAY OF NOVEMBER

2009

i C f1

COMMITTEE OF THE WHOLE NOVEMBER 16 2009

REPORT ADMIN200967

PARKING ENFORCMENT STEVENSON MEMORIAL HOSPITAL

RECOMMENDATION

That Council receive Report ADMIN200967

And that Council enact a bylaw authorizing the Mayor and the Clerk to enter into an agreement with Stevenson Memorial Hospital for the provision of parking enforcement services on hospital property as pilot project commencing December 1 2009 until June 1 2010

And that staff report back to Council on the outcomes of the pilot project and the recommendations with respect to continuing to provide the enforcement service

OBJECTIVE

The purpose of this report is to seeks Council approval to undertake a pilot project and enter into an agreement with Stevenson Memorial Hospital for the provision of parking enforcement services on hospital property for a sixmonth period commencing December 1 2009

BACKGROUND

Staff was recently contacted by Stevenson Memorial Hospital to enquire as to whether the Town would consider providing parking enforcement at the two public parking lots located on hospital property Town staff cannot undertake parking enforcement on private property without express permission Additionally in order for the Towns insurance to cover staff while conducting business on private property it is necessary for the Town to enter into an agreement with Stevenson Memorial Hospital

COMMENTS AND CONSIDERATIONS

Staff met with Michael Blundell Manager Facilities Management for the Hospital on November 6 2009 to discuss terms under which the Town may assist Stevenson Memorial with parking enforcement The two parking lots in question operate under a pay and display system whereby visitors purchase tickets from a machine located in the parking lot and display them on the dashboard of their vehicles The Hospital currently cannot dedicate staff to monitor the parking lots and they are experiencing flagrant disregard for the need to purchase parking vouchers from the machine or vehicles continue to park in the lots long after the voucher has expired Croa

Report ADMIN200967 November 16 2009 Page 2 of 2

for which it The Hospital is proposing that the Town provide parking enforcement assistance continue to receive would receive the revenue from the parking violations The Hospital would the revenue from the ticket machines

Council based on the terms It was agreed that the proposal would be presented to following

1 Parking enforcement by the Town would be conducted as a 6month pilot project commencing December 1 2009 until June 1 2010

Council 2 Prior to renewing the agreement a report would be brought forward to outlining the staff time required and the revenuegenerated as well any issues that may arise during the course of the pilot project

3 Town staff would patrol the Hospital parking lots a minimum of 4 times per week throughout the project

4 The Town would receive all revenue resulting from parking violations issued on Hospital Offences property and would assume all applicable duties as required by the Provincial Act and provincial legislation relating to vehicle registration information

5 Stevenson Memorial Hospital is responsible for the maintenance and upkeep of the parking tag dispensing machines

6 The Town is not responsible for towing vehicles from Hospital property All costs for vehicle removal is the responsibility of the Hospital

be 7 The Hospital acknowledges that calls for enforcement at specific times cannot managed and that patrols will occur consistent with other enforcement duties

the 8 Only the Manager Facilities Manager of the hospital or his designate may request withdrawal of a parking infraction notice and any such request would be writing

FINANCIAL CONSIDERATIONS

staff will the There is currently no estimate of the revenuethat will be generated and provide financial outcome in the report to Council at the end of the pilot project period

Respectfully submitted

L4 OIL Gayla Mc i ClerkManage of Admi tra ion nomic Development COMMITTEE OF THE WHOLE November 16 2009

REPORT FIN200918

AUTHORITY TO PRICE DEBENTURE ISSUE

RECOMMENDATION

That Finance Report FIN200918 be received and

That the Council of the Town of New Tecumseth hereby approves

1 That the Town shall issue debentures in 2009 in connection with a portion of Road Improvements Various to the Ontario Infrastructure Projects Corporation OIPC in an amount not to exceed 267000 over a term not to exceed 10 years

2 That the Town shall issue debentures in 2009 in connection with a portion of Road Reconstruction Centre Street to OIPC in an amount not to exceed 665500 over a term not to exceed 10 years

3 That the Town shall issue debentures in 2009 in connection with a portion of Fire Station 2 Pumper Rescue Vehicle to OIPC in an amount not to exceed 427500 over a term not to exceed 10 years

4 That the Town shall issue debentures in 2010 in connection with a portion of Tottenham Community Centre Expansion to OIPC in an amount not to exceed 2060500 over a term not to exceed 20 years

5 That the Town shall finance a portion of Tottenham Community Centre Expansion by shortterm construction loan from OIPC in an amount not to exceed 2060500 in 2009 and in 2010 until debentures are issued

6 That the completion and the submission of an application to OIPC to request financing for the set out items projects in 14 above collectively the Projects by way of long term borrowing through the issue of debentures to OIPC the Application by the TreasurerManager of Finance be ratified confirmed and approved

7 That the Town in shall accordance with the requirements of OIPC pass a bylaw ratifying confirming and approving the submission of the Application and authorizing the Mayor and the TreasurerManager of Finance to negotiate and enter into execute and deliver for and on behalf of the Town a financing agreement with OIPC the Financing Agreement that provides for long term borrowingfrom OIPC in respect of the Projects on such terms and conditions as such authorized officials may approve

8 That the Town shall for items 13 above prior to the fixed date for the completion of the sale of the debentures and in accordance with the Financing Agreement pass a debenture bylaw at a December 7 2009 Special Council meeting which provides the authorization for the Town to issue debentures in respect of the Projects in accordance with the applicable legislation and in accordance with the terms and conditions of the Financing Agreement Ci0o Report WIN 200918 November 16 2009 Page 2 of 6

9 That the Town shall for item 4 above prior to the fixed date for the completion of the sale of the debentures and in accordance with the Financing Agreement pass a of the is debenture bylaw at a Council meeting in 2010 when construction project completed which provides the authorizationfor the Town to issue debentures in respect of the Projects in accordance with the applicable legislation and in accordance with the terms and conditions of the Financing Agreement

OBJECTIVE

To obtain authority from the Council of the Town for the Mayor and the TreasurerManager of Finance to proceed with the negotiating and entering into executing and delivering on behalf of the Town of the Financing Agreement and to issue debentures for the Projects subject to the passing of Debenture Bylaws which provides the authorization for the Town to issue the debentures in accordance with the applicable legislation and in accordance with the terms and conditions of the Financing Agreement

BACKGROUND

Throughout 2009 Council has passed the following resolutions regarding Capital projects that were either fully or partially eligible for long term financing

On May 11 2009 Council passed by resolution2009083 the followin

13thLine That the 2009 Road Improvement Program Tender T0909 to pave 100 Sideroad from to the 14 Line and Dayfoot Street from Prospect Street to Kate Aitken be awarded to GCCL Contracting Limited in the amount of 29636a92 plus GST

be for the That a project contingency allowance in the amount of 2988609 approved project within which the Director of TechnicalServices or his designate is authorized to approve amendments to the contract

That the road project including all geotechnical inspection construction and related project the contingencies be funded by longterra indebtedness including the issue of debentures or entering into of bank loans

Clerk to the That the necessary bylaw be passed authorizing the Mayor and sign appropriate documents respecting Tender T0909

In addition to the above resolution on March 9 2009 Council passed the 2009 Budget The included including Capital works by resolutions k2009035 and 2009036 Capital Budget the Road Improvement Various project with debenture financing not to exceed 395770 Actual costs for the project were only 267000 and as a result the debenture financing required is 267000

On April 27 2009 Council passed b r solution 2009062 the followin

That Tender No T0901 Centre Street Reconstruction be awarded to John Bravakis Enterprises Ltd in the amount of 82823355 plus GST

That Council award the contract administration services to Ainley Group Limited as outlined in o133 Report FIN 200918 November 16 2009 Page 3 of 6

the proposal letter of October 14 2008 for the amount of 8391000 plus GST

That a project contingency in the amount of 13700000 be approved within which the Director of Technical ServicesDeputy CAO or his designate is authorized to make amendments to the contract

And that Council pass the necessary bylaws authorizing the Mayor and Clerk to sign the appropriate documents respecting Tender T0901 including an Engineering Services Agreement with Ainley Group Limited with respect to providing professional engineering services for the contract administration for Tender T0901

In addition to the above resolution on March 9 2009 Council passed the 2009 Budget including Capital works by resolutions 2009035 and 2009036 The Capital Budget included the Road Reconstruction Centre Street project with debenture financing for the Roads portion not to exceed 864600 and a transfer from Gas Tax Reserve Fund for the Water and Wastewater portions not to exceed 413600

This project is substantially complete with 5 of the project to be completed early in 2010 Estimated costs for the completed roads portion are expected to be 665500 and as a result the debenture financing required is 665500

On May 12 2008 Council 12assed b resolution 2008082 the following

That Council receive Report FIRE200807 from the Fire Chief and approve sole sourcing for the purchase of a PumperRescue Truck for Station 2 Beeton at a cost of 427 50000 CDN from ResQ Tech Systems Inc to be funded by debenture

In addition to the above resolution on March 9 2009 Council passed the 2009 Budget including Capital works by resolutions 2009035 and 2009036 The Capital Budget included the Fire Station 2 Pumper Rescue Vehicle with debenture financing not to exceed 427500

On December 8 2008 Council passed by resolution 2008230 the following

That Council award the contract for the design build addition to the Tottenham Community Centre to Tambro Construction Ltd In association with James Fryette Architect Inc for a project comprising 18600 square feet and for a construction cost not to exceed Z53700000 exclusive of GST

That since the 2008 approved budget for the project only included 244000000 that the project budget be increased by an additional 550 70000 to cover costs of the additional square footage contingency and associated project management and furniture fixtures and equipmentexpenses and that the Manager of Parks Recreation Culture or her designate be authorized to approve amendments to the scope of the work within the budgeted contingency allowance

That the Tottenham Community Centre addition and expansion be funded by a combination of development charges reserve funds and longterm indebtedness involving the issue of debentures or other prescribed financial instruments or the entering into of bank loans or other prescribed financial agreements for an amount not to exceed 2013200 Cwf Report WIN 200918 November 16 2009 Page 4 of 6

That a transfer from reserve account RL69 L65 TCPR Tottenham Community Centre Project in the amount of approximately 97750000 be approved

And that a bylaw be enacted by Council to authorize the Mayor and Clerk to execute an agreement with Tambro Construction Ltd for the design and construction of an addition to the Tottenham Community Centre and any other documents related to this project

In addition to the above resolution on March 9 2009 Council passed the 2009 Budget including Capital works by resolutions 2009035 and 2009036 The Capital Budget included the Tottenham Community Centre expansion and related projects with total costs of 3010587

Financing sources approved in the 2009 Capital Budget included debenture financing not to exceed 2060587 and a transfer of up to 950000 from Reserve Fund RL61L65TCPR

COMMENTS AND CONSIDERATIONS

The abovenoted resolutions awarded tenders or sole sourcing for Road Improvements Various Road Reconstruction Centre Street Fire Station 2 Pumper Rescue Vehicle and Tottenham Community Centre Expansion All projects were included and approvedwithin the 2009 Capital Budget for the Town

The amount of longterm indebtedness required for each of the projects which is within the authorized amounts approved by Council is summarized as follows

Road Improvements Various Projects 267000 Road Improvements Centre Street 665500 Fire Station 2 Pumper Rescue Vehicle Tottenham Community Centre Expans on 20605004275001

Total 3420500

FINANCIAL CONSIDERATIONS

As noted above the total longterm indebtedness for the various projects is not to exceed 3420500 and is required to be issued

Finance staff have reviewed a number of options for funding the Capital expenditures including the issuance of debentures in the Capital Markets and to OIPC Finance staff have reviewed the pros and cons of each of these fi ancing vehicles and recommend issuance of amortizing debentures to OIPC with equal payments over the term of the debenture

After having had discussions with th Towns fiscal agent National Bank Financial Inc staff have confirmed that the current interest rate of debentures that may be issued by the Town in the Capital Markets is not competitive as compared to debentures that may be issued by the Town to OIPC

Staff recommends that debentures with a term of 10 years be issued on December 15 2009 for three of the abovenoted projects that are substantially complete The projects include Road Improvements Various Road Reconstruction Centre Street and Fire Station 2 Pumper Rescue Vehicle Report FIN 200918 November 16 2009 Page 5 of 6

The Tottenham Community Centre Expansion will not be substantially complete until early 2010 OIPC requires that projects be substantially complete before debentures are issued and shortterm construction provides loans at competitive rates until projects are completed As a result staff recommends that the Town enter into a shortterm construction loan with OIPC in 2009 when the and project is completed in 2010 that debentures with a term of 20 years be issued The application submitted to OIPC Attachment 5 Appendix B covers both of these financing arrangements

For the three substantially completed projects the interest rates and debt retirement payments will be included in a report to Council at the December 7 2009 Committee of the Whole meeting along with a debenture bylaw The Bylaw will require enactment by Council at a Special Council meeting also on December 7t which will result in the Town receiving the debenture proceeds for the three projects on December 15 2009

For the Tottenham Community Centre Expansion the interest rate for the shortterm construction loan will be included in the report to Council at the December 7 2009 Committee of the Whole meeting This will result in the Town receiving the shortterm loan proceeds on December 15 2009

When the Tottenham Community Centre Expansion is complete and ready to be debentured in the 2010 interest rates and debt retirement payments will be included in a report to Council at that time along with a debenture bylaw This will result in the Town receiving the debenture proceeds in 2010

Finance staff have reviewed and updated the 2009 Annual Repayment Limit ARL as prescribed by the Ministry by using the information contained in the Towns 2008 Financial Information Return FIR and the estimated principal and interest payments as provided by OIPC that would be required for the longterm indebtedness As communicated by the Towns auditors in their presentation to Council at the November 2 2009 Committee of the Whole meeting the Town continues to be well within its updated ARL The Town after authorizing the debenture proposed issue will continue to have capacity for other capital projects that may require longterm indebtedness as their funding source

The updated 2009 Annual ARL has been calculated to be 2820142 Based on current interest rates this annual repayment amount would allow the Town to incur longterm debt for the following amounts and terms

23200000 for a 10 year period at 382x or 36300000 for a 20 year period at 469 or 43500000 for a 30 year period at 502 or a combination of above i

Respectfully submitted

Mark R Sirr DeJeqorbeilTreasurer TreasurerManager of Finance w I

Report FIN 200918 November 16 2009 Page 6 of 6

Attachments

1 2009 Capital Project sheet 6413 RoadImprovements Various 2 2009 Capital Project sheet 636 Road Reconstruction Centre Street 3 2009 Capital Project sheet 110 Fire Station 2 Pumper Rescue Vehicle 4 2009 Capital Project sheets 3133343536A3741 Tottenham Community Centre Expansion and related projects 5 2009 OIPC Borrowing Bylaw 1

I Attachment I

vex TOWN OF NEW TECUMSETH CAPITAL PROJECT DETAIL SHEET B 2009 Budget

PROJECT DETAIL De artment En ineerin Pro set No E 20 8 Pro ct Name Road Upgrade Pro ram Pro ect Category Roads Related Pro act Prlorf Proosed New Projects Project Description and undertake road in accordance Design improvements with the priorities set out by the Roads Needs Study The scope of the project is generally reduced from that described In the Roads Needs to a with minor to Study capping program improvements drainage and geometry The life expectancy of this type of capping program Is 7 to 10 years for asphalt and 5 to 7 years for double surface treatktg

Project Justification Annual road is to an renewaYupgradesresurracing required maintain acceptable level of service to Town residents and to address ortgoing road maintenance Issues

CAPITAL PROJECT COSTING FUNDING 2009 Note 1 2010 2011 2012 2013 Cost comoonegt

Ca tal Purchases 1000000 1000000 1000000 100000o 10th Sideroad 13th Line to 14th Line 288200 Da oot St Repair Pros ct to Kate Aitken 60000 ConsultingGeotechnical 2500 Contingency 10 35070 PreEn ineerin 2010 Roads 10ooo Sub Total 395770

Provisional Road Sections Walkem Dr Park Gres to Western Ave 3 53300 Nelson St Fletcher St A Town Albert St to EastAve 29600 NelsonSt Fletcher St Storm Sewer 91500 Single Project Nelson St Fletcher St Engineering 200 Trace Dr Evans Road to Hutchinson Dr 33100 15th Sideroad H 9 to 900m north 183000 4th Line 18th Sdrd to 20th Sdrd 158300 17th Sideroad 2nd Line to 3rd Line 194000 Sir Frederick Bantin John W Ta or to North Limit 163900 Conti en 10 94520 Consufti Geotechnicai 20000 Sub Total Provisional Items 1059720

Total 395770 1000000 1000000 1000000 1000000

EM13dillftNote 2 pdtttl ins CoMpqnt

Transfer From Reserve AC A Town Taxation Other 2009 Road Debenture 395770

B water Transfer From Reserve AC User Fees

C wastewater Transfer From Reserve AC Total 395770

NET OPERATING COSTS Estimated Completion date

Now Operating costs per year Amount Year of completion 200

Note 1 This column the amount of represents expenditure that the Town wig be committed to in the 2009 fiscal period If this capital request is approved Additional future to year costs that Mate this project should be shown under the 2010 2011 2012 artdfor 2013 columns Note 2 Provide On General Leclaff account 0 for all Reserve I Reserve Funds WI used to finance the a

submitted By Department Head

FEB2 5 2009 t

Data Prepared Reviewed by Manager of Finance I Deputy Treasurer i Attachment 2

r TOWN OF NEW TECUMSETH CAPITAL PROJECT DETAIL SHEET 2009 Budget

PROJECT DETAIL Department En neerin Project No En 2508 Proect Name Road Upgrade Program Centre Street All stun Pro act category Roads Related pro ecf Oe t Pdorit Proposed New Proects Protect Oescriptlon Design and undertake road in accordance with the improvements priorities set out by the Roads Needs Study Centre Street in Allislan has been identified as a high in the priority roadway 2006 Road Needs Study and due to its age will require the replacement of the underground Infrastructure

Project Justification Annual road is renewalupgradesresuAacing required to maintain an acceptable level of service to Town residents and to address ongoing road maintenance issues

CAPI7 1 PROJECT COSTING FUNDING 2009 Note 1 2010 2011 2012 2013 t Cost CoMponent

Capital Purchases 694000 SubContracting En A Town ineerin Costs Contract Admin 84000 Consulti22Fees Geotechnical 8000 Le al Fees Contin en S 71100

Capital Purchases SubContacting 171000 En ineerin e Water Costs Consulting Fees L al Fees Contin en S 17100

SubContractin 205005 C Wastewater EngineeringCosts Consultin Fees Le al Fees Contingency 3 20500 Total 1276200 S

Funding N 2 Funding Cpaponent

Transfer From Reserve AC A Town Taxation Other 21759 Road Debenture 864600

Transfer From Reserve AC RL61165GTRF 1118100 13 Water User Fees Other

Transfer From Reserve AIC RL61165GTRF 225500 C Wastewater User Fees Other

Total 1278200 i

ET OPERATING COSTS Estimated Completion data

Nov Operating costs per year Amount Year of completion 20g

Note 1 This column represents the amount of expendltum that Die Town will be committed to In an 2008 fiscal period If Uds capital request Is approve Additional future year costs that relate to this project should be shown under the 2010 2011 2012 andler 2013 columns Note 2 Provide the General Lad fir account M for all Reserve f Roserve Funds bat used to finahhcs 1M

Submitted By Department Head e DEC 9 Z

Date Prepared Reviewed by Manager of Finance I Deputy Treasurer Attachment 3

TOWN OF NEW TECUMSETH CAPITAL PROJECT DETAIL SHEET 1O 2009 Budget

PROJECT DTAIL De artment FIRE Pro ect No FIRE 200811 P ect Name PUMPER RESCUE STATION 2 Pr ect Cate ory VEHILCES APPARATUS Pro ect be t Priori 1 CARRY FORWARp Project Description MENT FOR PUMPER 23 PURCHASE ORDER ISSUEp MAY14 2008 CHASSIS COMPLETION NOV MAYREPLACE2009 2008 17250000 pHIIVERY TENTATIVE

