agenda - east...

CORPORATION OF THE TOWNSHIP OF EAST ZORRA-TAVISTOCK COUNCIL 2014-2018

AGENDA

for the Meeting to be held on Wednesday, January 21, 2015 in the

Council Chambers of the Township Hall, Hickson, Ontario at 7:00 p.m.

1. Call to order and opening remarks

2. Approve Agenda

3. Disclosure of Pecuniary Interest and General Nature Thereof

4. General Business:

a) Confirm Minutes of Previous Meeting

5. Delegations & Appointments:

a) 7:30 p.m.: Public Hearing – Zoning Change Application ZN 2-14-10 (Innerkip Seniors Apartments Inc.)

b) 8:00 p.m.: Kevin Hummel (OPP) re: OPP Billing Presentation

6. Reports of Municipal Officers and Committees:

a) Conferences and Seminars b) County Council: Update & Questions c) Staff Reports: Updates & Questions d) Staff Report: #PW2015-02 re: Victoria/Homewood Street update/ Other

Tendering e) Staff Report: #CAO2015-04 re: 2015 Summer Students f) Staff Report: #CAO2015-05 re: 2015 Insurance Renewal g) Staff Report: #CAO2015-06 re: Council Priority Setting (2014-2018 term)

7. By-laws

a) By-law #2015-04 – ZN 2-14-08 (Zehr)

8. Other and Unfinished Business:

a) Councillor Routly: Items for Consideration b) Councillor McCall-Hanlon: AMO Councillor Training

9. Legal & Personnel:

10. Confirming By-law

11. Adjourn

Upcoming Meetings, Seminars, Conventions:

Jan 26 7:00 p.m. TDRFB Feb 2 7:30 p.m. HRC Feb 18 7:00 p.m. IPRC Meeting @ Innerkip Arms

1.

Placeholder Page for Agenda Item 1 – Call to order and opening remarks Use this page to note any opening remarksyou wish to make.

2.

Placeholder Page for Agenda Item 2 – Approval of the Agenda Use this page to note items you would like added to the agenda.

3.

Placeholder Page for Agenda Item 3 – Disclosure of Pecuniary Interest Use this page to note any Pecuniary Interestsyou wish to declare at the meeting.

COUNCIL MEETING OF WEDNESDAY JANUARY 7, 2015 Page 1

The Council of the Township of East Zorra-Tavistock met in the Council Chambers of the Hickson Municipal Office, Hickson, Ontario at 10:00 a.m. on Wednesday January 7, 2015.

Members present: Mayor Don MCKAY (arrived at 10:57 a.m.), Deputy Mayor Maureen RALPH, and Councillors Mike CAMPBELL, Linda FULTON, Shirley MCCALL HANLON, Mike ROUTLY and Jeremy SMITH.

Staff present: CAO Jeff Carswell and Clerk Will Jaques, Director of Public Works & Development Dennis O’Neil, Fire Chief Scott Alexander, Chief Building Official John Scherer and By-law Enforcement Officer Melanie Schiell.

An opportunity was provided for Opening Remarks from members of Council. Councillor ROUTLY brought positive updates from a couple of businesses in Innerkip.

Approve Agenda 1. Moved by Mike CAMPBELL Seconded by Shirley MCCALL HANLON Resolved that Council approve the agenda for the January 7, 2015 meeting as printed and circulated.

CARRIED.

PECUNIARY INTERESTS: Deputy Mayor RALPH declared her interest in cheque #00035325, shown in Item 9a – Payroll Listing.

Confirm Minutes 2. Moved by Linda FULTON Seconded by Jeremy SMITH Resolved that Council confirm the minutes of the December 17, 2014 meeting as printed and circulated.

CARRIED.

December 2014 Pay Voucher

3. Moved by Jeremy SMITH Seconded by Mike CAMPBELL Resolved that Council adopt the December 2014 Pay Voucher in the amount of $2,423,708.

CARRIED.

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COUNCIL MEETING OF WEDNESDAY JANUARY 7, 2015 CONTINUED Page 2

Correspondence & Reports – No Resolutions

Delegation Request Form – OGRA Combined Conference

Oxford County - Letter of Appointment – UTRCA 2015-2018 Term

Oxford County – Letter of Appointment – Thames Sydenham and Region SPC

Oxford County – Letter of Appointment – Lake Erie Region SPC

Staff Report - #CAO2015-01 re: Financial Report Staff Report - #CBO2014-04 re: December 2014 Building Permit Report

Staff Report - Public Works/Drainage/Development Report Tavistock & District Recreational Facilities Board – December 22, 2014 Minutes

Correspondence & Reports – Resolutions Following

Delegation – OPP New Billing Model/ Police Contract

At 10:15 a.m., OPP Inspector Tim Clark attended and responded to questions that Council had with policing, in regards to the new police contract. OPP Sgt. Kevin Hummel was unable to attend due to inclement weather, but will attend in the near future to address questions Council may continue to have. Questions posed, and responded to, concerned the use of the Tavistock facility by the OPP, differences between Section 5.1 and Section 10 policing arrangements, role of the Police Service Board and continued deployment of the Community Resource Officer (CRO) in the Township.

Drain Presentation to Council

Staff Report #CSM2015-02 re: Drainage Presentation


4. Moved by Mike ROUTLY Seconded by Shirley MCCALL HANLON Resolved that Council direct staff to arrange for Mr. Sid VanderVeen and Mr. Kenn Smart to attend an upcoming meeting of Council to jointly provide an educational presentation to Council on the provisions of the Municipal Drainage Act. CARRIED.

At 10:53 a.m., Chief Building Official John Scherer attended Council to report on the following matters:

Building Permit Report

Answer various questions of Council

At 10:55 a.m., Director of Public Works and Development Dennis O’Neil attended Council to report on the following matters:

Monthly Activity Report

Answer various questions of Council

Innerkip Station Tanker - RFP

Staff Report #FC2015-02 re: RFP for Innerkip Station Tanker RFP

5. Moved by Maureen RALPH Seconded by Jeremy SMITH Resolved that Council accept the RFP from MetalFab Limited for the new tanker for the Innerkip Station in the amount of $328,744.75, plus HST. CARRIED.

BY-LAWS

1st & 2nd Reading 6. Moved by Linda FULTON Seconded by Jeremy SMITH Resolved that the following by-law be read a first and second time: 2015-1 By-law to authorize borrowing from time to time

to meet current expenditures during the fiscal year ending December 31, 2015.

2015-2 By-law to establish an Interim Tax Levy for the year 2015.

CARRIED.


3rd Reading 7. Moved by Maureen RALPH Seconded by Mike CAMPBELL Resolved that the following by-law be read a third and final time: 2014-41 By-law to provide for Drainage Works in the

Township of East Zorra-Tavistock (Goring Municipal Drain 2014 – Branch A)

2015-1 By-law to authorize borrowing from time to time to meet current expenditures during the fiscal year ending December 31, 2015.

2015-2 By-law to establish an Interim Tax Levy for the year 2015.

CARRIED.

Delegation – Ian Wilcox (UTRCA)

At 11:28 a.m., Ian Wilcox (GM – Upper Thames River Conservation Authority (UTRCA)) presented a general background on the operations and services provided by the UTRCA, as well as an overview of the draft 2015 UTRCA budget.

Committee of the Whole, in camera

8. Moved by Jeremy SMITH Seconded by Mike ROUTLY Resolved that Council does now adjourn to Committee of the Whole, in camera, at 11:50 a.m. to consider a matter pertaining to:

Personal matters about an identifiable individual, including municipal or local board employees;

Advice that is subject to solicitor-client privilege, including communications necessary for that purpose.

CARRIED.

Council Reconvenes 9. Moved by Maureen RALPH Seconded by Linda FULTON Resolved that the Committee of the Whole does now rise and Council reconvenes at 1:35 p.m. CARRIED.

Closed Session – Reporting Out

10. Moved by Jeremy SMITH Seconded by Mike ROUTLY Resolved that Council adopt the recommendation in Staff Report #FC2015-01. CARRIED.


Confirming By-law 11. Moved by Mike CAMPBELL Seconded by Maureen RALPH Resolved that by-law #2015-03 being a by-law to confirm the proceedings of Council held Wednesday January 7, 2015 be read a first, second and third time this 7th day of January, 2015 and further that the Mayor and Clerk are hereby authorized to sign the same and affix the corporate seal thereto.

CARRIED.

Adjourn 12. Moved by Shirley MCCALL HANLON Seconded by Linda FULTON Resolved that Council does now adjourn at 1:37 p.m.

CARRIED.

Will Jaques, Clerk Don McKay, Mayor

Report No: CASPO 2015-24 COMMUNITY AND STRATEGIC PLANNING

Council Date: January 21, 2015 To: Mayor and Members of Township of East Zorra-Tavistock Council From: Andrea Zietsma-Hächler, Development Planner, Community and Strategic Planning Application for Zone Change ZN 2-14-10 – Innerkip Seniors Apartments Inc. REPORT HIGHLIGHTS • The application proposes to rezone the subject lands from ‘Special Residential Type 1 Zone

(R1-5)’ to amended ‘Special Residential Type 1 Zone (R1-5)’ to facilitate the development of a 16 unit addition to an existing apartment dwelling on the subject lands.

• The application is further seeking relief to reduce the number of parking spaces required from 68 spaces to 62 spaces to accommodate the proposed addition.

• Planning staff is recommending approval as the proposal is consistent with the 2014 Provincial Policy Statement and the relevant policies of the Official Plan.

DISCUSSION Background OWNER: Innerkip Seniors Apartments Inc. 30 Balsam Street, Innerkip, ON N0J 1M0 APPLICANT: Starr Blackman 165 Coleman Street, Woodstock, ON N0J 1M0 AGENT: Joshua Warkentin 26 Colborne Street, Cambridge, ON N2M 5H3 LOCATION: The subject lands are described as Lots 99 – 104, 131 – 132 & Part Lot 130, Plan 111 (East Zorra), Township of East Zorra-Tavistock. The subject lands are located on the north side of Balsam Street, east of Queen Street and are municipally known as 30 Balsam Street in Innerkip.

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COUNTY OF OXFORD OFFICIAL PLAN: Schedule “E-1” Schedule “E-3”

Township of East Zorra-Tavistock Land Use Plan Village of Innerkip Land Use Plan

Serviced Village Medium Density

TOWNSHIP OF EAST ZORRA-TAVISTOCK ZONING BY-LAW NO. 2003-18: Existing Zoning: Special Residential Type 1 Zone (R1-5)

Proposed Zoning: Amended Special Residential Type 1 Zone (R1-5) PROPOSAL: The subject application proposes to rezone the subject lands from ‘Special Residential Type 1 Zone (R1-5)’ to amended ‘Special Residential Type 1 Zone (R1-5)’ to facilitate the development of an addition containing 16 apartments dwelling units to an existing apartment building on the subject lands. The application is further seeking relief to reduce the minimum number of parking spaces required from 68 spaces to 62 to accommodate the proposed addition. The subject property currently consists of a 29 unit apartment building for seniors with a lot area of approximately 1.4 ha (3.5 ac). The addition of 16 units to the existing 29 units will result in a 45 unit apartment building. Surrounding uses are predominantly single detached dwellings with the Innerkip cemetery to the southeast. For Council’s information, the current zoning for the subject property was established prior to Innerkip receiving full servicing and therefore a maximum number of 29 units was imposed. In light of Innerkip becoming fully serviced, the applicant wishes to increase the size of the building to maximize the site’s potential. Based on the size and nature of the existing development and the proposed addition, staff recommend that Council consider rezoning the lands to ‘Special Residential Type 3 Zone’ (R3-6) instead of ‘Special Residential Type 1 Zone (R1-5)’. The ‘R1’ zone identifies zoning provisions generally for single detached dwellings, whereas the ‘R3’ zone identifies zoning provisions for multiple unit developments, including apartment dwellings. Zoning the property ‘R3-6’ will place the development in the appropriate zone, allowing staff to refer to provisions that are specific to apartment dwellings. Staff are of the opinion that the recommended amendment to the applicant’s request can be considered minor and therefore recirculation of the application is not required. Plate 1, Existing Zoning and Location Map, shows the location of the subject property and the existing zoning in the immediate vicinity. Plate 2, Aerial Map (2010), provides an aerial view of the subject lands. Plate 3, Applicant’s Site Plan, illustrates the existing structure, proposed addition and parking layout of the subject lands.