Project Justification PUMPER RESCUE STATION 2 TENTATIVE DELIVERY MAY 2009

CAPITAL PROJECT COSTING FUNDING 2009 1 2010 Costs Note 2011 2012 Cost Com Went 2013 VA7S00 Ca ltaI Purchases Subantractin En A Town ineerin Costs C6nsultin Fees Le ai Fees Gorrtin enc

Ga ital Purchases SubGontractin

s Water En ineerin Costs C InsultingFees Le al Fees

Contin nc

SupContracting En C Wastewater ineerin Gosts Consultin Fees to al Fees

Contin enc

Total 25500 vvia 00 Fundin Note 2 N Funding Com Went

Transfer From Reserve AC A Town Taxation Other pEgENTURt3

Transfer From Reserve AC 8 Water user Fees Other

Transfer From Reserve At C Wastewater User Fees Other

Total 255r00p A7 ZOO

NET OPERAfiING sfmated Goniplian date COSTS

New Openiting costs year Amonxd Year WAS of completion 2009 1 This cdarnrr represents the amount of expenditure prat the Taws 111111111be Additional cammilted to In the 2009 fiscal Period if this future year costs that relate to this capital request is approved eck should be shown under am 2 Provide the 2olo 2011 t2 andler 2017 General is Fer account 0 for cohrrms all Reserve Reserve Funds bein u ed to finance the ecf

M He fdonFlreChlef Submitted By Department Head

November202008 Dde Prepared s Reviewed by Manaqw of Finance Deputy Treasurer Attachment 4

TOWN OF NEW TECUMSETH CAPITAL PROJECT DETAIL SHEET 3 2009 Budget

PROJECT DETAIL and Culture pe artment Parks Recreation

Pro ect LO Air Unit Project Name Tottenham Communi Centre Conditioning Pro ect Cate o Equipment Replacement Pro ect 1 t Frio the Tottenham Centre Project Description Replace the air conditioning unit at Community

the unit will be at the time of constMion of the at the Tottenham Corr Centre can no be repaired The replacernent of completed Project Justification The air conditioning unit munity longer addition Carry forward from ZM

CAPITAL PROJECT COSTING FUNDING 2009 Note 1 1 2010 2011 2012 2013

psi Cost Component

Capital Purchases SubContractin 21000 Engineering Costs A Town Conaultin Fees Le at Fees Conlin en

Capital Purchases SubContractin Costs B Water Engineering Consultin Fees Le al Fees Contingency

SubContradn En ineerin Costs Q Wastewater Consulting Fees Le at Fees Contingen Total 21000 S

onent funding Note 21 Fundin am

Transfer From Reserve AIC Al Town Taxation Other Debenture 21000

Transfer From Reserve AC B Water UsecFees Other

Transfer Front Reserve AIC Q Wastewater User Fees Other Total S 21000 5

NET OPERATING COSTS Estimated Completion date

New Operating costs AMOK Year of completion 200 per year

Is Town will be comnamed to in the 2009 fiscal period 0 this capital request approved Note 1 This column represents the amount of expenditure that the be shown under the 2011 2012 andlor 2013 columns Additional Tulare year costs that rel Ar to this projoct should 2010 Funds being used to finance the Oct Note 2 prpvlde the General or account for a9 ReserveI Reserve

Department Head Submitted By o

Reviewed by Manager of Finance f Deputy Treasurer Date prepared nmRs TOWN OF NEW TECUMSETH CAPITAL PROJECT DETAIL SHEET 2009 Budget

PROJECT DETAIL Department Parks Recreation and Culture Proled No Project Name Tottenham Community Centre Parkin Lot Pavin section Pro eet Cate Building Maintenance Project De Priority The exit used the ice at the Project Description by resurfacer Tottenham Community Centre requires paving The paving will be done during the construction of the new addition

Justification The snow area at the Tottenham Project dumping CommunityCentre is constantly muddy making the area difficult to access and causing the equipment to get stuck This project Is a carry forward from 2008 and will be completed at the time of the construction of the new addition

CAPITAL PROJECT COSTING FUNDING 2009 Note 1 2010 2011 2012 2013 Costs Cost Camvonent

Capital Purchases SubContracting 8000 Costs A Town Engineering Consultin Fees L ai Foes Contn en

Ca ital Purchases SubContracting E ineerin Costs B Water Consulting Fees Le al Fees Contingency

SubContracting Costs C Wastewater Engineering Consulting Fees Le al Fees

Contn en Total 5000

Fonding Note 2 Funding Component

Transfer From Reserve AC ATown Taxation Other Debenture 8o0D

Transfer From Reserve AC 8 Water User Fees Other

Transfer From Reserve At C Wastewater User Fees Other Total 8000

NET OPERATING COSTS pstirnated Completion date

New Operating costs per year Amount Year of completion 200

Note 1 This cokum the amount of represents expenditure that the Town will be committed to In the 2009 fiscal period if this capital request is approved Additional future year costs that relate to this project should be shown under the 2010 2011 2012 andor 2013 columns a 2 Provide the General Led or account 0 for all Reserve Reserve Funds b ect RECEIVED

Submitted By NOVZ 0 2008 Department Head

Date Prepared MGROF FINANCE Reviewedby Manager of Finance Deputy Treasurer TOWN OF NEW TECUMSETH CAPITAL PROJECT DETAIL SHEET 2009 4 Budget

PROJECT DETAIL

De artment Parks Recreation and Culture Project NO Project Name Tottenham Communi Centre G mnasiu Entry Doors Project Category Building Renovation Project De Priori Project Description Remove and replace gymnasium flooring at the Tottenham Community Centre and replace existing gymnasium entry doors

Project Justification The original floor can no longer be refinished and there are ongoing problems with the Boor Oft The existing steel door around the perimeter of the gym are weak and require replacement in addition k Is anticipate that the usage of the Tottenham CC will increase substantially with the new addition and the gymnasium is an integral component in the facility This project is a c rry forward from 2008 CAPITAL PROJECT COSTING FUNDING 2009 Note 1 2010 2011 2012 2013 Costs Cost Component

Capital Purchases SubContracting 104000 Engineering Costs A Town Consulting Fees Le al Fees Contingency

Ca ital Purchases SubContractin En ineerin Costs B Water Consulting Fees Ie al Fees

Contin en

SubContracting Engineering Costs C Wastewater Consulting Fees Le al Fees

Conti envy Total 100000 funding Note 21 Funding Component

Transfer From Reserve AC A Town Taxation Other Debenture 100004

Transfer From Reserve AC B Water User Fees Other

Transfer From Reserve AC C Wastewater User Fees Other Total 100000

NETOPERATINGCOSTS Estimated Completion date

New Operating costs per year Amount Year of completion 200

Note 1 This column represents the amount of expenditure that the Town will be committed to in the 2009 fiscal period If this capital request Is approved Additional future year costs that relate to this project should be shown under the 2010 2011 2012 andor 2015 columns Note 2 Provide the General Ledger account 0 for all Reserve Project RECFIVLzU

Submitted By NOV2 0 2008 Department Head n

ta DatePrepared MGR OF FINANCE Reviewedby Manager of FinanceDeputyTreasurer r TOWN OF NEW TECUMSETH CAPITAL PROJECT DETAIL SHEET 2009 Budget

PROJECT DETAIL Department Parks Recreation and Culture Pro ect No Project Name Tottenham Community Centre Hallway Floor Re lacement Prolect Category Replacement Pro ect Dept Priori Project Description Remove and replace all of the hallway flooring at the Tottenham CommunityCentre

Project Justification The tiles in hallways at the Tottenham Community Centre are wom out and lifting and it is no longer viable to replace them With the addition of a Wellness Centre Aerobics Studio Senior and Youth Drop Ins it is anticipated that the usage of the centre will increase substantially and new flooring is required This project i a carry forward from 2008 CAPITAL PROJECT COSTING FUNDING 2009 Note i 2010 2011 2012 2013 Costs Cost Component

Ca Ital Purchases SubContracting 40000 Engineerina Costs A Town ConsultingFees Le 1Fees Contin en

Ca dal Purchases SubContracting E ineerin Costs B Water Consultin Fees Legal Fees Contingency

SubContractin Costs Q Wastewater Engineering Consulting Fees Le al Fees Contingency Total 40000

Funding Note 2 Funding Com onent

Transfer From Reserve AC A Town Taxation Other Debenture 40000

Transfer From Reserve A1C Water User Fees r

Transfer From Reserve AC C Wastewater User Fees Other Total 40000

NET OPERATING COSTS Estimated Completion date

New Operating costs per year Amount Year of completion 200

Hats 1 This column represents the amount of expenditure that the Town will be committed to in the 2009 fiscal period if this capital request is approved Additional future year costs that relate to this project should be shown under the 2010 20112012 andler 2013 eolumns Nate 2 Provide the General Ledger account R for ad Reserve I Reserve Funds be used to finance the project RECEIVED

Submitted By DepartmentHead NOV2 0 2008 m

s Date Prepared Reviewed by Manager of Finance I Deputy Treasurer MGR OF FINA TOWN OF NEW TECUMSETH CAPITAL PROJECT DETAIL SHEET p 2009 Budget

PROJECT DETAIL Department Parks Recreation and Culture Pro ect No Project Name Tottenham Communi Centre Ceiling R lacement Pro ect Category Ke lacement Pro act De t priori project tescrlptlon the In the Replace ceiling Tottenham CommunityCentre gymnasium This will be done during the construction phase ol the new addition

Project Justification The tile is tile existing ceiling unsightly The and tracking will have to be removed the ducts and lighting replaced This project is a carry forward from 2008

CAPIT L PROJECT COSTING FUNDING 2009 Note 1 2010 2011 Costs 2012 2013 Cosh Component

CapitalPurchases

SubContractin a 525000 A Town Engineering Consuitin Fees Le aLFees Contin en

Capital Purchases SubContractin En B Water ineerin Costs Consufti Fees Le al Fees Contingency

Sub C nt cling En C Wastewater ineeri Costs Consulting Fees Le al Fees Contin en

Total 25000

ltdina 1 ote 22 Funding Component

Transfer From Reserve AC A Town Taxation Other Debenture 25000 7 Transfer From Reserve AC e Water User Fees Other

Transfer From Resetxe AC clNastervatef UserFess

Totai i 25000

ETOPERATINGCOSTS stimated Completion date i ew ppemtlnDcoats er year Amount Year of completion 200

Nob 7 This cok mn represents the amount of 1PN expenditure that the Town will be committed to In the 2008 fiscal if this period capital request Is approved Additional Aftre year costs that relate to this project should be shown traderthe 2010 2011 2012 atdfor 2013 cohimns Nob 2 provide the General Lsd er account 0 for all Reserve RECEIVED

Submitted By NOVz 5 100 pepartment Head

a pate prepared MGR OF FINANCE Reviewedby Managerof Finance Deputy Treasurer TOWN OF NEW TECUMSETH CAPITAL PROJECT DETAIL SHEET 2009 Budget

PROJECT DETAIL

Department Parks Recreation and Culture Project No

Pro a ct Name Tottenham Comm Centre Expansion project Ca Design Development Construction Proect Da Prio Project Destriptlon The expansion ofthe Tottenham Gornrnunity Centre will include Fitness Wellness Centre an aerobicsdance studWsenlors youth drop in and associated support fides and equipment In 2009 the facility will be constructed and equipped and the repairs replacements will be completed for the existingportionof the centre

project Justition Council approved the expansion of the Tottenham Community Centre in 2007 The design and development stage was Completed in 2008 and the construction will commence in 2009

CAPITAL PROJECT COSTING FUNDING 2009 Note 1 2010 2011 2012 2013

Costs Cost omconent

Capital Purchases 2786587 SubContracti lneerin Costs A Town onsultin Fees t Fees Conlin n

Ca itat Purchases SubContracting Fret ineerin Casts g water Consulting Fees L at Fees Contingency

ineerin Costs C Wastewater Consultt Fees alF es Contingency Total 2786587

Funding Note 21 Funding Component 9fo ooa Tran sfer From Reserve AC RL61L65 TCPR A Town RL61L70RECR RL61U1TCCE Other 4UC ME 1 Transfer From Reserve AC B Water User Fees Other

Tmngg From Reserve AC G wastrdler JUsoffeesOther Total 2786587

NET OPERATINGCOSTS Esftmated Completion date

Now Operaft Costs per year Amount Year of completion 200

N61161 This eolum represents the amount of expanditure that the Town will be committed to In the 2009 FAcelperiod It this capkal request is approved Additional lebtre yew tests Mat relets to Mh project should he shown under the 2010 2011 2012 andor 2013 columns NoM 2 Frovido the Qeawal Ledger account 0 far a8 Reserve I Reserve Funds ham used to finance the ech

SubmittedBy Deparhment Head m

Date Prepared Reviewed by Manager of Finance I Deputy Treasurer TOWN OF NEW TECUMSETH CAPITAL PROJECT DETAIL SHEET 2009 Budget

PROJECT DETAIL Department Parks Recreation and Culture Pro ect No Project Name Tottenham CC Dressing Rooms Protect Category Pro ect De Priori water controls Project Description Renovate the showers in all of the dressing norms at the Tottenham CC Repair all of the drains and install automatic i

With the of the centre It is Project Justification The showers in the all of the dressing rooms requirerepair I replacement And water consumption must be controlled expansion rooms the current standards anticipated that the usage will increase and the dres ng should be brought up to

CAPITA PROJECT COSTING Er FUNDING 2009 Noted 2010 2011 2012 2013

Costs Cost Com12Qnen

Capital Purchases 30000 SubCon Costs A Town Engineering Consulting Fees Le al Fees Contin en

Capital Purchases SubContractin En ineerin Costs B Water Consulting Fees Le al Fees

Contin en

SubContracti En ineeri Costs C wastewater Consulting Fees Legal Fees Contingency Total 30000

Funding Note 2 ndin Com on t

Transfer From Reserve AC A Town Taxation Debenture 30000

Transfer From Reserve AIC e Water User Fees Uhler

Transfer From Reserve ALC Ct Wastewater User Fees tither Total 30000 S

NET OPERATING COSTS Estimated Completion date

New Operatingcosts peryear Amount Yj Year of completion 200

is Note 1 This column represents the amount of expenditure that the Townwnillbe committed to in the 2009 fiscal period if this capital request approved 2013 columns Additional future year costs that relate to this project should be shown under the 2010 2011 2012 andlor Note 2 Provide the General Ledger account 0 for all Reserve I Reserve Funds bei used to finance the project

RECEIVED

Mead Submitted By Department o NOVZ 0 10P v

of Finance I Treasurer Date Prepared Reviewed by Manager Deputy Attachment S

THE CORPORATION OF THE TOWN OF NEW TECUMSETH

BYLAW

Number 2009xxx 2009 OIPC BORROWING BYLAW 1

A Bylaw to authorize certain Capital Works of The Corporation of the Town of New Tecumseth The Municipality to authorize the submission of an application to the Ontario Infrastructure Projects Corporation OIPC for financing such Capital Works to authorize temporary borrowing from OIPC to meet expenditures in connection with such works and to authorize long term borrowing from OIPC for such works through the issue of debentures

WHEREAS the MunicipalAct 2001 Ontario as amended the Act provides that a municipal power shall be exercised by bylaw unless the municipality is specifically authorized to do otherwise

AND WHEREAS it is now deemed to be expedient to authorize for the municipal purposes of the Municipality the new capital works described in column 2 of Schedule A individually a Project collectively the Projects attached hereto and forming part of this Bylaw Schedule A in the amount of the estimated expenditure set out in column 3 of Schedule A subject in each case to approval by OIPC of the financing for such Projects that will be requested by the Municipality in the Application as hereinafter described

AND WHEREAS in accordance with section 4 of Ontario Regulation 40302 the Council of the Municipality has had its Treasurer update its most recent annual debt and financial obligation limit received from the Ministry of Municipal Affairs and Housing as so updated the Updated Limit and on the basis of the authorized expenditure for each Project as set out in column 3 of Schedule A Authorized Expenditure the Treasurer has calculated the estimated annual amount payable in respect of each Project collectively the Project Limits and has determined that the aggregate of the Project Limits does not exceed the Updated Limit and accordingly the approval of the Ontario Municipal Board under the Ontario Municipal Board Act Ontario as amended is not required before any such Project is authorized by Council

AND WHEREAS subsection 4051 of the Act provides that a municipality may authorize temporary borrowing to meet expenditures made in connection with a work to be financed in whole or in part by the issue of debentures if

a the municipality is an uppertier municipality a lowertier municipality in a county or a singletier municipality and it has approved the issue of debentures for the work

b the municipality is a lowertier municipality in a regional municipality and it has approved the work and the uppertier municipality has approved the issue of debentures for the work or

c the municipality has approved the issue of debentures for another municipality or a school board under section 404

AND WHEREAS subsection 4011 of the Act provides that a municipality may incur a debt for municipal purposes whether by borrowing money or in any other way and may issue debentures and prescribed financial instruments and enter prescribed financial agreements for or in relation to the debt

AND WHEREAS the Act also provides that a municipality shall authorize long term borrowing by the issue of debentures or through another municipality under section 403 or 404 of the Act

AND WHEREAS OIPC has invited Ontario municipalities desirous of obtaining temporary and long term debt financing in order to meet capital expenditures incurred after 2009 Current Borrowing ByLaw 2

to OIPC December 31 2003 in connection with eligible capital projects to make application for such financing by completing and submitting an application on the form provided by OIPC the Application

AND WHEREAS the Municipality has submitted an Application to OIPC to request of debentures to financing for the Projects by way of long term borrowing through the issue the issue of such OIPC and by way of temporary borrowing from OIPC pending debentures

AND WHEREAS OIPC has accepted and has approved the Municipalitys application

NOW THEREFORE the Council of The Corporation of the Town of New Tecumseth hereby enacts as follows

1 The Council of the Municipality hereby confirms ratifies and approves the completion official of by the Treasurer of an Application and the submission by such authorized for the of an Application duly executed by such authorized official to OIPC financing the Projects in the maximum aggregate principal amount of 3420500 substantially in the form of Schedule B hereto and forming part of this Bylaw with such changes thereon as such authorized official approved

2 a Construction of each Project in the amount of the respective estimated Authorized Expenditure set out in column 3 of Schedule A is hereby approved and authorized

authorized to b any one or more of the Mayor and the Treasurer are hereby conclude contracts on behalf of the Municipality for the construction of the Projects in accordance with the Municipalitys usual protocol

c where applicable the Engineer of the Municipality will forthwith make such plans profiles and specifications and furnish such information as in the opinion of the Engineer is necessary for the construction of the Projects and

d where applicable the construction of the Projects shall be carried on and executed under the superintendence and accordingto the direction and orders of such Engineer

3 The Mayor and the Treasurer are hereby authorized to negotiate and enter into execute and deliver for and on behalf of the Municipality a financing agreement a Financing Agreement with OIPC that provides for temporary and long term borrowing from OIPC in respect of the Projects on such terms and conditions as be conclusive such authorized officials may approve such execution and delivery to evidence of such approval

substantial 4 The Mayor andor the Treasurer are hereby authorized pending the completion of a Project or as otherwise agreed with OIPC to make temporary borrowings pursuant to section 405 of the Act in respect of each Project on the terms and conditions provided in the Financing Agreement and on such other terms of and conditions as such authorized officials may agree and to sign such evidence is authorized to indebtedness as OIPC may require a Note and the Treasurer in sign such certifications as OIPC may require in connection with such borrowings respect of the Projects provided that the amount of borrowings allocated to any Project does not exceed the Authorized Expenditure for such Project and does not exceed the loan amount set out in column 4 of Schedule A in respect of such Project

such other 5 Su ect to the terms and conditions of the Financing Agreement and to s and conditions as OIPC may otherwise require the Mayor and the Treasurer arehereby authorized to enter into long term borrowing in respect of the Projects and to issuedebentures to OIPC on the terms and conditions provided in the Financing officials Agreement and on such other terms and conditions as such authorized may amount of such Debentures issued agree Debentures provided that the principal in respect of a Project does not exceed the Authorized Expenditure for such Project 2009 Current Borrowing ByLaw 3

and does not exceed the loan amount set out in column 4 of Schedule A in respect of such Project