Plate 4, Building Elevations, illustrates the existing and proposed building elevations. Application Review PROVINCIAL POLICY STATEMENT: The 2014 Provincial Policy Statement (PPS) provides policy direction on matters of provincial interest related to land use planning and development. The current policy framework came into effect April 30, 2014. Under Section 3 of the Planning Act, where a municipality is exercising its authority affecting a planning matter, such decisions “shall be consistent with” all policy statements issued under the Act. The policies of Section 1.1.1 state that one approach to healthy, liveable and safe communities is accommodating an appropriate range and mix of residential development, including second units, affordable housing and housing for older persons. Section 1.1.2 further states that sufficient land shall be made available to accommodate an appropriate range and mix of land uses to meet projected needs for the planning period. Within settlement areas, sufficient land shall be made available through intensification and redevelopment and, if necessary, designated growth areas. The policies of Section 1.1.3 state that settlement areas shall be the focus of growth and development, and their vitality and regeneration shall be promoted. Section 1.1.3.3 states that planning authorities shall identify appropriate locations and promote opportunities for intensification and redevelopment where this can be accommodated taking into account existing building stock or areas, including brownfield sites, and the availability of suitable existing or planned infrastructure and public service facilities required to accommodate projected needs. OFFICIAL PLAN: The subject lands are located within the ‘Medium Density Residential’ designation according to the County Official Plan. Medium density lands are located within Serviced Villages and are primarily developed or planned for low profile multiple unit development that exceed densities established for Low Density areas. Residential uses within the Medium Density Residential areas include all forms of townhouse development, cluster houses, converted dwelling, and low rise apartment buildings. Net residential density in the Medium Density Residential area will exceed 22 units per hectare (9 units per acre) to a maximum of 50 units per hectare (20 units per acre) and no building shall exceed four storeys in height at grade. All proposals for Medium Density Residential Development shall be subject to Site Plan Control, which will address such items as building location, servicing, stormwater management, parking, screening and landscaping. When considering any specific proposal for medium density residential development, including expansions to existing uses, the Area Council will be satisfied that the criteria of the Site Design Policies for Multiple Unit Residential Development as outlined in Section 6.2.4 are adequately addressed.

TOWNSHIP OF EAST ZORRA-TAVISTOCK ZONING BY-LAW: The application for zone change seeks to rezone the subject property to facilitate an addition containing 16 apartment dwelling units. As previously mentioned, Planning staff recommend that if the application is approved the zoning be amended to ‘Special Residential Type 3 Zone (R3-6)’ to appropriately reflect the use on the property. The ‘R1-5’ zone currently permits a 29 unit senior citizens apartment building with a minimum height of 2 storeys and a minimum dwelling unit area for a 1 bedroom apartment of 45 m2 (484.4 ft2) and 65 m2 (699.7 ft2) for a 2 bedroom apartment. The ‘R1’ zone generally permits single detached dwellings, however in this instance, the site specific zoning provisions found in the ‘R1-5’ zone permit the existing apartment building. That being said, apartment dwellings are typically found in the ‘R3’ zone which contains more appropriate zoning provisions that speak specifically to setbacks, lot area per unit, outdoor amenity space, maximum height of building and landscaped open space for apartment dwellings. Staff have evaluated the proposed addition using the ‘R3’ zoning provisions for apartment dwellings and are satisfied that the proposal meets the relevant provisions with the exception of the minimum size of a dwelling unit. The applicant has also requested relief from the parking provisions for an apartment dwelling from the required 68 spaces to 62 spaces. Minimum parking requirements ensure that all parking associated with the development are contained on the subject property. AGENCY COMMENTS: This application was circulated to those agencies that were considered to have an interest in the proposal. The Township of East Zorra-Tavistock Chief Building Official indicated that the development proposal will be required to undergo site plan control approval and that the request for relief from the parking provisions is acceptable but should not be further reduced in the future. The County of Oxford Public Works Department indicated that there is a small parcel of land at the north end of the property that the County owns. The parcel contains a decommissioned concrete reservoir, which was formerly used as part of a local water system serving this area of Innerkip. The County no longer needs the parcel of land or the concrete reservoir and are considering options to dispose of the land. Further, the Public Works Department indicated that a Site Servicing Plan will be required and will be subject to review by the department. The existing water service will likely need to be replaced with a larger service. The Township of East Zorra-Tavistock Director of Public Works & Development, the Township of East Zorra-Tavistock Fire Chief and Bell Canada indicated that they did not have any objections to the subject application.

PUBLIC CONSULTATION: Notice of public meeting regarding this application was circulated to surrounding property owners on December 12, 2014 and December 31, 2014. At the time this report was written, no comments or concerns had been received from the public. Planning Analysis An application for zone change has been submitted to facilitate a 16 unit addition to the existing apartment building presently containing 29 dwelling units on the subject property. The proposed development of the subject lands is considered to be an efficient use of lands, municipal services and infrastructure. Additionally, staff are of the opinion that this proposal will assist in providing a mix of housing types to accommodate current and future residents of the regional market area. It is the opinion of this Office that the subject application is consistent with the redevelopment policies of the PPS.

Further, Planning staff are of the opinion that the proposal is consistent with the policies for the Medium Density Residential designation. The subject lands comprise approximately 1.4 ha (3.5 ac) and the applicant’s proposal for an addition to the existing apartment dwelling results in a total of 45 units, which constitutes a net residential density of approximately 13 units per acre. According to the definitions for residential density as contained in the Official Plan, this development falls within the medium density range.

As previously indicated, staff recommend that in addition to the site specific provisions, the property be rezoned to ‘R3-6’ to appropriately reflect the use of the property for an apartment dwelling. The proposed development meets the relevant provisions in the ‘R3’ zone with the exception of the size of the units in the existing building and the total number of parking spaces proposed.

Planning staff are supportive of the request to reduce the number of parking spaces from the required 68 to 62. The Zoning By-law requires that an apartment dwelling have 1.5 parking spaces per unit, whereas the current proposal will be providing 1.38 parking spaces per unit. The parking requirements are intended for all apartment dwellings and are not specific to senior’s apartment dwellings. In the past, staff have supported reduced parking proposals that provide a minimum of 1 parking space per unit for senior’s housing due to the fact that many tenants would only one vehicle and other tenants would not own a vehicle at all.

In light of the foregoing, it is the opinion of this Office that the proposed zone change application is consistent with the policies of the PPS and is in keeping with the policies of the Official Plan. Planning staff is satisfied that this application can be approved in principle. An amending By-law will be brought to the next Council meeting.

RECOMMENDATION

1. It is recommended that the Council of the Township of East Zorra-Tavistock approve in principle the zone change application submitted by Innerkip Seniors Apartments Incorporated, whereby the lands described as Lots 99-104, 131-132 & Part Lot 130, Plan 111 (East Zorra), Township of East Zorra-Tavistock, known municipally as 30 Balsam Street, are to be rezoned from ‘Special Residential Type 1 Zone (R1-5)’ to ‘Special Residential Type 3 Zone (R3-6)’.

SIGNATURES Authored by: Andrea Zietsma-Hächler, Development Planner Approved for submission: Gordon K. Hough, MCIP, RPP Director AZH January 13/15

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Original signed by

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Original signed by

December 10, 2014

This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not be

accurate, current, or otherwise reliable. This is not a plan of survey

Legend

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Notes

NAD_1983_UTM_Zone_17N

36 Meters

Road Labels

Parcel Lines

Property Boundary

Assessment Boundary

Unit

Road

Municipal Boundary

Environmental Protection/Flood Overlay

Flood Fringe

Floodway

Environmental Protection (EP1)

Environmental Protection (EP2)

Zoning Floodlines/Regulation Limit

100 Year Flood Line

30 Metre Setback

Conservation Authority Regulation Limit

Regulatory Flood And Fill Lines

Zoning (Displays 1:16000 to 1:500)

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Polygonal Line

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Subject Lands

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Line

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Plate 1: Existing Zoning & Location Map ZN 2-14-10 - Innerkip Seniors Apartments Inc. - 30 Balsam Street, Innerkip

December 10, 2014

This map is a user generated static output from an Internet mapping site andis for reference only. Data layers that appear on this map may or may not be

accurate, current, or otherwise reliable. This is not a plan of survey

Legend

360

Notes

NAD_1983_UTM_Zone_17N

18 Meters

Road Labels

Parcel Lines

Property Boundary

Assessment Boundary

Unit

Road

Municipal Boundary

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Plate 2: Aerial Map (2010) ZN 2-14-10 - Innerkip Seniors Apartments Inc. - 30 Balsam Street, Innerkip

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Polygonal Line

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Subject Property

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Line

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Queen Street

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Balsam Street

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James Street

Plate 3: Applicant's Site PlanZN 2-14-10 - Innerkip Seniors Apartments Inc. - 30 Balsam Street, Innerkip

Plate 4: Building ElevationsZN 2-14-10 - Innerkip Seniors Apartments Inc. - 30 Balsam Street, Innerkip

STAFF REPORT

Report #CSM2015-03

To: His Worship the Mayor and Members of Council

From: Will Jaques, Corporate Services Manager

Subject: OPP Presentation

Date: January 15, 2015

Background:

Due to inclement weather, Sgt. Kevin Hummel (OPP Contract Policing) was

unable to attend the January 7, 2015 meeting of Council. As such, he, as well as Inspector Tim Clark (OPP Detachment Commander, Oxford County),

will be attending the January 21, 2015 Council meeting.

Discussion: At the January 7th, 2015 Council meeting, the following items were

addressed and/or clarified by Inspector Clark:

1) Under a Section 5.1 policing arrangement, the current facility in Tavistock used by the OPP would become a ‘non-reporting’ office.

However, Inspector Clark expressed that he would like to see, at minimum, that the office be maintained as an “Extended Services

Office” (ESO), for use by OPP personnel;

2) The key differences between a Section 5.1 and a Section 10 policing

arrangement. The key differences, in essence, are that under a Section 10 arrangement, a Police Service Board is required (providing

civilian oversight, as well as other associated responsibilities under the Police Services Act), as well as the availability of grants. Section 5.1,

in essence, is a “call for service” arrangement only;

3) If the Township wishes to retain the current “Community Resource Officer” (CRO) role, this would become an ‘enhanced’ position, and

would be over and above the costs currently billed for in the recently received Billing Statement;

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5.b

Staff Report – OPP Presentation Page 2

4) Inspector Clark advised that adjustments were going to be made to

the “non-enhanced” version of the Billing Statement received earlier in

the fall. Since the January 7th meeting, the amended statement has been received, with the non-enhanced statement now being $1,469.00

less.

5) Inspector Clark advised that should the Township wish to pursue a Section 10 policing arrangement, the contract documents should be

available shortly for signature.