6 In accordance with the provisions of section 18 of the Ontario Infrastructure Projects Corporation Act 2006 Ontario as security for the payment by the Municipality of any indebtedness of the Municipality to OIPC incurred under the Note or any Debentures the Municipality is hereby authorized to agree in writing with OIPC that the Minister of Finance is entitled to deduct from money appropriated by the Legislative Assembly of Ontario for payment to the Municipality or from money appropriated by the Assembly for payment to the Municipality in respect of specified matters amounts not exceeding the amounts that the Municipality fails to pay to OIPC on account of the outstanding indebtedness evidenced by the Note or any Debentures Issued by the Municipality to OIPC and to pay such amounts to OIPC

7 For the purposes of meeting the obligations of the Municipality in respect of the Note and any Debentures the Municipality shall provide for raising in each year as part of the general levy the amounts of principal and interest payable in each year under the Note and any outstanding Debenture to the extent that the amounts have not been provided for by any other available source including other taxes or fees or charges imposed on persons or property by a bylaw of any municipality

8 a The Mayor andor the Treasurer are hereby authorized to execute and deliver the Note the Mayor and the Treasurer are hereby authorized to enter into execute and deliver the Financing Agreement and to cause Debentures to be issued the Clerk and Treasurer are severally hereby authorized to generally do all things and to execute all other documents and papers in the name of the Municipality in order to perform the obligations of the Municipality under the Financing Agreement and to carry out the issuance of the Note and Debentures and the Treasurer is authorized to affix the Municipalitys municipal seal to any such documents and papers

b The proceeds realized in respect of the Note and Debentures after providing for the expenses related to their issue if any shall be apportioned and applied for the respective Projects and for no other purpose except as permitted by the Act

9 This Bylaw takes effect on the day of passing

READ A FIRST SECOND AND THIRD TIME AND FINALLY PASSED THIS 23rd DAY OF NOVEMBER 2009

MAYOR

CLERK Schedule A to ByLaw Number 2009xxx

1 2 3 4

Project Description of Capital Estimated Loan Amount Number Work Expenditure

1 Road Improvements Various 274584 267000

2 Road Reconstruction Centre St 665500 665500

3 Tottenham Community Centre Expansion 3010500 2060500

4 Fire Station 2 Pumper Rescue 438177 427500

I ScheduleB

ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

Application ID 9085 Program Year 20092010 Application Submit Date Oct202009

A GENERAL INFORMATION Borrowing Municipality

Name The Town of New Tecumseth ID 43025

Address 10 Wellington Street City Alliston Postal Code L9R 1A1

Name of Treasureror Mark Sirr Title Treasurer equivalent

Telephone Number 705 435 3900 x304 Fax No 705 435 2873

Email msirr@townnewtecumsethon ca

B CONTACT INFORMATION

Questions regarding the information contained in the application form should be addressed to

Name Jane Corbeil Title Deputy Treasurer

Telephone 705 435 3900 x 259 Fax No 705 435 2873 Email jcorbeil @town newtecumsethonca

C PROJECT SUMMARY INFORMATION

hL2 Pro e Name Ca o rvoe Lgan Amount

1 Roads improvement various Municipal Roads 26700000 Infrastructure

2 Road Reconstruction Centre St Municipal Roads 66550000 Infrastructure

3 Tottenham Community Centre Recreation Infrastructure Municipal 206050000 expansion Indoor and Outdoor Capital infrastructur Page 1 of 19 ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

4 Fire Station 2 Pumper Rescue Municipal Other Fire 42750000 Vehicle Infrastructure

Total Loan Amount 342050000

Page 2 of 19 ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

Project Details Municipal Roads Infrastructure

Project Name Roads improvement various Category Municipal Roads Infrastructure Construction Start Date May112009 Construction End Date Sep302009

Please indicate below if any aspect of the project pertains to

Energy Conservation Yes No

The Municipal Eco Challenge Fund MECF is a three year 20 million grant and 200 million loan initiative to help municipalities reduce Green House Gas GHG emissions from their infrastructure

Please indicate whether the loan is for a project that will reduce energy consumption or GHG emissions from a municipallyowned facility building arena etc

Yes v No

Is this project also being considered for an MECF grant

Yes No

Please provide

An estimate of the reduction in energy consumption or GHG emissions as a result of the project

A short description of the energy conservation benefits

Address of the project 10th Sideroad from 13th line to 14th line Dayfoot St Beeton Evans Road Church St Alliston

Type of work eg new construction renovation of existing repaving of roads facilities redevelopment deferred maintenance etc

Description of the project resurfacing paving of various roads Page 3 of 19 ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

Additional comments

10 What is the life span of the project in years ie the physical asset

Please identify your Ministry contact If applicable Ministry Municipal Affairs and Housing

Contact Name Diane Ploss

Contact Phone 905 4364661

Page 4 of 19 ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

Project Information

Project Name Roads improvement various Category Municipal Roads Infrastructure

Project Cost A 27458400

Project FundingFinancing

List and existing expected FundingFinancing sources for the project eg Reserves other cash on hand approved grants etc

SourceDescription Timlnq Amount

Reserve Fund Existing 758400

Total Amount 8 758400

OIPC Loan Amount A13 26700000

Please enter your longterm borrowing requirements including the estimated date the funds are required Only include in this section If longterm borrowing you anticipate that you will require shortterm financing during the construction of the phase project the information will be gathered as part of the Financing Agreement

estimated Date Required Amount Term in years TM Dec152009 26700000 10 Amortizing

Total LongTerm Financing 26700000

Page 5 of 19

i ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

Project Details Municipal Roads Infrastructure

Project Name Road Reconstruction Centre St Category Municipal Roads Infrastructure

Construction Start Date Apr272009

Construction End Date Dec152009

Please indicate below if any aspect of the project pertains to

Energy Conservation Yes No

million loan initiative to The Municipal Eco Challenge Fund MECF is a three year 20 million grant and 200 infrastructure help municipalities reduce Green House Gas GHG emissions from their

or GHG emissions from a Please indicate whether the loan is for a project that will reduce energy consumption municipallyowned facility building arena etc

Yes No

Is this project also being considered for an MECF grant

Yes No

Please provide

as a result of the An estimate of the reduction in energy consumption or GHG emissions project

A short description of the energy conservation benefits

Alliston from Albert St Address of the project Centre St to Wellington St

reconstruction of road Type of work eg new construction renovation of existing facilities redevelopment deferred maintenance etc

Description of the project and Ireconstruction of road including curbs and underground infrastructure eg water wastewater Page 6 of 19 s

ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

Additional comments

What is the life span of the project in years ie the physical asset 25

Please identify your Ministry contact If applicable Ministry Municipal Affairs and Housing Contact Name Diane Ploss

Contact Phone 905 4364661

Page 7 of 19 ONTARIO INFRASTRUCTUREPROJECTS CORPORATION OIPC LOAN APPLICATION

Project Information

Project Name Road Reconstruction Centre St

Category Municipal Roads Infrastructure

Project Cost A 66550000

Project FundingFinancing

other cash on List existing and expected FundingFinancing sources for the project eq Reserves hand approved grants etc

ourcel ri io Timina Amount

Total Amount B 000

OIPC Loan Amount AB 66550000

the estimated date the funds are required Please enter your longterm borrowing requirements including that will shortterm financing Only include longterm borrowing in this section If you anticipate you require will be as of the Financing during the construction phase of the project the information gathered part Agreement

ears Tvne Estimated Date Required Amount Term in

Dec152009 66550000 10 Amortizing

Total LongTerm Financing 66550000

Page 8 of 19 ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

Project Details Recreation Infrastructure

Project Name Tottenham Community Centre expansion Category Recreation Infrastructure

Construction Start Date Mar172008

Construction End Date Mar012010

Please indicate the type of infrastructure project Please select only one Municipal Indoor and Outdoor Capital infrastructure Public Parks and Public Trails Other Recreation Infrastructure Project

Please indicate below if any aspect of the project pertains to

Energy Conservation Yes No

The Municipal Eco Challenge Fund MECF is a three year 20 million grant and 200 million loan initiative to help municipalities reduce Green House Gas GHG emissions from their infrastructure

Please indicate whether the loan is for a project that will reduce energy consumption or GHG emissions from a municipallyowned facility building arena etc

Yes n1 No

Is this project also being considered for an MECF grant

Yes No

Please provide

An estimate of the reduction in energy consumption or GHG emissions as a result of the project F

A short description of the energy conservation benefits

Address of the project 139 Queen St N Tottenham ON LOG I WO

Type of work eg new construction renovation of existing expansion of existing facility facilities redevelopment deferred maintenance etc

Page 9 of 19 ONTARIO INFRASTRUCTUREPROJECTS CORPORATION OIPC LOAN APPLICATION

Description of the project of existing community arena and hall to include a wellnessfitness centre with running Expansionack an aerobicsdance studio seniors and youth dropin centrehall Additional comments

Construction loan required at this time

What is the life span of the project in ye rs ie the physical asset 40

Please identify your Ministry contact If applicable Ministry Municipal Affairs and Housing

Contact Name Diane Ploss

Contact Phone 905 4364661

Page 10 of 19 ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

Project Information

Project Name Tottenham Community Centre expansion Category Recreation Infrastructure

Project Cost A 301050000

Project FundingFinancing

List existing and expected FundingFinancing sources for the project eg Reserves other cash on hand approved grants etc

SourceDescription Timing Amount

Reserve Fund Existing 95000000

Total Amount B 95000000

OIPC Loan Amount AB 206050000

Please enter your longterm borrowing requirements including the estimated date the funds are required Only include longterm borrowing in this section If you anticipate that you will require shortterm financing during the construction phase of the project the information will be gathered as part of the Financing Agreement

Estimated Date Reauired Amount Term in years Tyne

Mar152010 206050000 20 Amortizing

Total LongTenn Financing 206050000

Page 11 of 19 ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

Project Details Municipal Other Infrastructure

Project Name Fire Station 2 Pumper Rescue Vehicle Category Municipal Other Infrastructure

Construction Start Date Jan212008

Construction End Date May202009

Please indicate the type of infrastructure project Please select only one 0 Fire Police Ambulance Administration

Others

L i Please indicate below if any aspect of the project pertains to

Energy Conservation Yes No

initiative to The Municipal Eco Challenge Fund MECF is a three year 20 million grant and 200 million loan help municipalities reduce Green House Gas GHG emissions from their infrastructure

emissions from a Please indicate whether the loan is for a project that will reduce energy consumption or GHG municipallyowned facility building arena etc

Yes F No

Is this project also being considered for an MECF grant

Yes No

Please provide of the An estimate of the reduction in energy consumption or GHG emissions as a result project

A short description of the energy cons rvation benefits

Page 12 of 19 ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

Address of the project Fire Station 2 130 Prospect St Beeton ON LOG 1A0

Type of work eg new construction renovation of existing new fire vehicle facilities redevelopment deferred maintenance etc

Description of the project

replace rescue vehicle 1992 model year and utility 22 1973 model year with new multifunctional pumper rescue vehicle i

Additional comments

What is the life span of the project in years ie the physical asset 25

Please identify your Ministry contact If applicable Ministry Municipal Affairs and Housing

Contact Name Diane Ploss

Contact Phone 9054364661

Page 13 of 19 ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

Project Information

Project Name Fire Station 2 Pumper Rescue Vehicle Category Municipal Other Infrastructure

Project Cost A 43817700

Project FundingFinancing

other cash on hand List existing and expected FundingFinancing sources for the project eg Reserves approved grants etc

SQurcellescdaion Timina Amount

Taxation Existing 140000

Reserve fund Existing 927700

Total Amount B 1087700

OIPC Loan Amount AB 42750000

the estimated date the funds are required Please enter your longterm borrowing requirements including section If that will require shortterm financing Only include longterm borrowing in this you anticipate you the will be as of the Financing during the construction phase of the project information gathered part Agreement

in ears Tvge Estimated Date Required Amount Term

Dec152009 42750000 10 Amortizing

Total LongTerm Financing 42750000

Page 14 of 19 ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

D DEBT AND REPAYMENT SUMMARY

Financial Information Returns FIR

Please be aware that OIPC will be unable to complete the processing of your application until you have filed your most current FIR with the Ministry of Municipal Affairs and Housing If you have not filed your FIR you should submit your application to OIPC and send your FIR to MMAH as soon as possible

ARL

Please provide a copy of thes Borrower most recent ARL issued by MMAH

Existing Borrowing

Please provide the following details on the existing debt including capital leases and unsecured debt

Loan Loan Initial Amount Annual Date Maturity Summary Payment Periodic Payment Purpose Amount Outstanding Interest Borrowed Year of Existing Type Amount Frequency Borrowed as per Most Rate mmlddyy Pledges Payable Recent yy Conditions Audited Covenants Financials

1 Alliston 630000000 223000000 95 051151993 2013 blended 564275 Annual sewage principal 00 and Interest

2 Road 74100000 54900000 45 12152005 2015 blended 9248200 Annual upgrades principal and interest

3 Road 80600000 67100000 48 09012006 2016 blended 102772 Annual upgrades 00 I principal and interest

4 Mukl use 1159100000 1159100000 554 091012006 2036 interest 642372 Annual Recreation only 00 Complex

5 Essa 7602533 4057400 787 123111995 2015 blended 755712 Annual Wastewater principal works and interest

6 Beaton 8554534 1810000 689 050111997 2010 blended 971376 Annual Watewater principal works and interest

7 Road 121800000 121800000 456 12152008 2018 blended 175948 Annual upgrades principal 00 and interest

8 Public 63450000 63450000 456 121152008 2018 blended 9165800 Annual Works principal Depot and interest

Page 15 of 19 19

ONTARIO INFRASTRUCTUREPROJECTS CORPORATION OIPC LOAN APPLICATION

2018 blended 4731000 Annual 9 Boyne St 32750000 32750000 456 121512008 Con principal nructio andinterest

if Please elaborate on refinancing plans and options for any existing interest only debt applicable 2012 in the amount Loan 4 is interest only for the first five years Annual principal payments begin March 1 of 222871

Existing Encumbrances

on assets Does the Borrower have any existing liens pledgesand any other encumbrances existing

Yes No

If yes please provide details

I Page16 of ill

ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

OIPC Loan Repayment Information

Please indicate the sources of revenue you plan to use to repay the OIPC Loan

Qljrce Contribution to OIPC LoanPavments ful

Taxation 10000 User Fees Service Charges Development Charges Connection Fees Description of Other Source Subsidies Other

Total 10000

Audited Financial Statements

A copy of the most recent audited financial statements must be attached with this loan application

Page 17 of 19

i it

ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

E LITIGATION

is there any litigation threatened or existing would affect any projects or substantially indebtedness impair the Borrowers ability to pay debt servicwhch costs on its general obligation Please indicate Yes or No Yes Fv No

Please complete the Certificate of Litigation ter plate found under the Forms menu

F NONREIFAYMENT OF LOANS O DEBENTURES

or debenture on In the last 10 years has the Borrower ever fail to make a loan repayment to the Provincial Government time to any lender including Yes 0 No

details If yes please provide details If necessary attach

G PROVINCIAL GRANTS AS SECURITY to the Pursuant to OIPCs enabling legislation the Minister of Finance may deduct funds from provincial grants Borrower appropriated by the Legislative Assembly of Ontario for payment to OIPC to satisfy any outstanding unpaid amounts owed by the Borrower to OIPC

H ATTACHMENTS the OIPC as Please ensure all required documents are submitted with signed application requires originals submitted to OIPC for noted below to be mailed or couriered Also pleaseretain a copy of all documents your records

Completed application signed and dateby the appropriate individuals original and for a loan Certified and sealed copy of OIPC templatebylaw authorizing project borrowing applying original

Certificate of No Litigation using the 01F C template original Updated Certified Annual Repayment Lmit Calculation original OMB approval if exceeding debt repay ent limit if applicable

Current Audited Financial Statements

Page 18 of 19 ONTARIO INFRASTRUCTURE PROJECTS CORPORATION OIPC LOAN APPLICATION

Capital Plan if applicable Project management letter

I acknowledge and agree that all of the above referenced documents must be submitted in the form required by OIPC and understand that the application will not be processed until such documents have been fully completed and received by Infrastructure Ontario

Please note OIPC retains the right to request and review any additional information or documents at its discretion

1acknowledgethat I have read and understood the Project Management and Best Practices Reporting Requirements

Page 19 of 19 cam a

COMMITTEE OF THE WHOLE November 16 2009

REPORT PD 200943

NOTTAWASAGA VALLEY CONSERVATION AUTHORITY SERVICES TO THE TOWN

RECOMMENDATION

THAT report PD200943 be received and

THAT the Town continue to support the provision of services by the Nottawasaga Valley Conservation Authority

THAT Council direct staff to work with the Nottawasaga Valley Conservation Authority on a Partnership Agreement to be brought back to Council for consideration and

THAT Council provide direction to staff regarding the requests contained in Essa Council resolution C2222009

OBJECTIVE

The purpose of this report is to present Council with information pertaining to the services of the Nottawasaga Valley Conservation Authority NVCA as per Council resolution 2009210

BACKGROUND

On October 5 2009 the Committee of the Whole heard deputations from three members of Council for the Townships of Essa and OroMedonte as well as representatives from the NVCA regarding the services provided by the NVCA

Staff were directed to provide additional information pertaining to the NVCAs role within the Town and to compare their service fees with those of the Lake Simcoe RegionConservation Authority LSRCA

On October 7 2009 Council for the Township of Essa passed resolution C2222009 Attachment 1 requesting that all municipalities in the NVCAs watershed area support a review of the NVCA by a third party and develop an action plan for the matters of concern i COMMENTS AND CONSIDERATIONS

The NVCA operates with the vision statement of Conserving our Healthy Waters and the following corresponding mission statement

Working together to value protect enhance and restore our watershed resources for a healthy sustainable future 4 ek

PD200943 November 2009 Page 2

Functioning on a watershedwide basis the NVCA aims to protect the entire area within its authority by regulating uses on and around the watershed This approach helps ensure the utmost level of protection which would not be possible if operating solely within the boundaries of a municipality as watersheds extend across municipal provincial and even national borders The NVCA operates using a board of directors who are representatives from each municipality in the watershed area There are 26 members who together represent the interests of their municipalities consider the needs of the Authority and establish an effective reporting relationship with their municipal councils and staff These members make decisions on the projects services and general administration of the Conservation Authority independent from the direct govemance of any municipality

Conservation authorities are governed by the Conservation Authorities Act which outlines the extent of their jurisdiction Section 3 of the ConservationAuthorities Act allows the establishment of a conservation authority if at least twothirds of the municipalities within the watershed area Grote in favour of its establishment Similarly twothirds of the Conservation Authoritys board members are required to vote in favour of its dissolution to terminate a given Conservation Authority

Services Offered to the Town

The NVCA operates several programs to implement their objectives through the Town In addition to general land and water stewardship watershed monitoring and support for special construction projects and studies conducted by the NVCA planning services are the most directly used by the Town

Planning Services provided by the NVCA to the Town are available for lands within the Regulated Area as identified on Attachment 2 and summarized as follows