With this information in mind, I prepared the following chart to assist Council

with considering a Section 5.1 vs. Section 10 policing arrangement:

Item Section 5.1

(Non-Contract)

Section 10

(Contract)

Costs (2015) – Billing Statement

Before Phase-In = $905,657 Before Phase-In = $907,126

Phase-In Adjustment = $217,053

Phase-In Adjustment = $217,053

Total Bill = $1,122,710.00 Total Bill = $1,124,179.00

PSB Costs Not Applicable PSB Costs (2014) = $13,500

Staff Costs - apportioned

Facility Costs

Option #1 – Pay Accommodation/ Cleaning fees

directly to the OPP (no facility supplied by the Township):

1) Accommodation:$1.14 X

2,824 (total prop.) = $3,219

2) Cleaning: $3.68 X 2,824

(total prop.) = $10,392 Total = $13,611

Township “costs” to operate Current Facility

NOTE: “Costs” for Current

Facility are apportioned by the Township, for accounting

purposes only (no ‘real’ costs attributable for use of the space

by OPP)

Option #2 – Pay Accommodation/ Cleaning costs

to OPP, but Township continue to maintain Current Facility as

an “Extended Services Office” (ESO), for use by the OPP:

$13,611 + Township “costs” to operate Current Facility


Item Section 5.1

(Non-Contract) Section 10 (Contract)

Grants (anticipated) Not Available

1) Community Policing

Partnerships (CPP) Grant = $30,000.00/yr.

2) RIDE Grant = approx. $7,500/yr.

(not an additional revenue source per se for to the Township, but allows for a

higher level of RIDE program service)

Community Resource Officer (CRO) position

No opportunity to maintain this position

Option #1 – Do not CRO = $0 additional funding.

Option #2 – Maintain CRO =

Unknown additional funding.

Total Anticipated Costs (2015)

Option #1: (no “ESO” provided)

$1,122,710 + $13,611 = $1,136,321.00

Option #1:

(no “CRO” position)

$1,124,179 + $13,500 + Twp.

“costs” to operate Current Facility - $30,000 =

$1,107,679.00+

Option #2:

(“ESO” provided)

$1,122,710 + $13,611 + Twp. “costs” to operate Current

Facility = $1,136,321.00+

Option #2:

(“CRO” position maintained)

$1,124,179 + $13,500 + Twp.

“costs” to operate Current Facility + CRO Costs - $30,000

= $1,107,679 + CRO Costs (unknown)


Recommendations:

1. None. Provided for Council information.

C.A.O. Comments

Good update. Seeing the financial

costs in conjunction with the

Contract/Non-Contract Options is

useful to understand the

differences.

Report prepared and submitted by:

Jeff Carswell

Chief Administrative Officer

Will Jaques

Corporate Services Manager

6.a

Placeholder page for Agenda Item 6.a – Conferences & Seminars

6.b

Placeholder page for Agenda Item 6.b - County Council – Update & Questions

6.c

Placeholder page for Agenda Item 6.c – Staff Reports and Questions for Staff

STAFF REPORT

Staff Report #PW2015-02


From: Dennis O’Neil, Director of Public Works & Development

Subject: Update on the Victoria / Homewood Project, and other 2015 Tendering


Background: A. As Council is aware, a public meeting was held on Tuesday January 13,

2015, at the Tavistock Memorial Hall for residents affected by the planned

2015 reconstruction of Victoria and Homewood Streets.

While attendance at the meeting was a bit low (nine residents and three

Councillors), considering that the work area only encompasses 28 homes, that is still 33% of the properties affected.

Most attendees had questions related to timing and access during

construction but overall, attendees seemed generally pleased with the design and agreed with the need for the work. Staff and consultants

questioned all attendees about drainage concerns and in general people did not have any major concerns. Staff was able to clarify drainage

locations in some areas that were in question.

There were some concerns raised regarding the installation of a sidewalk, but again, mostly by those who lived on the side of the planned

installation. At the same time, they did see the need for the sidewalk. These residents were encouraged to hear that the Township provides

winter control services on the sidewalks.

Staff’s intention would be to proceed with this project as proposed in the

2014 capital forecast. The estimated cost of this project is $510,000.00, including a 10 % contingency and construction supervision and final

engineering. The 2014 capital forecast for this project was $750,000.00.

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6.d

This timeline would proceed as follows:

1. Prepare and issue tender documents to Contractors by January

22nd; 2. Close tenders, review and tabulate results on Thursday February

12th; 3. Present tenders for Councils consideration on February 18th;

4. If approved by Council on February 18th, the contractor would proceed with construction mid-May to early June, with an

estimated 6 to 8 week construction period; 5. Top coat or final asphalt would be a separate tender, in 2016.

Staff has used this timeline and process in the past and has found that

getting tenders out early in the year encourages aggressive bidding and creates favourable pricing.

B. Staff also intends to proceed with tendering for the supply of one public works pickup and one public works tandem dump truck, as these pieces

of equipment can take quite some time to be built and delivered. These purchases are also part of the five year capital forecast and would be

funded through the equipment reserve fund. The pickup is estimated to cost $35,000.00, while the tandem should net out at approximately

$225,000.00 to $250,000.00. All tender results would be subject to Council approval.

C. Tenders for the supply of gravel for the 2015 resurfacing program will

also be carried out in February, as part of the operating portion of the budget. These tender results, combined with the known pricing for 2015

dust suppressant (we are in year three of a three year contract), will assist staff and council to prepare a more accurate 2015 budget.

D. Staff continues to work on the timing and content of the tender for Bridge #3 (bridge on 11th line between Braemar Sideroad and Oxford road #33),

with the intention to get this tender out in early spring. More information will be available at the February 4th Council meeting.

Recommendation: None at this time. For information only.

C.A.O. Comments

Good update. I would agree to

keep these projects on track they

need to be tendered now and may

require approval before the 2015

budget is formally approved.

Report prepared and submitted by:

Jeff Carswell Chief Administrative Officer

Dennis O’Neil

Director of Public Works and Development

STAFF REPORT

Report #CAO2015-04


From: Jeff Carswell, Chief Administrative Officer

Subject: 2015 Summer Students


Background:

This report outlines the proposal for summer students in 2015.

Discussion:

For the last several years, the Road Department has engaged a summer

student to provide assistance with construction projects, grass cutting and

maintenance activities. It is proposed that this practice continue as it provides significant benefits to the Township, which has been demonstrated

over the past several years.

For the last several years the Township has engaged a Summer Student to provide assistance in the office, specifically related to special projects. This

allowed many projects to be completed in an economical manner and provided valuable backup to the office. This year, staff are proposing that

the office summer student be used to continue with several IT projects started last year, provide assistance with treasury functions and assume

several routine processes that will free up time for other staff to work on projects.

In addition to the above tasks, a summer student with strong IT skills can

provide significant relief to the CAO over the summer months with respect to

IT matters.

Employing the same student as the previous year greatly reduces the training time and cuts down on the recruitment time and cost. If students

from the previous year are available and have the correct skills for this year’s projects, we may proceed with engaging them again. If required,

staff will recruit through various means, including local advertising, website and school recruiting services. Summer student positions generally start at

the end of April and run until the end of August.

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Staff Report – 2015 Summer Students Page 2

The estimated cost, including overhead would be approximately $12,500 for Public Works and $10,500 for the office. These amounts were contained in

last year’s operating budget, so this proposal will not require “new” budget dollars in 2015. Approval for summer students has traditionally been

obtained before budget approval, as waiting until March or April is too late to engage students for the summer. The Township has been able to obtain

Federal and Provincial student employment grants over the last several years to help offset these costs. The programs and amounts tend to vary

greatly year to year. Staff will be applying for any grants available this year.

The Township has a Hiring Policy that addresses matters related to hiring relatives. A copy is attached for Council’s information.

Recommendations:

1. That Council authorize the Director of Public Works & Development to proceed with engaging a Public Works Summer Student as set out in

this report.

2. That Council authorize the CAO to proceed with engaging an Office Summer Student as set out in this report.

Report prepared

and submitted by:

Jeff Carswell, AMCT


2.05 Hiring Policy

Page 1 of 3

Township of East Zorra-Tavistock

Human Resources Manual Title: Hiring Policy

Section: Personnel Policies Number: 2.05

Version: 1.0 Review Frequency: as required

Approved by: Council Approval Date: 2007-12-19 Application: General organizational structure of the Township. Applies to all employees. Notes: Required by Municipal Act, 2001, Section 270(1)

Purpose 1. The Municipal Act, 2001 (the “Act”) requires that all municipalities adopt and maintain a

policy with respect to hiring of employees. This policy provides direction to staff and information to the public about the process that will be followed with respect to the recruitment and hiring of employees. This policy has been developed to comply with the provisions of Section 270 of the Act.

Definitions 2. Relative includes spouse, father, mother, son, daughter, brother, sister, grandparent,

grandchild, father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law and sister-in-law.

Hiring of Relatives 3. The relative of a full-time employee or Councillor will not be hired into a full-time,

part-time or temporary position with the Township.

Excerpt from the Municipal Act 270. (1) A municipality shall adopt and maintain policies with respect to the

following matters:

2. Its hiring of employees.

2.05 Hiring Policy

Page 2 of 3

4. A relative of any employee or Councillor may be hired into a volunteer firefighter position with the Township.

5. The relative of a part-time, temporary or volunteer firefighter may be hired into a full-time, part-time, temporary or volunteer firefighter position with the Township provided they do not directly supervise or are supervised by a relative, with the exception of volunteer firefighter positions in which the supervision provisions do not apply.

Recruitment and Placement of Employees 6. All applicants for employment will be recruited, hired and thereafter assigned,

transferred, up-graded, promoted or compensated solely on the basis of merit, ability and length of service without regard to race, creed, colour, age, sex, marital status, nationality, ancestry or place of origin. Every reasonable effort is to be made to place an employee in an assignment which will make the best possible use of the employee's abilities and in which the employee will find personal satisfaction and opportunity. In filling recurring or seasonal vacancies, preference shall be given to employees with previous work experience with the Township.

Method of Recruitment 7. The following guidelines are to be used for recruiting of various classes of

employees.

a. Senior Staff – Municipal World Magazine, Association of Municipal Clerks and Treasurer of Ontario Fax Service and London Free Press, Woodstock Sentinel Review, Stratford Beacon Herald, Tavistock Gazette.

b. Full Time Support Staff – Woodstock Sentinel Review, Stratford Beacon Herald, Tavistock Gazette, College/University Placement Services, Online Job Services, Canada Employment Centre.

c. Part Time or Seasonal Staff – Woodstock Sentinel Review, Stratford Beacon Herald, Tavistock Gazette, College/University Placement Services, Online Job Services, Canada Employment Centre.

Confirmation of Vacant Position 8. When a full time senior staff position becomes vacant the Chief Administrative

Officer shall immediately advise Council. Council, in consultation with the appropriate Department Head and Chief Administrative Officer, shall determine the course of action to fill the vacancy.

2.05 Hiring Policy

Page 3 of 3

9. When a part time position becomes vacant the Department Head shall immediately advise the Chief Administrative Officer of the vacancy. The Department Head and Chief Administrative Officer will determine whether the vacancy shall be filled and present a written report to Council for confirmation.

Interview Process 10. The following guidelines are to be used in conducting interviews with prospective

employees.

a. Chief Administrative Officer Position – The initial interview shall be conducted by the Mayor, Deputy Mayor and a Senior Staff Member. A short list of candidates will then be interviewed by the entire Council.

b. Senior Staff/Management Positions – The initial interview shall be conducted by the Mayor, Deputy Mayor and Chief Administrative Officer. A short list of candidates will then be interviewed by the entire Council if deemed necessary.

c. Supervisory Staff Positions – The Chief Administrative Officer, Department Head and Mayor shall conduct the interview(s) and be authorized to engage an appropriate candidate subject to Council approval of the position, job description and terms of employment.

d. Full Time Staff Positions – The Chief Administrative Officer and the Department Head shall conduct the interview(s) and be authorized to engage an appropriate candidate subject to Council approval of the position, job description and terms of employment.

e. Part Time or Seasonal Staff Positions – The appropriate Department Head and Supervisor shall conduct the interview(s) and be authorized to engage an appropriate candidate subject to Council approval of the position, job description and terms of employment.