Plan Input and Review Involves the review of development applications submitted under the Planning Act and Environmental Assessment Act NVCA staff provide comments to the Town on

Official PlanOfficial Plan amendments Zoning Bylaw amendments Subdivision applications Consent applications Minor variance applications

Conservation Authority Regulation andPermits The purpose of the Conservation Authority Regulation is the protection of public safetyand the environment which is accomplished using the permitting process This Regulation allows the NVCA to prohibit regulate or provide permission for developmentto control flooding erosion dynamic beaches pollution or the conservation of land Similar control may be used in circumstances involving alterations to or interference with any watercourse or wetland Services provided to the Town through this program include

Building permit review Assessment of impact on adjacenproperties Determining measures requiredfor permit approval ie flood proofing PD200943 November 2009 Page 3

Planning This Strategic program provides the strategic direction for all NVCA programs and includes preparing updates and reviews of the Watershed Plan and preparing subwatershed plans These documents provide details on the ecological features and functions specific issues and strategies and recommendations to address them at the municipal level In addition strategic planning is used to review the need for and prepare local NVCA policies where provincial policies are absent or not adequate to assist in meeting watershed objectives and targets Services provided to the Town through this program include

Natural Heritage Study 2004 Innisfil Creek Subwatershed Plan Land Securement Strategy 2007 Nottawasaga Valley Watershed Report

Specific technical expertise provided by the NVCA to the Town for lands within the Regulated Area that is not duplicated within the Town relate to Wetlands Wildlife habitat including endangered species Fish habitat Areas of natural and scientific interest Woodlands Valley lands including topofbank identification and mapping Flood erosion and dynamic beach hazards water Ground quantityquality and discharge and recharge areas on a watershedwide basis Surface water quality and quantity on a watershedwide basis

Below is a the summary of number of water quality improvement programs and trees planted by the NVCA in New Tecumseth i Nis er Quality Improvement 5 33 46 206 Planted Trees 8300 84465 82800 364565

With to the above the respect chart portion of NVCAs projects provided to New Tecumseth is as follows

Water Quality Improvement 11 of 2008 projects and 16 in the 5year timeframe the highest 5 year total of the 18 watershed municipalities Trees Planted 10 2008 and of 23 of 5year tree planting program the highest 5year total of the 18 watershed municipalities

In addition to these programs the NVCA has provided input on a number of land use planning in the Town each applications year including zoning9 b bylawY law amendments minor variances sites to plans and subdivisions PD200943 November 2009 Page 4

environmental The comments and approvals provided by the NVCA on these applications applies technical expertise not contained within the Town The issues addressed by the NVCA through their there is review are not addressed by Town staff at any point during the application process therefore no duplication of services

Application Process

and assessed in Upon submitting an application to the Town the information is reviewed conjunction with the NVCA at several stages of the process The illustration below demonstrates a typical Planning Act application submitted to the Town and the involvement of the NVCA as required throughout

Preconsultation meeting

Application submitted

Application reviewed by staff

Application circulated for comment

Comments received

NVCA Public meeting

Revisions to application where applicable meetings with concerned agencies

Additional circulation to agencies with concerns

If notice of appeal potential OMB hearing i

PD200943 November 2009 Page 5

The NVCAs involvement may span the entire planning approval process with meetings formal comments and other forms of participation Their involvement increases for plans of subdivision as matters pertaining to storm water management need to be addressed All of this involvement is in regard to their specific areas of expertise addressing different matters than assessed and commented on by Town staff on an asneeded basis for the technical area Fees Comparison

The NVCA and LSRCA operate with similar objectives regarding watershed protection at the municipal level through permitting and application review As such their fees are based on providing similar services although several categories of fee classifications do not correspond directly

Below is a summary of several fees charged by the NVCA and LSRCA

APPLICATION TYPE NVCA LSRCA

Owl A Official Plans and Secondary Plans General Levy General Levy Comprehensive Zoning Bylaw General Levy General Levy SiteSpecific Official Plan and Zoning Bylaw 500 400 Amendments

Plan of Subdivision Residential 10000 6 000 Draft 4 000 Final Application for Draft Plan of Subdivision 300lot single semi 120lot unit 150lot townhouse etc Submission for Final Plan of Subdivision 80lot unit Draft Plan of Subdivision Redline Revisions 2500

Site Plan for area greater than 4 hectares 12500 additional 10000 no size 1250ha after 10 ha requirement Site Plan Golf Courses 15000 15000

Consent Base Fee 300 300

Variance Base Fee 200 200

Permit Application Base Fee 500 450 Permit Application Minor eg above ground pool 200 150 Letter of Approval site inspection not required 100 75

Permit Unauthorized Works 2 x permit fee 500 1000

W ASs LegalReal Estate Inquiries 200 150 PD200943 November 2009 Page 6

Two examples of recent NVCAs fees within the Town include the Nautical and Belterra subdivision developments Belterras fees owed to the NVCA total 374115 and are based on the original fees from their application in 2003 The Nautical developments fees owed to the NVCA are 26100 appeal pending The LSRCAs watershed area covers 3303 km2 across 19 lower and singletier municipalities whereas the land area of the NVCAs watershed is approximately 3700 km 2 spanning across 18 lower and singletier municipalities

The annual cost paid by the Town to the NVCA is determined by using the total assessment value of land within the regulated area in a municipality For New Tecumseth the assessment total is the second highest of 18 municipalities and resulted in a 2009 annual fee of 226994 or 1286 of the NVCAs total program levy Note that approximately 45 of News Tecumseth land is within the NVCAs regulated area

It is also noted that a reduction in application fees could necessitate either an increase in the municipal levy or a reduction in workload items

The number of employees at each of the conservation authorities is another point of difference with the LSRCA having approximately 73 employees and the NVCA with approximately 37 staff members Note that the NVCAs watershed area is larger than that of the LSRCA yet their number of employees is approximately half of the LSRCAs

A factor to consider in assessing the annual cost to NVCA municipalities versus those of the LSRCA is the amount of revenue generated through municipal levies and other means of funding The chart below illustrates the various funding sources for both the NVCA and LSRCA

Revenue Sources

NVCA 2008 LSRCA 2008 Municipal Lev 45 Municipal Lev 20 Special Capital Lev 0 Special Capital Lev 34 User Fees 23 Revenue Generated b LSRCA 19 Government Grants 22 Government Grants 25 Contributions Reserves 10 Other Revenue Reserve Transfers 2

As is demonstrated above while the applicationfees charged by the LSRCA are lower in some instances than those of the NVCA their annual cost to municipalities through the Special Capital Levy and Municipal Levy categories together are at a higher percentage

The NVCAs special capital levy for 20081represents 0 of their total revenue however this number has historically varied

Land A uisition

Through the land use planning process the NVCA pursues the acquisition of conservation lands eligible for the Conservation Land Tax Incentive Program These lands are acquired as a condition of PD200943 November 2009 Page 7 development and include provincially significant wetlands provincially significant Areas of Natural and Scientific Interest ANSIs Niagara Escarpment lands habitat of endangered species and community conservation lands

The NVCA document titled Land Securement Strategy was established to help guide securing significant conservation lands within the watershed increase the public ownership of conservation lands in the watershed augment the conservation land base for research and analysis and to communicate the importance of conservation land protection and acquisition In following their land acquisition policies by 2009 the NVCA had acquired 213 acres in the Town out of 11491 acres owned throughout their mandated area However the balance of this owned land is the Minesing Wetlands 9620 acres If these lands are removed from the total the NVCA has approximately 114 of all their landholdings in the Town of New Tecumseth

Through recent subdivision reviews the NVCA has been reluctant to acquire nondevelopable land such as wetlands and valleylands below the topofbank into public ownership as part of the planning review process

Alternative to NVCA

As a provider of valuable expert services to the Town the NVCAs purpose has recently been questioned with regard to the cost of services perceived unnecessary delays to development and the debatable need for another type of planning approval authority Consideration of an alternative option to the NVCA can be assessed against the following

Town staff do not have the expertise to assess applications and propose policy relative to environmental issues in the same manner as the NVCA For this reason the Town would need to either hire additional staff with these skills or use the services of a consultant to fill this void at an additional cost to the Town andor the developer Note that the Towns current application fees do not include any services provided by the NVCA as user fees are service driven Therefore application fees would need to be reevaluated to ensure recovery of any costs related to the additional technical review components

of The option introducing an alternative organization to replace the NVCA would also come at a cost to the Town A municipal service board such as an Environmental Association EA would operate external to the Town but would require adequate staff and funding to deliver the types of services currently provided by the NVCA

Similar to Conservation Authorities an Environmental Association can operate as an organization that promotes the sustainability of environmental features and functions and coordinates monitoring projects to follow trends and detect new problems

Another distinguishing feature of Conservation Authorities is their power through the Conservation Authorities Act to prohibit regulate or require permission for tasks such as the taking of water and development if it supports the achievement of the Conservation Authorities objectives Environmental Associations would not have any similar authority nor are they able to manage any area beyond the municipality to which it belongs PD200943 November 2009 Page 8

One of the benefits of NVCAs watersed approach is the value of protection throughout the entire allows for more watershed rather than within a municcipal boundary This manner of regulation Without thorough protection and monitoring of the various components impacting the watershed is the Towns provincial status as a conservation authority a municipal service board restricted by boundary lines which would not allow for the implementation of programs and services necessary to sufficiently protect the watershed

NVCA Planning Process Policies

Planning and Regulations Guidelines

a In August 2009 the NVCAs board of dire ors approved the Planning and Regulations Guidelines under which policy document that aims to clarify the r le of the NVCA and outlines the legislation they operate

One of the objectives of the Guidelines is to achieve a streamlined and consistent approach among Ontarios conservation authorities for assessing development applications pursuant to the technical to criteria contained in Section 281 of the Conservation Authorities Act Another objective is Act coordinate the implementation of policies through programs mandated by the Planning and the Conservation Authorities Act

NVCAMunicipal Streamlining Partnership Agreement

The NVCA also recently released a draft document entitled NVCAMunicipal Streamlining Partnership Agreement Attachment 3 which is intended to simplify the application process by Other of the creating a one window approach for processing Planning Act applications objectives sound decisions on Agreement include providing effective plan review to make environmentally and applications clarifying the roles and responsibility of the NVCA planning and regulations program resolution developing clear protocols for NVCAmunicipal plan review communications and issue

and forward The draft Agreement proposes that the Town would screen planning applications only with review those requiring environmental review to the NVCA who will then provide the municipality is also and technical clearance services For applications excluding those for building permits it NVCA base fees and proposed that the Town would be responsible for collecting the appropriate fees would submitting them to the NVCA with the application Any applicable additional NVCArelated be collected by the NVCA directly

not need to A main objective of this agreement is to identify specific areas where the Town would the Town is to involve the NVCA upon receiving an a plication Under the Planning Act required would circulate all Planning Act applications conservation authorities However the Agreement the specify the types of applications to be ci culated This would decrease the number of applications NVCA would receive thereby reducing the amount of time NVCA staff currently spend assessing applications q

PD200943 November 2009 Page 9

The draft Agreement further proposes that the Town and NVCA staff will participate jointly in preconsultation for new development proposals when necessary and that the Town will include the NVCAs fee information with all Town application forms

The NVCAPartnership Agreement term would be for a period of three years and would automatically be extended for an additional three years with the same terms and conditions until terminated or amended by either the Town or the NVCA with 12 months notice

This Partnership Agreement could present an opportunity for the Town to formally establish its service relationship with the NVCA However to achieve a balanced Agreement certain elements are suggested to be addressed in the agreement that would assist in defining Town expectations from the NVCA and what the NVCA will deliver to the Town in return for Town annual funding As such Town staff have identified the following matters to be discussed with the NVCA concerning the draft Agreement

Protocol for land acquisition of valleylands wetlands and hazardlands Delete requirement that the Town collect NVCA application fees Add stipulation that NVCA must provide annual documentation defining how New Tecumseths annual contribution has been spent and improvements that have occurred in the Town as a result of NVCA efforts in the previous year Agreement termination notice Recommended 6 months notice instead of 12 months Dispute resolution options should include mediation

By introducing the Planning and Regulation Guidelines and the NVCAMunicipal Streamlining Partnership Agreement the NVCA is identifying a desire to find ways to be proactive steps towards more efficient and effective service provision to both applicants and municipalities Until such time as the proposed Agreement addresses additional matters of interest to the Town it is not recommended that the Town sign the Agreement

Township ofEssa Council Resolution

Council for the Township of Essa recommended through resolution that the NVCA watershed municipalities support an independent review to address matters such as but not limited to the collecting of fees by the NVCA and planning duplication see Attachment 1 This resolution comes after a denied motion to support the dissolution of the NVCA

Given the intent of both the Planning and Regulation Guidelines and the NVCAMunicipal Streamlining Partnership Agreement a thirdparty review would not appear to be necessary to achieve solutions to issues arising between the Town and the NVCA Town staff met with the NVCA to discuss the use of these documents in solving common concerns such as the issue of duplication and are confident that the Town and NVCA can reach an agreement whereby both parties would achieve their goals However the issue of appropriate fees may be a matter best addressed in a broader forum given this could impact all NVCA watershed municipalities

Related to this the NVCA Board has passed its own resolution requesting NVCA staff complete a review of their planning services and fees NVCA staff will be providing a response on this request

I i cto 14 o PD200943 November 2009 Page 10 and issues related to completing the proposedreview at their next Board meeting on November 27 2009

FINANCIAL CONSIDERATIONS

None

CONCLUSION

numerous and The NVCA provides a valuable service to the Town through their programs plans Town As it is using their expertise on environmental issues without duplicating expertise such will recommended that the Town continue towork with the NVCA on an Partnership Agreement that be brought back to Council for consideration

Respectfully Submitted Reviewed by

indsay Edwards BA MESPI Eric handler MCIP RPP Planner Ma ager of Planning

Attachments Council Resolution Township of Essa NVCA Regulated Area Map Town of New Tecumseth Draft NVCAMunicipal Streamlining Partnership Agreement Attachment 1

CORPORATION OF THE TOWNSHIP OF ESSA

MOVED BY MaC0DW V DATE October 12009

SECONDED BY ler NSo RESOLUTION NO CoyZ4aq

THAT the Council of the Township of Essa has identifiedthe need for an independentreview of the NVCA regarding how they collect and chargefor permit fees levy fees and the duplication of

planning for residents businesses and the municipalities in the NVC4 catchment area

NOW THEREFORE BE IT RESOLVED THAT the Council of the Townshipof Essa requests

in the NVCA watershed to an municipalities support immediate review by an independentthird party who will be asked to develop an action plan on matters such as but not limited to the duplication and level required ofplanning in the NVCA catchment area halting collection ofpermit fees by the NVCA but instead with municipalities collecting reasonable fees to meet the objectivesset out in the Conservation and Act passing along appropriate fees to the NVCA for services performed streamlining of services and a strategy for reduction of levyfees and further

THAT Essa Council looks to forward working with the NVCA in order to provide a better service to

all residents of the area

It is that a this requested copy of resolution be sent to all NVCA member municipalities for consideration and support

Mayor

I Attachment 2 N NVCA Regulated Areas w

Town of New Tecumseth S

F R rr

y P

N y

0051 2 3 4 Kilometers TOWN

YMfwrMwlrwpmrnaM WuadWaxi MhwrfmrGwj7law CrapyMCeuyyyvly Town Adgowy hrvlCarwMwkti7p Boundary V Q rvw6nAMrv91 wb14rrer9 dr NMe yYrnea laYw tlr PwwMuvlyHMelansx 4A1 i lCMjMCpraaFrxw tAmp aH NVCA Regulated Areas YMd tlHtlT9 plwx OF91FWiY Fw itwwMw KIWI w WH ixvwramrmm Attachment 3

Draft

NVCA MUNICIPAL STREAMLINING PARTNERSHIP AGREEMENT

FOR PLAN REVIEW AND TECHNICAL CLEARANCE FEE COLLECTION

BETWEEN

THE WATERSHED MUNICIPALITIES

AND

NOTTAWASAGA VALLEY CONSERVATION AUTHORITY

Date October 2009

Version 5

Page I of 7 2 of 7 NVCA MUNICIPAL STREAMLINING PARTNERSHIP AGREEMENT Page

1 INTRODUCTION

functions exercised Nottawasaga Valley Conservation Authority NVCA provides plan review and regulatory under the Planning Act and the Conservation Authorities Act as described in the NVCA Planning and Regulations Guidelines approved August 2h 2009 or successor or other applicable legislation As outlined below this of agreement is a partnershipbetween the NVCA and its member municipalities intended to promote streamlining resolution the plan review process including enhancing communications and issue

The PURPOSE of this agreement is to

Provide for effective and streamlined NVCA review and clearance supportexpertise to assist a plan technical4 the Watershed Municipalities to make environmentally sghl decisions on planning applications consistent with the Conservation Authorities Act and releva incial and local policies

b Support and streamline the municipal plan review syste where Apportunitiesexist to facilitate as much as possiblethe creation of a one window planning systemoperatingfroxuthe Municipality

c Clarify the roles and responsibility of the NVCA planningand regulationsprogram and

d Develop clear protocols for NVCAMunicipal plan Teview communications argilissue resolution Schedule 3 currently under development

2 ROLES AND RESPONSIBILITIES

The Watershed Municipalities hereinafter the Munici Jity and the Nottawasaga Valley Conservation Authority hereinafter the NVCAagree that

a The municipality Williiscreen plating and developent a0p7ipations received by it and forward those applications which require NVCA review to theappropriate NVCA in a timely manner The screening of the applications will orburin accordancewith theScreening Procedures as set out in Schedule 1 attached The ScreeningProcedures5 bpiMsedfrom time o time on written consent of each of the Parties

b TheVA will n atiely rriuner providethe Municipality with plan review and technical clearance Statement and the servi s as set out m liedule ttnched in accordance with the Provincial Policy NVCA Planningand RegulationsGuidelines by fulfilling the functions described below

i Definefeatures and assess the longterm ecological function and biodiversity of natural heritage Examine the systems identifying oppoiCtunitieswhere applicable for restoration or improvements functions of these feat and establish requirementsand conditions to determine the need for and adequacyAf studieincluding environmental impact studies which assess impacts and limits defined through policy mitigation restoration andor propose approi iz 41 development enhancement mea es related to

wetlands wildlife habitat habitats of threatened and endangeredspecies fish habitat areas of natural and scientific interest woodlands valley lands flood erosion and dynamic beach hazards flood and erosion watercourse and valley land hazards ground water discharge and recharge areas ground water quantity and quality

Page 2 of 7 NVCA MUNICIPAL STREAMLINING PARTNERSHIP AGREEMENT P Me 3 of 7

surface water quantity and quality

ii Implement the Fish Habitat Management Agreement as signed between NVCA and the Departmentof Fisheries and Oceans Canada to expedite the review of developmentapplications and protect fisheries habitat including identify the need for an application to be processed through an application for mitigation and compensationunder the Federal Fisheries Act

iii Assist in the technical aspects of applying alternative development standards as a best management practice for stormwater management purposes and enhancement of natural heritage features and functions consistent with Provincial and local polices Ii c Information or data sources generated through municipal or wAed studies or source water protection work will be shared with the Municipality provided thatA4 to sources are not restricted under third party licensing f

d Notwithstanding the purpose of this agreement it is recognizedthat

i The NVCA will review and provide ttrientsand advice in the Ontext of the policies and land use designationsof approved official pfarls4nd other guiding mumcioj ocuments

ii Effective watershed management and envzrvr mP0 protection also rec tires the appropriate consideration of regional atl natural resourcesas identified through official and secondary plans municipal studies NVCA natural heritagemapping or wateo04suhwatersliedistudiesH Y a site specificproposal

iii The NVCA wjJ106 ntinue to provAcommec t and recom mendations as outlined in 2bi on planning ma s c cul jid by the Nluniclp s A ofticial plans and policy amendments and municipal studies and

iv Nothing precludesthe IW Ok to the as would be 4 from commenting municipality normally ex l d sunder therPja ngAct the Conse Yjtton Authorities Act or other applicable legislation a F Yr tom e BotY ties agree to aGiiely participatein predeveiiiapmentconsultation

3 TERM r IMPLEMENTATION yla j a The Municipalityapdthe NVCAgree a

i The term of this aemethall be for a period of three years from the date of execution by the Municipality and the Wee476W shall be automatically extended for additional threeyear terms on the i same terms and conditions contained herein at the discretion of the municipality and the NVCA until terminated or amended by either party in accordance with subsection 3b herein Notwithstanding the above the Screening Maps may be updated at any time at the discretion of the Municipality and the NVCA

ii That the municipality and the CA will generally review this Agreement annually to consider changes in programs of the parties or changes in Provincial policies and at least three months prior to the expiry of each threeyear term The municipalitys Planningand Building Department and NVCA staff will monitor the agreement and its expiry

iii To explore further opportunities to streamline the plan review system as it relates to Provincial and regionallocal interests

Page 3 of 7

i NVCA MUNICIPAL STREAMLINING PARTNERSHIP AGREEMENT Page4 of 7

iv To make provisions for NVCA staff to attend Ontario Municipal Board Hearings with municipal staff with respect to the plan review and technical clearance services provided pursuant to this agreement Where municipal staff are attending Hearings in which matters of mutual interest are at issue municipal staff may attend to represent both agencies interests at the mutual agreement of both parties Notwithstanding the aforesaid the NVCA will not be precluded from independently appealing a decision to the Ontario Municipal Board if they so choose

v To participatejointly in preconsultationas appropriatefor new developmentproposals

vi That fees for plan review and technical clearance services shall be set by the NVCA as approvedby the Nottawasaga Valley Conservation Authority Board of Directors fl reflected in the approved planning Fee Schedules and any approved revised Schedules will be providethe municipality as they occur The municipality shall collect the base NVCA planning applicati and remit any fees collected in a timely manner with the application to the NVCA r

vii That the NVCA shall be responsiblefor collecariy further PressingApprovalsandor additional fees as required

viii It is agreed that the Municipality will not nwinglyor without prio6cc munication to the NVCA issue building permits or provide final approval i NVCAhsnot signed Pp any application which may require a permit from the NVCAunder its Regulation

ix That the municipality shall rt their development application forms to include reference to the NVCA fees andor attach the Authoritys infoilitation and iiiQce sheets to application forms And that municipal staff will actively ensure that appjicantar well informed with respect to the need to address the payment of any additionalVCA fees whet applicabs

x That the NVCA shallprovideioTthemunicipalitkV creenin ap as described in Schedule 2 based on the best sciencehnfor ation available and w illy be updated periodically as new information becomes available and i

X Tklatial pa ies to meet 14 e requirerriit of the Municipal Freedom of Information and Protection and rrscy Act RS O 90 Chter M56 3

b Any party ruay terminate t1is agrt LU6T at any time upon delivering 12 months written notice of terminationy prepaidregisterd n ailIb all of the other parties which notice shall be deemed to be received on thethird business d from the date of mailing

c Any notice to be given rsuaritothis agreement shall be delivered to the partiesat the following address zq Municipality of Address Attention Chief Administrative Officer

Nottawasa g a Valley Conservation Authority John Hix Administrative Centre 8195 8i Line Utopia ON LOM I TO Attention Chief Administrative Officer

Page 4 of 7 NVCA MUNICIPAL STREAMLINING PARTNERSHIP AGREEMENT Page 5 of 7

4 THE AGREEMENT

Signed Sealed and Delivered

The Corporation of the

Mayor

Chief Administrative Officer

The Nottawasaga Valley Conservation Authority ry

Chair

Chief Adms ive Officer

kia a

J fir

Page 5 of 7 NVCA MUNICIPAL STREAMLINING PARTNERSHIP AGREEMENT Page 6 of 7

SCHEDULE l Screening Procedure

1 The following Screening Criteria is to be used in conjunction with the NVCA CA ScreeningMap to provide the municipality with a reference for the circulation of development applicationsandor policy documents

andor NVCA lands 2 All policy documents that may affect environmental andor natural hazard issues should be circulated to the NVCA for comment eg Official Plan and Secondary Plan Amendments Policy Amendments Background Municipal Studies Subwatershed Studies Environmental Assessments and other environmental studiesk

or NVCA 3 Where the land area of a developmentapplication is wh4 r partially within abutting the Screening Area described on the Screening Map the foil4 lr g applications should be forwarded along with the requiredappropriatereview fee as part of the appxrbalsp Less

to items d or a Site Specific Official Plan Amendment Applieatriiisalso any applWlns related c g below 3 b Site Specific Rezoning and Ministers ZoningOrder Applications also anyaplicationsrelated to items c d or g below n

c Plan of Subdivision Applicatior whio are both within and outside the screeningarea d Plan of Condominium whiih have not received previous site plan or subdivision approval Applications T which are both within and outside thesgeenio arFa andor lot e Consent ApplicationsXhvolving easementstread ofinew lots or part lots boundary adjustments or adoificii TI f Minor Variance A alicatjons

to 41 of the Act which are both within and g Site Plan Approval Apnlicatio lsipursuant Section Planning OLIt51de Sexcening area 4 Foratztsing Permit plicati tIe wail municipality will advise applicants to confirm any the A and ensure that the application is in accordance with the regatteuientsdirectly w requirementsof the Ontario Bifildingr q e that building permits shall not be issued for propertiesthat may be subjecttt34food hazards uoit such tnneas requisite clearances have been providedby the NVCA

1 the 5 Any works proposedwithin oItjacent to a valley or stream corridor or other areas regulated by Ontario Where it has been NVCA may requiteNVCA It approval under the NVCAs Regulation identified by the NVCAAhat permits are required this requirementshall be identified in and where feasible be a condition4tltzinningAct approvalsprovided by the Municipality

6 For all development applicationsnot within NVCA regulatedareas or other areas of concern to the NVCA the Municipality will be solely responsiblefor the review approval inspection and enforcement of erosion and sediment control measures during the construction period

addition to sediment and 7 Within the area of interest of the NVCA landscape and planting requirements in considered staff in erosion control requirementsmay be requiredby the NVCA and shall be by municipal their review of affected applications

8 For all applicationslisted in number 3 above the NVCA may requirereview of andor request additional studies in support of proposedor requisite stormwater management measures

SCHEDULE2

Page 6 of 7 NVCA MUNICIPAL STREAMLINING PARTNERSHIP AGREEMENT Page7 of 7

Definitions

1 Plan Review is defined as

i reviewing developmentapplications in a timely manner recognizing the Planning Act objectives

ii delineatingthe limits of the natural features and systems

iii identifying the need for technical reports and

iv specifyingconditions of approval l

2 Technical Clearance is defined as

i assessingtechnical reports submitted by the prap9pentto deterlhine if the reports satisfy the conditions specified and t

ii clearing the conditions i 3 Screening Map is defined as

i a map delineating the area of the inter e of the NVC w may be relevant to policy formulation or developmentapplications Specifidiillyrth64feaof interestmiayinclude

NVCA regulat9tt including rand sfreaip natural hazards irpas atercoursef 1 valleys flooding erosion and tiAble sosliaedrock and and associraledallowancesother lands and Natural and features areas including wastf naturaland scientific interest habitat of rare and endangered and4hreatenedSpecies wildlife habitat woodlands wetlands surface and groundwater features and fisheneshabitat t iii

f t tI T t SCHEDJLE3

Plan Review Com su ications and Jsw Resoiuti rotocol

To be developed with trhe4intentof addressingthe following key principles

should ed Any disputes be re g ollaboradve manner between the NVCA and Municpal staff Each should party cleanlyarticulatetheir expectations with clear lines of communication and respect for each parts interests

Before to proceeding any formal dispute resolution mechanisms involving NVCA Board or Directors or the Municipal Council NVCA and Municipality staff should use their best efforts to jointly develop a written issue statement describing the facts and events leadingto the disputeand potential resolution options

Page 7 of 7 COMMITTEE OF THE WHOLE November 16 2009

REPORT PD200945

ZONING BYLAW AMENDMENT RIZZARDO BROS HOLDINGS INC DRAFT PLAN OF SUBDIVISION NTT06001 PART OF LOTS 31 32 CONCESSION 7 8 COMMUNITY OF ALLISTON FILE DEV 261Z608

RECOMMENDATION

THAT Report PD200945 respecting Zoning Bylaw Amendment file DEV 261 be received

THAT Application DEV261Z608 submitted by Rizzardo Bros Holdings Inc to amend zoning standards for the draft approved subdivision NTT06001 and to rezone an area of land that is to be removed from the draft plan of subdivision be approved and

THAT a Zoning Bylaw Amendment substantially in the form of the draft amendment included as Attachment 4 be brought forward for Councils consideration at the Council meeting on November 23 2009

OBJECTIVE

The purpose of this report is to provide Council with background information regarding an application for a proposed Zoning Bylaw Amendment for lands legally described as Part of Lots 31 32 Concession 7 8 being the lands subject to draft approved plan of subdivision NTT 06001 in the Community of Alliston

BACKGROUND

LOCATION

The 1782 hectares 44 acres Draft Approved Subdivision is located north and east of Industrial west Parkway and of King Street South in the Community of Alliston A location map is provided as Attachment 1 The subdivision has been draft approved for 255 single detached dwellings and 100 townhouse dwellings Refer to Attachment 2

SURROUNDING LAND USES

North Two Elementary School Sites Neighbourhood Park Valley Lands associated with Spring Creek Residential Land Uses

South Vacant Land and Rural Residential land uses in the Township of AdjalaTosorontio

East Schickedanz Residential Subdivision

I i Cw SrD Report PD200945 November 16 2009 Page 2 of 9

West Vacant lands owned by the Applicant The lands are draft approved for a Residential Plan of SubdivisionT99012 NT

DRAFT PLAN OF SUBDIVISION AND DRAFT PLAN CONDITIONS

The Draft Plan of Subdivision proposed by Rizzardo Bros Holdings under file 43T97007 was approved by the OMB in February 2000 The Subdivision lapsed 3 years later in February 2003 The applicant requested reinstatement of draft approval and it was granted by Council in March 2004 under FileT03006 NT In February 2007 an extension to Draft Approval was granted by Council under File NTT06001 for an additional 3 years February 2010

The conditions of Draft Approval outlined as part of the extension of Draft Approval specifically state that prior to final approval the Owner shall submit a streetscape and Urban Design Report to the satisfaction of the Town of New Tecumseth An Urban Design Report was submitted and was approved by Council on July 13 2009 In response to the request by the applicant to withdraw the lot coverage increases the applicant has had to make a minor amendment to the approved urban design report as it included the increased lot coverage

COMMENTS AND CONSIDERATIONS

PROPOSAL

The Zoning Bylaw Amendment application proposes the following amendments to the current Zoning Provisions on the subject lands but does not change the number of lots within the subdivision

A minimum front yard setback of 6 metres to the dwelling unit on irregular shaped lots The current front yard requirement in the UR14 zone UR25 zone and the UR36 zone is a minimum 45 metre front and setback to the living area of the dwelling unit and a minimum 6 metre front yard setback to the garage The applicant wishes a minimum front yard setback of 6 metres as opposed to 45 metres to be able to meet the minimum lot frontage requirements in the Zoning Bylaw The applicants planner advised Planning Staff on November 112009 that this is requirement is no longer required in the UR36 zone as the townhouse lots meet the minimum lot frontage requirements at the 45 metre setback

Reduced interior side yard setbacks of 12 metres on one side and 06 metres on the other only if the 06 metres abuts a side yard of 12m in the UR14 and UR25 zones The current requirement is a inimum 12 metre side yard setback with one side yard 12 metres lot setback which may be to 115 metres on lots with less than frontage reduced

Reduced exterior side yard setbackto 25 metres in the UR14 and UR25 zones The current requirement is a minimum 42 metre exterior side yard setback

and The applicant also requested that up to 50 of the lot frontage for lots in the UR14 UR25 allowed to be zones and up to 60 of the lot frontage for lots in the UR36 zone be occupied by from the a driveway and garage However Planning staff received a letter applicants planning consultant dated January 29 2009 statingthat they are no longer requesting those provisions The letter also asked that the amending bylaw provide relief to Section 61728 of the zoning ReportPD200945 November 16 2009 Page 3 of 9

bylaw to allow for a 7metre minimum setback requirement between a driveway and the intersection of the street as opposed to the current 9 metre minimum requirement

In addition to the proposed amendments listed above the applicant also requested an increase to a maximum permitted lot coverage to 45 for twostorey dwellings and 50 for bungalow side split and back split dwellings in the UR1 4 and UR25 zones However when the NVCA asked that the applicant demonstrate that the proposed lot coverage changes are supported by the previously accepted stormwater scheme the applicants consultant confirmed that a review of the SWM analysis concluded that adequate capacity to support the proposed increases in lot coverage could not be provided Accordingly the applicant has withdrawn the request for lot coverage increases

In addition to the site specific amendments outlined above the applicant in a letter dated June 8 2009 has requested a slight adjustment to the northeasterly corner of the draft approved plan of subdivision The minor adjustment would see excess lot depth for lots 1 to 13 transferred to the adjoining proposed seniors apartment site see Attachment 3 That site and the subdivision lands are all one parcel at this time Once the subdivision is registered the seniors site will be its own separate parcel of land The reason that this request is being tied to the current zoning amendment is that those excess lands which the applicant would like removed are currently zoned for residential uses The proposed seniors apartment site is currently zoned Agricultural Al Once the subdivision is registered with the minor adjustment the proposed seniors apartment site will have a split zoning on it Agricultural and Residential If the area of land which the applicant would like removed from the draft plan of subdivision is rezoned to Agricultural the proposed seniors site will have one zone as opposed to two and this is an appropriate time to rezone the lands which will become part of the senior site The seniors apartment site will be required to go through a rezoning in the future to allow for that use as it is not currently permitted within an Agricultural Al zone

PROVINCIAL POLICY STATEMENT

Section 113 of the Provincial Policy Statement which came into effect March 1 2005 states that Settlement areas shall be the focus of growth and their vitality and regeneration shall be promoted Land use patterns within settlement areas shall be based on

Densities and a mix of land uses which efficiently use land and resources are appropriate for and efficiently use the infrastructure and public service facilities which are planned or available and minimize negative impacts to air quality and climate change and promote energy efficiency A range of uses and opportunities for intensification and redevelopment

Section 1137 states that new development taking place in designated growth areas should occur adjacent to the existing built up area and shall have a compact form mix of uses and densities that allow for the efficient use of land infrastructure and public use facilities

Growth Plan for the Greater Golden Horseshoe 2006 Growth Plan

Section 227 1 of the Growth Plan states that new development taking place in designated Greenfield areas will be planned designated zoned and designed in a manner that

a contributes to the creation of complete communities C 154 Report PD200945 November 16 2009 Page 4 of 9

b creates street configurations densities and an urban form that support walking cycling and the early integration and sustained viability of transit services C provides a diverse mix of land uses including residential and employment uses to support vibrant neighbourhoods d creates high quality public open spaces with site design and urban design standards that support opportunities for transit walking and cycling

The subject subdivision is located within the Greenfield and any building permits issued for this subdivision from 2015 onwards will factor into the Towns intensification targets

COUNTY OF SIMCOE OFFICIAL PLAN

The subject property is designated Settlement Area in the County of Simcoe Official Plan Section 35 of the County Official Plan states that settlement areas should be planned to accommodate a diversity of land uses including residential commercial industrial and institutional to reinforce their traditional role as central places and service centres

OFFICIAL PLAN

The subject property is designated Low Density Residential and Medium Density Residential There is in the as per Official Plan Amendment No 8 Alliston West Secondary Plan nothing zoning bylaw amendment application that would impact the Official Plan designation for the subdivision

ZONING

The subject property is zoned Urban Residential UR14 Urban Residential UR25 and to reduce Urban Residential UR36 as per Zoning Bylaw Amendment No 7 Amendments the minimum exterior lot frontages were made under Amendment No76 however the current application does not propose any changes to the minimum exterior lot frontage requirements therefore Amendment No76 is not referenced in the chart below

The zoning exceptions being requested are for reduced side yard setbacks as well as an increase to the front yard setbacks on irregular shaped lots

current The chart below shows a comparison between what the parent zones permit what the as of zone exception permits as per Amendment No7 and the changes being requested part the subject application

Law Amendment Zoning Bylaw 96103 Zoning Bylaw Amendment No 7 Zoning By UR1 UR14 Requests Yard Setback 6m Min Front Yard Setback 5m Min Front Yard Setback to living area 45m Min Front Min Front Yard Setback to garage 6m for IrregularShaped Lots Min Interior Side Yard Min Interior Side Yard Setback 12 m with Min Interior Side Yard Setback with one reduced to 06m Setback 12 m one interior side and setback reduced to 115m 12m Yard Min Exterior Side Yard Min Exterior Side Yard Setback 42 m Min Exterior Side 25 m Setback 42 m Setback ea Report PD200945 November 16 2009 Page 5 of 9

Zoning Bylaw 96103 Zoning Bylaw Amendment No 7 Zoning By Law Amendment UR2 t1R25 Requests Min Front Yard Setback 6m Min Front Yard Setback to living area 45m Min Front Yard Setback 6m Min Front Yard Setback to garage 6m for Irregular Shaped Lots Min Interior Side Yard Min Interior Side Yard Setback 12 m with Min Interior Side Yard Setback Setback 12 m with one interior one interior side yard setback reduced to 115m 12m with one reduced to 06m side and reduced to 06m

Min Exterior Side Yard Min Exterior Side Yard Setback 42 m Min Exterior Side Yard

Setback 42 m Setback 25 m

In addition to the amendments requested by the applicant Staff propose the following site specific zoning amendment to the subject lands

The garage face cannot occupy more then 50 of the building frontage This provision would apply to all the zones within the development This provision was agreed to by the applicant through the Urban Design Report As such this provision needs to be included as part of the Zoning Bylaw Amendment to ensure the requirement in the Urban Design Report is carried out

AGENCY COMMENTS

On August 21 2008 the Zoning Bylaw Amendment Application was circulated to all Town Departments as well as all public bodies In addition Notice of a Public Meeting was circulated to all required agencies The Planning Department has received comments from the following departments and agencies who have no issues with the proposed Amendments

Town of New Tecumseth Finance Department Canada Post Town of New Tecumseth Technical Services Department Ontario Provincial Police Hydro One Town of New Tecumseth Fire Department Heritage New Tecumseth

Barrie Hydro in an email dated September 18 2008 had the following comments

For this plan of subdivision the developer has chosen the alternative bid option which means that they have selected to have an independent electrical contractor install the underground hydro distribution system Barrie Hydra will be inspecting the installation of the hydro installation only this excluded street lighting Please be advised that it is the Town of New Tecumseths responsibility to inspect the street light instillation if it is required

The developers civil engineers have indicated that the existing hydro pole line on the west side of 8thAvenue is within the road allowance The have been notified that it will be 100 the developers cost to attain easements or to relocate the pole line if it is discovered that the pole line is not within the road allowance of 8th Ave if it is in conflict with private property driveways and or curbs Report PD200945 November 16 2009 Page 6 of 9

The applicants planner and engineer stated that the matters raised by Barrie Hydro have nothing to do with the requested zoning relief They are matters that have been or will be addressed through engineering and utilities design and construction We would anticipate that when the Subdivision Agreement is concluded there would normally be clauses pertaining to utilities including Hydro which address this matter