STAFF REPORT

Report #CAO2015-05



Subject: 2015 Insurance Renewal Process


Background:

The Township’s insurance policy renews April 1, 2015. This report updates Council on the typical process for considering this renewal.

Discussion:

Municipal insurance is a very complicated and expensive requirement. The

Township’s premium last year was $231,785 and covered a wide range of exposures. There are several different policies, all with different coverage

levels and deductibles. For this reason, getting quotes on an annual basis is not possible. For many years, Frank Cowan Company was the only provider

for comprehensive municipal insurance. There have been other companies attempting to enter the market, but success has been varied. There is also

a reciprocal arrangement, but this system exposes the municipalities to retro-assessments which can take place many years out.

In recent years, there have been some additional, stable companies that are

entering the municipal insurance market and are gaining some traction. Locally, the Township of Norwich switched from the OMEX reciprocal in

recent years to JLT and last year the Township of Southwest Oxford switched from Frank Cowan Company to BFL. The County also conducted an RFP for

insurance last year, but renewed with Frank Cowan. Several other Oxford

municipalities also renewed with Frank Cowan Company recently.

In 2014, an insurance RFP was not identified as a high priority for the Township and we are not in a position to go through that process before the

renewal. The Township has not completed an insurance RFP and to do so will require professional assistance to develop the RFP and assist with

evaluation. While there are recent examples of RFP’s available and recommendations for consultants that others have used, we would not have

time to complete this process before the renewal. If an insurance RFP is an

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Staff Report – 2015 Insurance Renewal Process Page 2

important process, it can be further reviewed during the 2015 budget process and incorporated into the 2015 work plan. As well, it would not be

appropriate to have Frank Cowan Company present a renewal proposal and then be subject to a competitive bidding process.

At this point in time, indications are the 2015 renewal should be in-line with

2014. There have not been any major claims against the Township in recent years that would have a significant negative impact on the Township.

The Township’s Account Manager is Jessica Jaremchuk. She recently took

over from Bryce Sibbick, who looked after the Township’s account for many years. She is booked for the February 4, 2015 Council meeting to present

information on the Township’s renewal. In addition to the renewal, I have also discussed providing some additional background on what is included in

a comprehensive municipal insurance policy, when the coverages come into

play, deductibles and other information to help Council better understand this important matter.

Recommendation: None. For Council information.

Report prepared

and submitted by:

Jeff Carswell, AMCT


STAFF REPORT

Report #CAO2015-06



Subject: Council Priority Setting for 2014 – 2018 Term


Background:

At the start of the 2010 – 2014 Council term, Council and Staff spent some time discussing and putting forth ideas or objectives that should be worked

towards over the Council term. In addition to providing ideas, there was some ranking and prioritizing of the ideas. Staff found this useful over the

last term of Council and would suggest something similar be done again. The summary report that was prepared for the last council term is attached for

information. I have also added some comments about the status of some projects.

Discussion:

To commence the exercise, I’m just looking a list of ideas, objectives,

projects, buildings, etc. that people would like to see completed or at least started on over the next 4+ years. There have already been some ideas and

suggestions put forth which have been noted for this exercise. Once a fairly comprehensive list is developed, the next step would be for Council to

provide some consensus and priority for the various ideas that are generated. Through this process a fairly extensive, ranked listing would give

staff some direction on Council priorities during the term. It would also permit some measurement or determination of achievement as we proceed

through the term.

I am proposing that time be allocated at the next few Council meetings

working on the list and establishing priorities. Following is a proposed schedule and tasks to develop this priority list:

2015-01-21 Council Meeting – brainstorm & provide ideas to staff (just

get the ideas out so they can be recorded) Additional ideas after the meeting could be sent to staff to be added to the list. I will also be

discussing this with staff to gather ideas they may be aware of.

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Staff Report – Council Priority Setting for 2014 - 2018 Term Page 2

2015-02-04 Council Meeting – The complete list of ideas is provided to

Council in a staff report. There would be the opportunity to discuss the ideas, clarify what they are and why they are listed. Additional

items could be added. The chart would be setup in a manner that would allow ranking of the item. Last time a fairly basic ranking using

Importance and Urgency / High, Medium, Low was used. The ranking could be completed before or after the meeting and sent to staff to

compile for a future meeting.

Staff will combine the individual rankings to try and get an overall sense of priority for the items. As well, effort and cost will also be

evaluated and included in a summary chart. This was contemplated in the last review but didn’t get included in the final report. It may also

be interesting to incorporate other factors like risk, consequence of a

failure, human health & safety, etc.

2015-02-18 or 2015-03-04 Council Meeting – Depending on how quickly the rankings are returned will determine when the ranked

items report will be ready for Council. At this meeting the prioritized list would be reviewed with Council and there would be an opportunity

to collectively adjust items and priorities if they do not truly represent the intent of Council as a whole. It will also provide some valuable

information to assist with the budget.

Once the list is developed, it shouldn’t go unchecked for the term of Council. It is anticipated that it would be reviewed annually and progress updates

noted. As well, there could be new additions to the list and a resetting of the priorities from time to time. Completing this process before the 2015+

budget is completed would also be useful and some items may have a

budget impact.

To get the process started, staff have provided a starting list of items from the last Council term that are in progress, items recently identified and other

items that staff are aware of.

In looking at the report from 2011, many of the high priority items were addressed either fully or to some degree over the last term of Council.

There are many items still in progress or the scope of the initial item has expanded, but overall I believe the exercise did help provide some focus to

Council and staff. While it would be nice to address all issues identified, with a limited budget and staffing complement, it is not possible to focus on

every new project and initiative that would be beneficial. We also have to

Staff Report – Council Priority Setting for 2014 - 2018 Term Page 3

keep in mind that all staff have routine, day-to-day activities such as processing applications, paying bills, answering calls, collecting taxes, etc.

that also consume a significant amount of time. There are also many new, provincially driven mandates that further add to the list of projects that must

be completed. Often these may be important provincially, but the implementation requirements are often overly onerous and cut into regular

activities and Council identified projects.

Recommendation:

1. That Council endorse the concept of generating and prioritizing

objectives for the coming Council term as set out in this report.

Report prepared

and submitted by:

Jeff Carswell, AMCT


STAFF REPORT Report #CAO2011-11



Re: Objectives for 2010 – 2014 Council Term


Background: Attached is a summary of the Objectives/Projects that have been identified along with the overall ranking. The ranking formula is quite basic. Following a brief summary:

High = 3

Med = 2

Low = 1

No Response = 0

Importance and Urgency for all respondents are added together for the Overall Rank Column. Importance and Urgency were also shown separately to better understand the information. Effort and cost will be further reviewed as we move forward with this exercise.

A high number translates to Important/Urgent and a low number means low importance/urgency. While more sophisticated analysis and ranking formulas could be applied, it appears this simple formula does provide a reasonable result.

A colour gradient was applied to each column to help indicate overall ranking.

High Medium Low

Discussion:

Following are several highlights from the information:

Staff Report – Objectives for 2010 - 2014 Council Term Page 2

• There tends to be a fairly high correlation between Important and Urgent for most items

• Tavistock Drainage continues to be a high priority • Succession Planning, especially for the Tax Collector position ranks

high • Economic Development is ranking fairly high overall • While website improvements are not a high priority, elements related

to promoting parks, recreation and arena ranked slightly higher, which makes sense in light of the Economic Development ranking

• Continuing to hardtop gravel roads continues to be important, although the urgency tends to be more moderate, which likely reflects this is a very long-term endeavour

• Some projects that have had a high degree to work to date, such as the Seasonal Trailer Parks, are not ranking overly high

• Wind Energy ranks high, especially with respect to urgency • Surplus Properties ranked fairly low, which in some regards is

inconsistent with the Economic Development ranking higher, as surplus Township property has the potential to generate revenue for other projects

Some items may require attention even though they don’t rank overly high. This would generally be due to external requirements. For example, there may be regulations coming forward requiring Energy Management Plans for all municipal facilities. Under the Accessibility Regulations, there may be requirements coming forward that websites meet certain accessibility requirements in the future. Health & Safety regulations continue to escalate and may impact how we need to manage Park Employees and park operations, including maintenance, inspections and play grounds. I am anticipating this report and the ranking will generate some discussion and direction from Council. Subject to discussion and direction from Council, staff will try to keep these rankings in mind when planning and carrying out various activities and projects. This information could provide some direction and input to the 2011+ budget. I would also suggest we review this item every few months to check on status and progress.

Staff Report – Objectives for 2010 - 2014 Council Term Page 3

Recommendation:

1. None at this time.

Report prepared

and submitted by:

Jeff Carswell, AMCT


OverallRank Importance Urgency Status Comments

Tavistock DrainageNorthwest Drainage Area 33 18 15 CompletedSewer replacements in conjunction with Street works 27 17 10 In Progress based on street reconstructionOverland flow routes 27 16 11 Completed/In Progress

Economic DevelopmentBalance of TDS land into Village / Industrial Designation 29 16 13 Investigated with PlanningEco Development with other Oxford Rural Townships 27 16 11 ROEDC Formed in 2014Taxation Level Challenges - Perth East Comparison 28 16 12 Some improvement, but mainly due to others losing more OMPF than EZT

Support/participate in Imagine Innerkip Initiative 22 13 9 Supported, in progress, School Playground, Innerkip Estates Park Came out of Volunteers - Recruiting, Retaining, Recognizing 26 14 12Tavistock Downtown 18 10 8 TCCSmoking Regulations - Entrances to Buildings, Parks, Playgrounds, etc. 20 12 8 Completed, Provincial regs catching up wrt to Parks, PlaygroundsCouncil Conferences and Seminar Policies 22 13 9Council Remuneration Structure 13 7 6Transparency and Accountability CCOW time tracking & reporting

Conference & Seminar Tracking & Costing - Council and Staff 21 12 9Human Resources

Tax Collector - Succession Planning 34 21 13 completed & in progressPolicies 25 15 10Pay Equity Update 20 13 7Innerkip & Tavistock Housing Developments 29 16 13 housing development is moving forward, some affordable senior housing also in Road Department - Succession Planning 30 19 11 In progressOT/TO, Pay Equity, changing responsibilities and requirements 24 14 10Parks Employees - Supervision 18 11 7

Parks - Health & Safety, Maintenance, Inspections, Playground Equipment 21 14 7 Have got PW involved, but still a significant attention neededStrategic Plan for the Township

Learn more about what a Strategic Plan is and how to do one 31 18 13Actually complete a Strategic Planning Exercise 21 13 8Implement Strategic Plan Recommendations 19 12 7

Master Fire Plan (May have HR implications) 18 10 8Wind Energy Not a willing host resolution passed

Township Position on Wind Energy 31 16 15Agreements, Deposits, Fees 31 17 14

Alternative Energy Options interest in EV charging station, but no suitable locationSolar on Twp Facilities 15 10 5Facility Retrofits and Energy Efficiency Improvements 18 12 6 Energy efficiency considered for new and replacements

OverallRank Importance Urgency Status Comments

Energy Management Plans for Facilities 17 12 5 Basic plan completed, bare minimum reporting completedVandalism Reduction Options - Curfews, other ideas, options? 17 10 7Tavistock Park Pavilion Project 20 11 9 CompletedContinued Gravel to Hard Surface Road Conversions 29 18 11 Some completed, but scaled back last couple of yearsVision for Growth

Innerkip 19 11 8Tavistock 19 11 8

Website Improvements / Overhaul Completed by Summer Student, ongoing updates and improvements neededincreased social networking 18 11 7better/easier updates 19 12 7PSB Section 15 8 7More/better Public Safety Info (video) 15 9 6Better "who does what" 22 14 8Improved/increased promotion of parks, recreation, arena 23 14 9increased integration / sharing ex. Google calendar 14 8 6add some service options 15 9 6