The Public Works Department in a memo dated September 18 2008 had the following comments

Concerned with how this will affect the available space for water and sewer servicing Will corporation stops water shut offs still be able to be installed outside of the driveways What will the minimum distance between fire hydrants and dwelling foundations Will storm servicing sump pump discharge be installed Will there be enough space available for future maintenance of storm sanitary and water services

In response the applicants planner and engineer stated the following

There will be no impact to the available space for water and sewer servicing as changes to the standards to allow larger driveways and garages are no longer being sought Corporation stops Water shut off valves will be able to be installed outside the driveways as changes to the standards to allow larger driveways and garages are no longer being sought There will be no changes to the locational relationship between fire hydrants and dwelling foundations The developers engineer advises that sump pumps will be installed for every storm sewer dwelling If sump pump discharge becomes a problem the does connection can be extended into the lot to intercept the discharge so that it not flow over the surface of the lot The developers engineer advises that there will be sufficient space available for maintenance of the systems referred to

The Towns Public Works Department responded by saying that they were satisfied with the responses outlined above

The Nottawasaga Valley Conservation Authority NVCA in an email dated September 22 2008 had the following comments

We understand that the purpose of the proposed zoning application is to increase of our files we the lot coverage for the plan of subdivision Based on a review note that the stormwater facilities servicing this site are already in place

Providing the applicant can satisfactorily demonstrate that proposed lot coverage would change is supported by the previously accepted stormwater scheme NVCA have no objection to the application In the event that the stormwater Report PD200945 November 16 2009 Page 7 of 9

management scheme does not take into account the proposed changes then the applicant should provide revised or updated plans in advance of the rezoning approval addressing this matter

The applicant was not able to demonstrate to the NVCA that the proposed lot coverage changes can be supported by the previously accepted storm water scheme therefore the request for increased lot coverage was withdrawn by the applicant Based on that information the NVCA stated that they have no objection to the revised zoning that addresses the reduction of zoning setbacks as long as the lot coverage is not increased

The Engineering Department in their memo dated September 22 2008 had indicated the following

With regard to the proposed reduction of interior side yard setbacks Engineering Staffs concerns deal with the proposed reduction of area for the conveyance of stormwater from rear yards through interior yards and ultimately to the road rightofway With the reduction of interior yard setbacks it reduces the available depth and therefore area of flow conveyance between buildings This causes the greatest concern where the lots are to be graded in a back to front scenario Engineering Staff would recommend in the case of back to front drainage the interior side yard set backs be a minimum of 12 m and 12 m

Should consideration be given to reduce the interior side yard setbacks Staff would ask that the Developers consultant confirm that the reduced side yard set backs will not cause a negative impact and that there will be sufficient area to convey the stormwater flows

With regard to the maximum lot frontage to be occupied by a driveway and garage in the UR1 4 UR25 and UR36 zones Engineering Staffs concerns are with the remaining available frontage and how it impacts the placement of the installation of services and boulevard trees As it is the Town standard to refrain from installing water curb stops water shut oft under the driveways this becomes increasingly difficult when 50 of the frontage becomes driveway It makes it very difficult to ensure that the minimum separations between services trees and driveways are maintained

Engineering Staff would ask that if consideration is to be given to the Developers request to maximize the percentage of lot frontage to be occupied by driveway and garage that Planning Staff request the Developer to demonstrate that the Towns standards with regard to separation of utilities can still be maintained

In response the applicants consultants stated the following

The developers engineer advises that if the reduced interior side yard standard is approved there will still be sufficient width to convey drainage between the buildings The drainage flows are projected to be minimal and there will be no negative impact We are no longer seeking changes to the Zoning Bylaw with regard to the size of driveways Therefore no response is needed Report PD200945 November 16 2009 Page 8 of 9

The Towns Engineering Department responded by saying that they were satisfied with the responses outlined above

Bell Canada in a letter dated September 23 2008 had the following comments

The following paragraphs are to be included as Conditions of Zoning Amendment Approval

The Owner shall agree on the Agreementin words satisfactory to Bell Canada to grant Bell Canada any easements that may be required for telecommunication services Easements may be required subject to final servicing decisions In the even of a conflict with existing Bell Canada facilities or easements the ownerdeveloper shall be responsiblefor the relocation of such facilities or easements

If there are any conflicts with existing Bell Canada facilities or easements the ownerdeveloper shall be responsible for rearrangements or relocations

The applicants consultants stated that the comments made by Bell Canada cannot be addressed through zoning and do not appear to raise any issue with regard to the relief sought by the developer and consideration should be given to including appropriate language in the Subdivision Agreement Town staff concur with this

PUBLIC MEETING

A public meeting was held on November 12 2008 There were no verbal deputations made at the public meeting

The staff report for the Public Meeting for this application outlined a number of matters to be reviewed in greater detail

would have on the The first matter was the impact that the proposed zoning changes overall look and function of the subdivision The applicant through the Urban Design That Report was able to depict the look of the subdivision with the proposed changes Urban Design report was approved by Council in July 2009

The second matter dealt with the imp ct that the proposed changes would have on the servicing of the development and the separation of utilities As indicated earlier in the Towns report the applicant has addressed these matters to the satisfaction of the Engineering and Public Works Depart eats The third matter dealt with the impa that the proposed changes would have on the stormwater scheme and stormwater fl ws for the development Based on the letter from the applicants engineer ensuring that there is sufficient width to convey flows as well as the request by the applicant to withdrawal the increase in lot coverage and driveway width these matters have been addressed to the satisfaction of the Towns Engineering Department and the NVCA

The fourth matter dealt with the compatibility of the development with surrounding land Urban uses as a result of the changes being requested Based on the approved Design Report PD200945 November 16 2009 Page 9 of 9

Report and the fact that it is an existing draft approved plan of subdivision compatibility with surrounding land uses does not appear to be an issue

The fifth matter dealt with the impact the proposed changes may have on the longterm density targets and population allocations for the Municipality The zoning changes proposed do not change the number or type of dwellings already approved for the subdivision therefore the density would not change

CONCLUSION

The application for a Zoning Bylaw Amendment is considered to be consistent with the Provincial Policy Statement and is in conformity with the County of Simcoe Official Plan and the Town of New Tecumseth Official Plan with respect to land use patterns and compatibility Planning staff are satisfied that the application would not appear to have any adverse impacts on the surrounding area and should be approved

FINANCIAL CONSIDERATIONS

There are no apparent financial impacts for the Town that would result from Councils approval of this application

Respectfully submitted Reviewed by jla4 Laura Daly MCIP RP handler MCIP RPP Intermediate Planner agerof Planning

ATTACHMENTS 1 Location Map 2 Draft Plan of SubdivisionT06001 NT 3 Draft Plan of Subdivision identifying lands to be removed 4 Draft Zoning Bylaw Amendment Attachment No 1 Location Plan

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DRAFT PLAN OF SUBDIVISION o R o H 71 o T o s NTT06001 Part of lots 31 32 Concession 7 8 Town of New Tecurnseth County of Simcoe

Date June 11997 m4wk 21A20002006 Av 2003

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THE CORPORATION OF THE TOWN OF NEW TECUMSETH

BYLAW

Number 29094X

AMENDMENT NO XXX TO RESTRICTED AREA BYLAW 96103

A Bylaw to amend Bylaw 96103 of the Town of New Tecumseth to permit the development of a Plan of Subdivision on Part of Lots 31 32 Concession 7 8 Community of Alliston

WHEREAS Bylaw No 96103 is Zoning 13y14J i lorporation of the Town of New Tecumseth

AND WHEREAS Council of bratiortf he Tu ew Tecurn h has approved Bylaws 2005044 20050end 6 oP ions 103 to permit the development of a Plan ofart of Lots 31 n 7 8

AND WHEREAS Council of the Cdaicxi Town of New 1ecumseth has j received a request to further amend the provisionsdf1 aw 96103 by rezoning Part of Lots 31 32 Concession 7 to permit the de wo orlt of lands for single detached and townhouse dwellingsr I 46 AND WHEREAS the amendt accordance with the Official Plan of the Town of New Tecumseth

NOW THEREFORE A1116nactedas a Ciy Ia oration of the Town of New Tecumseth the following

1 That within on 61032x11 n Resl al 1Exception UR14 be inserted before t1 I esidential 1 ption R17 that Urban Residential 2Exce 25 be inFCfted following Urban Residential 1Exception UR116j Urban Reside 3xception UR36 be inserted following Urban Rbsal 2Exceptian UR22

That new subsectioasbe added after Subsection 61076 Exceptions Section as PH i u dig

standing therovisions of Subsection 69 Zone Provisions hereto to the tra the lands zoned Urban Residential 1Exoe tion UR14 tlrba esidential 2Exception UR25 on Schedule A to this Bylaw shall be sUbet to the following special provisions

lBack UR14 UR25 17 Frorrt Yard A bwellingArea 45 m 45 m AA Garage 6 m 6 m Exterior Side Yard 25m 25m Interior Side 12 m 12 m Yard

AA For irregular shaped interior lots with side lot lines that narrow towards the front lot line the minimum front yard setback to any part of the dwelling is 6m

One interior side yard for a single detached dwelling may be reduced to 06m provided it abuts a side yard of 12m 61078

Lands zoned Urban Residential 1Exception UR14 Urban Residential 2Exception UR25 and Urban Residential 3Exception UR36 on schedule A to this Bylaw shall be subject to the following special provision

A maximum of 50 of the building frontage shall be occupied by a garage

3 That Schedule A to Bylaw 96103 is hereby amended in accordance with the zones shown on Schedule 1 to this Bylaw

4 That Schedule 1 attachedhereto hereby forms part of this Bylaw

5 That this Bylaw shallbe cited as Amendment NoXXX to Restricted Area Bylaw 96103

6 That this Bylaw shall come into force and a rsuan fo the provisions of the Regulations made udder the Planning

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REPORT ENG200968

RELEASE OF SECURITIES HONDA CANADA INC SPS PLANT NO 3 6796 INDUSTRIAL PARKWAY ALLISTON

RECOMMENDATION

That Council of the Town of New Tecumseth receive Engineering Report 200968 and

That the Council of the Town of New Tecumseth authorizes the TreasurerManager of Finance to release the Site Plan Construction Security and Site Plan Deposit posted for Simcoe Parts Service Plant No 3 located at 6795 Industrial Parkway in Alliston subject to the payment of any outstanding accounts in accordance with Town policy

That Council authorizes 1000000 to be retained from the Site Plan Construction Securities until the remaining required tree plantings have been completed in a manner satisfactory to Staff Following the satisfactory completion of plantings Staff be authorized to release the remaining securities

OBJECTIVE

The purpose of this report is to inform Council that the Site Plan for the construction of Simcoe Parts Service Plant No 3 located at 6795 Industrial Parkway in Alliston is complete and recommend that the Site Plan Construction Securities and Site Plan Deposit held by the Town be released

BACKGROUND

In May 2007 Honda Canada Inc submitted an Application for Site Plan Agreement for the construction of Simcoe Parts Service Plant No 3 located at 6795 Industrial Parkway Alliston

Council passed ByLaw 2008007 on January 21 2008 authorizingthe signing and execution of the Site Plan Agreement which was registered as Instrument No SC623084 on February 7 2008

Construction of the site has been completed in accordance with the requirements of the Site Plan Agreement and as such the Site Plan Securities that are held by the Town of New Tecumseth may now be released Report ENG200968 November 16 2009 Page 2 of 3

COMMENTS AND CONSIDERATIONS

On November 24 2008 Simcoe Parts Service Inc made a written request for the release of the 12000000 Cash Security the Town is holding as Site Plan Securities The Applicants Consultant Engineers have submitted As Constructed drawings and certification letters confirming that all works have been completed as per the accepted site plan drawings and reports

Engineering Staff conducted an inspection of the property on February 17th 2009 and noted some minor deficiencies on June 11th 2009 Staff conducted a followup inspectionof the site and found that all of the site works have been completed to the satisfaction of the Engineering Department and conform to the submitted As Constructed drawings

Staff noted some required tree plantings had been omitted from the approved Landscape Plans The omission was the result of space limitations within their original design location

Simcoe Parts Service SPS has proposed an alternative location for the omitted tree plantings and have requested to defer the plantings until spring of 2011 This request is detailed in SPSs letter dated October 21 2009 Attachment No 1

The Town has requested to retain 1000000 from the Site Plan Securities until the required plantings have been completed The value of the proposed tree plantings is approximately 750000 as confirmed by their Landscape Contractor

Staff would respectfully request that Council grant authorization to release the remaining 1000000 in Site Plan Securities upon satisfactory planting of the required trees

The Building Department granted final occupancy of the building on May 31st 2008 the building permit file is now closed

As the project is now complete Engineering Staff recommends that the Site Plan Securities held by the Town of New Tecumseth be released subject to the payment of any outstanding accounts in accordance with Town policy

In accordance with the Towns policy a motion of Council is required for a full release of the securities

FINANCIAL CONSIDERATIONS

Staff has confirmed with the Finance Departmentthat the Town of New Tecumseth is currently holding a 12000000 Site Plan Constiruction Security and 250000 Site Plan Deposit

Please note The Town will reduce the Site Plan Construction Security to 1000000 until the omitted required plantings have been completed in their proposed alternative location ow w3

Report ENG200968 November 16 2009 Page 3 of 3

Respectfully submitted Reviewed by

Ryan Smith Rick Vatri Engineering Coordinator Manager of Engineering

Financial considerations reviewed by

7ULCZ Z low

Mark Sirr TreasurerManager of Finance

Attachments

1 Letter from Simcoe Parts Service SIMCOE PARTS SERVICE INC RECdEIVED October 21 2009 R r1 ECEF OCT 2 7 200 Mr Richard Vatri CET Town of New Tecumseth 2 7 26r 10 Wellington Street East Alliston Out L9R 1Al EERi1C iEtiul k

RE Release of 12000000 depositfor Plant 3 Building

Rick

Through ongoing site reviews and follow up with your department the last remaining issue affecting the release of our Plant 3 building depositis our proposaland commitment for future tree planting on our site

We have now submitted a plan for the future tree planting a quotationfor that work to be done and are proposingthat this work would be done in the Spring of 2011 in view of the current overall economic situation We understand that there will be some funds held back from our initial deposit until this work is completed

Thank you to you and your team and the Building departmentteam for your efforts during our construction project and we look forward to working with you on future projects

Regards

Laurie Waldrum DEPT TO IMAM Senior Manager Business Suppot

FILE Vi AV 1r

Mail to Box 905 Alliston Ontario L9R I Wl Telephone705 4357814 Ship to 6795 Industrial Parkway Facsimile 705 4355029 Alliston Ontario L9R I Wl f

COMMITTEE OF THE WHOLE November 16 2009

REPORT ENG200969

PROPERTY MATTER OFFER TO PURCHASE PRIVATE LANDS 5011 SIR FREDERICK BANTING ROAD and 560 VICTORIA STREET EAST ALLISTON TOWN OF NEW TECUMSETH

RECOMMENDATION

That the Council of the Town of New Tecumseth receive Engineering Report 200969 and

That a ByLaw be enacted to authorize the Mayor and Clerk to execute an Agreement of Purchase and Sale with Michael and Janice Robson for the lands being Part of Lot 1 Concession 3 former Township of Essa PIN 581390020 LT municipally known as 5011 Sir Frederick Banting Road substantially in the form of the Agreement attached as Attachment No7 and

That a ByLaw be enacted to authorize the Mayor and Clerk to execute an Agreement of Purchase and Sale with WMVL Holdings Inc for the lands being Part of Lot 1 Concession 3 former Township of Essa PIN 581390021 LT municipally known as 560 Victoria Street East substantially in the form of the Agreement attached as Attachment No8

OBJECTIVE

The purpose of this report is to present an Offer of Purchase and Sale with the Owners of the lands at 5011 Sir Frederick Banting Road and 560 Victoria Street East in order to facilitate the necessary roadway improvements as part of the Sir Frederick Banting Road Improvements project

BACKGROUND

At the September 22 2008 Committee of the Whole Meeting Staff brought forward the finalized Class Environmental Assessment for the Sir Frederick Banting Road Improvements which identified the need for land acquisition At that time Staff was given authorization by Council to commence contacting the property owners of the seven parcels of land that were required to facilitate the road improvement works within the limits of the project

Staff and the Town Solicitor have been working together to facilitate the required land acquisitions These two parcels of land are the first to be negotiated and are required in order to facilitate roadwidening requirements as part of the Sir Frederick Banting Road reconstruction project n

REPORT ENG200969 November 16 2009 Page 2 of 3

The required parcels of land are described as follows

Location Dimensions Area Current Zoning

5011 Sir Frederick 602m x 7615m 45704 sqm Agricultural Al Banting Road Part 2 560 Victoria Street 5Om x 881m 4414 sqm Environmental Protection East Part 4 EP

COMMENTS AND CONSIDERATIONS

Prudential Ronan Realty provided to Staff an appraisal of the required land parcel acquisitions in the form of an Opinion of Value Letter dated March 9 2009 Attachment No 2 for the current market value of the six 6 properties required for the road improvements A seventh 7t land parcel is also required along the front of 4982 Sir Frederick Banting Road being the Alliston Wastewater Treatment Plant However these lands are currently owned by the Town and therefore a formal Agreement of Purchase and Sale is not required

The two 2 subject properties are identified as Part 2 and Part 4 of the draft RPlan Attachment No 1 Based on the values provided by Prudential Ronan Realty Purchase and Sale agreements were prepared by the Towns Solicitor and forwarded to the land owners The Town received counter offers from theowners via their Solicitors Attachments No 3 and No 4 The Town Solicitor has reviewed the counter offers and is satisfied that their amended terms are fair and reasonable Attachments No 5 and No6

Staff has provided copies of the amended Agreements of Purchase and Sale with this report Attachment No 7 and No 8

It should be noted that all attachm nts except the Location Plan have been provided as confidential attachments as they deal with negotiations for the purchase of land

FINANCIAL CONSIDERATIONS

Financial considerations have been provided as Attachment No 9 to this report

Respectfully submitted Reviewe

Aex J I Doug A tin R ck Vatri Senior Engineering Coordinator Manager of Engineering REPORT ENG200969 November 16 2009 Page 3 of 3

Financial Considerations Reviewed by ih4L4 Z Zw Mark Sirr Treasurer Manager of Finance

Attachment 1 Location Plan Draft RPlan CDN Land Surveyors Attachment 2 Prudential Ronan Reality Opinion of Value Letter Confidential Attachment 3 Owners Lawyer Letter for 5011 Sir Frederick Banting Confidential Attachment 4 Owners Lawyer Letter for 560 Victoria Street East Road Confidential Attachment 5 Town Solicitors Email for 5011 Sir Frederick Banting Road Confidential Attachment 6 Town Solicitors Email for 560 Victoria Street East Confidential Attachment 7 Agreement for 5011 Sir Frederick Banting Road Confidential Attachment 8 Agreement 560 Victoria Street East Confidential Attachment 9 Financial Considerations Confidential

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COMMITTEE OF THE WHOLE November 16 2009

REPORT ENG2009 70

DUNHAM DRIVE ROAD DEDICATION

RECOMM DATI N

That the Council of the Town of New Tecumseth receive Engineering Report ENG200970 and

That the Council of the Town of New Tecumseth enact the necessary ByLaw to dedicate Part 2 Part 3 and Part 4 on Reference Plan 51 R36785 as illustrated on Attachment No 1 of Report ENG200970 as public highway named Dunham Drive

OBJECTIVE

The purpose of this report is to recommend to Council that the necessary ByLaw dedicating Part 2 Part 3 and Part 4 on Reference Plan 51R34913 as part of the public highway named Dunham Drive in Alliston