Municipal Alcohol Policy (Recreation Facilities, Parks) 21 13 8 started, but lapsed - still needed, AGCO/PoliceHandicap Parking - Firehalls, Parks (In Progress - Spring Update) 17 10 7 CompletedComprehensive Fire By-law Review and Update 23 13 10Surplus Properties 16 9 7 some sold, some still need attentionFire Dispatch / Radio System 33 18 15 Decision made on how to proceed, in progress, should be complete end of 2015Public Works - Land and Building Requirements 28 15 13 Purchased 89 Loveys Street - further work on property plan neededSeasonal Trailer Parks - Ongoing 23 13 10Records Retention Policies 23 13 10Mock Disaster / Emergency Plan Exercise 23 13 10 Several exercises completedInnerkip Optimist Park Improvements 19 11 8 In progress, to be completed Spring 2015Innerkip Streetlighting 20 12 8 Some improvements mades, some more plannedBonnie Brae Nursing Home - "D" 28 14 14 Closed and moved, question now is what will happen with the building

Other significant items not identified in 2010, but completed/in progressDeveloped a structure and Terms of Reference for Arboretum and Hickson TrailSignificant developments in Tavistock and InnerkipBuilt Jacob Street extension, increased connectivity, sold 7 lotsBuilt James Street, sold 1 lotStarted Bridge #0003 Replacement - planned for 2015Started Victoria/Homewood Reconstruction Planning - planned for 2015Several significant Municipal Drain Projects completedIncreased service level re: municipal drain repairs / building - engaged Building Inspector / PW AssistantProcessed about 1,400 Police Checks since November 2010Discontinued Dog Licencing Program2014 Municipal Election completed - increased voter turnout (highest in area)

2014 - 2018 Council TermProject ListingDRAFT Project Identification Stage - Please add to list. Don't add Importance / Urgency until all items listed.

Importance UrgencyHigh High

Medium MediumProject, Idea Low Low Notes

Items from last list that are not completed See last list

Alternative EnergySolar on Township Facilities add solar to roof tops ex. arena, halls, etc.EV Charging Station interest from Council, but no location

Surplus Property DisposalAdditional Lots on Jacob St., Tavistock need to work with churchQueen Street Lot, InnerkipSeveral additional lots / possible lots

Innerkip Estates Park in Progress - get completed should be done spring 2015

89 Loveys Street Property (purchased, what next)Community Use Space small community hall?

Property Planwhat is the overall plan for the property, what departments will use what space?

90 Loveys Street (Hickson Office) Space Constraintsrunning out of space, some areas are not overally usable or too much activity in one spot

Communication with Residents and Community ConsultationHickson Office Hours

Evaluate current lunch time closureExpanded hours at certain times (ex. open late on Wed)

Departmental Status Reports / Updates to Councilimproved, more departmental reporting to Council - standardize reporting amongst different departments

Fire Department - Updated/Modernized Emergency Response By-lawby-law needs review and updating, Council input on exactly what services and levels the Township is at

Fire Communications System

Renewable Energy System Tracking / Registrytrack and identify renewable energy installations, require id at road, protection for fire department when responding due to high risk

Volunteer Recruitment, Training, Support and RecognitionPark Employee Supervision currently little Township supervisionSeasonal Trailer Parks operating outside of permitted zoningRural Planning Policy Review and Modernization discussed last term

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List started by staff - more items to be added based on Council comments - full updated list provided at next meeting - ranking would take place when all items added

Importance UrgencyHigh High

Medium MediumProject, Idea Low Low Notes

Municipal Alcohol Policy discussed last term, still needed AGCO/OPP

Innerkip Park Liquor Licencing - Anytime licence?LRC interested in more flexible licensing, issues with insurance coverage and agreement requirements last year

By-law EnforcementUpdated enforcement guidelines and proceduresBy-law enforcement tracking, reporting and

Hickson Trail - started last year, very difficult to get MNR involved for agreement

More items to be added at the January 21, 2015 Council Meeting

THE CORPORATION OF THE TOWNSHIP OF EAST ZORRA-TAVISTOCK

COUNTY OF OXFORD

BY-LAW #2015 - 4

Being a By-law to amend the Zoning By-law Number 2003-18, as amended. WHEREAS the Municipal Council of the Corporation of the Township of East Zorra-Tavistock, deems it advisable to amend By-law Number 2003-18, as amended. THEREFORE, the Municipal Council of the Corporation of the Township of East Zorra-Tavistock, enacts as follows: 1. That Schedule “A” to By-law Number 2003-18, as amended, is hereby amended by

changing to ‘REC-5’ and ‘A2-11’ the zone symbols of the lands so designated ‘REC-5’ and ‘A2-11’ on Schedule “A” attached hereto.

2. That Section 12.5 of By-law Number 2003-18, as amended, is hereby amended by

adding the following subsection at the end thereof: “12.5.5 Location: Part Lots 33 & 34, Concession 13 (East Zorra), REC-5 12.5.5.1 Notwithstanding any provisions of this Zoning By-law to the contrary, no

person shall within any ‘REC-5’ Zone use any lot, or erect, alter or use any building or structure for any purpose except the following:

all uses permitted in Section 12.1.

12.5.5.2 Notwithstanding any provision of this Zoning By-law to the contrary, no

person shall within any ‘REC-5’ Zone use any lot, or erect, alter or use any building or structure except in accordance with the following provisions:

12.5.5.2.1 Special Provision for an accessory single detached dwelling

Maximum number of accessory single detached dwellings 2

12.5.5.2.2 That all provisions of the ‘REC’ Zone in Section 12.2 to this Zoning By-law, as

amended, shall apply, and further that all other provisions of this Zoning By-law, as amended, that are consistent with the provisions herein contained shall continue to apply mutatis mutandis.”

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3. That Section 7.5 of By-law Number 2003-18, as amended, is hereby amended by adding

the following subsection at the end thereof: “7.5.11 Location: Part Lot 33, Concession 13 (East Zorra), A2-11 7.5.11.1 Notwithstanding any provisions of this Zoning By-law to the contrary, no

person shall within any ‘A2-11’ Zone use any lot, or erect, alter or use any building or structure for any purpose except the following:

all uses permitted in Section 7.1 except that a single detached dwelling shall not be permitted.

7.5.11.2 Notwithstanding any provision of this Zoning By-law to the contrary, no

person shall within any ‘A2-11’ Zone use any lot, or erect, alter or use any building or structure except in accordance with the following provisions:

7.5.11.2.1 LOT AREA

Minimum 19.5 ha (48.2 ac)

7.5.11.2.2 That all provisions of the ‘A2’ Zone in Section 7.2 to this Zoning By-law, as amended, shall apply, and further that all other provisions of this Zoning By-law, as amended, that are consistent with the provisions herein contained shall continue to apply mutatis mutandis.”

This By-law comes into force in accordance with Sections 34(21) and (30) of the Planning Act, R.S.O. 1990, as amended. READ a first and second time this 21st day of January, 2015. READ a third time and finally passed this 21st day of January, 2015. ____________________________________ Don McKay, Mayor seal _____________________________________ Jeff Carswell, Deputy Clerk

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TOWNSHIP OF EAST ZORRA-TAVISTOCK

AREA OF ZONE CHANGE TO A2-11NOTE: ALL DIMENSIONS IN METRES

THIS IS SCHEDULE "A"

MAYOR

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TOWNSHIP OF EAST ZORRA-TAVISTOCK

BY-LAW #2015-4

EXPLANATORY NOTE The purpose of By-Law #2015-4 is to rezone property described as Part Lots 33 & 14, Concession 13 (East Zorra) in the Township of East Zorra-Tavistock, located on the east side of 13th Line, south of the Village of Tavistock and north of Maplewood Side road. The northern lands as illustrated on the attached Schedule “A” will be rezoned from ‘General Agricultural Zone (A2)’ and ‘Recreational Zone (REC)’ to ‘Special Recreational Zone (REC-5)’ to facilitate the addition of 4 ha (10 ac) to the existing golf course, while the southern lands shown on Schedule “A” will be rezoned from ‘General Agricultural Zone (A2)’ to ‘Special General Agricultural Zone (A2-11)’ to recognize the reduced lot area and prohibit the construction of a dwelling on the property. The Municipal Council, after conducting the public meeting necessary to consider any comments to the proposed zone change approved By-Law #2015-4. The public meeting was held on December 3, 2014. Any person wishing further information relative to Zoning By-Law #2015-4 may contact the undersigned.

Will Jaques, Clerk Township of East Zorra-Tavistock

90 Loveys Street, Hickson, ON N0J 1L0

Telephone:

519-462-2697

Councillor Routly – Items for Consideration: 1) Monthly Department Reports: I noticed early on that only a couple of the Department Heads submit regular monthly reports to council for review. I personally find these reports to be very beneficial. Is it possible to have all the department heads provide a monthly report to Council? In checking with other Townships, this seems to be a fairly standard practice. 2) Hours of Operation for Township Office: Currently, the Township office is open from 8:30 am - 4:30 pm, however, the office is closed for lunch from 12 - 1pm. Would it be possible for staff to review options to allow for the office to be open for the entire 8 hour work day to ensure EZT citizens have unlimited 8 hour access during these business hours? The revised coverage over the noon hour may be minimal, but would at least provide someone to answer the phone or speak with residents who inquire over the lunch hour. I understand that with the low staffing levels at present this may not be feasible until the office is back at its full staffing complement. After speaking with other colleagues on Council, they would agree this should be reviewed. Although this maybe isn't an issue that raises a lot of concern from the residents, I think that with minimal disruption to the current schedule, we could provide a better service to the residents of EZT for the tax dollars paid. Again, in looking at surrounding Township offices and County levels of government, none appear to be closed entirely for the noon hour.

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As an elected official you face a number of challenges. The demanding arena of municipal politics requires you to continuously expand your knowledge and skills to keep current.

The Municipal Council Education Program (MCEP) offers a selection of in-class and online professional development courses for new and returning Elected Officials in 2014/2015.

All in-class courses can also be offered as customized in-house sessions for individual councils and municipal staff. Please contact AMO Events for details at [email protected] or 416.971.9856.

Table of Contents

Heads of Council Training ...................................2

Councillor Training 101 .......................................3

Personal Responsibilities ...................................4

The Meetings Series ............................................5

Registration Form ................................................6

Contact Us

Online: www.amo.on.ca

E-mail: [email protected]

Phone: 416.971.9856

Fax: 416.971.6191

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Heads of CouncilWho it’s for:

This course is open to Heads of Council (Mayors, Reeves, Wardens).

What will you learn:

A broad portfolio of leadership skills is essential for any successful leader. This interactive full-day session is designed to hone your existing skills and to help you develop new ones. You will gain insight into some familiar material through the lens of your own expanded experience as the leader of Council, and also review, with your peers, recent developments in the sector as they relate to your role.

Course content includes:

• Leadership style assessment• Understanding the job description• Leadership in the municipal context• Challenges of municipal leaders• A strategic planning primer• Taking control in a crisis• Communication Skills• Working with the public, other levels of government and

staff.

Dates and Locations:

January 26: Thunder Bay, Valhalla Inn

February 22: Toronto, AMO Offices (This session is on the Sunday of the ROMA Conference)

August 16: Niagara Falls, Marriott Gateway on the Falls (This session is on the Sunday of the AMO Conference)

Course Details:

Sessions are full-day starting at 8 a.m. and concluding at 4:30 p.m. Lunch is provided.

Course Cost:

$472.50 plus HST ($533.93)

Cancellation Policy:

Cancellations must be made in writing to [email protected] no later than 14 days prior to the scheduled date of the course. Cancellations will be refunded less an administration fee of $75 plus HST ($84.75)

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Councillor Training 101Who it’s for:

Councillor Training 101 is designed for councillors who are newly elected and for those who are more experienced but need to refresh their knowledge.