BACKGROUND

On November 5h 2007 Alliston Developments Limited submitted a Site Development Application 1311AL091 for the construction of a new commercial development in the vicinity of Highway 89 and County Road 10 in Alliston The Site Plan has identified a new municipal roadway that will connect Highway 89 and Mackenzie Pioneer Road through the centre of the site as shown on Attachment No 1 The development of this roadway is scheduled to be completed by mid December 2009 The recommendation of the Town Solicitor appended hereto as Attachment No 2 is to formally dedicate Dunham Drive as a public highway as it is part of a Site Plan not a Plan of Subdivision

CO ENTS AND ONSIDERATIONS

Pursuant to Schedule E of the Site Plan and Development Agreement 1 Alliston Developments Limited is required to covey to the Town Part 2 Part 3 and Part 4 of Reference Plan 51 R36785 for municipal roadway purposes

Correspondence from the Towns Solicitor attached hereto as Attachment 2 recommends that the matter be brought before Council to obtain authority to accept the land transfers and them dedicate as public highway Other issues in the Town Solicitors letter are being addressed with the Developer and do not affect the dedication of the Public Highway ByLaw Report ENG200970 November 16 2009 Page 2 of 2

FINANCIAL CONSIDERATIONS

There are no financial implications with respect to the recommendations of this report

Respectfully submitted

Louis Wickline Rick Vatri Engineering Coordinator Manager of Engineering

Attachment 1 Reference Plan 51 R36785 Attachment 2 Correspondence from Feehely Gastaldi to Town September 9 2009

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Attachment 2 FEEHELY GASTALDI Barristers and Solicitors

JAMES J FEEHELY 5 Mill Street East PO Box 370 PAUL F GASTALDI Tottenham Ontario LOG 1WO JERRY W SWITZER Telephone 909 9364262 COLLEEN E BUTLER Fax 905 9365102

September 9 2009

DELIVERED

Mr Dan Perreault Engineering Coordinator The Corporation of the Town SEP 1 4 t of New Tecumseth 10 Wellington Street East Box 910 ENGINEERING DEPARlMi VIr Alliston Ontario L9R 1A1

Dear Mr Perreault

Re TownOPA 29 Implementation SmartCentres Site Plan Development Agreement Our File No 7536JF07

I have now received documentation in order to effect the conveyancing pursuant to the Site Plan Development Agreement for Alliston Developments Limited SmartCentres For your records and to assist with confirming the conveyancing I am enclosing a copy of the following surveys

1 Plan 51 R35849 which shows the layout of the SmartCentres property including the storm water pond lands prior to any of the required conveyances under the Site Plan Development Agreement

2 Plan 51 R35946 which shows the required road widening as Part 2 along the north boundary of MacKenzie Pioneer Road for the L shaped piece of the lands

3 Plan 51 R36691 which shows the required road widening as Part 1 along the north boundary of MacKenzie Pioneer Road for the balance of the lands to GW Leach Road

4 Plan 51 R36785 which shows the lands required for Dunham Drive as Part 2 and the road widening along the west side of CW Leach as Parts 5 and 6 and Page 2 September 9 2009

5 Plan 51 R367851 which shows the stormwater pond lands with Parts 1 4 5 and 6 to be transferred to the Town and Part 2 to be subject to an easement in favour of the Town

I have reviewed draft Transfers for the road widening along the north boundary of MacKenzie Pioneer Road and I am satisfied with that Transfer subject to the fact that I do not believe it is necessary to reserve an easement for ingress and egress as these lands can be transferred to the Municipality for road widening purposes which does not then us to a Dedication require pass ByLaw Similarly with the road widening on the west of CW Leach l am satisfied Road with the Transfer but again do not believe it is necessary to reserve a rightofway for ingress and egress as the lands are intended to be conveyed as of the part road allowance In terms of Dunham Drive I believe that we should formally dedicate this as it is effectively a new road and not simply a road widening

In terms of the stormwater lands I have forwarded the proposed tent for the reservation of easement over Part 2 on that plan and I would ask that you review the text to ensure that it will meet our needs In temps of the conveyancingof the balance of the the owner lands is asking to reserve an easement in perpetuity over these lands for the of and purposes accessing being able to use for stormwater purposes I am not satisfied with as it has never this been our policy to have a developer retain easements over our municipal facilities If there is to be a reservation of an easement it should terminate at such time as we approve and assume the facility

Upon my return from vacation I would like to have the opportunity to review all of the conveyancing with you to ensure that it meets our needs

Yours tr ly FEEH Y

J ly JJFjl Encls COMMITTEE OF THE WHOLE November 16 2009

REPORT BD200902

BUILDING INSPECTORS APPOINTMENT BYLAW

RECOMMENDATION

That the Council of the Town of New Tecumseth receive Report BD200902 and

That bylaws be passed to appoint Rita Guerts and Michael Donnelly as Building Inspectors for the Corporation of the Town of New Tecumseth

OBJECTIVE

To recommend that bylaws be passed to appoint Rita Guerts and Michael Donnelly as Building Inspectors to carry out the duties of enforcement of the Building Code Act and Building Code in accordance with the 32 of the Building Code Act i

BACKGROUND

As per the Building Code Act 32 The Council of each municipality shall appoint a chief building official and such inspectors as are necessary for the enforcement of this Act in the areas in which the municipality has jurisdiction

The level of service concerning enforcement of the Building Code Act for the Town of New Tecumseth is provided by the chief building official and by three 3 inspectors

COMMENTS AND CONSIDERATfONS

Two building inspector positions have been recently vacated due to one 1 resignation and one 1 retirement This reduction in the complement of staff has had a significant impact on staff to provide an appropriate level of service with respect to administration of the Building Code Act and to perform the necessary mandatory inspections

With the assistance of the Human Resources Department interviews of applicants for the two 2 vacant positions of Building Inspector were conducted Staff is pleased Rita Guerts and Mike Donnelly were successful during their interviews and were offered the position of Building Inspector that had been vacated Rita Guerts and Mike Donnelly accepted the offer of employment with the Town Rita Guerts and Mike Donnelly have each successfully completed the mandatory Provincial Exams regulated by the Ministry of Municipal Affairs and Housing and are registered with the Ministry of Municipal Affairs and Housing as to perform enforcement of the Building Code to perform the necessary mandatory inspections concerning the construction of dwellings small buildings plumbing heating and sanitary sewage systems i

Report BD200902 November 16 2009 Page 2 of 2

Rita Guarts commenced employment with the Town on October 26 2009 and Mike Donnelly commenced employment with the Town on November 2 2009

Presently Rita Guerts and Mike Donn lly are currently working towards familiarizing themselves with the regulations of various municipal bylaws familiarizing themselves with the various locations of construction projects conductingplan review and assisting at the front counter with inquiries and with applications being submitted It is anticipated Rita Guerts and Mike Donnelly will be conducting mandatory inspections as soon as they have received their certificate of appointment issued by the Clerk of the Municipality

FINANCIAL CONSIDERATIONS

There are no financial impacts to the Town as there has been no increase in the contingency of staff The two positions filled replaces the positions vacated

Respectfully submitted

I Jo Miller anagerof BuildingStandardsC

B COMMITTEE OF THE WHOLE NOVEMBER 16 2009

REPORT PW200922 QUALITY MANAGEMENT SYSTEM ANNUAL REPORT

RECOMMENDATION

That Report PW200922 be received

OBJECTIVE

The purpose of this report is to update Council on the status of the Towns Drinking Water Quality Management System QMS and report on the required elements as required in the operational plan

BACKGROUND

At the Committee of the Whole meeting on JUly 6th 2009 the following resolution was passed

That Report PW 200916 be received

And that Council endorse and approve the draft DWQMS Operational Plan and authorize staff to submit the Operational Plan to the MOE Ministry of Environment for acceptance and to CGSB Canadian General Standards Board MOEs contracted External Auditor for accreditation

COMMENTSCONSIDERATIONS

The Towns DWQMS Operational Plan contains provisions to communicate to the Owner any changes to the QMS the adequacy of infrastructure requirements infrastructure maintenance rehabilitation and renewal internal audit results the outcome of ongoing activities as a result of Management Review and other QMS issues through the Annual Report to the Owner prior to the annual budget preparation process

The DWQMS Operational Plan outlinesrequires the following elements be reported to Council

Element 14 Review and Provision of Infrastructure and Resources Element 15 Infrastructure Maintenance Rehabilitation and Renewal Element 20 Management Review

Element 14 Water Supply System Review and Provision of Infrastructure and Resources

The Towns Annual Water Supply System Infrastructure and Resources Review is conducted on an ongoing basis by the Director of Technical Services Manager of Engineering and Manager of Public Works to ensure periodic evaluation of the condition and capacity of infrastructure components Previous Infrastructure Review Reports the current Water Master Plan input from staff MOE Compliance Inspection Reports flow data trends water quality reports and maintenance records are used to determineevaluate Supply System Infrastructure and required resources reviews The results of the evaluation show that the required infrastructure including both the supply and distribution systems as well as the required staff resource is in placeand adequately sized to meet the current system demands and the Ministry Regulatory requirements t 6 O Report PW200922 November 16 2009 Page 2 of 6

Rehabilitation and Renewal Element 15 Water Supply System Infrastructure Maintenance

Summa of the Infrastructure Maintenance

water andor the Maintenance activities may significantly impact the quality of drinking produced to deliverysupply of water to customers Preplanning and a documented systematic approach the Water addressing maintenance activities where possible can minimize this impact Currently and Maintenance Supervisors in consultation with Manager of Public Works assign planned to the needs maintenance on a regular schedule that is reviewed and updated according ongoing and priorities

CompletedOngoing and Planned Maintenance for the Water Distribution System

Following is a list of completed projects to date in 2009 Well 7 Alliston tree removaldebris clean up Well 7 Alliston sealing of the well head Hydrant numbering BeetonTottenham Hydrant painting BeetonTottenham Hydrant maintenance Spring Beeton water main flushing SpringFall Tottenham water main flushing SpringFall Collingwood pipeline valve operation Spring Alliston Reservoir cleaning Tottenham Reservoir cleaning and inspection Spring Tottenham Tower cleaning and inspection November

Following is a list of ongoing projects Beeton McKelvey equipment removaldisconnection 70 completed Springs Reservoir equipment removaldisconnection 70 completed Collingwood Pipeline inspections Weekly Hydrant painting Alliston 70 completed Hydrants numbering Alliston 70 completed Hydrant markers 25 completed Hydrant maintenance Fall Collingwood pipeline tracer wire boxes repair 50 completed Valve operationcycling throughout the water system Fall

Following is a list of planned projects Tottenham Reservoir cleaning and inspection December Alliston Tower inspection November Collingwood pipeline valve operation November

Planned Maintenance for the Water Treatment and Supply System

Maintenance System The Towns Maintenance Division utilizes a Computerized Management track work activities that have been completed CMMS to schedule required maintenance and to through a work order system Preventative Maintenance in In total 220 work orders have been issued to undertake the PM Maintenance Staff have the Water Department for 2009 As of September 1 2009 1 Water Division Work Order Summary completed 84 work orders Please refer to Table verses the number which outlines the amount of work orders completed outstanding Report PW200922 9 03 November 16 2009 Page 3 of 6

PM work orders for the weekly inspection of the Collingwood pipeline have been listed separately in Attachment 1 Pipeline Preventative Maintenance The attachment identifies 2787 work ordersinspections have been completed for the period of January 1 2009 to the present date

A list of projected Water Department Preventative Maintenance PM for 2010 is included as Attachment 2

Unplanned Maintenance for the Water Treatment Supply and Distribution Systems

Unplanned maintenance consists of main leaksbreaks valve and hydrant replacements and equipment breakdown

In total 178 work orders have been issued for the period of January 1 2009 to September 1 2009 to undertake the unplanned maintenancebreakdown repairs in the Water Department Out of these 178 issued work orders 121 work orders have been completed to date Please refer to Table 1 below

TABLE 1

Water Division Work Order Summary

140

120

100

1 Maintenance Categories

M Preventative Maintenance ongoing preventative Maintenance completed 13reakdown repairs ongoing OBreakdawn repairs completed Report PW200922d November 16 2009 Page 4 of 6

Summa of the Water Supply System Infrastructure Rehabilitation and Renewal

The Manager of Public Works in conjunction with the Director of Technical Services and the Engineering Department are required to review and prepare a summary of the infrastructure rehabilitation and renewal programs annually Water Supply System infrastructure rehabilitation and renewal are considered as the activities for replacement of aging fixed heavy equipment as well as upgrades expansions and inground improvements on the system The Water Distribution and Storage Master Plan is the primary source of information utilized to complete the review as the plan details areas that the Town should look upon to improve and rehabilitate in the existing system on a prioritized schedule Staff suggestions consumer complaints and water quality trends are taken into consideration to determine rehabilitation and renewal work

Some water infrastructure rehabilitation and renewal projects that are being considered for inclusion as part of the 2010 Capital Budget for Council approval are as follows

Victoria Street Watermain The scope of works for this project is the replacement and upsizing of an existing 150mm diameter watermain with a 300mm main along Victoria Street Hwy 89 from Boyne Street to Downey Avenue then to further extend the watermain with a new 200mm diameter main from Downey Avenue to Sir Frederick Banting Road being a total distance of approximately 1400 meters

Parsons Road Water Reservoir and Pump Upgrades The scope of works for this project is a 45 million liter expansion to the Parsons Road Water Reservoir including the necessary pump capacity upgrades to the year 2021

Installation of a Cycling and Mixer System in the Tottenham Water Tower A Cycling and Mixer System helps to prevent stratification and creation of stagnant zones in the Water Tower

SCADA System The current softwareequipment is not supported which makes it extremely difficult to maintain This is the Third Phase of the current SCADA project and will complete the implementation with the remaining equipment being installed and programmed

Element 20 QMS Management Review Team Summary

A Management Review of the QMS by the Manager of Public Works Water Supervisor and the Compliance Technician QMS Representative is conducted annually prior to completion of the annual budget process to evaluate the continual suitability adequacy and effectiveness of the QMS Some of the items reviewed are incidents of regulatory noncompliance incidents of adverse drinkingwater tests effectiveness of the risk assessment process changes in process or management that may affect the QMS resources needed to maintain the QMS results of the infrastructure review summary of the Operational Plan currency content and updates This review was completed on June 23d 2009 with the following items requiring further information

Risk Assessment Outcomes

The Risk Assessment of the Towns Drinking Water System was successfully conducted in December 2008 by the Towns Risk Assessment team to determine the potential hazards and Report PW200922 November 16 2009 Page 5 of 6

critical control points in the Towns Water Supply System As a result of the Risk Assessment the following two Critical Control Points CCP were identified

o Collingwood to Alliston Pipeline break o Alliston to Beeton Pipeline break

Staff have developed the necessary Contingency Plan and Standard Operational Procedure as the control measures to prevent and manage these hazardous events

Internal Audit Results

The Ministry have in the past and continue to strongly encourage MunicipalitiesOperating Authorities to coordinate share information resources and ideas throughout both the Staff contacted several implementation process and ongoing maintenance of the DWQMS of neighboring municipalities to determine their current status in the implementation process Towns from a their QMS in an effort to obtain an external comprehensive audit of the QMS Towns Water QMS was municipality at a similar stage The Internal Audit of the Drinking conducted during the week of June 22 2009 utilizing Town staff and one staff member from the of Township of Clearview The Internal Audit process assisted staff in evaluating the conformity level of the the QMS with the requirements of the Standard as well as evaluating the efficiency the documents Operational Plan implementation in different areas such as proper control of of the and records effective communication among related parties involved in the safety etc Drinking Water and proper infrastructure planning and maintenance

a The results of the internal audit identified sixteen nonconformities For each nonconformity the Corrective Action Request CAR form was issued which states the requirement of QMS date to be what the nonconformance is a recommendation on how to correct it and a CAR forms based on the Internal completed Staff are assigned the task to follow up on the Of the sixteen Audit procedure and return the completed forms to the QMS Representative with an nonconformances fifteen have been completed to date with one outstanding expected nonconformities is completion date of November 20th 2009 A list of CARs issued for the found in Attachment 3

Operational Plan Currency Content and Updates

is the content is The Operational Plan is to be verified annually to ensure the plan current from the current review correct and all updates have been included An item that arose years of Plans the Town should have in place on June 23d 2009 was the number Operational one for AllistonBeeton and one for Originally two 2 QMS Operational Plans were developed between the elements of Tottenham As the development proceeded a number of similarities team determined that the the two plans were noted The QMS Management Review for staff and maintenance Operational Plans should be combined into one for ease of reference audit will be for of the plan In addition with one operational plan only one external required The the Towns entire Water Supply System thereby reducing audit costs necessary changes were consolidated into one and have been completed and the two 2 operational plans presented to Council on July 6th 2009 Report PW200922 November 16 2009 Page 6 of 6

FINANCIAL CONSIDERATIONS

There are no financial impacts from the recommendation of this report

Respectfully submitted C14 Chad Horan Manager of Public Works

Attachments 1 Pipeline Preventative Maintenance Completed from January 109 to September 109 2 List of projected Preventative Maintenance scheduled for the Water Department in 2010 3 List of Corrective Action Forms issued during the Internal Audit

i CollingwQQ ATTACHMENT 1

atpefine 11102009 Preventative Maintenance

Location Location Status Work Frequency ID Orders

00411 MC 1 3669 APPR 21 WEEK

00412 MC 2 56408 APPR 2 MONTH

00412 MC 2 56408 APPR 18 WEEK

004125 AV 2 6174 APPR 2 MONTH

004126 AV 3 9439 APPR 2 MONTH

004127 AV 4 23174 APPR 2 MONTH

004128 AV 5 38066 APPR 2 MONTH

004129 AV 6 40501 APPR 2 MONTH

004130 AV 7 46175 APPR 2 MONTH

004131 AV 8 47890 Fertilizer Plant APPR 2 MONTH

004132 AV 9 52496 APPR 2 MONTH

004133 AV 10 52908 APPR 2 MONTH

004134 AV 11 54214 Cty Rd 10 Douglas Dr APPR 2 MONTH 004135 AV 12 56277 Parsons Rd APPR 2 MONTH

004146 OV 2 6247 Batteaux Creek APPR 2 MONTH

004147 DV 313225 APPR 2 MONTH

004148 DV 4 16532 Warrington Rd Stayner APPR 2 MONTH

004149 DV 5 32691 Base Borden APPR 2 MONTH

004150 DV 6 34633 Cty Rd 10 Angus River APPR 2 MONTH 004151 DV 7 46862 Cty Rd 10 10 Side rd APPR 2 MONTH

004152 DV 8 52778 APPR 2 MONTH

004153 DV 9 55173 Albert St APPR 2 MONTH

004154 DV 10 55609 Wright Park APPR 2 MONTH

004155 AR 1 6984 APPR 2 MONTH

004156 AR 1A 11792 Airport Rd APPR 2 MONTH

004158 AR 2 27422 APPR 2 MONTH

004159 AR 3 31713 APPR 2 MONTH

004160 AR 4 33418 Rail line base APPR 2 MONTH

004161 AR 5 35242 APPR 2 MONTH

004162 LV 1 8084 Airport Rd APPR 24 WEEK 004163 LV 2 14846 Main St Stayner APPR 24 WEEK

004164 LV 3 22100 Conc 7 Sunn APPR 27 WEEK

004165 LV 4 29830 Brentwood APPR 27 WEEK

004166 LV 5 37494 Cty Rd 10 APPR 27 WEEK

004167 LV 6 42560 Cty Rd 10 APPR 27 WEEK

004168 LV 7 47410 APPR 4 MONTH 00411 MC 1 3669 COMP 252 WEEK

00412 MC 2 56408 COMP 216 WEEK

004125 AV 2 6174 COMP 7 MONTH

004126 AV 3 9439 COMP 7 MONTH

004127 AV 4 23174 COMP 7 MONTH

004128 AV 5 38066 COMP 7 MONTH

004129 AV 6 40501 COMP 7 MONTH

004130 AV 7 46175 COMP 7 MONTH

004131 AV 8 47890 Fertilizer Plant COMP 7 MONTH

004132 AV 9 52496 COMP 7 MONTH

004133 AV 10 52908 COMP 7 MONTH 004134 AV 11 54214 Cty Rd 10 DouglaDr COMP 7 MONTH 004135 AV 12 56277 Parsons Rd COMP 7 MONTH