This full-day in-class intensive course covers:

• Roles and Responsibilities• Your role as a Member of Council• Responsibilities of the Head of Council• The role of Municipal Staff

• Councillors as Individuals• Personal liability, including Municipal Conflict of

Interest update• Accountability and Transparency Legislation Update• Criminal Code Provisions

• Closed Meeting reviews and Investigations update• Senior Government Challenges and Municipal

Implications• Municipal Finance: The Basics• Fiscal Challenges for the new council term• New financial reporting and Asset Management

implications• Qs and As


January 23, 2015: LondonJanuary 28, 2015: Owen Sound January 30, 2015: Orillia February 4, 2015: Cornwall February 6, 2015: Kingston February 11, 2015: Dryden February 13, 2015: Thunder Bay February 18, 2015: Renfrew February 20, 2015: Peterborough March 3, 2015: Sault Ste. Marie March 6, 2015: Mississauga March 11, 2015: TimminsMarch 13, 2015: North Bay March 18, 2015: St. Catharines March 20, 2015: BurlingtonMarch 26, 2015: London Course Details:

Councillor Training 101 sessions are held back-to-back with the Personal Responsibilities course in all locations.


Course Cost:$420 plus HST ($474.60)



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Personal ResponsibilitiesWho it’s for:

Personal Responsibilities is open to all Municipal Elected Officials, regardless of experience.


Citizens across Ontario are increasing their scrutiny of councils and individual members. Couple this with the shift in personal obligations under the Safe Drinking Water Act it is time to learn how to protect your reputation, your personal finances and your political legacy.


• Safe Drinking Water Act, 2002• Oath of Office• Municipal Conflict of Interest Act• Codes of Conduct• Occupational Health and Safety Amendment Act

(Violence and Harrassment in the Workplace), 2009• Procedure By-Law Behaviour• Legislative Protection for Members (Municipal Act

sections 45, 279, 283, 448(1); MCIA section 14)• The role of the Municipal Solicitor• and more...


January 24, 2015: London January 29, 2015: Owen Sound January 31, 2015: Orillia February 5, 2015: Cornwall February 7, 2015: Kingston February 12, 2015: DrydenFebruary 14, 2015: Thunder BayFebruary 19, 2015: Renfrew February 21, 2015: Peterborough March 4, 2015: Sault Ste. Marie March 7, 2015: MississaugaMarch 12, 2015: TimminsMarch 14, 2015: North Bay March 19, 2015: St. Catharines March 21, 2015: BurlingtonMarch 27, 2015: London Course Details:

Personal Responsibilities sessions are held back-to-back with the Councillor Training 101 course in all locations.


Course Cost:

$420 plus HST ($474.60)



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The Meetings SeriesWho it’s for:

All those who actively participate in meetings from members of council to municipal staff.


Chairing and participating in meetings effectively places challenges and opportunities in front of you. How you conduct yourself and how you prepare for these meetings can determine how you actively engage as a participant. This course focusses on how to improve the planning of a meeting, how to chair a meeting and will also aim to increase your success in participating in meetings.

Municipal meetings are unique. This course will look beyond generic tips and tricks and will look at your municipal needs to run effective open and closed meetings.


• Principles of successful meetings• Planning meetings• Meeting agendas• Roles and responsibilities• Procedure By-Law• Closed Meetings• and more...


April 17, 2015: Kingston April 18, 2015: PeterboroughApril 25, 2015: London May 1, 2015: Temiskaming ShoresMay 2, 2015: Orillia

Course Details:


Course Cost:

$450 plus HST ($508.50)



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Please type or print clearly. Use one form per registrant. Payment MUST accompany registration. Please fax registration form to 416.971.9372

First Name Last Name

Title Municipality

Address

City Province Postal Code

Phone Fax E-mail

Session Title Please indicate location preference Cost Final Cost

Heads of Council $472.50 + HST $533.93

Council Training 101 $420 + HST $474.60

Personal Responsibilities $420 + HST $474.60

The Meetings Series $450 + HST $508.50

Total to be submitted:

PAYMENT: Registration forms CANNOT be processed unless accompanied by proper payment. PLEASE INVOICE.

CHEQUE ENCLOSED. Please make cheque payable to: Association of Municipalities of Ontario 200 University Avenue, Suite 801 Toronto, ON., M5H 3C6

Pay by cheque and receive a 5% discount on your registration.

HST 106732944

Mastercard Visa

Card #

Name on Card

Expiry Date

Signature

Cancellation Policy: Cancellations must be made in writing to [email protected] no later than 14 days prior to the scheduled date of the workshop. Cancellations will be refunded less an administration fee of $75.00 plus HST ($84.75)

200 University Avenue, Suite 801, Toronto, Ontario M5H 3C6T: 416.971.9856F: 416.971.9372E: [email protected]

By completing this registration form you are providing the Association of Municipalities of Ontario (AMO) with consent to send information on all activities related to current and future courses under the Municipal Council Education Program. If you wish to no longer receive information from AMO on this program please contact [email protected] to unsubscribe.

MCEP Registration Form

THE CORPORATION OF THE TOWNSHIP OF EAST ZORRA-TAVISTOCK COUNTY OF OXFORD BY-LAW # 2015 - 5 Being a by-law to confirm all actions and proceedings of the Council. NOW THEREFORE THE COUNCIL OF THE TOWNSHIP OF EAST ZORRA-TAVISTOCK ENACTS AS FOLLOWS: All actions and proceedings of the Council taken at its meeting held on the 21st day of January, 2015 except those taken by By-law and those required by law to be done by resolution are hereby sanctioned, ratified and confirmed as though set out herein provided, however, that any member of this Council who has dissented from any action or proceeding or has abstained from discussion and voting thereon shall be deemed to have dissented or abstained, as the case may be, in respect of this By-law as it applies to such action or proceeding. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 21st DAY OF JANUARY, 2015.

___ Don McKay, Mayor

seal

Jeff Carswell, Deputy-Clerk

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10.

CORPORATION OF THE TOWNSHIP OF EAST ZORRA-TAVISTOCK COUNCIL 2014-2018

SUPPLEMENTAL AGENDA

for the Meeting to be held on Wednesday, January 21, 2015 in the

Council Chambers of the Township Hall, Hickson, Ontario at 7:00 p.m.

1. Draft OPP Contract Document

2. Tavistock Pavilion – Hockey Noise

3. TFD Funding Request

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The term of this Agreement, made in 4 originally executed copies, is from the 1st day of January, 2015, to the __ day of __________, 20__.

AGREEMENT FOR THE PROVISION OF POLICE SERVICES

UNDER SECTION 10 OF THE POLICE SERVICES ACT, R.S.O. 1990, c. P.15, as am. BETWEEN:

HER MAJESTY THE QUEEN IN RIGHT OF ONTARIO AS REPRESENTED BY THE

MINISTER OF COMMUNITY SAFETY AND CORRECTIONAL SERVICES

("Ontario") OF THE FIRST PART AND:

THE CORPORATION OF THE TOWNSHIP OF EAST ZORRA-TAVISTOCK

(the "Municipality") OF THE SECOND PART RECITALS: (a) Under s. 4(1) of the Police Services Act, R.S.O. 1990, c. P.15, as am., the Municipality is

required to provide adequate and effective police services in accordance with its needs; (b) Under s. 5 of the Police Services Act, the Municipality’s responsibility for providing police

services may be discharged by entering into an Agreement with the Solicitor General under s. 10 of the Act;

(c) Pursuant to Order-in-Council 497/2004, the powers assigned to the Solicitor General in law,

including those set out in the Police Services Act, have been transferred to the Minister of Community Safety and Correctional Services; therefore, all references to the Minister of Community Safety and Correctional Services shall be deemed to include the powers previously exercised by the Solicitor General;

(d) The Municipality has expressed its intent to provide police services, in pursuance of its

responsibilities under s. 5 of the Police Services Act, by means of this Agreement, as evidenced by by-law number ______________, dated ______________________ (a copy of which is attached as Schedule "A");

(e) This Agreement reflects the intent of the parties to provide an adequate and effective level

of police services for the Municipality as set out in the "Contract Policing Proposal," dated 16th January, 2015 (attached as Schedule "B");

NOW THEREFORE, in consideration of the premises and covenants herein, the parties agree as follows:

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Draft Agreement Format - Rec'd 2015-01-20

2 1. The parties warrant that the recitals are true. Definitions 2. In this Agreement: (a) “Annual Billing Statement” means a statement prepared by Ontario and submitted to

the Board for review and to the Municipality for review and approval which contains:

(i) the Municipality’s police costs for the year following the year in which the statement is prepared, based on, among other items, an estimate of salary and benefit costs; and

(ii) a reconciliation of actual salary and benefit costs to those billed for the preceding

year. (b) “Board” means the East Zorra-Tavistock Police Services Board. (c) “Commissioner” means the Commissioner of the O.P.P.

(d) “Detachment Commander” means the O.P.P. officer in charge of the Oxford County Detachment.

General Provisions 3. Ontario shall provide adequate and effective police services in accordance with the needs of

the Municipality in compliance with the terms and conditions of the Agreement. The Municipality shall pay Ontario for the police services provided under this Agreement in accordance with this Agreement.

4. The Commissioner shall ensure that the Detachment Commander responds appropriately to

the Board's objectives and priorities for police services, developed after consultation with the Detachment Commander, pursuant to s. 10(9)(b) of the Police Services Act.

5. The Commissioner shall cause the Detachment Commander or his or her designate to report

to the Board at mutually agreed upon intervals in accordance with the Police Services Act regarding the provision of police services in and for the Municipality. The O.P.P. will, determine the information to be contained in the reports and the format in which they will be provided.

6. (a) For the purposes of s. 10(6) of the Police Services Act, the O.P.P. shall provide police

services to the Municipality, including the enforcement of mutually agreed upon by-laws. The parties shall annually review this part of the Agreement with a view to revising or updating the list of by-laws requiring O.P.P. enforcement.

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(b) Municipal Building Code violations overseen by the Municipality’s building code inspector and those by-laws related to animal control will not form part of this Agreement.

Service Levels 7. (a) Ontario shall cause the Commissioner to assign police officers and other persons to

duties relating to the police services in and for the Municipality so as to provide the municipality adequate and effective policing services.

(b) In the event that the Municipality requests services dedicated specifically to the

municipality, it shall be responsible for all costs associated with those dedicated resources.

Liability of Ontario 8. The O.P.P. shall be liable for any damages that may arise as a result of any negligent acts or

omissions of its members in the performance of this Agreement. Provincial Services Usage 9. The O.P.P. as legislated by the Police Services Act, must be capable of providing provincial

level response that can be mobilized for emergencies, disaster or specialized needs. The O.P.P. may meet this requirement by deploying resources that normally would be assigned to the Detachment that serves the Municipality. The O.P.P. shall ensure that in the event resources are deployed to a situation requiring provincial level response, appropriate resources remain available to the Detachment to provide adequate and effective policing to the Municipality. The use of O.P.P. officers in cases where there is a provincial obligation to respond will be accounted for as part of the billing model.

Equipment and Facilities 10. Ontario shall supply or cause to be supplied at Ontario's cost all vehicles and equipment

reasonably necessary and appropriate for the use of the O.P.P. in providing police services under this Agreement.

11. The parties will enter into negotiations concerning the provision and payment of appropriate

buildings and rental agreements, including, but not limited to, location, leasehold improvements, and capital costs.

Adequacy Standards Regulation 12. The O.P.P. shall undertake and be responsible for ensuring that all mandatory standards of

adequate and effective police services as required by Ontario Regulation 3/99 under the Police Services Act are met and maintained.