004146 DV 2 6247 Batteaux Creek COMP 7 MONTH

004147 DV 313225 COMP 7 MONTH MONTH 004148 DV 4 16532 Warrington Rd Stayner COMP 7

004149 DV 5 32691 Base Borden COMP 7 MONTH

004150 DV 6 34633 Cty Rd 10 Angus River COMP 7 MONTH

004151 DV 7 46862 Cty Rd 10 10 Side rd COMP 7 MONTH

004152 DV 8 52778 COMP 7 MONTH

004153 DV 9 55173 Albert St COMP 7 MONTH

004154 DV 10 55609 Wright Park COMP 7 MONTH

004155 AR 1 6984 COMP 7 MONTH

004156 AR 1A 11792 Airport Rd COMP 7 MONTH

004158 AR 2 27422 COMP 7 MONTH MONTH 004159 AR 3 31713 COMP 7

004160 AR 4 33418 Rail line base COMP 7 MONTH MONTH 004161 AR 5 35242 COMP 6 WEEK 004162 LV 1 8084 Airport Rd COMP 288 WEEK 004163 LV 2 14846 Main St Stayner COMP 288 WEEK 004164 LV 3 22100 Conc 7 Sunn COMP 324 WEEK 004165 LV 4 29830 Brentwood COMP 324 WEEK 004166 LV 5 37494 Cty Rd 10 COMP 324 WEEK 004167 LV 6 42560 Cty Rd 10 COMP 324 MONTH 004168 LV 7 47410 COMP 13

Grand Total 278700

APPR Approved Work Order COMP Completed Work Order MC Meter Chamber AV Air Vacuum DV Drain Valve AR Air Release LV Line Valve ATTACHMENT 2

Pr iected Preventative Maintenance scheduled for the Water Division in 2010

of Equipment Frequency Procedure Equip McKelvey Waste Sludge pump remove pump inspect Sludge Pump Annual and service 2 Heat trace for watermains and water towers Turn trace Heat Trace Annual ON insure proper operation for winter months 4 Cathodic Protection Cathodic Protection Annual Inspection performed by qualified system company 2 SCADA Data Download and backup up data provide to SCADA system Annual compliance technician 2 Exhaust Fans Annual Exhaust Fan annual service b qualified company 19 Emergency Lighting inspection by qualified company Emergency Lighting Annual 13 Fire Alarm Panel Annual Fire alarm panel inspection b qualified company 1 Flow meter annual calibration Flow Meter Annual by qualified company Provide to compliance Technician 18

Generator Unit Annual Generator Unit annual service Oil sampled and anal iced char in s stem tested motor controls tested 8 HACH Analyzer Annual HACH analyzer calibration b ualified company 22 Lifting Confined Annual Lifting equipment inspection by qualified company Space Equipment Ensure it meets safety standards 4 Chlorine Water Chlorine water pump lubricate and Annual supply inspection Supply Pump service 5 Water Well pump Oil change lubricate and vibration Water Well Pumps Annual anal sis 20 Chemical Pumps Annual Chemical um inspectionand rebuild 36 Singer Valve Annual Singer Valve inspection and rebuild 25 Unit Heaters Unit heater HVAC inspection and service Annual by qualified HVAC company 34 Collingwood Weekly Pipeline Monthly Pipeline Equipment Inspection and status documentation 94

i ATTACHMENT 3

Audit List of the Corrective Action Forms issued during the Internal

Status Corrective Description of the Corrective Action Related Action Request standard Request element number

1 Identification of the Top Management in 1 Completed the Operational Pla 2 Quality Manageme t System policy needs 2 Completed to be communicatedwith the Public 3 Owner has not clearly defined in the 3 Completed operational Plan 4 Operational Plan must be signed by the 3 Completed Owner 4 Non 5 Review job description and evidence of QMS representative appointed for this Conformity position 6 Documents Records retention room were 5 Completed unlabelled and easily accessed as doors were opened and u locked 5 7 Upon inspection it was found that Completed documents in binders had not been kept current 6 8 The owner of the Collingwood water plant Completed needs to be included in the Operational Plan and a description of sampling testing and monitoring activities takes place in upstream of suNect system 7 9 Consider the reliability and redundancy of Completed equipments during the Risk Assessment 8 10 Define how reporting and recording Completed deviations from the CCP are managed eg manual record in operator logbook 8 11 The Do component of element8 had not Completed been complete at this time of audit plan not et been endorsed b owners 12 12 The QMS be communicated between top Completed management and suppliers and public 13 13 For each supplier or service a means to Completed ensure required procurement is in lace 14 14 The Do component of the element 14 Completed Review and Provision of Infrastructure has not et been completed 16 15 There is no procedure for Turbidity Completed

16 A Management Review of QMS has not 20 Completed taken lace et

June 2009 CIS 6 i

COMMITTEE OF THE WHOLE NOVEMBER 16 2009

REPORT PW200923

CONTRACTOR SELECTION RFP P0911 ELECTRICAL SERVICES MECHANICAL SERVICES

RECOMMENDATION

That Council receive Public Works Report PW200923 and

That Council approve the retaining of the services of RA Tech Electrical Services Inc for the supply of all labour material travel and equipment as necessary to provide electrical maintenance technical services and emergency repairs when required to various water and wastewater facilities within the Town of New Tecumseth as defined and determined by the Town and detailed in RFP P0911 for the rates specified in accordance with their Proposal dated September 30 2009 and

That Council approve the retaining of the services of Western Electrical Millwright Services Ltd for the supply of all labour material travel and equipment as necessary to provide mechanical maintenance technical services and emergency repairs when required to various water and wastewater facilities within the Town of New Tecumseth as defined and determined by the Town and detailed in RFP P0911 for the rates specified in accordance with their Proposal dated September 30 2009 and

That Council authorize staff to enter into a five 5 year contract with each of the perspective firmscontractors noted above effective January 1 2010 and

That the necessary Bylaw be passed to authorize the Mayor and Clerk to sign the appropriate documents respecting RFP P0911

OBJECTIVE

The purpose of this report is to provide Council with the results of Request for Proposal P0911 and to provide a recommendation to retain RA Tech Electrical Services Inc to undertake the supply of all labour material travel and equipment as necessary to provide electrical services and to retain Western Electrical Millwright Services Ltd to undertake the supply of all labour material travel and equipment as necessary to provide mechanical services for the water and wastewater divisions

BACKGROUND

A computerized maintenance program has been developed to track and control preventive maintenance PM work regular equipment and process breakdown activities as well as equipment operational costs The equipment contained within the various water and wastewater facilities is both diverse and specialized It is of the utmost importance that these facilities remain fully functional at all times and that the mean time to repair MTTR is minimized for aalL Report PW200923 November 16 2009 Page 2 of 3

comes the occasional With this level of monitoring and repair process related faults heightened need for specialized external or contract support

COMMENTS AND CONSIDERATIONS

firmscontractors a for from qualified In September 2009 staff issued Request Proposal to Electrical Services andor interested in entering into a five 5 year contract provide closed on 30h 2009 Mechanical Services to the Town The Request for Proposal September from the firms ARO Technologies Inc and eight 8 written proposals were received following Services Inc RPM Industries Inc Simcoe Caldecott Millwright Services RATeich Electrical Western Mechanical Electrical Services Ltd York Electric Toynes Inc Wallwin Electric and

members of the Public Works and Purchasing Proposals were reviewed and evaluated by to submit a outlining their ability to Departments The firmscontractors were required proposal their to respond to emergency perform technical work required by the Town willingnessability with and parts The proposals were requests and cost breakdowns associated personnel evaluated and scored on the followingsix 6 criteria

Understanding of Objectives Project Team Staff Experience Quality of Work based on references Work Plan approach methodology Project Deliverables Costs

contractor to confirm the Towns occupational In addition the Proposal required the successful in order to fulfill the requirements Health and Safety policies and specific training requirements for the Town

various services as a schedule to provide the Each contactor was required to submit price the contract are to remain firm for the entire term of detailed within the proposal The unit costs bid for any required work as deemed The Town reserves the right to obtain a competitive the Town be dissatisfied with the and in the best interest of the Municipality Should appropriate the to fulfill the of the proposal level or the contractor is not able requirements service provided document as detailed in the proposal Town reserves the right to terminate the contracts

and Western Tech Electrical Services Inc Electrical Following the proposal evaluations IRA obtained the highest overall score once the Electrical Millwright Services Ltd Mechanical and individual criteria evaluations were combined averaged staff be utilized both and maintenance The additional resourcescontractors will by operational assist internal resources and provide the specialized within the utilities division to support and of the water and wastewater needed to sustain the maintenance activities expertise outsourced the technical expertise is in place facilitiesprocesses This will ensure appropriate will reliability to is efficient and cost effective and increase process equipment maintenance to external resources will also provide additional support meet regulatory requirements The staff through a 2417 emergency service Report PW200923 November 16 2009 Page 3 of 3

CONCLUSION

Based on the evaluation Staff recommends that RA Tech Electrical Services Inc and Western Electrical Millwright Services Ltd be retained to carry out the required services according to their quoted price schedule plus GST The contractors have identified considerable experience within their fields of expertise as it relates to the water and wastewater industry Staff contacted the provided list of references and received favourable responses

FINANCIAL CONSIDERATIONS

The approved operating budgets for both water and wastewater currently carries funds for completing such subcontacting work The required funds will be drawn on on an ongoing basis throughout each fiscal year to complete the required maintenance work

Respectfully submitted Reviewed by

John Da is Chad Horan Utilities Maintenance Supervisor Manager of Public Works

Financial Considerations Reviewed by

x2l Z 4

Mark Sirr TreasurerManager of Finance

i 6tA

COMMITTEE OF THE WHOLE NOVEMBER 16 2009

REPORT PW200924

CONTRACTOR SELECTION RFP P0912 PLUMBING SERVICES

RECOMMENDATION

That Council receive Public Works Report PW200924 and

That Council approve the retaining of the services of Pro Trade Contracting for the supply of all labour material travel and equipment as necessary to provide plumbing repairs technical and emergency services to residential sanitary sewers and water supply systems as well as various water and wastewater facilities within the Town of New Tecumseth as detailed in RFP P0912 for the rates specified in accordance with their Proposal dated October 14 2009 and

That Council authorize staff to enter into a five 5 year contract with each of the perspective firmscontractors noted above effective January 1 2010 and

That the necessary Bylaw be passed to authorize the Mayor and Clerk to sign the appropriate documents respecting RFP P0912

OBJECTIVE

The purpose of this report is to provide Council with the results of Request for Proposal P0912 and to provide a recommendation to retain Pro Trade Contracting to undertake the supply of all labour material travel and equipment as necessary to provide plumbing services for the water and wastewater divisions

BACKGROUND

In addition to the above the plumbing contractor will provide Town staff emergencytechnical support should it be required to complete sanitary service maintenance and water meter replacementbackflow preventer inspections andor repairs Sanitary maintenance work requires specific training handson knowledge and expensive specialized equipment Similarly water meter replacement and backflow inspectionsrepairs require specialized equipment specific training and licensing to perform the necessary work

i i Report PW200924 November 16 2009 Page 2 of 3

COMMENTS AND CONSIDERATIONS

In September 2009 staff issued a Request for Proposal from qualified firmscontractors interested in entering into a contract to provide emergency response for Plumbing Services to the Town The Request for Proposal closed on October 141h2009 and one 1 written proposal was received from Pro Trade Contracting

The proposal was reviewed and evaluated by members of the Public Works and Purchasing Departments Firmscontractors were required to submit a proposal outlining their ability to perform technical work required by the Town their willingnessability to respond to emergency requests and cost breakdowns associated with personnel and parts The proposal was evaluated and scored on the following six6 criteria Understanding of Objectives Project Team Staff Experience Quality of Work based on references Work Plan approach methodology Project Deliverables Costs

Towns In addition the proposal also required the successful contractor to confirm the occupational health and safety policies and specific training requirements in order to fulfill the requirements for the Town

the various as Each contractor was required to submit a price schedule to provide services of the contract detailed within the proposal The unit cost is to remain firm for the entire term work as deemed The Town reserves the right to obtain a competitive bid for any required with the appropriate and in the best interest of the Municipality Should the Town be dissatisfied of the the service level provided or the contractor is not able to fulfill the requirements proposal in the document Town reserves the right to terminate the contract as detailed proposal

CONCLUSION

be retained to out Based on the evaluation Staff recommends that Pro Trade Contracting carry GST Pro Trade the required services according to their quoted price schedule plus Plumber within the area and has Contracting is very well established and a recognized the New Tecumseth successfully completed several worksprojects for the Town including Recreation Centre the Alliston Library and the Tottenham Library

satisfied that are Pro Trade Contracting has considerable experience and staff is they qualified list of references and received to meet the Town requirements Staff contacted the provided favourable responses cw a3 Report PW200924 November 16 2009 Page 3 of 3

FINANCIAL CONSIDERATIONS

Respectfully submitted Reviewed by

John D vis Chad Horan Utilities Maintenance Supervisor Manager of Public Works

Financial Considerations Reviewed by

7 e

Mark Sirr TreasurerManager of Finance

i i COMMITTEE OF THE WHOLE November 16 2009

REPORT FIRE 200912

FIRE DEPARTMENT FULL TIME STAFFING CONSIDERATIONS UPDATE

RECOMMENDATION

That Report FIRE200912 from the Fire Chief be received

and And that the Fire Chief CAO and the Manager of Human Resources continue to monitor in provide Council with a further report on Fire Department Full Time Staffing considerations October 2010

OBJECTIVE

and To provide Council with information including response activity volunteer turnover future Fire comparisons with other municipalities with respect to possible considerations for Department Full Time Staffing

BACKGROUND

At the January 20 2009 Committee of the Whole Working Session staff submitted a report on Fire Department Full Time Staffing for consideration and direction

Council requested staff to continue to monitor the number of calls the availability of volunteers a further to Council and the impacts on the businesses employing volunteers and provide report in September 2009

COMMENTS AND CONSIDERATIONS

New Tecumseth is served by a highly trained and capable volunteer fire fighter force performing located within the fire suppression rescue and tiered medical responses from three stations communities of Alliston Beeton and Tottenham

from Fire Administration being the Fire Chief Deputy Chief and Fire Prevention Officer operate the Joint Operations Centre during normal business hours and respond to nonemergency calls Air based such as Carbon Monoxide Alarms with no symptoms and Open Burning complaints station on availability thereby not requiring the response of any

New Tecumseth Response by Location

Year Station 1 Station 2 Station 3 Fire Admin Total Year

w 2005 338 160 220 718 2006 330 164 232 13 739 2007 405 144 206 5 760 2008 438 142 206 20 806 Jan 1S to Oct 31St 289 117 165 26 597 2009 Report FIRE200912 2 of 4 November 16 2009 Page

Attendance Policy Implementation

reviewed attendance requirements in The Fire Chief and the Manager of Human Resources Fire an Attendance Policy for Volunteer Fighters surrounding municipalities and have created for and Training This minimum which provides minimum attendance requirements Emergencies of the volunteer fire fighters and a minimum requirement provides for continuous development in with standards emergency response compliment line provincial

of all Calls measured quarterly Emergency Situations 36 Emergency all Sessions measured quarterly Training 50 of Training

maintain the minimum attendance requirements a meeting Should a volunteer fire fighter not and making up for missed training would be set to develop a plan for attendanceimprovement fire in maintaining minimum attendance Every effort will be made to assist all fighters is considered requirements before termination of services

Recruitment Retention of Volunteer Fire fighters

Council is 105 The Volunteer Fire Fighter complement approved by

This is broken down as follows Station 1 Alliston 30 Station 2 Beeton 35 Station 3 Tottenham 40

which resulted in the hiring of and 2008 there was volunteer turnover Through 2007 significant fire commitment that is required of a volunteer 31 members or 2955 With the significant continues to be a concern fighter the attrition from the department volunteer for response rate to monitor the attendance levels of the firefighters Staff continues active and well of the need to maintain an available and training as we are especially aware trained complement of volunteer fire fighters Hired Year Volunteer Fire Fighters 2005 0 6 2006 2007 13 2008 18 8 2009

Comparisons with other municipalities criteria in the context of New Tecumseth Fire Department To assist in understanding the Town two tables of municipalities fire staff have compiled comparable of other municipal departments full time andor area km number of stations data that sets out the municipality population sq for 1stto October 31St2009 volunteer staffing levels and responses January Report FIRE200912 November 16 2009 Page 3 of 4

second table an all volunteer and the The first table includes municipalities having department some full time and volunteer departments includes municipalities that have a combination of

continue to and expand to fulltime Some Municipalities in and around Simcoe County integrate 24 to the volunteer core levels either on specific shifts or full 365 coverage support staffing some full time staff reasons the decision to employ service There may be many different why was made time have elected to respond on a A number of the municipalities that employ full firefighters fire to significantly more Level A Tiered medical response meaning that personnel respond medical assistance calls A

Tiered Medical Response Level B to be of a more severe nature where Municipal Fire Service responds to medical calls thought intervention of defibrillation may be required the proven first response critical

Tiered Medical Response Level A B wider variety and therefore Municipal Fire Service responds to all of the Level criteria plus greater volume of calls

Medical and staff does not New Tecumseth responds on a Level B Tiered Response Tiered Medical level recommend any change to our current response

All Volunteer Fire Fighter Municipalities

Total

Area Full Time Volunteer Responses Jan 1st to sq of Fire ir e fighters Fire fighters Municipality Population 31st km StationOct NumbeTF 2009

2 0 68 127 Adjala 11100 37233 Tosorontio 0 100 415 Clearview 14600 55732 6 0 50 358 Essa 17600 27957 2 0 105 597 New 28800 27418 3 Tecumseth 0 90 442 S rin water 18100 53630 4

I 868 04 3 0 105 Kin 20226 333 7

i Report FIRE200912 November 16 2009 Page 4 of 4

Combination of Full time and Volunteer Municipalities

Total Area Number Full Time Volunteer Responses Fire Jan 1st to Municipality Population sq of Fire fighters fighters km Stations Oct 31st 2009 30 810 Bradford West 25000 2003 1 9 Gwillimbu 11 278 Collin wood 18000 33146 1 22 96 1164 Innisfil 32400 28418 4 13 20 924 Midland 16900 2909 1 13 12 20 772 Wasa a Beach 15600 5843 2 JIL 245 2157 Caledon 59332 68717 9 17 81 488 East Gwillimbury 21911 24506 3 2 45 1987 Georgina 44040 28772 3 32 32 844 Oran eville 28002 1557 1 10 50 594 Whitchurch 25365 20674 2 14 Stouffville

4 added to municipalities external to Simcoe County to provide comparable adjustment for undercount population numbers

first class dedicated force of The Town of New Tecumseth is fortunate to be served by a the back bone of the Fire volunteer firefighters Staff firmly believes that the volunteers are of the volunteers while Department and will continue to monitor the call and training availability their families and the businesses being cognizant of the onerous demand on the firefighters that employ them

volunteer firefighters make an It is recognized that the local businesses that employ to leave the workplace extraordinary contribution to their community by allowing their employees to respond when required

FINANCIAL CONSIDERATIONS

with this There are no financial considerations associated report

Respectfully submitted

Dan Heydo Fire Chief