4 13. The Detachment Commander shall provide the Board with reasonable documentation, as

agreed upon between the Board and the O.P.P., to allow the Board to evaluate the services and satisfy itself that adequate and effective standards and policies are in place.

14. It shall be the responsibility of the Board to monitor the delivery of police services to ensure

that the provisions of the Ontario Regulation 3/99 under the Police Services Act are satisfied on an ongoing basis.

Cost of Police Services 15. (a) On or before October 1st in each year, Ontario shall prepare and deliver to the Board

for review and to the Municipality for review and approval, the Annual Billing Statement for the following year (Schedule "C"), together with sufficient documentation and information reasonably necessary to explain and support the billing.

(b) The Municipality shall review the Annual Billing Statement upon receipt and, within

90 days of such receipt, shall approve the Annual Billing Statement or deliver to Ontario a request to review the Annual Billing Statement.

16. (a) In the event that the Municipality fails to approve or request a review of the Annual

Billing Statement within 90 days of receipt, the Municipality shall be deemed to have approved the Annual Billing Statement.

(b) In the event that the Municipality requests a review of the Annual Billing Statement

as provided in this paragraph, the Annual Billing Statement shall be approved or amended and approved in accordance with Section 17.

17. Where the Municipality has delivered to Ontario a request to review the Annual Billing

Statement, the Municipality shall carry it out expeditiously, and Ontario shall cooperate to permit such a review to be carried out. If the parties are unable to agree on the Annual Billing Statement, either party may submit the matter to the dispute resolution mechanisms set out in paragraphs 22 and 23. In the event that the Municipality delivers a request to review to Ontario, the Annual Billing Statement shall be deemed to apply during the period of review.

18. The Municipality shall make monthly installment payments to Ontario no later than the end

of the month following the month for which payment is being made, each one being one twelfth of the Annual Billing Statement for that year. Any amounts which have become due and owing shall bear interest at the rate set by the Minister of Finance from time to time.

19. Ontario shall keep all records, statements of account, invoices and any other such

documents necessary to support the Annual Billing Statement, and all such records shall be kept for a period of seven years. Ontario shall permit the Municipality, upon notice to Ontario, to examine all such records and books of account and conduct a review of the Annual Billing Statement.

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20. Upon the approval or deemed approval of the Annual Billing Statement, as provided in thisAgreement, adjustments shall be made in the amounts paid by the Municipality byinstallment so that (i) the total amount paid in respect of the preceding year is equal to theamount shown on the approved Annual Billing Statement and (ii) the installments for theyear following the year in which the statement is prepared are each equal to one twelfth ofthe approved Annual Billing Statement. Any amounts payable by one party to the othershall be paid by means of a credit for the appropriate party in the remaining monthlybillings for the year following the year in which the statement is prepared.

21. The parties agree that sections 132 and 133 of the Police Services Act will be applied as if the Oxford Detachment of the O.P.P. was a municipal police force, and as if the Detachment Commander was a Chief of Police.

Dispute Resolution Mechanisms

22. (a) The provisions of this paragraph apply in the event of a dispute between theMunicipality and Ontario concerning financial and related issues arising out of the interpretation, application, administration, or alleged violation of this Agreement (“Financial Disputes”) or between the Board and the O.P.P. concerning policing issues arising out of the interpretation, application, administration, or alleged violation of this Agreement (“Policing Disputes”).

(b) In the event that a dispute arises, the Detachment Commander, or representative, and the Municipality or the Board, as the case may be, or their representative, shall meet within 30 days of such dispute arising and use all best good faith efforts to resolve the dispute.

(c) If the dispute remains unresolved, the Regional Commander, or representative, and the Municipality or the Board, as the case may be, or representative, shall meet and use all best good faith efforts to resolve the dispute.

(d) If the dispute remains unresolved, the Commissioner, or Deputy Commissioner, and the Municipality or the Board, as the case may be, or representative, shall meet and use all best good faith efforts to resolve the dispute.

(e) If a Financial Dispute remains unresolved, the issue may be referred to mediation by either party, and each party shall use all best good faith efforts to resolve the dispute.

23. (a) Financial Disputes that cannot be resolved through any of the methods describedwithin paragraph 22, may be referred to and settled by binding arbitration. The provisions of the Arbitration Act, 1991 shall apply to any such arbitration, unless otherwise indicated below:

i) The language of the arbitration shall be English.ii) The place of the arbitration shall be the Township of East Zorra-Tavistock.

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iii) Each party agrees that the arbitration shall be conducted in a summary mannerto ensure a full hearing in a cost effective and efficient manner.

iv) Each party shall make prompt full disclosure to the other and, subject to theavailability of an arbitrator the arbitration shall be commenced within 30 daysof the conclusion of the meeting with the Commissioner, or the mediator, ifapplicable.

v) Each party shall be responsible for its own legal expenses and for an equalshare of the fees and expenses of the arbitration and any other related expenses.Section 54 of the Arbitration Act shall not apply; the arbitrator shall have noright to make an award relating to costs.

vi) The parties shall have no right of appeal to a final decision of an arbitrator.

(b) Policing Disputes shall not be subject to mediation or arbitration.

(c) Neither party shall be entitled to proceed to mediation or arbitration until all of the meetings referred to in paragraphs 22 have been held, and each party undertakes to exert all best good faith efforts to resolve the dispute in those meetings.

(d) Mediations or arbitrations of disputes conducted under this Agreement shall remain closed to the public. All parties to any dispute shall keep all details, admissions or communications made in the course of the dispute resolution process strictly confidential, nor shall such information be admissible in any legal proceeding, except as follows: i) on consent of all parties;ii) as may be ordered by a court of competent jurisdiction;iii) the final decision of the arbitrator may be released.

(e) Each of the meetings outlined in paragraph 22 shall be commenced no earlier than 15 days, and concluded no more than 30 days, from the conclusion of the prior stage unless the parties otherwise agree.

(f) Notwithstanding any of the above provisions, nothing in this Agreement shall be construed so as to give the Municipality or the Board the right to alter any policy of the O.P.P. or the Ministry. Nothing in this Agreement shall be construed so as to give the Municipality or the Board, the right to supercede or vary the duties and obligations of the Solicitor General pursuant to s. 3(2) of the Police Services Act, or of the Commissioner pursuant to s. 17 and s. 41 of the Police Services Act, and further, the rights of the Municipality and the Board pursuant to the Agreement are subject to the Municipality’s obligations under s. 4 of the Police Services Act.

Detachment Commander Selection

24. The Detachment Commander shall be selected from a short-listed pool of candidates asdetermined by the O.P.P. in accordance with its relevant provincial policies. Followingthe formulation of the short-list, a joint committee consisting of Board members and

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persons nominated by the Commissioner, shall select the successful candidate in accordance with the process set out in the OPP’s provincial policies.

Notice

25. Any notice, statement, invoice or account to be delivered or given by any of the belowlisted groups to any other of them shall be delivered to all other groups in writing and sentby mail addressed to those groups at their respective address as listed below, or sent by faxtransmission to the fax number listed below. Any notice, statement, invoice or account sentby mail shall be deemed to be received on the third day following the date of mailing unlessshown to the contrary and if sent by fax shall be deemed to be received on the date oftransmission. Any group may change its address and fax number by giving notice providedherein:

i) to Ontario addressed to: The Minister of Community Safety and CorrectionalServices, 25 Grosvenor Street, 11th Floor, Toronto, Ontario, M7A 1Y6, FAX number(416) 325-6067.

ii) to the Commissioner addressed to: The Commissioner, Ontario Provincial Police, 777Memorial Avenue, Orillia, Ontario, L3V 7V3, to the attention of the Manager,Municipal Policing Bureau, FAX number (705) 330-4191.

iii) to the Municipality addressed to: The Clerk, Township East Zorra-Tavistock, P.O.Box 100, 90 Loveys Street, Hickson, Ontario, N0J 1L0, FAX number (519) 462-2961.

iv) to the Board addressed to: The Secretary, East Zorra-Tavistock Police Services Board,P.O. Box 100, 90 Loveys Street, Hickson, Ontario, N0J 1L0, FAX number (519) 462-2961.

Commencement and Termination of Agreement

26. Notwithstanding the date upon which this Agreement is signed, the term of this Agreementshall commence on the 1st day of January 2015, and shall conclude on the __ day of___________, 20__.

27. Either party to this Agreement may terminate this Agreement upon one year written noticeof termination to the other party, in which case this Agreement shall terminate one yearfollowing the delivery of such notice. Should a notice to terminate be given, theMunicipality shall continue to be obligated to pay for the cost of providing police servicesunder this contract to and including the date of such termination and Ontario shall continueto be responsible to provide the services outlined in this Agreement.

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28. Should the Municipality’s designated responsibility to provide policing under the PoliceServices Act be changed, either by statute or government interpretation, the Municipalitymaintains its right upon being so informed to give written notice of its intention to terminatethis Agreement forthwith.

Entire Agreement

29. This Agreement and the schedules attached constitute the entire Agreement between theparties, and there are no representations, warranties, collateral agreements or conditionsaffecting this Agreement or the relationship of the parties or supported hereby other than asexpressed herein in writing. Any amendment to this Agreement must be in writing, dulyexecuted by the parties.

IN WITNESS WHEREOF, the Municipality has affixed its Corporate Seal attested by the signature of its duly authorized signing officers and the Minister of Community Safety and Correctional Services has personally signed this Agreement to be effective as of the date set out herein.

FOR ONTARIO _______________________________________________ The Minister of Community Safety and Correctional Services

FOR THE MUNICIPALITY _______________________________________________ Mayor, Reeve, etc. (as appropriate)

_______________________________________________ Chief Administrative Officer, or Clerk (as appropriate)

Date signed by the Municipality: _______________________________________________

SCHEDULE “A”

BY-LAW OF THE MUNICIPAL COUNCIL

SCHEDULE “B”

PROPOSAL FOR POLICE SERVICES

The Township of East Zorra-Tavistock

Contract Policing Proposal

Prepared by: Ontario Provincial Police

Municipal Policing Bureau

16th January, 2015

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Table of Contents

Executive Summary ............................................................................... 3

OPP Annual Billing Statement ............................................................ 6

OPP Contacts .............................................................................................. 8

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Executive Summary

The Ontario Provincial Police (OPP) has over 100 years of experience in providing effective community-based policing and protection throughout Ontario. The OPP has provided municipal police services under contract for over 60 years and currently maintains contracts with over 140 communities across Ontario.

The Township of East Zorra-Tavistock requested a costing for OPP municipal policing. This proposal is based on the Township of East Zorra-Tavistock paying an amount equal to the sum of the Township of East Zorra-Tavistock allocated portion of the OPP’s total municipal policing base and calls for service costs and the costs for overtime, cleaning/caretaker, accommodation, court security and offender transport as applicable. Where a municipality chooses to receive police services from the OPP pursuant to a contract, the OPP will provide the level of police services required to provide adequate and effective policing, including providing the services set out in Regulation 3/99, Adequacy and Effectiveness of Police Services under the Police Services Act.

This proposal reflects the integrated policing concept, incorporating a police services contract for the Township of East Zorra-Tavistock with OPP highway patrol services and provincial responsibilities under one administration. The Oxford County OPP Detachment will remain as the Administration/Operations Centre. The resources will be deployed to the municipality from this facility.

The Oxford County OPP Detachment Commander will be responsible to oversee all aspects of service delivery. The detachment management including Staff Sergeant and Sergeant/ Platoon Leaders as applicable would provide assistance and supervision to members of the Oxford County OPP Detachment.

In order to provide a location for the police and public to interact, and to facilitate the delivery of police services in a community, the OPP encourages the establishment of Community Policing Offices (CPOs). Where such offices exist they are usually equipped with telephone and computer capabilities for use by officers assigned to the municipality. Any decision on the establishment of a CPO in the Township of East Zorra-Tavistock rests entirely with township council and any associated costs will be the responsibility of the township. It is recommended that any CPO located within the township be maintained.

In consultation with the East Zorra-Tavistock Police Services Board it is the intent that all existing community service programs and community policing committees will be maintained.

Any new community service program considered may be implemented after consultation with the Township of East Zorra-Tavistock Council, the Township of East Zorra-Tavistock Police Services Board and the Oxford County OPP Detachment Commander.

When a municipality chooses to receive police services from the OPP under contract, the OPP will ensure that the municipality receives adequate and effective police services in accordance with the Police Services Act and regulations. The shared infrastructure of the OPP broadens local access to resources, expertise, solutions, training and management without duplicating services. The Township of East Zorra-Tavistock will continue to benefit as additional staff are

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readily available from within the Oxford County OPP Detachment as well as neighboring detachments and regions, should the need arise.

The Township of East Zorra-Tavistock will be required to establish a Police Services Board, as mandated by Section 10 of the Police Services Act that will generally determine objectives and priorities for police services within the community, after consultation with the Detachment Commander. The Commissioner is committed to ensuring that the Detachment Commander of the Oxford County OPP Detachment responds appropriately to the Board’s advice and priorities in a manner consistent with the Board’s identified concerns, expectations and needs.

It is long-standing OPP policy and practice to be accountable to the communities we serve. The Commander of the Oxford County OPP detachment, or designee, will report to the Police Services Board on a regular basis, as per the direction of the Board. The OPP is experienced in being accountable to the municipalities we serve. With over 100 Contracts currently in place and future contracts pending, there is great emphasis placed on OPP accountability to Police Services Boards.

The OPP is required to provide provincial level emergency response that can be mobilized in times of emergency, disaster or a specialized investigative need. The OPP meets such emergent needs, on an on-call, as-needed basis, by deploying small numbers of officers from multiple locations and assignments, both provincial and municipal. During such times, the OPP is responsible to ensure that appropriate resources remain in place to make certain the municipality receives adequate and effective police services in accordance with the Police Services Act and regulations. The use of OPP officers in cases where there is a provincial obligation to respond will be accounted for as part of the billing model.

If the Township of East Zorra-Tavistock chooses to accept an OPP contract for its policing service, the Oxford County OPP Detachment will assign resources, focusing on meeting the Township of East Zorra-Tavistock unique policing needs.

Value for the Township of East Zorra-Tavistock;

• Assurance of adequacy and effectiveness of police services;• Dedication to resolving community issues through local involvement and community

policing committees;• Availability of additional staffing support from neighboring detachments, regional

headquarters and general headquarters;• Seamless access to a comprehensive infrastructure and specialized services; and• Assists the Detachment Commander in determining the local policing priorities and

objectives through the Township of East Zorra-Tavistock Police Services Board.

Based on, among other things, an estimate of salary and benefit costs, the policing cost for 2015 associated with this proposal is $1,122,710. The annual billing statement is set out in the attachment to this proposal.

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Please Note:

Not included in this proposal are: The cost of maintaining the Police Services Board The costs associated with establishing and maintaining Community Policing

Office(s) Any applicable revenues accruing to the municipality as a result of police activity

(*Note – This proposal expires six months from the date of presentation to Council. At that time the costs identified in the proposal will be subject to review and revision where necessary.)

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East Zorra-Tavistock TpEstimated costs for the period January 1 to December 31, 2015Excluding Enhancements(see notes)

Cost perProperty $

Base ServiceProperty CountsHousehold 2,667Commercial and Industrial 157Total properties 2,824 $200.51 $566,240

Calls for ServiceTotal all municipalities $138,122,392Total municipal portion 0.2263% $110.69 $312,601

Overtime $7.09 $20,010

Court SecurityPrisoner Transportation (per property cost) $2.41 $6,806Accommodation (per property cost)Cleaning Services (per property cost)

$320.70 $905,657

2014 Forecasted cost (see below) Total $1,207,424 $427.56$320.70

(Decrease) $106.86(Decrease) $30.00

Actual 2015 Phase-In Adjustment $76.86 $217,053

Total Billing for 2015 $397.56 $1,122,710

Removed the following from the 2014 Forecasted Costs:35% of the Office Automation Cost for the Court OfficerOne Small Network Printer

2015 Calculated Cost per Property (see above)Cost per Property Variance2015 Adjustment (Maximum per property)

OPP Annual Billing Statement

Total 2015 Calculated Cost before Phase-In Adjustment

2015 Phase-In Adjustment Billing Summary

Additional Notes to the “OPP Annual Billing Statement”:

The Annual Billing Statement is determined based on the new OPP billing modeleffective January 1, 2015.

The Annual Billing Statement is a statement of 2015 costs based on an estimate ofsalary and benefit costs. Salary and benefit costs are estimates and are subject to afinal year end adjustment.

As a result of the implementation of the new OPP billing model municipal policing costsare subject to Phase-in Adjustments for the calendar years 2015 to 2019. The 2015phase-in adjustment is dependent on the final 2014 cost. Phase-in adjustments aresubject to change and are based on an annual determination:

o If the municipality is subject to an increase between the final 2014 cost and the2015 cost, the increase will be capped to a maximum of $40 increase perproperty. The capped increase of $40 plus the growth factor per property costwill be applicable for each subsequent year until the full cost is realized.

o The growth factor is a set per property cost for all municipalities dependent upongeneral increases in salary, benefits, support costs and other direct operatingexpenditures.

o If the municipality is subject to a decrease between the final 2014 cost and the2015 cost it will be limited to the per property reduction limit applicable to theyear.

o The per property reduction limit is an annual per property amount determined forall municipalities. The per property reduction limit is subject to change each yearbased upon the determination of the funding required to offset the cappedincreases for all municipalities.

O.P.P. Contacts

Please forward any questions or concerns to Inspector Tim Clark, Detachment Commander, Oxford County OPP Detachment or Sergeant Kevin Hummel, Contract Policing Analyst, OPP Municipal Policing Bureau, General Headquarters.

Inspector Tim Clark (519) 688-6540 Sergeant Kevin Hummel (519) 441-3697

6

SCHEDULE “C”

ANNUAL BILLING STATEMENT

East Zorra-Tavistock TpEstimated costs for the period January 1 to December 31, 2015Excluding Enhancements(see notes)

Cost perProperty $

Base ServiceProperty CountsHousehold 2,667Commercial and Industrial 157Total properties 2,824 $200.51 $566,240

Calls for ServiceTotal all municipalities $138,122,392Total municipal portion 0.2263% $110.69 $312,601

Overtime $7.09 $20,010

Court SecurityPrisoner Transportation (per property cost) $2.41 $6,806Accommodation (per property cost)Cleaning Services (per property cost)

$320.70 $905,657

2014 Forecasted cost (see below) Total $1,207,424 $427.56$320.70

(Decrease) $106.86(Decrease) $30.00

Actual 2015 Phase-In Adjustment $76.86 $217,053

Total Billing for 2015 $397.56 $1,122,710

Removed the following from the 2014 Forecasted Costs:35% of the Office Automation Cost for the Court OfficerOne Small Network Printer

2015 Calculated Cost per Property (see above)Cost per Property Variance2015 Adjustment (Maximum per property)

OPP Annual Billing Statement

Total 2015 Calculated Cost before Phase-In Adjustment

2015 Phase-In Adjustment Billing Summary

Additional Notes to the “OPP Annual Billing Statement”:

The Annual Billing Statement is determined based on the new OPP billing modeleffective January 1, 2015.

The Annual Billing Statement is a statement of 2015 costs based on an estimate ofsalary and benefit costs. Salary and benefit costs are estimates and are subject to afinal year end adjustment.

As a result of the implementation of the new OPP billing model municipal policing costsare subject to Phase-in Adjustments for the calendar years 2015 to 2019. The 2015phase-in adjustment is dependent on the final 2014 cost. Phase-in adjustments aresubject to change and are based on an annual determination:

o If the municipality is subject to an increase between the final 2014 cost and the2015 cost, the increase will be capped to a maximum of $40 increase perproperty. The capped increase of $40 plus the growth factor per property costwill be applicable for each subsequent year until the full cost is realized.

o The growth factor is a set per property cost for all municipalities dependent upongeneral increases in salary, benefits, support costs and other direct operatingexpenditures.

o If the municipality is subject to a decrease between the final 2014 cost and the2015 cost it will be limited to the per property reduction limit applicable to theyear.

o The per property reduction limit is an annual per property amount determined forall municipalities. The per property reduction limit is subject to change each yearbased upon the determination of the funding required to offset the cappedincreases for all municipalities.

1

Jeff Carswell

From: Linda Fulton Sent: January 20, 2015 9:03 PMTo: Jeff CarswellSubject: FW: Pavilion

Hi Jeff We likely should discuss this tomorrow night. I can understand his concern. Linda

From: Sent: Tuesday, January 20, 2015 12:17 AM To: Linda Fulton Subject: Pavilion Hi there I'm having some issues with the Queens park pavilion in Tavistock. The pavilion is right behind my house , the reason I bought the house was because there was a park right behind it NOW theres a parking lot, that's a long story. The problem I have right now is the fact that they play hockey all night long and the pavilion magnifies all the sound , a slap shot sounds like a gun shot , makes it hard to sleep!!!! I was just wondering if you could speak to the town councel about may be banning the hockey between 12 and 7 am ?? Chuck miles -- This message has been scanned by LastSpam eMail security service, provided by TUC Managed IT Solutions.

jcarswell

Text Box

CAO Notes: Noise by-law provides an exemption for "Any sporting, recreational or entertainment event in Public Parks or Buildings." This exemption could be moved to a time based restriction, or Since this a Township owned facility, there could be facility rules put in place with respect to operating times and type of use during those times. Operating policies are within the authority of the TDRFB. The Board meets on Monday. It could consider the matter and work the volunteer group to put in place appropriate controls.

Township of East Zorra-Tavistock

P.O. Box 100

90 Loveys Street

Hickson, ON N0J 1L0

ATTN: Mayor Don McKay & Members of Council

RE: Tavistock Fire Fighters Association

To His Worship The Mayor & Members of East Zorra-Tavistock Council,

I am writing this letter on behalf of the Tavistock Fire Fighters Association to request

your assistance with an upcoming public awareness activity planned for Family Day, Monday

February 16, 2015.

For the past few years we have sponsored a free public skating event on Family Day & offered

free hot dogs & beverages to all in attendance.

We use this opportunity to distribute fire safety awareness material to all the children. We also

arrange for Sparky the Fire Dog to make an appearance and skate with the kids. We feel this is a

very important event and we hope to do it for many years to come.

As an association, we try to stay away from fundraising activities such as raffles and ticket sales,

and we would rather concentrate on public safety.

Our most recent fundraiser, a Halloween Dance did not go well, and in fact netted only $200,

mainly due to poor attendance. We have decided to discontinue the Halloween Dance.

Having heard of your recent generosity to other “Not for Profit Events”, we would like to ask

you to help our public awareness efforts by waiving the ice rental fees for our free public skate

on family day. We will cover all other expenses of food, drink, and safety awareness material.

Thank you in advance for your assistance.

Paul Roth, District Chief

East Zorra-Tavistock Fire Department

Tavistock Station

(On Behalf of Attached List of Members)

jcarswell

Text Box

CAO Note: Request for 2 hrs @ $114/hr = $228 Each year the Township typically budgets $2,000 for items such as this. Following is a summary of donations from the the past few years: 2015 Innerkip Fire Hall Rental $420 2014 Innerkip Fire Hall Rental $407 2013 Innerkip Fire Hall Rental $400 2013 Brickyard Cemetery $1,000 2013 Hort Soc Prov. Meeting $400 2012 IRC Hall Rental $480 2011 IRC Hall Rental $480 2011 Tav Fire 100th $750

agenda - east...

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